Request for Proposal : Business Process Analysis and Information Infrastructure Design for KSI Knowledge Management System

The Knowledge Sector Initiative (KSI) is a joint initiative of the Government of Indonesia and Australia (through the Department of Foreign Affairs and Trade - DFAT) designed as a unique and holistic approach to support Indonesia's stakeholders promote evidence based policy making.. In the first phase of KSI, the focus was on building capacity, relationships, networks and systems as key knowledge sector assets for strengthening policy making in Indonesia.

 

Now entering its second phase (2017-2022), the team will consolidate, mobilize and expand these assets to produce, communicate and utilize quality data and knowledge across Indonesia's policy cycle at both national and subnational levels.  It will also work across a range of DFAT programs in exchanging and amplifying tools and knowledge for policy produced by these programs.

 

KSI is currently seeking Proposal from Qualified and experienced service providers to develop business process analysis and information Infrastructure Design for KSI Knowledge Management System (KMS)

 

I.         Objectives

This Scope of Work (SoW) outlines KSI’s requirements for technical support for the assessment of KSI business processes to improve KSI operational efficiency by structuring the current process and analyse to develop strategies to improve workflow effectiveness. The outcome information will ensure the full integration of all process and linkage to their implementation within KSI Knowledge Management System (KMS).

 

This document represents detailed information for procuring the expertise of a consultant team to understand and documents the current state of KSI operational business processes and the redesign of those KSI business functions.

 

II.       Background & Objectives

Based on its previous works, KSI will continue to look for opportunities to strengthen information and knowledge management systems within and between KSI, partners, and other relevant institution to encourage standardization of data. KSI also aimed to improved linkages between information and knowledge management systems within and between selected ministries and agencies at national and sub-national levels, leading to improved cross-sectoral coordination. Hence it is important to KSI to provide better technological solutions to overcome information and knowledge management problems might occurred.

 

An integrated information system supports one or more work systems using information technology to capture, transmit, store, retrieve, manipulate or display information. A work system is a system in which human participants perform business processes using information, technology, and other resources to produce products for internal or external stakeholders. The core of the work system (and thus the information system) is a business process consisting of steps related in time and place, having a beginning and an end, inputs and outputs.

 

During the KSI planning session, 14 (internal) work systems have been detected to achieve KSI outcomes, including: finance and procurement management, monitoring and evaluation, grants management, human resources management, client relationship management, data and knowledge management, project budget tracking, regulatory and policy tracking, networking mapping, research uptake tracking, knowledge exchange management, resources/expertise database, communication and coordination, and risk management. Business processes are at the core of every work system. Information systems support business processes with information is transmitted automatically, thus saving time and work that would be necessary to maintain the integrity of these work systems in KSI.

 

This initiative is expected to contribute significantly to achieve the overall KSI goal, by providing a model to increase interaction, knowledge sharing and collaboration between researchers, policy-makers and other key players in the knowledge sector in Indonesia. This condition will encourage better data management to improve the quality of data used for ongoing planning and implementation. Using this system, KSI can stimulate collaborations among research organisations in producing quality policy research towards better use of quality evidence in development policy-making and contributing to more inclusive and equitable growth for Indonesia.

 

III.      Specific Tasks

The goals of this project, therefore, are to better understand and documents the current state of business processes and the redesign of those KSI business functions. KSI is looking for recommendations for operational change to implement immediately as well as changes to implement in the future.

 

KSI seeks a consulting team / Organization /Company to:

1. Document KSI “As-Is” business processes on its operational, including but not limited to Financial reporting process; Purchasing and accounts payable process; Budgeting process; Benefit administration; Human resource and payroll process; Project accounting; Grant management; and Work Orders.
2. Evaluate and develop a plan to implement recommended operational changes that increase efficiency for the KSI business functions with the consideration of the propriety requirements (RTI and DFAT compliance)
3. Translate all detailed business-process in a concise, seamless, and completed UML diagrams, later to be translated to technology-based workflow such as SharePoint system guided process and the result will lead into a seamless business process.

 

Governing Mechanism

• The consulting team will work closely with KSI’s Operation Manager and the appointed SOP Consultant and Evaluation Specialist (the consultants), as they will also work on reviewing KSI’s Project Operation Manuals. Any result produced by the consulting team related to the consultants’ work, should also be confirmed by the consultants.

 

Requirements:

The proposal as the firm’s statement of qualifications shall be limited to a maximum of 20 pages (excluding front and back covers, section dividers and attachments). Font size shall be minimum 11-point Arial. The proposal includes the following:

a.      Cover Letter – Proposals shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity.

b.      Understanding of Need: Proposal shall include an outline which demonstrates the firm’s understanding of the scope of work. This outline should include anticipated approach, tasks necessary for successful completion, deliverables, and suggestions or special concerns that the KSI should be made aware of. Identify any assumptions and/or exclusions used in preparation of the scope of work and associated fee estimate.

c.      Firm and Team Experience: Proposal shall include a profile of the firm’s experience. Include resumes of project team/sub-contractors who will be providing services that outline their technical and design experience.

d.      Relevant Project Experience: Proposal shall include a list of projects which your firm or personnel have completed within the last 3 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number.

e.      Schedule: Proposal shall include a timeline to complete the project..

f.       References: Proposal shall include a listing of relevant projects with references for three public entities for which Proposer has performed similar work within the past 3 years.

 

Selection Criteria:

·        Understanding of Need 25 points

·        Relevant Project Experience 25 points

·        Firm and Team Experience 20 points

·        Schedule 15 points

·        References 15 points

 

 

Deliverables and Timeline

 

Activity Description	Location
Workplan/tasks definitions Output: Definitive plan of the assessment including timeline and the planned final report writing skeleton.	Jakarta
KSI business process assessments Output: Completed progress report and the summary of KSI’s high level business process diagram.	Jakarta
Report development Output: Final report completed and approved.	Jakarta

 

If you meet the requirements, and are keen to be part of this exciting program, you are welcome to apply by sending your proposal to procurement_team@ksi-indonesia.org. Please indicate position you have applied for in the email subject.

Deadline for submission of proposal: 8 June 2018

Further information about The Knowledge Sector Initiative is available on http://www.ksi-indonesia.org/

Knowledge Sector Initiative is managed by RTI International on behalf of the Australian Government.