Terms of Reference
Sourcing of Consultant (firm): Yayasan Hivos Management System Development
Background
Yayasan Humanis dan Inovasi Sosial/ Humanist and Social Innovation Foundation (hereinafter: Yayasan Hivos) has been officially established in Indonesia on March 2021 prior to its decade-long presence through Dutch-based Hivos. For its decentralization and locally-shaped progress, Yayasan Hivos is in the phase of developing its strategy along with relevant guidelines and policies that align with its core principle as a humanist organization.
In Southeast Asia, the Yayasan is inheriting all Hivos' programs and projects including its system and Standard Operation Guidelines under a cooperation agreement which will expire within three years. In anticipation of the growing needs of the future Yayasan Hivos own projects and direction of becoming an independent organization with programs delivered in countries within Southeast Asia region, we are currently looking at possibility in developing its own management system that is simple yet efficient.
An internal small working group was established to review this plan in more strategically and started to collect inputs from staff to assess the current system vs the expectation for better support. A light desk review is also currently being undertaken to assess some systems/products/apps that are available in the market.
Objectives
The objectives of this consultancy are to:
1. Assess the organization needs of management system to support its program deliveries and operation.
2. Thorough review of selected systems available in the market and provide recommendation for the most relevant fits with Yayasan's needs.
3. Develop additional customised functions as required.
4. Develop dummy testing before finalisation and set up the internal capacity for operation and maintenance.
Four main functions of the required management system are as follow:
1. Grant Management; featuring support facilities of grant making, partner contract management, donor reporting, partner monitoring, financial disburesment.
2. Project Management; covering a wide range of features on project status tracking, team document sharing, assign tasks and team monitoring, online approval flow (travel, payment, ToR, document review).
3. Monitoring, Evaluation and Learning (MEL); which includes project results/indicators tracker incl GIS, data visualization (all level of activities, outputs, outcomes), data safety and security, knowledge bank function and alert system.
4. Business Development; covers go no go registry, pipeline record and status monitoring, data analysis and donor/client relation management function.
General Features of the system:
a. User-friendly (dashboard/color code, graphics)
b. Enable users to manage database on web based and Android platform
c. The system has automated backup schedule
d. Manageable and able to function with limited internet service (low bandwith)
e. Equip with a Standard Operating Manual
The users of the management systems include the following roles, but not limited to:
a. Program team: Project Manager, Project Officer, Project Assistant, MEL Officer.
b. Finance team: Finance Manager, Finance Officer and Finance Assistant
c. Business Development team: Program Development Manager
Duration
The consultancy will take place between January 2022 to December 2022.
Scope of proposal
The shortlisted parties are invited to submit a brief proposal of maximum 10 pages (including budget) outlining the following:
· Plan on determining of the proposed system, general description of the proposed system, in line with the provided user requirements
· Brief indication of preferred stock and infrastructure/apps choices
· Indication of expected input (time, effort) and involvement of Hivos staff in designing and testing the system
· Rough timeline, assuming 50% availability of one full time staff member at Hivos to provide input and coordinate internal processes (gathering input and feedback, finding test users etc) and assuming start of timeline in January 2022
· Rough budget for system set up
· Indication of costs beyond system set up.
Process
· Proposal to be sent to hr@hsi.foundation , cc: support@hsi.foundation with subject: System Management Consultant. on Tuesday, 30th of November at the latest.
· Proposals will be assessed by the Management Team by 6th December, after which there will be an invite for a demo to a selection of staff, or a rejection of the proposal.
· Following the demos, the Management Team and a selection of staff will score the different systems and advise the Management Team on their choice.
· After approval by the Management Team, the selected provider will be invited to develop a full roll-out and implementation plan in collaboration with the MT and other team members to be jointly selected.
· The joint roll-out and implementation plan will be the basis for contracting.
Indicative Target Milestones of System Development
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