I. Purpose

The purpose of this consultancy is to support the improvement of the efficiency and effectiveness of the education information management systems in Rwanda.

II. Objectives

• To map and analyse quantitative and qualitative education data demand and utilization at national and local levels for the overall education sector in Rwanda.
• To review the organizational framework that supports data collection, analysis, availability and utilization.
• To review each existing system in use within the education sector with a focus on their functions, their technical specifications, their operability, scalability, sustainability and compatibility.
• To develop a roadmap to gradually establish a comprehensive education management information system focusing on key characteristics of each education sub-sector, data demand and information use.

 

III. Background

In 2017, the Rwanda Education Board (REB) UNICEF’s exploratory mapping on education data systems identified 12 unique education databases developed for different purposes and managed by different departments. The identified databases are not linked or coordinated, which creates many redundancies, data inconsistencies, duplication of efforts, inefficient reporting processes and limited accessibility and use of education information.

Consequently, MINEDUC with support from UNICEF is aiming to improve the overall education management information system by addressing issues related to:

1. Demand for and utilization of quantitative and qualitative education data at national and local levels with respect to the education sector strategic view.
2. Organizational framework that supports data collection, availability, and use.
3. Functional, technical and operational requirements of the systems that support the technical aspects of education data management.
4. Data analysis and information accessibility.

In collaboration with the Rwanda Ministry of Education (MINEDUC), The United Nations Children’s Fund (UNICEF) seeks to recruit an experienced Information and Communication Technology (ICT) firm to conduct a mapping of, firstly, quantitative and qualitative data demand and utilization at national and local levels for decision-making and policy implementation and, secondly, an analysis of the education sector architecture framework related to education data management. Further, the analysis will include the development of an appropriate strategic system architecture plan, as well as the required institutional capacity building. In a second phase, the identified strategies will guide the establishment of an integrated, comprehensive and digitalized education management information system, with both central and district government ownership and high education data and information accessibility for all stakeholders. This work will allow to establish a strengthened data management system for improved efficiency in the sector.

 

IV. Scope of work

This consultancy will proactively engage all education stakeholders to determine their data and information needs, to assess each existing information system, to develop a roadmap and a strategic system architecture plan to ultimately establish a comprehensive and integrated education management information system.

The work will build on the Education Sector Strategic Plan (2018-2023), on existing education policies, on the national strategy for the development of statistics, as well as ICT policies and the Rwanda Government-Wide Enterprise Architecture Framework. The analysis will cover data needs at Pre-primary, Primary, Secondary, Technical and Vocational Education Training (TVET), Tertiary Education and Adult Literacy. It will also consider other interventions related to ICT and data management, as well as other sectors’ information systems such as the Integrated Financial Management Information System (IFMIS) and the Integrated Payroll and Personnel Information System(IPPIS) being implemented, respectively, by development partners, the Ministry of Finance and Economic Planning(MINECOFIN) and the Ministry of Public Service and Labor at national and local level.

The consultant will use a participatory approach and develop appropriate tools to collect inputs from all education stakeholders to ultimately identify comprehensive user requirements. Software requirements will take into consideration the data demand and utilization analysis, the existing systems and will lead to the strategic system architecture plan. The latter[1] will consider key elements related to:

• The education business architecture (MINEDUC strategic vision, objectives, functions, services, processes, education stakeholders and geographic levels)
• The education information system architecture (combination of education data architecture and applications, which focuses on the systems and data objects and sources. It is used to support the achievement of goals defined at the education business architecture level)
• Technology architecture (ICT infrastructure that support the information system)

Quality assurance of deliverables will be undertaken through a taskforce composed by key stakeholders and academics specialized in education policy analysis, data science/statistics, ICT, etc. The consolidated requirements document outlining the targeted architecture and solutions to the issues related to data management inefficiencies will be validated at technical and managerial levels, involving education policy makers and implementers, data producers and managers and other relevant stakeholders.

This work should also serve as the basis to develop the national strategy for the development of education statistics in Rwanda. Therefore, the consultant is expected to adopt a contextualized approach, define the set of processes, templates, techniques and activities he will use to perform the tasks described below.

To achieve the expected results the following phases will be implemented:

Phase I: Preparatory Work

Definition of the Analysis Approach and Desk Review

Task 1: Finalization and validation of the analysis approach and tools.

Task 2: Development and validation of a desk review report which include existing

            knowledge and gaps.

Phase 2: Baseline Assessments

i.- Analysis of the Education Sector Business and Data Architectures (Business structure and processes and, Data needs and utilization)

Task 3: Preparation and facilitation of a high-level consultation workshop with

             education policy makers, development partners and other key stakeholders to

             map and analyze data needs and utilization, and the organizational framework

             that supports education data collection, availability, and use at national level.

Task 4: Facilitation of a technical level consultation workshop with district, sector and

             school level education officials to map and analyse data needs and utilization,

             and the organizational framework that supports education data collection,

             availability, and use at local level.

ii.- Analysis of the Current Information Systems and Technology Architectures in the Education Sector

Task 5: Assessment of each existing education data management systems focusing on

             the applications and technologies in use.

Phase 3: Target Architecture Models, Gap Analysis and Roadmap Development

Development of a roadmap based on the targeted Business Structure and Processes, Information System and Technology Architectures in the Education Sector

Task 7: Design and validation of a comprehensive target system architecture plan to

             establish an integrated information management system

Task 8: Conduct a gap analysis through the review of the targeted education

             management information system (EMIS) architecture against the current state

             of the EMIS.

Task 9: Use the outcomes of the gap analysis to develop and validate a roadmap

             (budgeted implementation plan) to improve efficiencies and effectiveness of

             data and information management in the education sector

Phase 4: Final report

Task 10: Development of a consolidated and final requirements document, which

                includes data demand and utilization analysis (user requirements),

                functional, operational and technical requirements of each system and

                proposal of implementation modalities of the roadmap

 

 

V. Deliverables

 

Under the supervision of MINEDUC and UNICEF, the following reports are required and must be validated with the participation of all key stakeholders at national and local levels:

I. Approach definition and desk review reports

1. Coherent methodology/approach to map and analyze data demand and utilization, education business structure and processes, information systems and technology architectures in the overall sector, which includes timeline and tools (10 pages max).
2. A short report assessing existing knowledge of the education sector data needs, utilization and gaps, education business structure and processes, information systems and technology architectures and previous initiatives and solutions (12 pages max).

 

II. Baseline Assessments reports

1. A concise report identifying and analyzing education data needs, utilization, and the organizational framework that supports education data collection, availability, and use at national and local levels (15 pages max).
2. A concise assessment of functions, technical specifications, operability, scalability, sustainability and compatibility of each existing system in the education sector for pre-primary, primary, secondary, TVET, Tertiary and Adult literacy (15 pages max).

 

III.Target Architecture Models, Gap Analysis and Roadmap Development reports

1. The development of a new integrated education information management system architecture plan, which include business structure and processes, data, applications and technology architectures in the education sector (15 pages max).
2. A budgeted roadmap based on gaps analysis (10 pages max).

IV. Final report

1. A consolidated and final requirements document, which includes data demand and utilization analysis (user requirements), functional, operational and technical requirements of each system and proposal of implementation modalities of the roadmap (50 pages max).

VI. Timing and duration

The consultancy work shall start on 14 January 2019 and last 125 days in total, excluding weekends and holidays.

 

 

 

 

 

VII. Qualifications and Experience

Applying institutions must meet the following criteria:

• Minimum 8 years of working experience in analysis, creation and development of network and information management systems and demonstrated technical expertise in a relevant field.
• Experience working in Rwanda on Information, Communication Technology is an asset.
• Capable of recruiting national and international experts with a high level of relevant expertise in Business Analysis, Information Systems Architecture, Software Development, Computer Science, Computer Engineering, Systems Engineering, information technology, or other relevant areas.
• Proven technical expertise and experience in stakeholders’ analysis, processes modelling and requirements specification.
• Proven experience in the development and implementation of information system architecture plans.
• Proven expertise in capacity development at national level.
• Must be a legally certified and registered institution.

 

The selected institution shall assign two senior experts, respectively, in Business Analysis and in System architecture for coordination and implementation of this assignment, and communication with MINEDUC and UNICEF:

 

1.-The Senior Business Analyst must fulfil the following qualifications:

• 10+ years of working experience in mapping and analysis of business structure and processes, in information management system development process and/or software development process or in another relevant field.
• Advanced university degree and proven technical expertise in Business Analysis and /or Software Development, Computer Science or other relevant areas. 
• Proven technical expertise in organizational change management.
• Proven technical expertise and experience in stakeholders’ analysis, in processes modelling and requirements specification.
• Demonstrated interpersonal and consultative skills and capable of facilitating workshops with stakeholders with diverse backgrounds on information and data management systems and on the use of education information for planning and decision making.
• Good oral and written communication skills.
• Good organizational, analytical, conceptualization and problem-solving skills.
• Fluency and excellent writing skills in English required.
• Good knowledge of the Rwanda public sector and the education system is an asset.
• Knowledge of Kinyarwanda is an asset.

2.-The System and Integration Architect must meet the following criteria:

• Proven experience (10 years minimum) developing and implementing strategic system architecture plans.
• Advanced university degree and proven technical expertise in system architecture development, Computer Science, Computer Engineering, Systems Engineering, information technology, information systems or other relevant areas.
• Proven technical expertise in integration architecture.
• Familiarity with computer operating systems, applications and software development processes (design and engineering procedures).
• Good understanding of information processing fundamentals and best practices.
• Good organizational, analytical, conceptualization and problem-solving skills.
• Fluency and excellent writing skills in English required.
• Good knowledge of the Rwanda public sector and the education system is an asset.
• Knowledge of Kinyarwanda is an asset.

 

VIII. Payment Schedule

Deliverables/Reports

Description

Timing

Payment Schedule

1.- Approach definition and desk review reports

a.- Coherent methodology/approach to map and analyze data demand and utilization, education business structure and processes, information systems and technology architectures in the overall sector, which includes timeline and tools.

20 days

20%

b.- A short report assessing existing knowledge of the education sector data needs, utilization and gaps, education business, information systems and technology architectures and previous initiatives and solutions.

2.- Baseline Assessments reports

c.- A concise report identifying and analyzing education data needs, utilization, and the organizational framework that supports education data collection, availability, and use at national and local levels.

40 days

30%

d.- A detailed assessment of functions, technical specifications, operability, scalability and compatibility of each existing system in the education sector for pre-primary, primary, secondary, TVET, Tertiary and Adult literacy.

3.- Target Architecture Models, Gap Analysis and Roadmap Development reports

e.- The development of a new integrated education information management system architecture plan, which include the architectures of business structure and processes, of data, applications and technology in the education.

50 days

30%

f.- A budgeted roadmap based on gaps analysis.

4.- Final report

g.- A consolidated and final requirements document, which includes data demand and utilization analysis (user requirements), functional, operational and technical requirements of each system and proposal of implementation modalities of the roadmap.

15 days

20%

 

The payment schedule will be based on the delivery of quality final products. The timeframe for each stage of the consultancy should be presented in the technical proposal and the payment schedule in the financial proposal. Payments will be made only based on the quality completion of deliverables, as approved by MINEDUC and UNICEF.

UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/outputs is incomplete, not delivered or for failure to meet deadlines.

The products and deliverables of this consultancy are not the property of the consultancy firm. No deliverables may be shared or published without written permission from MINEDUC/UNICEF. MINEDUC/UNICEF will be free to adapt and modify them.

 

IX.- Reporting Requirements

For all contractual issues, the consulting firm will report to UNICEF. For technical issues, the consulting firm will work directly with the technical team, led by MINEDUC and UNICEF. All deliverables must be approved by MINEDUC and UNICEF in order to be considered final.

The consultancy firm is expected to use his or her own equipment, including computers. UNICEF premises will be available for the meetings and collecting inputs from other partners.

The consultancy firm shall not make use of any unpublished or confidential information, made known to him in the course of performing his duties under the terms of this agreement, without written authorization from MINEDUC and UNICEF. The products of this consultancy are not the property of the consulting firm and cannot be shared without the permission of MINEDUC and UNICEF.

The consulting firm shall abide by and be governed by UNICEF Procedure on Ethical Standards in Research, Evaluation and Data Collection and Analysis which can be accessed here: https://www.unicef.org/supply/files/ATTACHMENT_IV-UNICEF_Procedure_for_Ethical_Standards.PDF

 

X.- Evaluation Criteria of Technical and Financial Proposals

Separate Technical and Financial proposals should be submitted in sealed envelopes. Evaluation will be done based on a 70 % technical and 30% financial criteria for each component.  Bidders must score a minimum of 49 points on the Technical Proposal and meet the mandatory qualifications listed below to be considered technically compliant for the component, and in order to be contacted for the financial proposal submission:

1. Technical proposal: The technical proposal shall include the firm’s overall understanding of the terms of reference, relevant expertise and experience for this assignment, the proposed approach to the consultancy, a workplan and a realistic implementation timeline and relevant documentation of previous assignments to demonstrate level of expertise. The proposal must include CVs of individual experts, as well as contact references from three clients for which similar work has been carried out in the last 8 years.
2. Financial proposal: The applicants should also submit a financial proposal outlining the total costs for this consultancy with payment linked to the 4 main deliverables outlined above.

Technical Evaluation

 

Max

Min

1.- Overall Response & Methodology

Max Score

20

14

Understanding of scope, objectives and completeness of response

10

Quality of the proposed approach, methodology and implementation plan

10

2.- Proposed Team and Organisational Capacity

Max Score

50

35

Institution and Team Members experience

20

Technical expertise of the proposed team members

20

Technical expertise of the bidder

10

Total Marks For Technical Component

 

70

49

3.- Financial Proposal

 

 

 

Full points are allocated to the lowest priced proposal that meets the minimum score on the technical proposal. The financial scores of the other proposals will be in inverse proportion to the lowest price.

 

30

N/A

Total Marks

 

100

 

Please note that this consultancy is contingent on availability of funding.

 

 

 

XI.- Confidentiality

Unless otherwise specified, the selected institution shall keep confidential all information and documentation being shared by UNICEF, MINEDUC and its agencies.

 

XII.- Contract Management and Administrative Matters

In support of MINEDUC, UNICEF-Rwanda will be responsible for the selection of the firm to conduct the work described herein and will ensure administrative supervision.  UNICEF will issue the contract and pay the selected firm, based on the terms agreed in the contract and after the approval of the deliverables by MINEDUC.  UNICEF’s Education Manager - in collaboration with MINEDUC - will manage the contract and be the focal point for all contractual matters.

 

The institution will be responsible for all logistical arrangements associated with this contract. Other expenses such as travels, visas, banking/cash services, or office space and equipment (including computers and photocopiers) shall be under the responsibility of the selected firm.

 

XIII.- How to Apply

Applicants must submit their technical proposal to rwasupply@unicef.org by 4 January 2019 before 12:00 pm (Kigali Time). Qualified firms whose technical proposal meets the selection criteria will be contacted for financial proposal submission.

Please submit applications to UNICEF-Rwanda at: rwasupply@unicef.org with the following subject, “Technical Assistance to Support the Integration of the Rwanda Education Management Information System.”

Applications may also be submitted to the UNICEF Rwanda Office in Kacyiru, Kigali, Rwanda.