Consultancy for Development of Human Resources for Health (HRH) Kenya Mechanism Database

Consultancy for Development of HRH Kenya Mechanism Database

1.0 Background

The Human Resources for Health (HRH) Kenya is a five-year (Sept. 27, 2016 –Sept. 26, 2021) Mechanism funded by the Presidents Emergency Fund for AIDS Relief (PEPFAR) through the United States Agency for International Development (USAID).

Implemented by IntraHealth International Inc. and its partners, AMREF Health Africa and Strathmore University Business School (SBS), the mandate of HRH/Kenya is to strengthen health workforce management to achieve improved health outcomes in 27 high disease-burden focus counties aligned.

To achieve this result, the mechanism will focus on three sub-purpose areas:

1) Improve quality of training and increase the number of graduating health workforce;

2) Improve management and leadership of health workforce at the county level and,

3) Optimize data use for effective HRH decision making at national and county level.

The mechanism is at its startup stage and requires a robust database to support data management for purposes of tracking implementation.

The current monitoring system is paper and Excel based and does not allow for a more sophisticated monitoring function such as data validation, auto generated reports, tracking by individual clients/activities and in-depth analysis capabilities that can be obtained through the use of appropriate and customized database software.

2.0 Purpose of the assignment:

The mechanism plans to develop a database for the following purpose:-

(i) Better management of mechanism’s indicator data and reporting as outlined in the performance monitoring plan.

(ii) Improve planning and activities scheduling and synchronization through implementation of intranet calendar linked to work plan implementation and reporting.

(iii) Develop, install and support implementation of a comprehensive database for the mechanism including a module for Afya Elimu Fund possibly interoperable with HELB ERP

3.0 Key Tasks for the Consultancy

Specifically, the consultant will be expected to carry out the following tasks:

a) Develop the database development plan specific to the needs of the HRH/Kenya mechanism. The consultant will work with the assigned HRH/Kenya staff and as appropriate, HELB and select training institutions to conduct a requirements gathering. Items to consider include but not limited to:

i. What data and metadata standards will be employed?
ii. What procedures will be used to ensure quality (accuracy, integrity, and completeness)?
iii. How will data storage and preservation be handled?
iv. How will data security management (access, erasure, security, privacy) be ensured?
v. How will long-term access be ensured?
vi. What procedures will be used to upload/transfer/share and merge data?
vii. What hardware is needed?
viii. What will the information in the database be used for? What kind of reports will be generated?
ix. Who will use this information? Will persons outside of the project need access to the database?
x. What kinds of queries will need to be set up to generate reports?

b) Design the data base and develop a prototype for HRH Kenya database having intranet/activity synchronization module, indicator tracking& reporting module; and AEF module.

c) Construct an functional database based on the agreed specifications;

d) Install database; conduct training of administrators, super users and users

e) Develop system documentation, training material/videos and user help facility or a standard operating manual that gives clear guidance on how to use the database. The standard operating manual should include information on how:

i. To enter data
ii. To clean the data
iii. To upload and transfer data
iv. To back up and store data
v. To aggregate data from different time periods (HRH/Kenya, Training Institutions and HELB)
vi. To aggregate data
vii. To store and freeze data
viii. To ensure the data is protected

f) Support system implementation and supportive maintenance;

i. Pilot the database at the office focusing on all the data management processes: data entry, cleaning, uploading, back- up and storage, extraction etc.
ii. Support accurate inputting of initial data received from various sources into the database to ensure any system hitches are captured and addressed;
iii. Perform initial data analysis by producing graphs, charts etc. as directed by the Director, M&E;

g) Conduct database maintenance and revision necessary to improve performance;

h) Commission the database

i) Document the processes and learning derived from the development of the HRH/Kenya database. This will provide a starting point for future database development. This will be done in consultation with the HRH/Kenya M&E team. Issues to be considered include:

i. Which database platform is suitable? What are the pros and cons of different platforms?
ii. What equipment and infrastructure are required?
iii. How should data storage and preservation be handled?
iv. How should data security management (access, erasure, security, privacy) be ensured?
v. How should long-term access be ensured?
vi. What procedures should be used to enable integration of data across databases?
vii. How should interactive querying be handled?
viii. How should interactive visualization be handled?
ix. What procedures should be used to enable transfer/sharing of data (e.g. via web, mobile devices and SMS)?

j) Maintain strict confidentiality in all aspects of the work;

k) Undertake any other assignment related tasks assigned by the Director, M&E

4.0 Responsibilities of the Consultant

With reference to the background and process described above, the consultant will be expected to work in close consultation with the HRH Kenya Team, HELB, training institutions and other stakeholders.

The HRH Kenya M&E Director will be responsible for review of tasks assigned and giving approvals.

5.0 Key deliverables and reports

The consultant will be required to deliver the following:

  • Database requirements report;
  • Database design and prototype;
  • Test database;
  • Final database;
  • Database documentation including SOP

6.0 Location: The consultancy will take place in Nairobi, Kenya.

7.0 Travel: The assignment does not require out of Nairobi travel. The consultant will periodically meet HRH Kenya representatives both in Nairobi office and virtually with HQ; occasionally HELB and training institutions and other stakeholders as appropriate.

8.0 Period of Performance and Daily rate

The consultancy is estimated to be completed in 40 days at an agreed daily rate per day between the months of March through May 2017.

9.0 Payment terms – based on milestones

10.0 Consultant Qualifications:

One or more consultants will be sought to develop the mechanism database.

This team will likely comprise a software developer who will lead the conceptualization process (requirements gathering process) and a computer programmer who will write the code for the database.

The assignment will require the consultants to demonstrate competencies and experiences and have:

  • Advanced university degree in Information Technology
  • At least 5 years’ experience in programming which includes development of SQL based databases with at least one fund management/training database and one project indicator tracking/reporting database and intranet activity scheduler.
  • Ability to develop a web-based PHP front end and My SQL back end database with the capacity to generate output in xml format and/or .CSV files
  • Extensive experience with database design, database integration from different platforms and implementation in challenging environments. S/he must have written detailed specification documents for databases of this type.
  • Thorough knowledge of project monitoring, fund management & training databases and to have strong systems design skills, and be able to translate non-technical IT needs into technical database specifications.

11.0 Institutional Framework and Team Contacts

The Consultant will report to the Director, M&E during project implementation, but on a day to day basis will work Senior M&E Manager, HRH Kenya Technical Team leads and any other as appropriate.

12.0 Submission

Qualified Consultants should submit both financial and technical proposal to Jackline Moraa on and copy Michael Ochieng on on or before 12 noon, 17th March 2017

13.0 Project Tracking Code (s): 3427400-4.2

ICT and Technology, NGO and UN
Updated: March 9, 2017 — 5:38 am