Tender 2 : Adopting & Implementing DHIS2 for Hand in Hand Zimbabwe

TOR |Adopting & Implementing DHIS2 for Hand in Hand Zimbabwe

 

MIS Background

 

Hand in Hand Zimbabwe uses a Management Information System (since 2016) to capture, track, process, and report project activities within communities and districts of operation. Current project is hosted online on a siloed architecture. The System was developed by a local company who retains rights to the code. The system is hosted on a cloud server running a windows server operating system. The organization intends to adopt an open source system that is self-managed as a way of cutting on costs. Below we give a comparison of the current MIS setup and the adoption of an open source system for the organization

Why DHIS2

With the current MIS, Hand in Hand Zimbabwe has incurred high expenses and costs on the system. Expansion, licensing, and maintenance costs for the current system are high and consuming a significant portion of the annual budget. The organization is considering the adoption of an open-source system to replace current application.

Objective

The objective is to successfully migrate our existing MIS to a full implementation and  stand-alone DHIS2

Why Implement DHIS2 :

 

• It covers all the requirements listed project requirements and specifications.
• It is very flexible – design flexibility and modularity enables customisation to fit HiH requirements.
• It is easy and cheap to maintain – after the system has been set up the HiH System Administrator (after having been trained) can easily maintain the system and make changes in the design of data entry forms, dashboards or analysis functions, set up user-rights, etc. without the need of involving the programmer. In addition, the application is open source and does not require any subscription fees.

 

• The system is specifically powerful for data analysis and includes functions whereby the user can set up his/her own queries through pivot tables, save the reporting templates and export the data in various formats. DHIS2 also includes a GIS function to present the findings by village, ward, or district.
• The system is stable and sustainable due to the large support network that is available globally and in the region. Capacity for providing local support is available in the region.

 

 

• Provide data entry tools which can either be in the form of standard lists or tables, or can be customised to replicate paper forms.
• Provide different kinds of tools for data validation and improvement of data quality.
• Provide easy to use – one-click reports with charts and tables for selected indicators or summary reports using the design of the data collection tools.
• A user-specific dashboard for quick access to the relevant monitoring and evaluation tools including indicator charts and links to favourite reports, maps and other key resources in the system.
• Easy to use user-interfaces for metadata management e.g. for adding/editing datasets or
• User management module for passwords, security, and fine-grained access control (user roles).
• Messages can be sent to system users for feedback and notifications. Messages can also be delivered to email and SMS.
• Users can share and discuss their data in charts and reports using Interpretations, enabling an active information-driven user community.

 

 

Comparisons

 

 

 

 

 

Variable	Current MIS	Proposed Open-Source System
Architecture	Siloed (data is captured by project in containers based on period) e.g. JCP2020, JCP2021	Data disaggregation is by year, project code with no created silos
Server Architecture	Current system runs on windows OS and vulnerable to attack and malware.	Proposed system runs on a Linux kernel which is more secure
User Management	The overhead costs of managing users are high, difficult to implement granular user rights	Granular control of user permissions (r, rw, x)
Access to Code	Developer retains access to code and client must pay a hefty amount to access the code	Code is open-source and subject to GNU licensing
Operating Costs	The system is subject to monthly licensing and maintenance costs per each project. See schedule below.	No licensing costs
Creating A new Project Database	Recent invoices for SiCh and MLP were usd3,000.00 per project	No additional cost for creating a new database
Mobile Data Collection	Additional cost of developing a mobile data application	Mobile data application available as part of the system development cost

 

 

Implementation

 

System needs to be well designed to meet the organization’s information and evidence-based reporting needs and needs of the relevant stakeholders and flexible enough to evolve with changing information needs of the organisation. Architectural considerations are important for the system, a well-designed data model to guarantee outputs and outcomes of the envisioned MIS s with considerations to build sound architecture and design for MIS using the DHIS2. The consultant  should have an extensive working knowledge of DHIS data models events, monitoring and evaluation

System Design, Test and Deploy Process

 

• To implement and design a well-functioning MIS in DHIS2.
• To perform data migration /mapping of the current MIS to DHIS2
• Generate or Show reports
• Identify what is not working well in the current MIS and how it could be improved in DHIS2
• Online and offline synchronisation
• Mobile App
• data analysis/data use tools
• Organizational level of aggregation (i.e. districts)
• Periodicity level of aggregation (i.e. daily, weekly, monthly)

Logic

Crucial steps in the design process are:

• Reporting periods and frequency
• Organizational hierarchy
• Evaluations and monitoring
• Partner/Donor reporting
• Security

Cost Implementation

A Proposal responding to the ToR with cost of implementation of the system and timelines. The Implentation of DHIS2  should not have any additional management and maintenance costs.

 

Deliverables

The following are the deliverables of the assignment:

 

#	Deliverables
1	DHSI2 customised MIS for Hand in hand Zimbabwe that captures, stores, and produces monthly, quarterly, semi-annual and annual reports that describe: 1.     Project inputs, outputs and outcomes at different level of aggregation. 2.     Geographic location of project activities, outputs and outcomes (i.e., Mapping of results) 3.     Interfaces for web-based & mobile data entry and manipulation by the different categories of users
2	Provide capacity building of the users of the system through a combination of theory and practical training. The training should address:   1.     data management best practices 2.     loading and managing data in DHIS2 3.     analysing and reporting against targets 4.     Adding a new project and module in DHIS2 5.     Managing new project in DHIS2
3	Provide initial support. System maintenance will be associated with correction of errors during the system operations and updates due to changes in the organizational structure and its environment, technological advances and software upgrades.
4	Replica of the current MIS into DHIS2-A fully functional system based on international standards and good practices
5	DHIS2 Offline mobile application that synchronises with main DHS2
6	An inception report after commencement of the assignment, that details the proposed implementation of DHIS web app and mobile app (number of reports, levels of reporting, and data aggregation points) with the proposed data collection tools and data flow diagrams.   The report will outline details of the data needs of the system and the data collection tools to collect the missing data.   The report will allow both parties to review and agree on the methodology, work plan and implementation and schedule -to provide DHIS2 project implementation life cycle
7	Provide progress/periodic reports such as end of phase and monthly reports.
8	Live Updates – post updates on the latest status of the project so everyone knows what’s happening. Updates can consist of narrative text, images, links to video content as well as structured reporting fields.
9	Data Migration of current hand in hand MIS
10	Tracking results in DHIS2- making it easy for partners to view the results achieved at regular intervals, reducing the reporting burden
11	Monitoring in DHIS2 -Monitor and evaluate projects, define results and indicators, and track progress at set times using the web or mobile interface.
12	Validation -When entering projects, the user is notified of fields they have to fill out using validation sets
13	Data sharing: Export data via CSV, IATI XML, JSON, RSS feed, Word, PDF, XLS or social media like Twitter or Facebook.   Every project, has its own URL allowing sharing or export of data and reports
14	Reports – export standard reports based on project data and customized reporting
15	Interconnectivity -API to enable automatic data transfer with other systems that have API capabilities.
16	Users and user rights:   An unlimited number of users can be given the right to place project and/or results updates on the dashboard.   Results updates require prior approval by a designated Manager, M&E before they will become publicly visible.   User rights to be flexible and can be revoked at any time.

 

Implementing Cycle -Time Schedule

Within a 30-day implementation period, the consultancy is expected to complete the above-mentioned objective and deliverables

 

Submission of offers If you have the relevant experience, technical, implementing skills and interested in the migration and implementation of DHIS2 , please submit a technical and financial proposal on or no later than 7th December 2022 to

ict@handinhand.co.zw
Management@handinhand.co.zw
accounts@handinhand.co.zw

 

Queries or request for clarifications should be sent to email to the above emails