Terms of Reference for Development and Implementation of a Monitoring and Evaluation Management Information System (M&E MIS)

Kenya Good Neighbors is an International, Humanitarian and Development NGO in General Consultative Status with the United Nations Economic and Social Council (UN ECOSOC). Our greatest mission is to improve the lives of others- especially those of children- through education, community development, health and sanitation and
disaster relief projects.

Kenya Good Neighbors was established in Kenya on 14th December 1995. Kenya Good Neighbors is currently operating projects both in rural and urban areas. In urban areas, we have Korogocho CDP which is in Kasarani Sub-County, Dandora CDP which is in Njiru Sub-County and Mukuru CDP is within Makadara Sub-County. We
also have rural projects in Trans Mara Sub-County (Meguarra CDP), Gucha SubCounty (Ogembo CDP) and Kajiado Central Sub-County known as (Bissil CDP).

The Organization plans to formulate a Monitoring & Evaluation (M&E) Framework to guide in planning, tracking, monitoring, reporting, analysis and evaluation of project activities, outputs and outcomes that contribute to the overall Organizational Strategic Objectives. The organization desires to develop and implement a web-based
Monitoring & Evaluation Management Information System (M&E MIS) to enhance result-based reporting at all project levels.

Objective of the Consultancy
The objective of the consultancy is to develop and implement a M&E MIS for results reporting and information management at both the head office and project offices.
The developed M&E MIS is expected to:
(i) Capture all project activities and outputs – targets and achievements.
(ii) Track activities implemented and report on outputs achieved by departments and Community Development Project areas.
(iii) Report on progress towards achieving the Organization’s Strategic Objectives.

Proposed M&E MIS Design Areas
A two-tier architecture of the system is proposed with efficient provision for data integration (between and within the respective tiers) for reporting and analysis. The first tier is the Community Development Project areas where specific data implemented at this level is reported and the second tier is the head office that has overall supervision
and management of all activities implemented across the organization. All information will be aggregated at the head office level to give the overall status of implementation.

The key functional areas proposed to be developed and implemented in the M&E MIS include:
• A dynamic setup module that captures ‘SMART’ indicators at all logical framework levels – activity, output and outcome.
• Capture activities and report on outputs at head office and project office levels across organizational departments.
• Have a planning module for capturing annual targets of each indicator
• Have a reporting module for tracking monthly, quarterly or annual implementation progress for each indicator. It should track both quantitative and qualitative data.
• Capture and report on Specific datasets such as Scholarship beneficiaries’ data and others as agreed with the client.
• Capture geo-referenced data where applicable.
• A report module for aggregation, visualization and analysis of all data sets reported by department, implementation level, period or a combination of all.

Consultancy Scope of Work
The consultancy in the course of undertaking this exercise will be required to fulfil the following activities.
i. Define, establish and document full understanding of the scope of work. This shall entail details of the stakeholders involved, the definition of problem domain and the solution: a description of the system to be implemented and the
high-level system requirements.
ii. Undertake system design, customization and testing against the requirements;
iii. Provide user training;
iv. Deploy the system at both the Project Offices and the Head Office;
v. Upon operationalization, evaluate the system in terms of performance, usability and other metrics;
vi. Identify lessons learnt and recommend areas of improvement.
vii. Provide one-year system support.

Deliverables

The work is expected to commence immediately after the signing of the contract. The consultant will be expected to submit the following:
i. An Inception report highlighting system approach, work plan, design specifications and desk review findings.
ii. An Interim Report after the development and training of the M&E MIS
iii. An Implementation report after deployment and full-rollout of the M&E MIS.
iv. A Final Report after three months post-implementation review.

Time Schedule and Reporting Requirements
The timetable will be in accordance with an agreed work plan. However, the delivery of the assignment from inception to implementation is expected to be finalized within two (2) months from the date of commencement and thereafter provide one-year of post-implementation support.

More details on: https://goodneighbors.ke/tenders/