TERMS OF REFERENCE (ToR) for an External IT and Data Management Service Provider

TERMS OF REFERENCE (ToR) for an External IT and Data Management Service Provider

1. Background

The Center for the Advancement of Rights and Democracy (CARD) is a board-led, not-for-profit organization registered in Ethiopia under the Civil Societies Proclamation No. 1113/2019 with registry number 4307. CARD envisions an Ethiopia where democratic culture flourishes on the basis of human rights values. Its mission is to empower citizens and civic groups to promote and defend human rights and build democratic governance.

CARD implements projects and organizational activities that generate monitoring and implementation data on a regular basis. To support the systematic management and use of this information, CARD has established a web-based Monitoring, Evaluation and Learning (MEL) dashboard for recording, managing, monitoring, and presenting project and organizational performance data.

As CARD continues to collect and maintain data from its projects and organizational activities, there is a need to systematically organize, encode, and initially populate existing data into the web-based MEL dashboard, alongside basic data quality checking and related IT and technical support. The assignment will also provide support in addressing dashboard access, user access, data entry, functionality, and basic technical or troubleshooting issues that may arise during the initial population and use of the system. The volume of existing data, the need to establish a complete and functional digital monitoring system, and the related technical support requirements create a need for additional short-term IT and data management support.

Therefore, CARD intends to contract an External IT and Data Management Service Provider for a maximum period of three (3) months to provide short-term technical services under a consultancy/service contract. The service provider will be responsible for organizing, encoding, and initially populating existing monitoring data into CARD’s web-based MEL dashboard, conducting basic data quality checks, and providing related IT and technical support. The IT support will include assistance with dashboard access, user access, functionality, troubleshooting, and other minor technical issues related to the use and operation of the dashboard and other related digital systems, as required.

The assignment is intended to provide short-term additional capacity to ensure that available project and organizational monitoring data are systematically entered, maintained, and made available for monitoring, reporting, learning, and management decision-making, while also providing timely technical support to address routine IT and dashboard-related issues that may affect data management and access to the system

1. Objectives of the Assignment

2.1 Overall Objective

The overall objective of the assignment is to provide IT and data management support for the systematic organization, accurate encoding, and initial population of CARD's MEL data into its web-based dashboard, ensuring its accessibility and functionality for monitoring, reporting, learning, and decision-making.

2.2 Specific Objectives

The specific objectives of the assignment are to:

• Organize and prepare existing project and organizational monitoring data for initial entry into CARD's web-based MEL dashboard;
• Encode and populate available monitoring data into the dashboard accurately and systematically;
• Conduct basic checks of data completeness, consistency, and accuracy during the data encoding process;
• Identify missing, inconsistent, or unclear data and communicate them to the designated CARD focal person for verification;
• Provide basic IT and technical support related to the initial population, access, and use of the web-based MEL dashboard; and
• Establish a complete and reliable initial database that can support ongoing monitoring, reporting, learning, analysis, and management decision-making

1. Scope of Work

The selected service provider will undertake the following tasks:

3.1 Data Encoding and Dashboard Updating

• Encode project and organizational monitoring data into CARD’s web-based MEL dashboard;
• Enter data from approved monitoring tools, reporting templates, spreadsheets, forms, and other data sources provided by CARD;
• Update indicator values, activity progress, participant information, and other relevant monitoring data in the dashboard;
• Ensure that assigned data are entered accurately, completely, and within agreed timelines;
• Regularly update the dashboard based on monitoring data submitted and verified by CARD staff; and
• Maintain proper organization of electronic data and records used for dashboard updating.

3.2 Data Quality and Verification Support

• Conduct basic checks for completeness, consistency, and obvious errors in data received for encoding;
• Identify missing, inconsistent, or unclear information and communicate such issues to the designated CARD focal person;
• Support basic data cleaning and correction based on verified information;
• Ensure that corrections and updates are made based on approved or verified information; and
• Maintain appropriate records of data received, entered, updated, or corrected.

3.3 Dashboard and Technical Support

• Provide basic technical support related to data entry and updating of the web-based MEL dashboard;
• Assist designated CARD staff with routine dashboard-related data entry issues;
• Identify and report technical problems requiring further intervention to the designated CARD MEL focal person;
• Provide basic IT support troubleshooting within the service provider’s technical capacity; and
• Support technical adjustments related to the dashboard updating where applicable.

3.4 Data Management and Reporting Support

• Organize and maintain monitoring data and related electronic records;
• Support the extraction and organization of dashboard data when requested;
• Prepare basic data summaries, tables, or data extracts from available monitoring information;
• Support the MEL team in organizing data required for project, organizational, and donor reporting; and
• Assist in maintaining a clear record of completed data encoding and updating assignments.

3.5 Other Related Tasks

• Undertake other closely related data management and dashboard support tasks assigned by CARD that fall within the scope of the contract; and
• Coordinate closely with CARD’s designated MEL focal persons throughout the assignment.

1. Expected Deliverables

The service provider is expected to deliver the following:

1. Encoded and updated monitoring data in CARD’s web-based MEL dashboard;
2. Complete and accurately entered data based on information provided and verified by CARD;
3. Basic IT and technical support provided in relation to dashboard access, data entry, user access, functionality, and troubleshooting of technical issues encountered during the assignment.
4. Identified dashboard-related technical issues resolved where within the service provider’s technical capacity, or appropriately documented and referred to CARD for further action where additional technical intervention is required.
5. A brief final report summarizing the data preparation and initial dashboard population completed, data quality issues identified, IT/technical support provided, challenges encountered, and recommendations for maintaining and updating the dashboard after completion of the assignment.
6. Duration and Level of Engagement

The assignment will be undertaken for a maximum period of three (3) months from the date of signing the contract.

The service provider will undertake assigned tasks according to CARD’s data management, monitoring, and dashboard updating requirements during the contract period.

The detailed work schedule and specific assignments will be agreed between CARD and the selected service provider based on the availability of data and organizational requirements.