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Situation Analysis and Need Assessment for Digital Transformation Strategy

 

Contracting Authority: Raks Thai Foundation

Terms of Reference (TOR) for

 

Situation Analysis and Need Assessment for Digital Transformation Strategy for Raks Thai Foundation

 

 

Under the Program Title

Stop TB and AIDS through RTTR 2018-2020 (“STAR-2)

Funded by

The Global Fund to fight AIDS Tuberculosis and Malaria

 

Requisition number

PG # 90/2563

Issued dated

25 June, 2020

Purpose

The purpose of this Terms of Reference (“ToR”) is to hire a national consultant/ institution to conduct an in-depth systems study and needs assessment for digital transformation for Raks Thai Foundation. It aims to raise the level of data management and use for strategic as well as day-to-day decision making, collecting and producing knowledge and learning, minimize overall logistic and administration processes, numerous paper-based documentations including improve staff efficiency.  At senior level, it aims to display data visualization of implementation and financial performances for monitoring project.

THIS TOR IS FOR PHASE 1, ASSESSMENT OF CURRENT PROCESSES AND USE OF IT FOR INFORMATION MANAGEMENT, AND TO PROPOSE FULL SYSTEM FOR NEW MANAGEMENT PLATFORM.

Program Title

Stop TB and AIDS through RTTR 2018-2020 (“STAR-2”)

Funding Source

The Global Fund to Fight AIDS, Tuberculosis and Malaria

Require for competitive bidding

Yes

 

Contents in the TOR

 

1. Purpose

7. Deliverables

2. Background

8. Payment and Consultant Fees

3. Objectives of the TOR

9. Rights and Properties

4. Expectation

10. Qualifications and Required Documents

5. Scope of Work

11. Key Contacts

6. Duration and Duty Station

 

 

 

 

1. PURPOSE

The purpose of this Terms of Reference (“ToR”) is to hire a national consultant/ institution to conduct an in-depth systems study and needs assessment for digital transformation for Raks Thai Foundation. It aims to raise the level of data management and use for strategic as well as day-to-day decision making, collecting and producing knowledge and learning, minimize overall logistic and administration processes, numerous paper-based documentations including improve staff efficiency.  At senior level, it aims to display data visualization of implementation and financial performances for monitoring project.

THIS TOR IS FOR PHASE 1, ASSESSMENT OF CURRENT PROCESSES AND USE OF IT FOR INFORMATION MANAGEMENT, AND TO PROPOSE FULL SYSTEM FOR NEW MANAGEMENT PLATFORM.

 

2. BACKGROUND

Raks Thai, a member of CARE International, has been working in Thailand since 1979 in the area of emergency relief, community natural resources management, micro enterprise promotion, education, health and HIV/AIDS prevention and care for affected families.

 

Raks Thai, as Principal Recipient of the Global Fund to Fight AIDS, Tuberculosis and Malaria for STAR-2 (2018-2020), implements activities targeting several key affected populations, and builds on the success of the previous STAR-1 (2015-2017) phase. The program focuses on an acceleration to end AIDS and TB in Thailand by harnessing public-sector and civil-society partnerships to improve early and sustained access to diagnosis and treatment among people who inject drugs (“PWID”), migrant workers (“MW”), men who have sex with men (“MSM”), and transgender (“TG”). Intervention strategies emphasize prevention and transmission of HIV (PWID, MSM, TG, and MW), HCV (PWID), and TB (MW) by sustaining intensive behavior change activities, appropriate use of prophylaxis and strategic use of anti-retroviral drugs. The emphasis includes ensuring early and accurate diagnosis of HIV, HCV and TB diseases by improving diagnostic capability, and reducing turn-around time by using rapid HIV testing.

 

Raks Thai Foundation was founded in 1997 as a transition from the CARE International country office to become a local non-profit organization with  a Thai name. The organization later became the 12th member of CARE International and the first member from a developing country. Raks Thai Foundation successfully became the Principal Recipient (PR) of the Global Fund (PHAMIT) in 2003 with its proposal to support migrant workers and their families on HIV prevention and refer for treatment. Since then Raks Thai has continued to a PR up to now and funding from the GF for programs on HIV, TB and malaria equals to about 70-80 percent of the organization’s funding.

The size and programmatic/financial reporting of the GF supported programs require massive tracking of program, organizational, and financial data, and also calls for effective monitoring and utilization of data for program monitoring and improvements. This is further detailed by Sub-recipient that differ by by disease and key population and also the specifics of interventions, and organization set up and staffing.

It has been observed that reporting on a timely basis, providing timely information to explain expenditures against budget, handling the large range of positions and logistics has often resulted in delays in reporting and also inter-department and inter organizational conflicts.

 

 

 

3. OBJECTIVE OF THE TOR

 

The purpose of this consultancy is to identify digital transformation strategy for Raks Thai Foundation, that will result in efficient use of data for management and learning, producing timely program/financial reports, tracking performances of programs and staff members,  and to manual minimize processes, repetition and paper-based documentations including improve staff efficiency.    

With regard of limited timeframe and budget availability, the objective of this assignment is to focus only the activity of conducting assessment to achieve overall expectations listed below:  

  1. Conduct an overall assessment as well as specific assessments on the need/use of data, ways to maximize data utilization and improving effectiveness/new strategic uses of data/information (Phase I);

Further activities with no funding commitment 

  1. Based on the assessment to deliver the process of setting up digital systems that can assist and replace manual data processes and lead to new and more effective/strategic uses of data (Phase II);
  2. Set up necessary software or tailor to Raks Thai needs, produce on line training materials and provide classroom training (Phase II);
  3. Maintain system and problem solve for a period of 12-24 months (Phase III)

 

4. EXPECTATIONS

The expectations of these ToR are:

 

  1. Phase 1 Assessment: Comprehensive study findings/ specific suggestions and detailed action plan to transform Raks Thai current systems and information needs assessment of Raks Thai’s system digitization (Phase I)
  2. Phase 2 Develop systems and convert data: Systems are developed with appropriate software, also new hardware, if need. Systems are tried. At the same time data is converted or imported to the system data base.
  3. Phase 3 Training and final adjustments

 

 

5. SCOPE OF WORK

 

The major systems that should be reviewed:

  1. Finance
    1. Organizational and project budgeting;’
    2. Financial accounting, planning, monitoring and reporting;
    3. Procurement preparations of documentation, processing, announcement/vendor list, procurement and reporting;
    4. Inventory tracking and updating;
    5. Audit/internal audit tracking.
    6. Procedures, manuals and guidelines;
    7. Financial dashboard.

 

  1. Program (all sectors)
    1. Recording and reporting all programs/projects in a single data system
    2. Tailoring subsystems that may be needed for specific project, particularly for large scale projects;
    3. Digitalize field monitoring and reporting;
    4. Digitalized data program quality indicators including CARE International requirements;
    5. Producing program/project reports;
    6. Geographic mapping;
    7. Information on program participants;
    8. Library of lessons learned, evaluations, innovations, stories
    9. Procedures, manuals and guidelines;
    10. Program dashboard
  2. Human resources
    1. Recruitment and personal files
    2. Performance appraisal
    3. Skills development records
    4. Procedures, manuals and guidelines;
    5. HR dashboard
  3. Resources Development
    1. Management of donor information for CSR
    2. Management of data for daily use/reporting on cash box
    3. Management of data for individual donors
    4. Dashboard
  4. Communications and branding
    1. Receiving and accessing data for communication purposes
    2. Collecting and managing data use for communications (photo, story. Clip banks)
  5. Senior management and Board
    1. Various dashboards needed to effectively monitor the program/organization

 

Steps

  1. Orientation to senior managers expectations and requirements; (Phase I)
  2. Data reviews and studying specific tasks (Bangkok and selected field offices); (Phase I)
  3. Presentation on finding and proposal for data management including IT systems that will be used; (Phase I)
  4. Once agreed with senior managers development of information systems; (Phase II)
  5. Transfer data into system for the past 3 years; (Phase II)
  6. Running and testing systems and developing manual and training activities; (Phase II)
  7. Full presentation and handover of completed work. (Phase II)
  8. Maintenance and provide support for the implementation ((Phase III)

 

 

 

6. DURATION & DUTY STATION

Duration
The period expected for methodology and analysis framework design, data collection (including travel), data analysis and report is between 1st August to 25th December, 2020.

 

Activity

Location

Time Period

Develop methodology including tools, analysis framework and data collection plan with Raks Thai staff

Bangkok

August 2020

Desk review on Raks Thai’s system with Raks Thai Senior and department staff and information users.

Bangkok

September to 25th December 2020

Data collection with Raks Thai’s staff

Bangkok and selected field trips to Samtsakorn, Chiang Mai, Ubonratchani.

Analysis and synthesis of problems/ barriers and suggest for possible solutions in short, medium- and long-term action plan

Home

Present an overview of findings and recommendations to Raks Thai and implementing partners at stakeholder meeting

Bangkok

 

All materials associated with this consultancy process should be submitted along with the final report.

 

7. DELIVERABLES

 

Deliverables expected for this TOR align with the scope of work, above, and detailed again below:

 

Deliverable

Description

Due Date

1

Full methodology including analysis framework and data collection plan, agreed by Raks Thai Foundation

15th August 2020

2

Data collection with Raks Thai staff

15th September 2020

3

Preliminary findings and action plan in Thai and English

25th November 2020

4

Presentation of findings in Bangkok in Thai and English.

First week of December 2020

5

Final report in Thai and English   

20th December 2020

 

8. PAYMENT AND CONSULTANT FEES

Consultant Fees

The total lump sum amount proposed for this ToR is between 1,000,000 to 2,000,000 Thai Baht for the selected Consultant.

 

Transportation cost is included in the ToR

 

Instalment

Conditions

1st instalment, corresponds 30% of the agreed amount

  • Signed contract by Raks Thai and the Consultant prior to first day of consultancy
  • Submission and verification of deliverable 1 and all associated documents
  • 1st payment invoice from the Consultant

2nd instalment, corresponds to 30% of the agreed amount

  • Submission and verification of deliverables 2, 3 and 4, and all associated documents
  • 2nd payment invoice from the Consultant

3rd instalment, corresponds to 40% of the agreed amount

  • Submission and verification of deliverable 5, and all associated documents
  • Final payment invoice from the Consultant

 

Remarks: Instalment payment is subject to satisfactory receipt of the deliverables within the STAR-2 program timeframe and pending review of the deliverables by Raks Thai Director, the Director and designated staff of the Program Quality Department, Raks Thai Foundation. Each payment will be made in Thai Baht to the bank account designated by the Consultant.

 

9. RIGHTS AND PROPERTIES

 

Raks Thai Foundation own the data, rights and property for all products under these Terms of Reference. Dissemination of products and services owned by Raks Thai Foundation are subjected to a written permission from an authorized person of Raks Thai Foundation. The sharing or distribution of products or any other contents or documents produced under these ToR without permission from Raks Thai is not allowed.

 

Raks Thai will not be responsible for any harms or claims, liabilities, suits, actions (including charges, disbursements and reasonable fees of counsel), proceedings, damages, expenses and obligations of any kind that be incurred by the Consultant or asserted against the Consultant, its officers and employees, by or on behalf of any person on account of, based or resulting from, arising out of (or which may be claimed to arise out of) the willful acts or omission of the Consultant and its agents, employees, research sites, assignees, transferees, delegates or successors, for which the Consultant retains responsibility.

 

10. QUALIFICATIONS AND REQUIRED DOCUMENTS

 

Technical requirement:

A Consultant must have skills and able to demonstrate evidence of experience in:

  • Advanced degree in Human Resources, Computer Sciences/ IT, Logistics, Business and Financial Management, Organizational Re-engineering and digitization;
  • In-depth understanding nature of nonprofit organizations;
  • At least 5 years’ experience with a digital transformation strategy for organization;
  • Knowledge of ethical considerations for research on marginalized, criminalized or HIV affected populations, particularly people who inject drugs (PWID), Men who have Sex with Men (MSM) and Transgender People (TG) including migrant workers;
  • Advanced verbal and written in English and Thai language skills;
  • Ability to write a research report in English and present findings in Thai and English to various stakeholders;
  • Willingness to travel extensively during field visits including by motorcycle where necessary; and
  • Ability to deliver on time and work under pressure

 

Required documents:

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