RATN Database Development TOR

Regional Aids Training Network: Database Development

Introduction

The Regional AIDS Training Network (RATN) is an international non-profit organization with operations in Eastern & Southern Africa (ESA) region.

RATN is a consortium of training and capacity building institutions collaborating on a mission to strengthen the capacity of relevant individuals, organizations and other stakeholders to effectively respond to STIs/HIV/AIDS. Currently RATN has 30 institutions that are full members spread across 11 countries in ESA region.

The initiative for strengthening HIV and AIDS Training and Networking (INSTANT) programme is a new RATN initiative involving MIs submitting proposals on small innovative projects related to HIV training and capacity building as part on implementation of the RATN Strategic Plan (2009-2014).

The projects are aligned to the four RATN Strategic Plan programme areas namely: Training & Capacity Building, Knowledge & Information Management, Advocacy, Partnerships & networking and Research and Monitoring & Evaluation.

Since inception in September 2009, three rounds of application have been received.

RATN is now seeking a company/consultant to develop a web-based database system that will help manage these projects efficiently and effectively whilst at the same time act as a monitoring and evaluation system.

Terms of Reference for Development of Web-based Database Application for INSTANT Projects

Objectives

Design, develop, adequately test and ultimately actualize a web-based database application that will assist its users (RATN and MIs) to access, analyze, process, and convert data into useful information using various search, sort, filter, and rank queries.
Since it will have different users of the system with different privileges, this database is required to have multiple views depending upon the needs of users.
It should serve the basic needs such as data entry and report generation for all users at all levels
The database should have an installable off-line version that can be updated/ synchronized with the online version.
The database will also serve as a planning, monitoring, and evaluation system other than just being an information source
The database will have various views: Some information on the database will be displayed for public viewing on the website. This link gives an idea of what is expected.
The database should provide administrative logs tracking the various activities done from specific accounts. The public profile/display should also provide adequate statistics on views and hits.
User involvement throughout the project to ensure that it meets the needs of the users.

Key data elements (INSTANT Database)

RFP profile:

Name of MI, location, and contact information
Project name
Strategic objective (s) RFP is responding to (e.g. Kim, RM&E, training, etc)
RFP contact at MI
RFP contact at RATN

Project dates

Award date
Award amount
RFP start & end dates
Contract modification (s)

Deliverables

Expected deliverables
Actual deliverables

Reporting

Reports by months
Expected reporting date-programmatic
Actual reporting dates-programmatic
Expected report date-financial
Actual report date-Financial

Other

Support supervision: date, key issues raised
Documents generated by project: research, baseline reports, media articles etc
Stories of Change/best practice reports
Challenges

Qualitative data

Create fields for uploads of financial and programmatic reports narratives

Deliverables:

Deliverables for this project include:

Functional Specification Document
Technical specification document: (Preferred database software is Mysql as this should easily integrate with existing joomla website).
Work break down structure with deliverables details
Initial working prototype with complete features demo
A complete and successfully running web-based database application, free of any hick-ups and bugs
All data and reports generated during software development
User and administrative manuals
A report detailing all data and procedures described in this document and performed in each phase of application development.
Support for 6 months after completion and successful commissioning of the database.

Experience: The consultant/company will be expected to undertake a comprehensive user requirements analysis in order to ensure the system is responsive to user’s needs.

The consultant must also demonstrate proven past work experience of a similar nature.

How to Apply:

Eligible and interested consultants should send their applications including references on related previous work by email to vacancies@ratn.org.

The application should also be accompanied with a quotation for the work including expected costs and duration for the project.

Deadlines:

The closing date for receipt of applications is Monday 3rd October 2011 at noon.

Only successful applicants will be contacted and will then be expected to make presentations on how they would undertake the project.

These presentations must be made by 5th October 2011.

The selected company/consultant will be expected to embark on the project immediately