Back Consultancy services for customizing their own developed and used application (software/MIS) as a CBSG Enabler and deploying the same for data managem

  • Added Date: Wednesday, 17 April 2019
  • Deadline Date: Tuesday, 23 April 2019

The Background

Aga Khan Foundation Afghanistan (AKF (Afg)) is the largest social development institution of the Aga Khan Development Network (AKDN) operating in Afghanistan. Since 2003, AKF (Afg) has implemented a multi-donor programme in Afghanistan, reaching a total of three million target beneficiaries in seven provinces in the Central Highlands and Northeastern regions. With its multi-input approach to development, which covers interventions in agriculture and food security, economic inclusion such as employable skill, micro, small and medium enterprise, and financial inclusion, education, health, and community and social governance. AKF (Afg)’s mandate is: to improve the quality of life for communities in central and northern Afghanistan.

In 2006, AKF (Afg) embarked upon Self Help Groups (SHG) a comprehensive programme aim at promoting affordable saving and credit services to poor households in rural areas. In 2009, AKF (Afg) adopted the Community Based Saving Group (CBSG) approach to extend access to finance at the grass-roots level. AKF (Afg) continued to evolve, strengthen and establish CBSGs to bring thousands of poor families in CBSG fold for facilitating affordable savings and lending services at doorstep. AKF (Afg) tested idea of clustering CBSGs by establishing 6 clusters in Badakhshan, Bamyan and Takhar provinces and designed a model of CBSG clustering as pre-pilot in 2016.

Based on encouraging experience, AKF(Afg) is promoting CBSG Clusters with under project Afghanistan Community Lead Economic- Stability Project (ACES) supported by Netherland, Australia Afghanistan Community Resilience Scheme (AACRS) funded by Department of Foreign Affairs and Trade (DFAT) and Strengthening Womens Economic Empowerment Project (SWEEP) pilot project funded by the Japanese Social Development Fund (JSDF) administered by the World Bank and coordinated by Ministry of Labour and Social Affairs (MoLSA).

These projects are helping us for federating CBSGs into Clusters, strengthening the clusters, promoting collective action and providing Revolving Loan Fund (RLF) to clusters for on-lending to members for income generating activities and strengthening business development services leading for Women Economic Empowerment. Till end of Dec 2018, AKF (Afg) supported and continuously mentoring more than 3500 CBSGs with above 50,000 CBSGs members (72 % female) and 55 CBSG clusters across 26 districts in 7 provinces.

These CBSGs and Clusters are meeting once in a month and undertaking financial transactions and other activities. As CBSGs grow their financial transactions like savings, internal lending, repayments and services charges/ benefits etc., also grows. The CBSG data including membership and financial data was maintained in an online MIS called Savex introduced by AKF globally in 2009. Data management and accounting becomes complex with increasing amount of funds and transactions in CBSGs and clusters. The software is not able to serve the purpose and requirements of reporting and accounting within AKF, donors and required reports to CBSGs and clusters.

There is a need of an application to serve purpose and need of various reports required in current context. AKF (Afg) is looking for an application (management information systems (MIS)) for monitoring the growing CBSGs and clusters to strengthen the process of financial inclusion in Afghanistan.

Therefore, AKF (Afg) is looking for an agency who has developed an application (MIS) for data management, reporting and monitoring of groups, their clusters / federations similar to CBSGs and clusters of AKF (Afg); to customize their own developed and used application (software/MIS) as a CBSG Enabler and deploy the same for necessary data management, analysis and reports for monitoring and strengthening of CBSGs and Clusters.

The application will be used for CBSGs and Clusters under all grants spread over Bamyan, Parwan, Baghlan, Samangan, Takhar, Kunduz, and Badakhshan and (Nangarhar) of Afghanistan. In addition, the mentioned / expected database / application will also be used as a strong and consistent data management system for the similar activities of all active grants related to Financial Inclusion (FI) theme.

Scope of Work

There is need of digitalization of data of CBSGs and clusters for monitoring, analysis and reporting purpose. As of now there will be two levels of data entry points – One will be member wise at CBSG and then CBSG wise at cluster level. The entry shall be both financial and non-financial types. More specifically scope of work will be as follows:

Customization of application as CBSG Enabler will be as follows:

Entry of data at two levels:

(A) CBSG level- following data but not limited shall has provision to enter:

o Members profile,

o Member wise – attendance, savings, loan, repayments, service charge, benefits, penalties, donations,

o CBSG level - loan from revolving loan / banks / MFIs/ NGO, grant from revolving loan fund, seed capital, NGO etc.

o Trainings received,

o Loan utilization purpose, on time repayment, delayed repayments etc.,

(B) CBSG Cluster level

o Financial transactions

§ Receipts from revolving loan fund/ seed capital, NGO other agency,

§ Loan from banks / MFIs/ NGO,

§ Grants from revolving loan fund (RLF), seed capital, NGO etc.,

§ On lending of RLF, repayments and revolving of RLF,

§ Donations,

§ Repayments of loans, service charges / benefits from CBSGs/ CBSG members,

§ Expenses in travel, stationery, refreshments, office expenses-rent, electricity etc.

o Trainings and exposures,

o Linkages with other agencies

o Visitors

Analysis and reports:

o In CBSGs - Member wise attendance, savings, loan, repayments, delayed loans, service charge, benefits, penalties, etc.

o CBSG wise – Income – Expenditure statement / Trial balances, members attendance

o CBSG – member wise savings and loan demand sheet,

o CBSG Cluster wise – Income – Expenditure statement / Trial balances, CBSG attendance,

o CBSG Cluster – Cluster member wise savings and loan demand sheet,

o Loan utilization purpose and pattern in both CBSGs and Clusters,

o Meeting and members attendance regularities in CBSGs and Clusters,

o Status of revolving loan fund/seed capital or loan from NGO/Bank/MFI etc. in CBSGs and Clusters

o Trainings and exposure visits attended by both at CBSG and Clusters

o Linkages with other agencies by both CBSG and Clusters,

o Visitors in CBSGs and Clusters,

o Status of CBSGs and Clusters both location and project grant wise,

o Performance of CBSGs and Clusters

Aggregation data, analysis and generation of reports:

Various reports can be generated at:

o At CBSG level,

o Village level,

o CDC Level

o Cluster level,

o District Level,

o Province level,

o Grant-level

o NPO level (National Programme office – AKF (Afg) Kabul Office)

Long term data management plan:

The proposed application will also be used to replace the existing system of data management within the FI theme, so that the consolidated data can then also be synchronized into the integrated data management system proposed by MERL (Monitoring, Evaluation, Research and Learning) Unit.

Coverage Area:

CBSG Enabler will be used for data management, analysis, reporting, monitoring and strengthening of all CBSGs and Clusters under all grants. FI (CBSG) operational districts of following provinces will be target as of now:

· Badakhshan

· Takhar

· Kunduz,

· Baghlan,

· Samangan,

· Bamyan

· Parwan

· Nangarhar

Active grants as of now for FI (CBSGs and Clusters):

• Strengthening Women Economic Empowerment Project (SWEEP) – World Bank (JSDF)

• Afghan Women Economic Empowerment Project (AWEP) – GAC

• Health Action Plan for Afghanistan (HAPA) – GAC

• Australia Afghanistan Resilience Scheme (AACRS) – DFAT

• Afghanistan Community Lead Economic- Stability Project (ACES) – Netherland

• Supporting Cooperation and Opportunities for Regional Economic Development (SCORED) – EU, AKF UK

Roles and Responsibilities of the Firm

The following roles and responsibilities are envisaged for an agency, but not limited to:

· Understanding the context of AKF (Afg) operational areas, programme interventions, CBSGs, Clusters, Financial Inclusion and Economic Inclusion, objectives, going through available project documents e.g. Operational Manual, Environment and Social Management Framework (ESMF), Grievance Redressal Mechanism (GRM), reports, and interaction and discussions with AKF team, visiting project areas etc.,

· Understand financial transactions and meetings of CBSGs and Clusters, their functioning, training etc.,

· Understanding type of loan products,

· Detailed system study of AKF (Afg) MIS, server etc.,

· Understand the requirements of all other similar data management aspects of FI data, so that the proposed application/system is able to replace the existing data management system of FI theme.

· Understanding need of various reports of Financial Inclusion and add if few required reports are missing,

· Engage required technical staff (s) and programme developer(s),

· Customize their application as CBSG enablers, bringing necessary changes in concerned modules of the application,

· Deploy the customize application as CBSG enabler,

· Testing data entry for each districts,

· Provide technical support and removing errors / bugs while data entry or generation of reports,

· Providing training to concerned staff for operating the application,

· Monitoring data entry and helping team to understand reports and their use,

· Run updates, if there are any updates available,

· Coordinating with AKF (Afg) for effective execution of the application,

· Conduct joint monitoring and evaluation visits along with AKF (Afg) at regular interval to supervise data entry, extend required support and provide feedback to team for course correction,

· Develop reference manual for operating the application,

· Place the application on AKF (Afg) server and provide access and control and perpetual license for the application,

· Provide backup support from distance for removing errors, adding functions/aspects/ reports if need arises etc. but not limited to for three months after deployment of the application,

· Any other role/activities required to achieve the purpose of the assignment.

Expected Outputs

· Customized as CBSG Enabler – offline and online,

· Functional CBSG Enabler with data entry of at least 50 % CBSGs by AKF (Afg),

· Data entry by tablets / smart phones,

· Required analysis are done and all desired reports are generated in PDF, Word and Excel formats by the CBSG Enabler.

· Produce a user-friendly customized version of data entry platform that can be extend further to cover the similar data management areas of other grants within FI.

Action Plan and Time Schedule

AKF (Afg) expect an agency to commence the assignment from 1st May 2019 and completed by 31st October 2019 for a period of 6 months. Key deliverables and timeline is given in table below:

Sl. No.

Key deliverables

Time line

1.

Understanding context, and detailed system study and Customization

4 weeks

2.

Integration of offline Android apps for data entry – tablets / smart phone based

4 weeks

3.

Training and Deployment of application and Reference Manual

4 weeks

4.

Distance support (Online email / Con-call based support) for 3 months after deployment of the application

3 months

Reporting, Confidentialities

An agency should be reporting to and coordinating with the Director, Monitoring, Evaluation, Research and Learning (MERL) based at Kabul. After the commencement of the assignment the agency (consulting firm) should have to submit the following reports. It is to note that all the documents, reports and communications are belongs to AKF (Afg) and must be confidential. Without permission of AKF (Afg) authority any report and document will not be disclosed to other or used by other entity.

Sl. No.

Deliverables

Descriptions

Timeframe

01

Inception Report along with Action Plan for Training

With detail plan, timeframe and responsibility for customization of the application, training and deployment plan

Within a month from commencement of the contract

02

Midterm assignment report

Detailed with progress, experience and plan for remaining period.

Within three months from commencement of the contract

04

Narrative Project Report

Short narrative monthly progress report (Qualitative and quantitative)

Monthly of progress report for preceding month should be submitted by 7th of next month

05

Assignment Completion Report

Final report consists assignment progress.

By end of next month after assignment completion

It is noted that payment of final instalment will provided to the firm after receiving final report with incorporation of comments and suggestion from AKF.

Payment Schedule

Payment terms will be as follows

Installment No.

Key deliverables

Amount to be released and timeline

1.

Advance after signing of contract

40 % of the contract amount, within a week after signing contract

2.

After customization and deployment of the application

20% of the contract amount, within a week after getting invoice

3.

Training and Deployment of application and Reference Manual

20% of the contract amount, within a week after getting invoice

4.

Online email based support for 3 months

10% of the contract amount, within a week after getting invoice

5.

Final payment

10% of the contract amount, within a week after getting assignment completion report and invoice

Required Qualification and Experiences

An agency (The consultancy service provider) should have following qualifications and experiences:

· An agency should have developed application (software/MIS) by themselves for managing data, generating reports and analysis of groups and their clusters / federations similar like AKF (Afg)s CBSGs and Clusters ,

· The application must be used by reputed agencies including government agency (s) and in project(s) supported by the World Bank for at least 5 years,

· Agency should have minimum 10 years’ experience of developing software / MIS for NGOs on microfinance, rural livelihoods etc.,

· The application should have additional modules (Federations) which can be used in future,

· Agency should be willing to travel to Afghanistan and to its field location,

· Joint application (Joint venture) by two or more agencies will not be entertained,

· Head of an agency should have at least 10 years’ experience of on self-help groups / savings, clusters and their federations in a NGO (s), particularly in rural areas in South Asian country,

· An agency shall have demonstrated compliance with the laws and regulations,

· An agency should have the following policies in place and or should develop their policies aligning with AKF (Afg)s policies or should comply with AKF (Afg)s policies on:

§ Anti-sexual harassment code of conduct/Gender policy;

§ Ethical and environmental policy;

§ Anti-corruption and counter fraud policy;

§ Child safeguard policy;

This vacancy is archived.

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