Development of an Integrated Database Management System at ICS- SP Africa

To address these challenges, ICS SP seeks to develop a centralized, web-based Integrated Database Management System (IDMS) that will enable:

• Automated data aggregation and analysis across projects and departments.
• Seamless API integration with existing data sources (MS Dynamics, Kobo Collect, Microsoft or/and Google Forms, and others) to enable real-time data collection and reduce manual data entry.
• Real-time monitoring and visualization for data-driven decision-making through interactive dashboards that provide insights at multiple organizational levels.
• Secure, role-based access management for data protection and compliance, ensuring users have appropriate permissions based on their roles.
• A structured data hierarchy that allows for tracking and analysis from the project level to regional and organizational overviews, improving comparative performance evaluation.
• Results tracking through outcomes and indicators, directly linked to financial data, allowing ICS SP to measure program effectiveness against budgetary allocations.
• ICS SP invites qualified consultants, firms, or individuals to develop this system and provide training for ICS staff to ensure effective usage and maintenance.

Objectives

• Develop and install a secure, web-based database system with an interactive dashboard aligned with ICS SP’s indicators and reporting needs.
• Integrate the new system with existing data sources (MS Dynamics, Kobo Collect, Microsoft/Google Forms, and others) via API connections to allow seamless data flow between platforms.
• Develop standard procedures and guidelines for database maintenance and security.
• Improve staff competence through comprehensive training on database use, visualization, and reporting.
• Ensure GDPR compliance and secure user access control mechanisms to protect sensitive data.
• Establish a multi-level data structure, ensuring that data can be filtered and analyzed from project-level granularity to regional and organization-wide perspectives.
• Implement results tracking that links performance indicators to financial records, providing deeper insights into cost-effectiveness and program impact.

Scope of Work

• The consultant is expected to propose a practical and scalable approach for designing and implementing the IDMS, covering the following tasks:
• Database System Development
• Conduct a detailed review of ICS SP’s current data management tools and processes.
• Propose an efficient and effective database platform that aligns with ICS SP’s needs.

Develop a structured plan addressing:

• Database architecture, functionality, and data standards.
• Data security, access control, and user roles.
• API-based integration with third-party data collection tools (KOBO, Microsoft/Google Forms, MS Dynamics, etc.) to enable automated data transfer and reduce redundancy.
• Real-time data visualization and interactive dashboards, allowing users to filter data at project, regional, and organizational levels.
• Performance tracking linked to financial reports, ensuring budgets and expenditures align with measurable outcomes.
• Install and test the web-based database management system.
• Standard Operating Procedures (SOPs) & Documentation
• Develop a Standard Operating Procedures (SOP) manual, covering:
• Data entry, cleaning, and validation protocols.
• Data aggregation across projects, countries, and regions.
• Secure data storage, backup, and disaster recovery plans.
• GDPR compliance and user access control.
• Create user-friendly documentation to support future maintenance and scaling.
• Training & Capacity Building
• Conduct training sessions for ICS SP staff on:
• Data extraction, transformation, analysis, and visualization.
• Report generation and automated workflows.
• System administration and security best practices.
• Provide post-implementation technical support and troubleshooting.

Deliverables

• Fully functional, web-based Integrated Database Management System with dashboard and reporting capabilities.
• API integrations connecting the system to existing data sources (Kobo Collect, Microsoft/ Google Forms, MS Dynamics, etc.) to streamline data collection and minimize manual input errors.
• Comprehensive SOP manual and technical documentation.
• Training workshops and knowledge transfer sessions for ICS SP staff.
• Recommendations for long-term system sustainability and scalability.
• A structured multi-level workspace, enabling analysis from individual projects to nationwide and regional summaries.
• A results-tracking framework that integrates outcomes, indicators, and budgetary data to support financial and impact reporting.

Technical Evaluation Criteria

• ICS SP will evaluate proposals based on:
• Understanding of the TOR and proposed approach.
• Compliance with functional and technical requirements.
• Cost-effectiveness and long-term maintenance plans.
• Flexibility to accommodate future data modifications.
• User-friendliness, data protection policies and security measures.
• Proven experience in developing similar systems with references or case studies.