ENGAGEMENT OF CONSULTANT FOR THE DIGITALIZATION OF REPORTING SYSTEM USING MICROSOFT POWER BI AND KOBO TOOLBOX INTEGRATION Consultancy

1. INTRODUCTION/RATIONAL

Action Against Hunger (ACF) is a humanitarian non-governmental organization that operates in Sudan across four states, 11 localities, and over 100 facilities, delivering multisectoral interventions including Nutrition, Health, Food Security and Livelihoods (FSL), WASH, and Protection. To enhance its efficiency in collecting, storing, analyzing, visualizing, and reporting data, ACF Sudan is transitioning to a comprehensive digital solution integrating Microsoft Power BI for advanced analytics and dashboarding, and Kobo Toolbox for data collection.

ACF therefore, seek to engage a consultant who will design and support the deployment of a comprehensive management system using Microsoft Power BI and Kobo Toolbox integration for a streamlined data management process, such as real-time data collection, storage, analysis, visualization and reporting

2. AIM & OBJECTIVE

The primary objective of this consultancy is to enhance the efficiency and effectiveness of reporting systems for Action Against Hunger (ACF) Sudan by implementing a comprehensive digital solution. This will involve integrating Microsoft Power BI for advanced data visualization and analytics, and Kobo Toolbox for streamlined data collection. The consultant will be responsible for designing, developing, and deploying a system that automates data collection, integrates real-time data flows, and provides interactive dashboards and reporting tools. The aim is to improve data management, facilitate real-time reporting, and support informed decision-making across ACF’s multisectoral interventions in Sudan.

3. SCOPE OF THE CONSULTANCY ASSISGNMENT

The consultant will work with the MEAL Coordinator to design, develop, and implement the system. The methodology includes:

• Review existing data sources, tools, and processes, including current Kobo Toolbox setups and Power BI use cases.
  • Propose an optimal design for the Power BI dashboards and Kobo Toolbox integration.
  • Develop a project plan outlining tasks, timelines, and deliverables.
  • Set up Kobo Toolbox forms for data collection and automate the data export process.
  • Set-up Microsoft Power BI’s data connectors to import data from Kobo Toolbox and create interactive dashboards.
  • Set-up systems to ensure seamless flow of data between Kobo Toolbox and Power BI with automated updates.
  • Develop customized Kobo Toolbox forms tailored to reporting needs.
  • Activate system to allow for the implementation of Power BI’s advanced analytics features for predictive modeling and trend analysis.
  • Implement data validation rules in Kobo Toolbox forms to ensure data accuracy and completeness.
  • Create Power BI dashboards to track data quality metrics and trends.
  • Design interactive Power BI reports that allow users to drill down, filter, and view data from various perspectives.
  • Develop personalized dashboards for different stakeholder groups.
  • Set-up system to allow for the utilization of Kobo Toolbox’s mobile capabilities for field data collection.
  • Optimize Power BI reports and dashboards for mobile access.
  • Set up alerts in the Power BI system for specific data thresholds or anomalies.
  • Support the ICT team to configure/activate email notifications for important updates or changes in data.
  • Develop and enforce data governance policies to ensure data integrity and security.
  • Implement role-based access controls in Power BI to manage data access based on user roles.
  • Pilots test the dashboard and integration setup.
  • Debug and adjust based on feedback.
  • Validate system functionality with key stakeholders.
  • Develop comprehensive user manuals and operational guidelines.
  • Provide post deployment training for ACF staff on using Power BI dashboards and Kobo Toolbox.
  • Offer ongoing support and maintenance for at least 3 months after the roll-out.

4. KEY EXPECTATIONS FROM THE FINISHED DIGITAL SYSTEM

The developed system would be expected to include the following:

• Integration of Kobo Toolbox for data collection with Power BI for real-time visualization.
  • Automated data flow and synchronization between Kobo Toolbox and Power BI.
  • Interactive and customizable dashboards in Power BI.
  • Real-time data updates and automated report generation.
  • Multi-language support, including English, Spanish, and Arabic.
  • Robust data encryption and security protocols.
  • Compliance with GDPR and relevant regulations.
  • Comprehensive audit trails and logging of actions.
  • Different access levels and permissions for users.
  • Role-based access control in Power BI.
  • Ability to produce various reports including monthly, project-based, and disaggregated reports.
  • Options for exporting data to Excel or CSV formats.
  • Custom alerts for specific data criteria.
  • Automated email notifications for important updates.
  • Mobile-friendly Kobo Toolbox forms and Power BI reports.
  • Validation rules in Kobo Toolbox.
  • Quality metrics and monitoring in Power BI.

5. DELIVERABLES OF THE CONSULTANT

• Participate in an initial meeting with MEAL Coordinator and DCD to gather requirements and documentation.
  • Inception report containing design document and project plan.
  • Digitalize current program reporting tools into Kobo format to facilitate real-time digital data collection.
  • Developed Power BI dashboards based on the above structured Kobo forms to facilitate data analysis and visualization.
  • Develop user manuals and operational guidelines.
  • Conduct one-week training for key team members.
  • Provide a minimum of 3 months of post implementation support and maintenance.

6. DURATION OF CONSULTANCY

The consultancy will last a maximum of 2 months from the date of contract signing. A detailed work plan with milestones and deadlines should be provided.

The proposed three months post implementation support will be a separate arrangement outside the initial contract and will be based on need/organizational interest.

7. BUDGET AND PAYMENT

Payment will be made in two installments:

• 20% upon submission of inception report (containing design and workplan).
• 50% upon completion and validation of the system.
• 30% after one month of successful implementation and system performance review.

8. COMPETENCIES/APPLICATION REQUIRMENT

Consultants should possess:

• B.Sc. or M.Sc. in computer science, Software Engineering, Information Management or related field.
• Minimum of 5 years of relevant professional experience in data management, software development and system integration with at least 3 years of hands-on experience on Microsoft Power BI and KoBo Toolbox including designing dashboards, integrating data systems, and managing data flows.
• Certification in Microsoft Power BI and Kobo Toolbox.
• Proven experience in developing dashboards and integrating data collection tools.
• Familiarity with data management, security, and GDPR compliance.
• Strong project management and analytical skills.
• Familiarity with the context will be a plus

9. EVALUATION CRITERIA

Proposals will be evaluated based on:

• Understanding of the consultancy objectives.
• Proposed methodology and availability.
• Relevant qualifications and experience.
• Budget and timeline.

10. APPLICATION

Information to provide in application:

1. CV of consultant
2. Date of availability
3. Technical proposal (not more than 6 pages) detailing understanding of the ToR, Scope of Work and expected outputs. The technical proposal should also include timelines, with specific dates from commencement to final roll-out, including a workplan and Gantt chart.
4. Financial offer signed and stamped: Please note that the consultant will take care of all her/his expenses related to this assignment including travel, procurement (except license), analysts etc. Therefore, all expenses should be included in the financial offer, as ACF will not be responsible for any expense apart from the sum of the contract offer. Kindly include all deductible taxes as applicable in your offer.
5. Terms of payment if different from the one proposed in this ToR.
6. Currency of payment, preferably in Euro (€).

*This is an individual consultant assignment. However, a firm can also make submissions, but it is not a requirement to share team profile.

Tagged as: Acción contra el Hambre España, Sudan