SCOPE OF WORK FOR THE DESIGN OF ISUKU IWACU s MONITORING, EVALUATION AND LEARNING DATABASE

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1 SCOPE OF WORK FOR THE DESIGN OF ISUKU IWACU s MONITORING, EVALUATION AND LEARNING DATABASE 1. Background Isuku Iwacu Rwanda Rural Sanitation Activity (RRSA) is a four-year rural sanitation activity awarded on September 2, 2016 and estimated to be completed by November 9, The Activity is being executed by a consortium of Non-Governmental Organizations headed by SNV, and including World Vision International and Water for People in the following eight districts: Kayonza, Kicukiro, Ngoma, Nyabihu, Nyanza, Nyarugenge, Ruhango, and Rwamagana. The overall goal of the Isuku Iwacu Activity is to increase local ownership and capacity to deliver sustainable, high quality sanitation and hygiene services in order to decrease childhood stunting. To accomplish this goal, Isuku Iwacu will improve access to and support correct, consistent use of household sanitation and hygiene facilities by (i) directly supporting and contributing to the Government of Rwanda (GOR) led efforts to improve access to sanitation in Rwanda, and (ii) promoting districtwide, private sectordriven household sanitation and hygiene interventions and on district- and national-level capacity development. 2. Purpose of the Scope of Work Through Isuku Iwacu, the US Agency for International Development (USAID) Mission in Rwanda will contribute to improvements in the sustainable access to water, sanitation, and hygiene (WASH) services, with an emphasis on the lowest poverty quintile. Isuku Iwacu will help an estimated 500,000 people gain access to improved household sanitation, as defined by the Joint Monitoring Program (JMP) for the Millennium Development Goals, while ensuring that an additional 1,000,000 members of the population in beneficiary districts are using, at a minimum, JMP-defined improved sanitation and living in open-defecation free environments. The Isuku Iwacu Monitoring, Evaluation and Learning (MEL) plan describes how the team will organize its performance management system. Specially, this plan describes our monitoring approach to monitor progress and assess the effects of our interventions. The plan also provides a Result Framework, depicting the direct causal relationships between our three Intermediary Results (IRs) all the way up to the overall goal and Strategic Objective, and put forward more than 10 performance indicators to track implementation and determine whether or not the set results and targets are met. IR 1: Increased demand for sanitation and hygiene products and services IR 2: Improved supply and availability of sanitation and hygiene products in the private sector IR 3: Improved governance for sustained access to sanitation and hygiene products and services

2 Sub-IR 1.1: Increased availability of improved sanitation marketing information Outcome 1.1.1: Improved use of Behavioral Change Communication (BCC) strategies Outcome 1.1.2: Increased availability of behavioral change communication packages Sub-IR 1.2: Increased financing options for household sanitation Outcome 1.2.1: Increased availability of sanitation financial products Sub-IR 2.1: Increased Business Development Services for small-scale sanitation products and service providers Outcome 2.1.1: Improved availability and use of financial services Outcome 2.1.2: Increased MSMEs engagement in the sanitation business Sub-IR 2.2: Improved access to and availability of affordable and diverse sanitation products Outcome 2.2.1: Increased access to sanitation supply options Sub IR 3.1: Improved capacity of district and national government strengthened to plan and deliver sanitation and hygiene services Outcome 3.1.1: Improved water and sanitation enabling policy and institutional environment to implement the National Sanitation Policy and Strategy Outcome 3.1.2/3.2.1: Improved local government s capacity to support private sector investments in the sanitation supply chain Sub IR 3.2: Improved data and information management for decision-making Outcome 3.1.2/3.2.1: Improved local government s capacity to support private sector investments in the sanitation supply chain Outcome 3.2.2: Increased use of mechanisms for data analysis and harmonized standards for sanitation improvement We are seeking a qualified and experienced contractor to design the Isuku Iwacu MEL database, which will be hosted in a local server in our Kigali office. The database will help the project team structure the monitoring and evaluation system and reduce human error in data collection, analysis and reporting. Isuku Iwacu s interventions are currently monitored manually, however, the planned increase in the volume of implementation will generate a huge amount of data to be collected regularly, analyzed and reported on monthly, quarterly, and annual basis. Therefore, the project staff shall use the MEL database to support data entry, verification, validation, analysis and reporting on performance across the targeted districts. Specially, the Isuku Iwacu MEL database shall: Be user-friendly and flexible enough to allow users to update the design if needed; Support data storage from multiple geographic locations; Store a range of file types, such as pictures, reports and other supporting documentation including narrative stories around completed interventions; Allow multiple users to work online and offline while ensuring security of data, facilitating data review and validation; Have the capacity to automatically produce a range of standard analysis through different combinations and formulas; 2

3 Have the capacity to generate periodic customized reports; Be able to track data across a defined timeframe. 3. Isuku Iwacu plan for managing data Overall, the Isuku Iwacu MEL database shall allow project staff to: Enter, verify and validate data collected from all district-based and national level interventions; Acquire a reliable data storage enabling users to compile and link data from different sources to results and indicators in an automated manner; Analyze the data collected for performance monitoring, reporting and evidencebased decision making. a) Data collection Overall, to collect data and information on interventions across our three IRs, data collectors will use training forms, workshop attendance sheets, group registration forms, questionnaires and/or digital tools for assessments or evaluations, etc. When applicable, data and information on trainees and other beneficiaries will be disaggregated by sex, district, residence (rural, urban), wealth quintile (Ubudehe). Data collection methods and disaggregation are included in each of the performance indicators reference sheets. Data collectors include project staff, i.e. advisors (IR or component leaders) and officers (based in Kigali or in the districts), as well as the concerned districts and/or sector officials, and, when applicable, short term technical assistance experts, financial institutions and members of Community Hygiene Clubs involved in program implementation. Throughout the duration of the Activity, the MEL team will provide hands-on and on-going guidance to the data collectors. Within one week of the completion of a given intervention, data collectors will enter data into the database through remote access, and/or send the original hard copies of the completed forms to Kigali. Entered data and/or forms will be reviewed first by the staff directly responsible for the intervention, then by the relevant Advisor, who will complete the first verification of entered data and sign off on forms or in the database. The MEL Advisor will then complete a second verification to certify that all data and information is correctly recorded, and assign unique number, automatically generated by the database, to each of the completed interventions. To avoid double counting households, groups or trainees in relevant indicators, the MEL Officer will maintain a training tracker with the names of all trainees. This tracker will contain the first and last names (and middle name, if applicable), as well as entity (ministry, district unit or community group) and titles (when applicable). GPS coordinates will also be assigned to each of the targeted households and villages along with the associated intervention identification number. No intervention output will be counted or reported until the intervention is completed unless it is otherwise noted that numbers reported are based on level of effort. If there are any information gaps or missing documentation, a note will be made in our database 3

4 for that particular activity, and the MEL Officer will follow up with data collectors to gather any additional details. The MEL Officer and Gender Sanitation Officer will file the hard copies by district, IR, and activity identification number, and scan and save electronic copies of forms in the MEL database hosted Kigali with restricted access. b) Data quality To ensure that our data and information are valid, have integrity, precise, reliable and timely, the MEL team will carry out random internal Data Quality Assessments (DQAs). The DQA process will also be closely coordinated with USAID to identify specific indicators to be addressed. The MEL team, in collaboration with USAID (when available) will assess the degree to which the data meet the five standards of data quality. Prior to conducting DQAs, the MEL team will review relevant PIRS to ensure familiarity with the indicator definition, how the indicator is used to measure the intended result, and the data collection methodology and document findings. If data limitations or concerns are identified, the MEL team will help develop and implement a corrective/mitigating measures and actions, and ensure limitations are duly documented in the relevant PIRS. The MEL Advisor and Officer will identify and execute approaches to improve the quality and timeliness of performance monitoring. The MEL team will ensure that these approaches are discussed with USAID s M&E team to incorporate inputs and eventual adjustments. When conducting DQA at field level, the MEL team will perform an accurate assessment of performance data quality. This will include periodic fields visits (at least once per quarter) to randomly check on activities conducted at district level and compare the information entered into our database. This will help us monitor activities implementation and use observations for evidenced-based decision making. Field visits will also be used to monitor and advise of mitigating measures for any activities with potential environmental impact. c) Data storage and security After data entry, the MEL and the Gender Sanitation Officer will file the hard copies of completed tools and forms and studies, consultancy assignments and evaluations reports by district, IR, and activity identification number. Electronic copies of scanned forms will be saved in our MEL database. The MEL database will compile and aggregate data to complete initial analysis of collected information on program interventions. The database will be located and managed in Kigali and backed up on a daily basis. Only authorized users will be able to access the database. Each intervention will be given a unique number. Intervention will be linked to a specific Isuku Iwacu staff person (advisor or officer) in the database (to facilitate follow-up and clarification), to data collectors involved in the interventions, and the appropriate performance indicators. 4

5 d) Data analysis and reporting Our MEL database will be used to maintain data and track program progress on real time. The database will be aligned with our MEL systems, processes and tools, following our evidence-based approach to monitor, evaluate and retrieve lesson learned. It will also be designed to capture information aligned with AidTracker Plus and SNV Global indicators platform. The database will generate monthly internal reports with aggregated data and trends. These reports will inform the teams about their achievements to date and track progress against indicators and planned deliverables and targets. The Advisors will use data and information to compile monthly internal sector program performance reports on their respective IRs and integrated matters. These monthly performance reports will contain narrative of key achievements against annual approved work plan, including quantitative and qualitative data information (when applicable), faced challenges and eventual delays (reasons and plans to address them) and progress on collaboration with the USAID Community Health and Improved Nutrition (CHAIN) and other WASH relevant partners. The Project Coordinator will compile monthly sector performance reports into a single program report, and meet with the MEL Advisor and the Communications Outreach Specialist to review compiled monthly program reports, conduct data analysis and identify lessons learned. The Communications and Outreach Specialist, in collaboration with the MEL Advisor, will edit and finalize monthly and quarterly performance reports that incorporate data analysis and lessons learned. The US-based Program Manager and the Chief of Party (COP) will review quarterly reports and complete additional analysis of program progress (when applicable). In addition, the Communications Outreach Specialist, in coordination with our project staff, will compile information for success stories that can document program outcomes and impact not captured by the USAID s performance indicators. Final quarterly and annual program performance reports will be submitted reports to USAID review and approval. Using the MEL database and quarterly program performance reports, the MEL Advisor, with support from the COP, will access AidTracker Plus to enter and submit actuals data for each indicator in the reporting period and upload a narrative performance report. e) Isuku Iwacu staff roles and responsibilities Table below provides roles and responsibilities for data management and reporting. 5

6 All data collectors, will be responsible for providing verifiable progress and impact data, as well as transmitting data to the MEL and Gender and Sanitation Officers on a timely basis. USERS Data collectors Staff directly responsible for intervention Behavior Change Communication Advisor Private Sector Development Advisor WASH Governance Advisor MEL Officer MEL Officer Gender Sanitation Officer MEL Advisor Project Coordinator ROLES & RESPONSIBILITIES Enter data and transmit original hard copies of the completed forms to the MEL and Gender and Sanitation Officers Review entered data and forms Complete the first verification of entered data and sign off on forms or correct data Provide comments and inputs for any information gaps or missing documentation (database shall automatically notify MEL Officer) Use data and information generated from the database to compile monthly internal sector program performance reports on their respective IRs and integrated matters Maintain a training tracker. Follow up with data collectors to gather any additional details, and address any needed corrections and all possible errors Provide hands-on and ongoing guidance to data collectors File hard copies of completed tools and forms and studies, consultancy assignments and evaluations reports by district, IR, and intervention identification number. Scan and save electronic copies of forms, tools, assessments and evaluations in the MEL database hosted Kigali with restricted access. Support DQAs Database administrator Provide hands-on and ongoing guidance to data collectors Lead DQAs Complete a second verification to certify that all data and information is correctly recorded Assign unique number to each of the completed intervention Enter all indicator data (actuals and targets), including deviation narrative to each indicator into AidTracker Upload quarterly performance reports into AidTracker Conduct program quality through regular field spot checks Improve data collection by periodically reviewing forms and procedures Ensures consistent data quality by providing training on M&E principles and procedures to program staff and data collectors. In collaboration with the Communications and Outreach Specialist organize quarterly internal learning sessions to discuss quarterly lessons learned, emerging trends or challenges. Compile monthly sector/ir performance reports into a single program report Meet with the MEL Advisor and the Communications Outreach Specialist to review compiled monthly program performance 6

7 USERS Communications and Outreach Specialist COP 4. Tasks and deliverables ROLES & RESPONSIBILITIES reports and to jointly conduct data analysis and identify lessons learned. In collaboration with the MEL Advisor: Edit and finalize monthly and quarterly performance reports that incorporate data analysis and lessons learned Organize quarterly internal learning sessions to discuss quarterly lessons learned, emerging trends, or challenges. Review quarterly performance reports and complete additional analysis of program progress Submit final quarterly and annual performance reports to USAID Review all indicator data (actuals and targets), including deviation narrative to each indicator before their upload into AidTracker Upload annual performance reports into AidTracker The contractors shall perform the following tasks: Review Isuku Iwacu s MEL plan, including performance indicators reference sheets and type of information to be gathered, data collection tools, timelines, data flow, and reporting requirements; Consult with the MEL Advisor and the COP to ensure that all data management needs are addressed in the database design; Submit a revised document outlining proposed processes and steps to the design of the database, including revised user interfaces, and describing how the contractor will support Isuku Iwacu s plan for managing data, as well as users access and permissions/rights in line with the anticipated roles and responsibilities; Develop the first and final drafts of a flexible database and user interfaces, ensuring it integrates requirements of performance indicator reference sheets and Isuku Iwacu s plan for managing data and others, as well as security features to protect and secure data. Create paper-based and electronic data collection tools (ensuring data collector can use tablets of smartphones apps), data entry and analysis tables and forms based on the following requirements described in the performance indicator reference sheets: disaggregation, data collection method tools, type of analysis, data presentation; Establish relations between data analysis tables to produce a range of analysis through different combinations and formulas, and to optimize evidence-based decision-making that inform needed implementation readjustments and planned interventions; Design format of reports to be generated by the database (including analytical charts, dashboards, and other analytical tools), with options to select what fields and what time period the report covers (monthly, quarterly and annual) and what scope (activities/interventions, type of beneficiaries, geographic location, residence, wealth quintile, etc.); 7

8 Design a series of data quality assurance and control mechanisms, including rules to minimize duplicate data entry and others; Install the database on a local storage server and create role for the users; Pre-test the database for data entry, validation, analysis and produce reports for their immediate use; Train the MEL team on managing the database, as well as other users on data entry, verification and validation; Develop a documentation on the usage, update and maintenance of the database; Provide 20 days of remote support to the MEL team in the use, maintenance, expansion and troubleshooting. This shall include, but not limited to: assistance in resolving any problems with data entry or management and reporting from existing tables; assisting staff to add new fields or modify data tables and queries; creating new tables and reports to accommodate new data collection tools and reporting requirements; run advanced queries in accordance with staff needs. The contractor shall provide the following deliverables: Revised document outlining proposed processes and steps to the design of the database, including revised user interfaces, and describing how the contractor will support Isuku Iwacu s plan for managing data, as well as users access and permissions/rights in line with the anticipated roles and responsibilities, to be presented to the MEL team and COP for review and approval; The first and final full drafts of the database, including user interfaces, compatible with Microsoft Windows Operating System. This includes data collection tools (paper forms, data entry and analysis tables and forms, etc.) and report formats to be presented to the MEL team and COP for review and approval; Installation of the database on a local storage server; Pre-test the database for data entry, validation, analysis and produce reports for their immediate use; Database training modules and agenda on its management and use; 2-day training on the management and use of database directed the multiple users and associated training report; Database user manual describing roles of the multiple users, and all pertinent aspects of database s usage, update and maintenance; 20 days of remote support in the implementation, management, expansion and troubleshooting of the database. 8

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