RESERVE BANK OF MALAWI. Terms of Reference. Integrated Management Information System (IMIS) Requirements Specification Consultancy

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1 RESERVE BANK OF MALAWI Terms of Reference Integrated Management Information System (IMIS) Requirements Specification Consultancy 1. Background In an effort to achieve its corporate objectives, the Reserve Bank of Malawi (RBM) has employed the use of various ICT solutions and platforms by automating most of its business processes across its departments through secure and reliable information systems. Some of these information systems are independent of one another. Currently, access to specific information by Management is through reports submitted by departments at various set intervals. The RBM therefore, plans to implement an Integrated Management Information System (IMIS) to empower its Management with a holistic view of all business services and information throughout the Bank. It is expected that the IMIS will have capabilities to manage and integrate data across departments thereby making key information available to Management at all times. In an effort to implement a comprehensive IMIS, the RBM intends to source consulting services to carry out an assessment of the existing information systems and management information needs. This exercise will culminate into the production of technical and functional specifications, and the design of the proposed solution. 2. Objectives of the Assignment The main objective of the assignment is to carry out an analysis of the RBM s technology landscape, compile requirements specification report and design documents for the solution. The IMIS expert(s) shall ultimately be required to produce an IMIS Request for Proposal. To effectively achieve this, the compiled requirements will have to be exhaustive in order for RBM to attain an IMIS which shall be used for strategic (economic and otherwise), tactical, and operational corporate performance management. The successful bidder will have to ensure therefore that appropriate data, analyses, dashboards, reports and related technologies have been catered for in the requirements compilation to facilitate monitoring of core functions of the RBM. Such core functions include monetary policy effectiveness, economic risk containment, operational effectiveness and efficiencies, amongst others. In order to meet the above stated 1

2 requirements, the successful bidder will be expected to compile detailed requirements which will lead to implementation of an IMIS solution with capabilities to store data in an appropriate warehouse through the Extract, Transform and Load processes. The RBM expects that the work of the IMIS expert(s) shall adhere to high professional standards. 3. Scope of Work The consultancy is aimed at strengthening the pre-procurement process for an Integrated Management Information System at the RBM. The IMIS expert(s) will carry out all the tasks outlined in these Terms of Reference and the detailed terms of engagement to be agreed at the signing of the contract, as well as any other related tasks required to achieve the objectives and deliverables of the consultancy. The scope shall include the following: 1. Requirements Specification Assessment 2. Design of the Business Model 3. Drafting of the Implementation Plan for the proposed IMIS design. 4. Development of Bid documents 5. Presentation of interim and final reports; and related deliverables. The IMIS expert(s) will be required to provide a plan for and approach to achieving the deliverables of the project within the set period. 4. Deliverables The RBM shall require to sign off each milestone before the IMIS expert embarks on subsequent deliverables. It is expected that upon completion of each deliverable as detailed below, reports shall be submitted and a presentation shall be made on the consultancy engagement. I. Requirements Specification Report a. A review report of the business processes that are relevant to the assignment in the RBM which shall include a list of identified areas for possible automation or streamlining for successful implementation of the IMIS; b. An analysis of RBM s current ICT systems taking into account the data and processing requirements of users and Management across various departments and the reporting approaches that have been adopted. The analysis shall include a list of identified gaps in areas of design and 2

3 system architecture, configuration, security, technical integrity, operational reliability with respect to the IMIS. c. An analysis of the key reports with a list of identified gaps in the reporting structure in order to add value to the decision-making processes. d. A compilation of key management reports to be consolidated in a dashboard and isolate areas which are amenable to deployment of triggers to alert Management for immediate action. e. An outline of priority areas (e.g. monetary policy, corporate governance) and related reports, critical for decision-making within the Bank. f. An enhanced business case detailing the benefits RBM will attain from the project with respect to the proposed solution design. g. A Project Viability Report detailing all aspects of project feasibility and implications according to PESTLE areas and their interrelations. II. Business and Technical Model of the IMIS a. A Requirements Specification Report detailing all functional and nonfunctional requirements of the proposed system. b. Proposed design of the system that takes into account all the data and processing requirements of all the stakeholders. c. A profile of the proposed reporting format that will ensure seamless access by Management using modern technology tools and mobile devices such as tablets. d. A recommended management structure and a comprehensive security architecture for the proposed IMIS. e. Standards and requirements for integrating with existing internal systems. f. A detail of infrastructure requirements and their feasibility for deployment within the RBM environment and any possible external sources. g. A report on the current RBM operational environment and how it will need to adapt to the new IMIS. h. A presentation of the IMIS design report to the Bank. III. Implementation Plan for the proposed design a. Business and technical requirements that must be covered by the proposed solution. 3

4 b. A Deployment Plan for the proposed design that shall, amongst other things, include User Acceptance Testing and training of users. c. A Risk Management Report indicating critical success factors for the implementation phase of the project, potential risk factors and proposed means/options to mitigate the risks. d. Change management plan detailing all change management processes that will be required for the successful implementation of the proposed design. e. A Human Resources Plan defining the technical qualifications, experience and skill-set of personnel required to implement the IMIS project, including their roles. f. Provide a detailed Business Continuity Management and Disaster Recovery Plan for the proposed design. g. Provide a data governance approach to be adopted so as to ensure adequate controls on the quality of the data. The approach is to ensure that the IMIS presents consistent and trusted data which the business users can rely upon to make critical decisions. h. Provide a report on an ideal Information Architecture (IA) approach to be adopted by RBM to ease information access from the IMIS environment. 5. Key Staff and Qualifications Interested IMIS expert(s) should provide information demonstrating that they have the required combination of qualifications and relevant experience in conducting a consultancy of this nature. Previous experience in a similar exercise with a Central Bank will be an added advantage. The successful IMIS expert(s) must be willing to work from the RBM premises, throughout the duration of the exercise, whilst undertaking the consultancy works. The IMIS expert(s) should provide detailed roles and responsibilities for this assignment. The Bank expects the IMIS expert(s) to possess a combination of the following qualifications, experience and skills to work on the assignment, consequently resume(s) with photos attached must be submitted along with the technical proposal. Any changes in project s key staff shall be in consultation with, and approved by the Bank. 4

5 I. Information and Communication Technology Expertise Have a minimum of a Master s Degree in Computing or a related field. Have a minimum of 10 years post qualification Business and Process Analysis, Design and Implementation experience and exposure. ICT Project management skills and expertise, experience with PRINCE2 will be an added advantage. Verifiable experience, both at the national and international level and/or in the public or private sector, in a similar nature of work with IMIS applications Thorough understanding of technological know-how around implementation of IMIS and possession of a knack for quality in technological solutions. Display integration competence for disparate systems II. Business/Financial Expertise Have a minimum of a Master s Degree in Economics or Finance. Have a minimum of 10 years post qualification experience preferably in a Banking/Financial services sector. Verifiable experience working with economic and financial modelling both at the national and international level. Thorough understanding of the key business decisions within a Central Bank environment. 6. Contract duration The assignment is for a maximum of 60 working days from the date of signing the contract. The period includes carrying out of all tasks as per the consultancy scope and deliverables thereof, and the presentations and review by the RBM. As such, by the end of the period, all reports and the final bid documents, will have been delivered. 7. Selection of a successful consultant The consultant will be selected in accordance with the Malawi Public Procurement Act,

6 8. Submission of Technical and Financial Proposals Interested IMIS expert(s) must provide information indicating that they are qualified to perform the required services and that, if successful, they will be automatically disqualified to bid for the implementation phase of the IMIS project. The selected IMIS expert(s) shall be expected to work hand in hand with the Director of ICT, the Process Owners, the IMIS Project Team and any other relevant stakeholders. The technical proposal must include resume(s) of key staff who will work on the project as well as a plan and an approach to achieving the deliverables of the consultancy within the set period. 9. Additional Information Eligible interested consultants may obtain, free of charge, Bidding Documents from the Procurement Section at the Bank s Head Office in Lilongwe from 08:00 to 11:30 and 14:00 to 16:00 hours from Monday to Friday, except public holidays. Technical and Financial Proposals, in separate appropriately marked envelopes, must be delivered to the address below by Friday, 23 rd June 2017 by 15:00 Hours; The Chairperson, RBM Internal Procurement Committee, P.O Box 30063, Lilongwe, Malawi. Or Should be deposited in a Tender Box marked; Tenders for Integrated Management Information System (IMIS) Required Specification Consultancy, placed at the Bank s business reception at the Head Office. Bids will be opened in the presence of the bidders representatives who may choose to attend at the address shown below on Friday, 23 rd June 2017 starting from 15:05 Hours. 6

7 Reserve Bank of Malawi, Convention Drive, Floor 5, Auditorium, Lilongwe, Malawi. Chairperson RBM Internal Procurement Committee 7