Local IT Company for MIS Development

Term of Reference
Local IT Company for MIS development

Aus4Equality|GREAT program is looking for a qualified local IT company to provide services for development and operation of an MIS for the program.

With the guidance from the Monitoring, Evaluation, Research and Learning  (MERL) Manager, the local IT team (hereafter called as the team) will work closely with the MIS Officer and MERL Specialist and MIS Officer of the GREAT program to deliver contracted deliverables. Advice from either MERL Advisor or Team Leader of the GREAT program will be provided to the team when necessary. The team will also communicate and discuss with the MAMPU’s Monitoring, Evaluation and Information System Officer (MEIO) frequently in the development process to ensure sufficient understanding about technical specifications and the coding system of the MANIS to customize it for GREAT MIS effectively and efficiently.

The team will provide services for development of the GREAT MIS and continue providing supporting services for operation and maintenance of the system throughout the life of the program. The first contract will be between September 2018 and June 2019 with possible extension on an annual basis upon satisfactory performance.


1.    Program Overview

The Aus4Equality|Gender Responsive Equitable Agriculture and Tourism (GREAT) Program is a flagship initiative of the Australian aid program in Vietnam. The Program seeks to promote women’s economic empowerment amongst ethnic minority communities in the ethnically diverse, high-poverty region of north-west Vietnam. The primary beneficiaries are women living in the provinces of Son La and Lao Cai with a particular emphasis on women from ethnic minorities communities.

Three key outcomes are designated to be delivered at the end of the program (EOP):

  1. Women living in local communities have increased capacity, better roles in decision making and more choices to beneficially engage with agriculture and tourism businesses;
  2. Selected private sector actors within the agriculture and tourism sectors innovate to profitably and sustainably trade with more women entrepreneurs and operate in gender sensitive ways; and
  3. Government agencies reinforce policies, and enact plans, regulations and services that enable more inclusive socio-economic development.

Key approaches applied by the program include: Market system development, Partnership, Adaptive management and Innovation.

The GREAT program commenced in November 2017 and will run for five years (2017 to 2022) with an option for an additional five years based on performance, resource availability, and ongoing alignment with Australian Government priorities. The budget for the first phase is approximately $A33.7 million. By 2021, the program is expected to positively impact the lives of ten percent of the adult female population in the two provinces. The program is going to partner with 50-80 partners to deliver results.

A Monitoring, Evaluation, Research and Learning (MERL) Framework has been developed that includes Theory of Change, Result Chains and key Indicators. A MERL Operational Guide and data collection tools will be developed in August-September 2018.

2.    Management Information System (MIS)

The Program MERL will be supported by an online customisable Management Information System (MIS) that collates data, enables qualitative and quantitative data analysis, and facilitates reporting. The system will be accessible (with varying degrees of access) to all key stakeholders including DFAT, the GREAT team and all Implementing Partners. It will enable Implementing Partners to input their M&E data in real time (including online and using mobile phone technology), or to store the data and input it later. Its dashboard will enable stakeholders to obtain results and performance information, progress monitoring information, and access to program reports and information.

The MIS will integrate financial information with activity progress including commitments, payments disbursed/released to date, acquittals received, tracking at various levels such as activity, sector, location and type of recipient. The system will track progress against activity and program workplans, acting as an early warning for problem areas. Importantly, the system will track some indicators against financial commitments and enable the program to identify the most cost-effective investments. 

The system will also house templates and guidance for implementing partners and have a question and answer function that enables implementing partners to seek advice from the entire network of partners involved with the GREAT program.  

The analytical functions of the MIS will deliver a series of interactive dashboards enabling partners and DFAT to monitor trends and analyse relationships between different sets of information. The system will also support the program’s knowledge management functions, including through the collation of an array of qualitative and quantitative data, including back-to-office reporting from monitoring trips, partner quarterly progress reports, research studies, case studies, evaluations, stories of change, and government policies, regulations, and socio-economic datasets.

The MIS will be bilingual which enable users to switch between English and Vietnamese.

It is expected that a GREAT’s MIS with basic functions will be launched in March 2019. The local IT team will provide continuous support for necessary emerging customizations of the system, in coordination of the program’s MERL team.

3.    Approach

The GREAT MIS will be based upon the MIS developed for the Cowater Sogema-managed MAMPU program (MANIS) in Indonesia. A copy of MANIS will be migrated to a cloud server in Vietnam then customized to establish the GREAT MIS. Two programs share the common characteristics of managing many partners and applying adaptive management.

During the process of copying and customizing MANIS to make the GREAT MIS, the MAMPU’s Monitoring, Evaluation, and Information System (MEIS) Officer will provide technical assistance and IT quality assurance support to the local IT team. He will work closely with the local IT team to migrate the MANIS copy to a cloud server in Vietnam; and guide the local IT team and the GREAT’s MIS Officer to understand the MANIS coding system and functions. He will join the GREAT MIS design team in Hanoi to unpack the coding system of the MANIS and provide inputs to design the GREAT MIS.

4.    Process of GREAT MIS development

Key steps

Tentative timeline

1.        Have local IT team recruited

September 20

2.        Have MERL tools, templates and operational guide developed

September 30

3.        Identify software and hardware requirements for setting up database

September 5

4.        Process procurement of necessary software and hardware for setting up GREAT database

October 10

5.        Copying and migrating MAMPU’s database to local cloud server

October 15

6.        Review the MAMPU’s database and design GREAT’s MIS

October 15-30, 2018

7.        Develop codes for necessary customizations of the MAMPU’s system

November – December 2018

8.        User test

January - February 2019

9.        Launch the MIS

March 2019

10.      Train key stakeholders and implementing partners

March - April 2019

11.      Operate MIS

March 2019 and afterward

12.Ongoing maintenance and customize the system to add emerging functions

March 2019 and afterward


This schedule is tentatively proposed. A final timeline will be defined based on technical justifications of the selected local IT company.

II.    Scope of Work for the Local IT Company

1.    Tasks

An IT firm is expected to:

Development phase (October 2018 to June 2019)

  • Discuss with GREAT team on specific business requirements of the MERL database.
  • Study relevant MERL documents including but not limited to: MERL framework, MANIS’s white paper, extract of the MAMPU’s MEIS Officer Term of Reference.
  • Establish platform, IT configurations and a cloud server in Vietnam to duplicate the MANIS
  • Develop codes for necessary customizations of the MANIS
  • Conduct user test and commissioning the newly customised MIS
  • Develop an operational manual of the MIS system
  • Provide training for GREAT team, stakeholders and implementing partners on operation of the newly established GREAT’s MIS
  • Conduct database maintenance and trouble-shooting support.

Implementation phase (July 2019 to June 2020) with possible extension beyond upon need.

  • Continued database maintenance and trouble-shooting support.
  • Update/customisations, as necessary

2.    Tentative timeline





1.        Have a local cloud server and off-site server set up and copy MANIS to the local cloud server

15 October 2018

·          A local cloud server and off-site server set up with all software and hardware requirements configured

·          MANIS copied to the local cloud server

·          Work with the Procurement Officer of the GREAT Program to contract with a competitive service provider for cloud server according to the GREAT’s procurement procedure.

·          Work with the MAMPU’s MEIS Officer in the setting up the cloud server and copying MANIS.

2.        Review the MANIS and design GREAT MIS (in Hanoi)

October 15-30, 2018 (5 days in this period)

A Design of an online customizable GREAT MIS developed including a list of necessary customizations of the MANIS for GREAT MIS and process and timeline for next steps after the design week

All the local IT team participate full time in Hanoi in the design week. The team will be provided with all necessary data collection, recording and reporting tools and templates before the design week for self-study. The team will communicate frequently with the MAMPU’s MEIS Officer to finalize the Design. The Design will be cleared by the GREAT and MAMPU’s MEIS officer before coding.

3.        Develop codes for customizing MANIS to establish GREAT MIS and set up the draft system

November 2018 – January 2019

·          Functionable Codes for GREAT MIS

·          A draft GREAT MIS system set up, ready for user test

Work closely with the MAMPU’s MEIS Officer to develop codes to fit the developed MIS design and meet the data recording and reporting requirements of the GREAT

4.        User test

February 2019

·          User test plan

·          Report on the user test: What works well; what do not work well; what need to fix; what further customizations

·          Identified issues fixed for a smooth operation

Work closely with the MIS Officer and/or MERL Specialist (when MIS Officer not available) and MAMPU’s MEIS Officer to plan and run a user test with PMUs in Lao Cai and Son La and implementing partners

5.        Launch the MIS

March 2019

·          Functionable MIS with smooth operation of all functions

·          MIS operational manual

Work closely with the MIS Officer and/or MERL Specialist (when MIS Officer not available) to plan and launch the MIS

6.        Train key stakeholders and implementing partners in Hanoi, Son La and Lao Cai

March 2019

·          Training plan, including pre-test and post-test of key topics

·          Training slides

·          Training report

Work closely with the MIS Officer and/or MERL Specialist to plan and conduct training in Hanoi, Son La and Lao Cai

7.        Operate MIS

March - June 2019

·          Note on the fixed emerging operational issues

·          Note on continued customizations

Work closely with the MIS Officer and/or MERL Specialist (when MIS Officer not available) to ensure MIS operation smooth and customized timely for emerging reporting requirements

8.        Maintain and customize the system to add functions as necessary


5.    Team composition

A company of interest can take liberty to propose a team composition that works for the tasks in an efficient and stable manner (with a vision of providing continuous maintenance services in three years). Each team member should be assigned clearly with a specific role and duty in the team. Stability of the team leader and team members is highly desirable to ensure continuity of the services in a long term, particularly during the development process. In the situation of changing this person, the company needs to ensure the continuity of technical knowledge of the MIS from the previous person to the succeeding one.

During the MIS set up and development process, it is expected that the team has a competent team leader who can lead the team, communicate with the GREAT and MAMPU’s MEIS Officer effectively and hold the principal responsibility to the GREAT for the delivered technical services. After the MIS launch, the team can assign a focal IT engineer to continue working with the GREAT and providing continuous maintenance services.

It is desirable that all team members can communicate well in both English and Vietnamese. At the minimum, the team leader needs to be fluent in English.

Minimum requirement:

For development phase

One team leader who have:

  • Relevant university degree of higher level technical diploma, probably computer science or similar engineering or technical subject;
  • Professional Certificates on Software Developing
  • At least 5 year experiences of quantitative and qualitative data base development techniques;
  • Proven experience in leading a team to develop an M&E/MIS system in the development sector;
  • Understanding of development context and/or gender equality issues in Vietnam is a plus; 02 programmers:
  • Relevant university degree of higher level technical diploma, probably computer science or similar engineering or technical subject;
  • Professional Certificates on Software Developing
  • At least 05 year experience in software development

For operational phase
At least 1 team leader and 1 programmer of the above mentioned profile required.


1.    Document to be submitted in English

  • A commitment letter signed by the authorised representative of the applicant institution, confirming the Applicant’s intention to provide the services in accordance with the provisions of this TOR
  • Business registration and profile of the institution (in Vietnamese language is acceptable)
  • Proposal of the technical approach including:
    • A detailed schedule of activities and team resources considered necessary to deliver the envisaged deliverables and the inputs required in terms of expert time, working tools, etc. to implement the project. The total amount of man-days/man-months proposed for each expert and area of expertise must be clearly stated, as well as statements about the working location of proposed experts and other expertise to complete both the presented component-specific tables.
    • The time table of activities proposed by the tenderer with specific reference to mobilisation of the team, submission of reports, documents and other deliverables, specific meetings, etc.
    • The institutional arrangements to be put in place.
  • CVs of the team leader and programmers including statement of availability signed by each expert.
  • Cost estimate separately for the development phase and operational phase (in AUD, including taxes) – Aus4Equality|GREAT’s cost norms for professional fees and travel allowances shall be applicable.

GREAT’s Cost norms, GREAT MERL Framework and white paper of the MANIS shall be provided upon request by email to [email protected]

2.    Evaluation

Eligible applicants must

  • Be a company/firm in the field IT legally established in Vietnam for at least 3 years.
  • Have at least 1 similar contract implemented in the last 5 years as the main contractor.

The proposal will be merit-based and competitive of the technical approach and cost

A maximum of 100 scores will be rated, composed of:

  • Technical approach: 40 scores
  • Qualifications and experiences of team members: 40 scores
  • Timetable of activity and institutional arrangement: 20 scores

The technical acceptability threshold for the proposals is set to minimum 70 out of 100 points. Only Proposals that have reached this technical acceptability threshold will be considered for further consideration.

Aus4equaity|GREAT program may interview the representative of the applicant and key experts proposed in the proposal, after having drafted its provisional conclusions but before concluding the contract offer.

The date and time of any such interview will be notified to the Applicant in advance.


  • No costs incurred by the Applicant in preparing and submitting the proposal shall be reimbursable. All such costs shall be borne by the Applicant.
  • The Aus4Equality|GREAT program retains ownership of all proposals received under this call for proposal procedure. Consequently, Applicants have no right to have their tenders returned to them.

3.    How to apply

Proposals should be sent to: [email protected] before 17:00, 1 October 2018 indicating “Application for Aus4Equality MIS Consultancy Service” in the subject line.

Late applications will be not considered.

Job Details
Organisation Name: 
Aus4Equality|GREAT Program
Application Deadline: 
Mon, 2018-10-01