Terms of Reference
Management Information System
1. Background of Economic Revitalization of Khyber Pakhtunkhwa and FATA (ERKF)
Project
A study carried out by Asian Development Bank in 2009 concluded that the insurgency/militancy in
Khyber Pakhtunkhwa had led to an estimated cumulative loss of US$ 703 million. The situation was
further worsened due to unprecedented flood/torrential rains during 2010, causing havoc with business
and livelihood activities across the province.
The crisis-affected Khyber Pakhtunkhwa Government adopted a peace-building strategy in October,
2010 to provide the Province with a roadmap for the post-crisis situation. Also, the Post Crisis Need
Assessment (PCNA) report compiled by the development partners including the World Bank, Asian
Development Bank, European Commission, United Nations and others, identified the causes of the
militancy and the ways to achieve peace in the region. The Report sets out four strategic objectives
which includes the stimulation of employment and improvement of livelihood opportunities in the
province.
The Economic Revitalization in Khyber Pakhtunkhwa (KP) and Federally Administered Tribal Areas
(FATA) Project (ERKF) aims to support creation of employment opportunities and sustainable jobs for
the people of KP and FATA, thereby addressing the core strategic objectives of stimulating
employment and livelihood opportunities, as highlighted in the PCNA Report 2010. The project is
supported by the Multi Donor Trust Fund (MDTF) and is being administered by the World Bank during
2012-2015. The Project will help in the revitalization of the private sector in the crisis-affected regions
by providing direct grant support for the Small and Medium Enterprises (SMEs), mobilizing private
investments from the Diaspora, and strengthening institutional capacity of the government institutions.
The project has three main components:
1. SME Development
2. Investments Mobilization
3. Institutional Capacity Building to Foster Investment and Implement Regulatory Reforms
Directorate of Industries & Commerce (DIC) is an important formation of the Department Of
Industries. It has Industries, Commerce, Consumer Protection, Registration, Boiler Inspection and
Accounts & Administration Sections. The main objective of the Directorate is to provide facilitation in
promoting industrial and trade activities in the Province and sufficiently providing feedback to make
liaison with Federal and Provincial Government. It deals with the Industrial & Trade Policy,
facilitation of Investors, surveys and matters relating to private/public sector development strategies,
revival of sick/closed units, trade related issues with Afghanistan etc.
A Management Information System (MIS) is required to required to be installed and maintained at key
sections of the DIC in order to provide real time information for planning, M&E of research and for
management of personnel, physical and financial resources.
2. Objectives of the Assignment:
This assignment is supported through Component 3 of ERKF. Key objective of the assignment is:
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To develop, modify, implement and maintain a Management Information System (MIS) in order
to develop soft version of important functions of the Directorate with online access to
authorized persons.
To increase efficiency & effectiveness of the key sections of the Directorate.
3. Scope of Work
To achieve the objective, the selected firm will undertake the following tasks:
a. Statistical Section (Module I):
One of the main sections of the Directorate is Statistical Section. There is a need to install and
maintain MIS at this Section that has statistical data of 2229 Industrial Units maintained from
1947-2011
b. Registration Section (Module II)
Another important section of the directorate is Registration Section; MIS will be installed and
maintained for the 70000 files of the NGOs, Firms and Companies that are registered in this
Section. Moreover an online application system will be introduced for the registration of the
upcoming applicants.
c. Accounts Section (Module III)
This Section deals with preparation of annual budget, carrying out internal audit of the accounts
of the Field Offices, overall supervision of the accounts, flow of expenditures and maintenance
of record. The following are the Sub Modules for the MIS:
(I)
Accounts (Receipts & Expenditures
(II) Audit
(II)
(III) Budget
(IV)Stock/Inventory Record
d. Administration Section (Module IV)
This Section is responsible for all administrative and HR activities of the Directorate. The Sub
Modules are as follows:
(i)
Recruitment
(II) Personnel Files
(III)
Training & Development
(IV) Leave
(V) Annual Confidential Report
e. Testing/debugging and training
- Dry- runs and required modifications in the software
- Staff training
f. Maintenance support during first year and annual maintenance thereafter for next 2 years
Timelines:
The assignment is expected to begin August 1 and completed preferably within 3 months. The timelines
below are only indicative and could be revised for completion in up to three months if required.
Task 1……Completion by August 29, 2011 Task 2…….Completion by September 15, 2011
Task 3…….Completion by September 30, 2011
Task 4…….Completion by October 15, 2011
Deliverables:
1. Inception report…………………………………………………August 30, 2011
2. First interim report after completion of Task 2……………….. September 30, 2011
3. Second interim report and draft operation manual after completion of Task 3 along with complete MIS
system software…October 15, 2011
3. Final report, Database Quality Assurance report and operation
manual…………………………………………………………..….November 30, 2011
Scope and methodology of work for deliverables:
Phase -I
The firm will conduct consultations with the Client to review the TORs, improve and modify it and
recommend the type of information/ data to be placed in the MIS. Based on the consultations the firm will
analyze the information/data so that necessary formats maybe developed for information collection and
uploading on the MIS along with the reporting.
An inception report would be prepared for the Client and presented for further comments. The inception
report would include following information about the work to be carried out:
1. Inception of the Project
2. Work Plan
Phase-II
The firm will submit a report based on the findings of Phase-I, indicating methodology, approach and
techniques to be applied for developing the MIS. Prepare contents of MIS and get its approval from the
Client.
A Software Requirements and Specification Document should be developed in this phase. This document
would include the Engineering of the MIS to be developed for Project. This document would include the
Use Case Diagrams, Use Case Brief Description, Data Flows, and Database design of the project along with
the requirements specifications in brief. The firm will have final discussion on project completion schedule.
Phase-III
A design prototype will be prepared by the firm and suggested changes by the Client will be included in the
final version of the MIS
1. Develop information privacy framework and guidelines.
2. The firm will develop upon the approved prototype of the MIS.
3. Upload Dummy Data on to the MIS
4. Conduct workshop(s) on MIS for the stakeholders’ comments and approval before final launch
Phase-IV
The firm will prepare and submit the following standard documents by end of the project:
1. Web standards and guidelines
2. Meta standards and guidelines
3. Internet usage guidelines for government personnel
4. Electronic records management guidelines
5. Data management guidelines
6. Data Protection Guidelines
7. Information privacy framework and guidelines
8. Information security framework and guidelines
9. Portal architecture
10. Implementation set-up
11. Project deployment plan
12. Technology requirement plan
13. Training Plan
14. Maintenance framework
15. Legislation
Other Requirements
1. Must use style sheet templates.
2. The firm will write technical and user manual for the developed system.
3. The firm will submit a report indicating methodology, approach to the system and techniques to be
applied for the MIS development, updates and data security. The system should be able to run on all major
Web Browsers i.e. Internet Explorer, FireFox, Google Chrome, etc and should have the capability to export
reports in MS Excel and PDF formats.
4. Provide list of staff along with their qualifications.
5. The firm must have done similar MIS assignments for reputable organizations successfully during the last
three (03) years, indicating name(s) of the clients.
6. Training at least two (02) staff members for data input and routine maintenance.
7. Describe its experience in planning and implementing programs for users and technicians.
8. The database/system being web based, will be fully secured. The firm will supply all the relevant codes
and passwords.
9. Description of recommended approach and organization of the responding organization during design and
implementation phases of the contract. This should be generic in terms but should be specific to project.
10. The successful firm will be required to deposit in the form of a bank guarantee a performance security
form upon the execution of the contract. The bank guarantee should be issued by a scheduled bank
operating in Pakistan with a branch in Peshawar and shall be kept valid from the date of issue until six (6)
months after all contractual obligations have been fulfilled. The Client will fortify the performance bond if
the firm breaches any of its obligations under the contract.
11. The firm must indicate what arrangements they will make in case they do not already have an
established office in Peshawar.
12. The Client reserves the right to accept or reject any of the firms / proposals who apply, without
assigning any reason thereof.
Requirement for Submission
A Financial and Technical Proposal shall be submitted at the following address within fifteen days of this
publication to:
4. Methodology
1. Meetings with the DIC: The consultant will conduct meetings with the management and staff
of the DIC for getting the information about current practices related to the assignment.
2. Meetings with other key stakeholders: The consultant will consult key stakeholders such as,
Department of Industries, Field Offices etc to understand the issues and develop
recommendations.
5. Deliverables
The final deliverables of this assignment will be a detailed “Final Report” which will cover the findings
and recommendations from the tasks mentioned above and any other pertinent issues that may not
have been included in the scope but can have a significant impact on the assignment. Deliverables at
different stages of the assignment are listed below:
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“Action Plan” to be submitted within ten working days of undertaking this assignment.
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“Draft Report” that should include the data, analysis, the strategy, implementation plan,
monitoring and evaluation framework including log frame analysis.
“Final Report” that includes Investment Promotion Strategy for the KP and the Strategic
Implementation Plan after incorporating comments of the stakeholders, Consultant’s
observation, lesson learnt and recommendations.
“Orientation Session” with the relevant stakeholders on the implementation of Investment
Promotion Strategy
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6. Expected Time Frame
Each activity of the assignment will be carried out according to the below given proposed timelines.
The “Work Plan” will reflect project’s important activities along with the milestones.
Activity
Timeline
Submission of the Inception Report/ Action Plan (after signing the
contract)
Week 1-2
Draft Report
Week 3-12
Final Report and Orientation Session
Week 13-16
7. Quality Assurance
The Consulting Firm will ensure to maintain quality assurance standards while completing all aspects
of the assignment.
8. Reporting Arrangements
For administrative and contractual matters, the Consulting Firm shall liaise with the Project
Officer - Capacity Building and with the Project Director ERKF and report its progress
regularly preferably on fortnightly basis.
9. Qualification of the Consulting Firm
- The Consultant/ Firm shall have documented experience of at least five (5) years
evaluations of national/regional investment/economic programs of comparable scale.
- Lead of consultant must have PhD or Master’s Degree in evaluation, applied research,
social science, economics, or a related field and have at least 15-20 years of experience
managing or conducting evaluations.
- Other members should have Masters Degree and at least 7- 10 years of relevant
experience.
- Strong understanding of the context and situation regarding KP.
10.
Selection Method
A Consultant/ Firm will be selected in accordance with the Selection Based on Consultants
Qualification (CQS) method set out in World Bank Procurement Guidelines (January 2011).