PEOPLE’S COMMITTEE CAN THO CITY Project “Strengthening the Impact of PAR in Can Tho city” TERMS OF REFERENCE For national consultants to support Can Tho city in orientation and recommendations for requirements of contents and technical functions to complete public administrative service at 3rd level in departments, divisions and districts in Can Tho city 1. BACKGROUND Component 2 "Quality of public administrative service delivery for people and organizations at the local levels through OSS, IAOSS has been fundamentally improved" has two main activities: (i) Implementation of online public administrative service at 3rd level in some departments, divisions and People's Committees of districts. (ii) Specialized software supporting the operation of OSS/IAOSS at district and commune level is developed, tested and completed to be handed over for local use. Till August/2013, most of departments, divisions and districts have implemented OSS software from 2 producers: the Center of software technology of Can Tho university (for departments) and FPT Software Solution Company (for districts) In 2013, PMU of project “Strengthening the Impact of PAR in Can Tho city” has conducted two surveys: The preliminary assessment survey on the current situation of online public service implementation at 3rd level in some departments, districts (March/2013). The broad scope assessment survey on the current situation of the software currently applied in the units of the receipt and dispatch of departments, divisions, districts (August/2013) As a result, the 02 surveys show that at present municipal departments, divisions and agencies are piloting online public administrative software at 3rd level developed by Center of software technology – Can Tho university. People’s Committee in districts have not yet implemented online public administrative software at 3rd level. The results of the broad scope survey have measured the readiness for application and development of IT-Communications of all 29 departments, divisions and districts in Can Tho city. 1 To combine the Project activities with online public administrative service development activities at 3rd level which municipal departments, divisions have implemented, and to make use of resources and promote maximum the practical effectiveness of the project, in Quarter IV/2013, PMU will recruit consultants to implement those specific tasks as following: (i) Reviewing the operation of online public administrative service at 3rd level of the city, recommending supports for specialized and technical activities to complete online public administrative service at 3rd level applied in departments, divisions. (ii)Proposing requirements on contents and techniques to develop online public administrative service at district level; contributing to complete IAOSS system and online public service from the municipal level to commune level. 2. OBJECTIVES: 02 recruited consultants, whose qualifications and competency in PAR and IT are good enough to effectively support PMU to propose specifically supporting activities for specialized and technical activities to complete online public administrative service at 3rd level at departments, district level. Besides, these 02 consultants propose for recommendations on technique and content requirements to build up online public administrative service at district and commune level; contributing to complete IAOSS system and online public administrative service from municipal level to commune level. 3. METHODOLGY: a) The consultants study the Project Documents, 02 assessment reports of 02 preliminary surveys (March/2013) and the broad-scope survey (August/2013) on current situation of implementation of online public administrative service at 3rd level b) Researching and studying the online public administrative service at 3rd level which is currently applied in some localities to found a basis for the selection of appropriate administrative procedures. c) Proposing criteria for selecting piloted People’s Committees at district level where online public administrative service at 3rd level is applicable. Working with leaders and OSS units of People’s Committees at district level where online public administrative service at 3rd level is applicable to propose piloted units and in each piloted unit, administrative procedures which are possible to be implemented in form of online administrative service at 3rd level are seleted. d) Collecting opinions of staff who are in charge of documents receipt and dispatch at OSS units and staff who are in charge of solving files at departments and divisions on requirements of contents and techniques of software for public administrative service delivery at 3rd level. e) Researching e-government models which are implemented in Vietnam and other countries, studying and analyzing core issues of e-government software, researching and assessing on technology solutions to give recommendations for implementation models, systematic architecture, appropriate solutions for each problem closely related to Can Tho current situation. 2 f) Researching and evaluating the opening source software solutions which ate applied for software systems of e-government, comparing to the equivalent commercial solutions to propose suitable options. g) On the basis of the above information, proposing models for implementation, the steps and the implementation phases. Simultaneously, specifying the requirements for contents and techniques of software serving for public administrative service delivery at 3rd level of piloted administrative procedures in piloted units. h) Organizing workshops to collect comments from the Department of Information and Communications, e-government software providers, the piloted units and specially, experiencesharing from the localities where the online public administrative service at 3rd level were successfully implemented. i) Writing terms of reference (TOR) for a bidding package of writing a softwarefor public administrative service delivery at 3rd level, in consistent with Department of Information and Communications on the implementation model, software architecture , the contents should be implemented to be suitable for the orientation of information technology development of the whole city. j) Writing terms of reference (TOR) for selection of national consultants monitoring the implementation of the mentioned bidding package. 4. EXPECTED OUTCOMES a) A proposal of the implementation model, software architecture, core issues of egovernment software system and correspondent solutions. b) A proposal of the orientation and software solutions which will be applied c) A document of identification of requirements for contents and technology of a software for public administrative services delivery at 3rd level of piloted administrative procedures in piloted units. d) A proposal of contents to develop and completthe software of public administrative service delivery at 3rd level currently applied in departments. e) Terms of reference (TOR) for a biding package for writing a software for public administrative service delivery at 3rd level at district level. f) Terms of reference (TOR) for selection of national consultants to monitor the implementation of the mentioned biding package. 5. REQUIREMENTS FOR EXPECTED OUTCOMES a) A proposal of an implementation model, software architecture, core issues of egovernment software system and correspondent solutions 3 Through the results and analysis of current situation as well as in reference to mutual models and solutions for e-government which is applied in Vietnam and in other countries, the report should describe specifically , in detailed , truthful and complete about : Technology trends in e-government Typical characteristics in e-government implementation in Vietnam Core issues of e-government software system Main functions and related technology solutions Recommendation of appropriate system architecture Analysis of advantages and disadvantages of the implemented models Briefly evaluation of what has been achieved and what has not, advantages and disadvantages, factors , key issues , key points need to be noticed as practically implementing public administrative services in departments. Drafting orientation of solutions, improving current limitations; b) A document identifying the requirements for contents and technology of software for public administrative service delivery at 3rd level of piloted administrative procedures in piloted units has to meet those following requirements: Reasons of the selection of the piloted administrative procedures in piloted units Requirements on contents and technology Transfer method Conditions of warranty Some following requirements of software need to be specially noticed: Large number of users Connection and linkage with other software systems Compatible with different technological backgrounds Open design Easily developed continually by the 3rd partner Be appropriate with regulations, standards of information safety and security c) Terms of reference (TOR) for bidding package writing software for public administrative service delivery at 3rd level have to meet the following requirements: Presenting clearly, specifically on the background, expected outcomes, requirements for complete outcomes, methodology of implementation, working plan, expected budget; 4 Presenting requirements on standards, conditions, qualifications, experience of doing similar bidding packages from software providers Transfer method, conditions of warranty d) A proposal of contents to develop and complete the public administrative software at 3rd level currently applied has to meet the following requirements: - Overcoming drawbacks of current software; - Being appropriate with current IT infrastructure of the city; - Satisfying compatible ability and connecting with current software as well as new software developed in the future. e) TOR on recruiting national consultants monitoring the implementation of the bidding package writing software for public administrative service delivery at 3rd level has to meet the following requirements: Presenting clearly, specifically on the background, expected outcomes, requirements for complete outcomes, methodology of implementation, working plan, expected budget; Presenting requirements of standards, conditions, number of consultants to be recruited, working contents, qualifications, expected outcomes for recruiting consultants in the next quarter; Requirements on the experience, competency, qualifications of the consultants need to be specific and appropriate with duties of activities 6. IMPLEMENTATION PLAN No. 1 Activities Expected outcomes Studying the Project Documents; selecting typical localities for study tours 1.1 Studying the Project Documents, 02 assessment reports of 02 preliminary surveys(March/2013) and the broad-scope survey (August/2013) on the current situation of implementation of online public administrative service at 3rd level 1.2 Selecting typical localities and being in charge of contents of surveys, study tours, experience sharing in implementation of online Timeli ne Rate of comple teness Implement ation responsibili ty Novem ber 30% Consultant 1, 2 Consultant 1, 2 - A proposal of choosing which localities to study, share experience - A report on survey result, 5 Consultant 1, 2 public administrative service at 3rd level on study tours in implementation of online public administrative service at 3rd level in localities Novem ber 2 Field trips in units (Appendix 1) 2.1 Conducting surveys in district People ‘s Committees proposed to be piloted for evaluation and selection of administrative procedures which are possibly implemented in form of online public administrative service at 3rd level Working record documents - Lists of administrative procedures proposed to be piloted in form of online public administrative rd service at 3 level 2.2 Conducting surveys at departments, divisions, units level to learn, evaluate the current functions, verifying the limitations of the software currently applied to propose recommendations, development for completing. Working record documents - A proposal of contents to develop and complete the software at department level 3 Studying the e-government models being implemented in Vietnam and other countries; surveying and assessing on usage needs and proposing contents and technology recommendations for public administrative service at 3rd level at district level and functions and contents to develop and complete the software of public administrative service at 3rd level at department level 3.1 Studying, analyzing core issues of e-government software, studying and evaluating technical solutions to propose implementation models , system architecture, appropriate solutions for each issue, being suitable for current situation of Can Tho IT infrastructure A proposal of implementation models, software architecture, core issues of e-government software system and correspondent solutions 3.2 Surveying, assessing on usage - A Drafted identification needs, conducting an identification document of requirements document of requirements on on contents and technology contents and technology of of software for public 6 10% Consultant 1, 2 Consultant 1, 2 Novem ber 10% Consultant 1, 2 Consultant 1, 2 software for public administrative service delivery at 3rd level at district level of piloted administrative procedures in piloted units at district level and a Proposal of contents to develop and complete the currently applied software of public administrative service at 3rd level at department level administrative service delivery at 3rd level of piloted administrative procedures in piloted units 4 Organizing workshops to collect comments from piloted units on the drafted identification document of requirements on contents and technology of software and the drafted proposal on contents to develop and complete the software of public administrative service at 3rd level at department level (Submitting TOR later) - An identification document of requirements on contents and technology of software at district level (completed document after being commented) -A proposal on contents to develop and complete the software of public administrative service at 3rd level at department level (completed document after being commented) 5 Conducting Terms of reference 6 - A Drafted proposal on contents to develop and comlete the currently applied software of public administrative service at 3rd level at department level Decem ber 10% Consultant 1, 2 20% Consultant 1, 2 Terms of reference (TOR) for a A drafted TOR bidding package writing a software for public administrative service delivery at 3rd level at district and developing software for public administrative service at department level Consultant 1, 2 Terms of reference (TOR) for A drafted TOR selecting consultants to monitor the implementation of the mentioned bidding package Consultant 1, 2 Organizing a workshop on - Working record appraising, collecting comments documents on the consultants’ outcomes - Terms of reference (TOR) for bidding package writing a software for public administrative service 7 Decem ber 20% Consultant 1,2, PMU delivery at 3rd level at district level and developing the software for public administrative service at 3rd level at departments level (completed) - Terms of reference (TOR) to select experts monitoring the implementation of the mentioned bidding package (completed) Total 100% 7. WORKING PLACE AND DURATION - Working place: Can Tho city and other places as requested by the project - Duration: from November, 2013 to December, 2013 (working days does not exceed 30 days) 8. MAIN RESPONSIBILITIES OF CONSULTANTS A group of consultants includes 02 people, directly implement these following tasks: a) Consultant 1: Consultant on IT, especially in software architecture and software solutions (Group leader) Coordinating with consultant 2 and other stakeholders to conduct the survey, the evaluation on current situation of software application in the receipt and dispatch units of departments, divisions, and districts; Coordinating with consultant 2 to participate in workshops to collect comments, in meetings with other stakeholders such as Department of Information and Communications, writing software units, etc in the field of IT; Studying national and international documents in the field of e-government software; Analyzing typical characteristics of Vietnam e-government, identifying core issues of egovernment software system, studying and proposing implementation models, software architecture and appropriate technology solutions; Coordinating with consultant 2 to conduct TOR for experts in the next quarter, selected through a bidding procedure. These consultants will propose requirements on contents and technology of software for public administrative service delivery at 3rd level; Conducting specialized reports, synthesizing comments related to the surveys. Being responsible for contacting with parties involved in the surveys, organizing and 8 participating workshops, conferences, and related field trips to collect comments from experts, related stakeholders to complete outcomes. b) Consultant 2: Consultant on PAR (member) Being responsible for completing outcomes of activities as required by PMU, supporting consultant 1 to implement activities related to contents and survey methods. Main duties include: Studying national and internationaldocuments from various sources to learn about processes, models, operation mechanism, operation methods, implementation methods, practical applications and practical lessons learned; Conducting survey methods, questionnaire design for survey, deep-interview, groups research, etc; Implementing drafted surveys, real surveys in broad scope; Collecting, analyzing the collected data, conducting an assessment report on the current situation of software application in the receipt and dispatch units at departments, divisions, districts and proposing solutions to complete the mentioned software; Coordinating with DOHA and PMU to organize, participate in related workshops, conferences, field trips to collect comments from experts, stakeholders to complete outcomes; Conducting criteria set of selecting units and administrative procedures to be piloted in public administrative service at 3rd level; Conducting Terms of reference (TOR) for consultants in the next quarter through bidding procedure. These consultants will propose requirements on contents and technnology of the software for public administrative service at 3rd level. 9. REQUIREMENTS OF QUALIFICATIONS AND WORKING EXPERIENCE a) Consultant 1 Having undergraduate degree or higher education in IT, network design, information management, telecommunication or other related majors; Having experience working in the field of e-government software, especially in writing e-government software; Deeply understanding and having experience in working with software solutions in the field of e-government: portal, orienting services architecture (SOA), Enterprise service bus (ESB), B…P…Management (BPM) and electronic signature; Deeply understanding of international development trends of e-government software; trends and orientations of IT development in Vietnam especially in the field of open source- code ; 9 Having experience in working with open source-code solutions; Being knowledgeable about public administration management, PAR at localities, mechanism of public administration management at localities; Deeply understanding of the policies, mechanism, current regulations of information management, IT system in public administration agencies, IT systems related to online public services; Having at least 5 years of working in field of management, software design, network system, information management network system or other related fields; Having ability to work independently and in teams; Researching methods, report writing and presentation skills; Proficiency in English. b) Consultant 2 Having undergraduate degree or higher education in public administration, human resource management, law and other related majors; Deeply understanding in the field of state administration management, PAR, mechanism of public administration, current situation management of civil servants and public employees in localities; Being knowledgeable about ICT, especially ICT applied in public administration; Deeply understanding of policies, mechanism, current regulations of public administration management, PAR in Can Tho city, especially being knowledgeable about online public services; Having at least 10 years of working in field of public administration agencies; many years in leadership positions of divisions/office or higher; Having ability to work independently and in teams; Researching methods, report writing and presentation skills; Proficiency in English, office computer skills; 10 10. RENUMERATION AND PAYMENT Based on bidding Plan 2013 approved by People’s Committee, bidding package of hiring national consultants on proposing requirements of contents and technology of software for public administrative service delivery at 3rd level is 14.000 USD (attached with specific activity appendix). The total expense for this activity is 21.275 USD. Payment will be conducted based on the progress of task completing and quality of outcomes required in contracts. 11 Appendix 1: Survey on usage needs, contents and technical functions of the software for public administrative service at 3rd level at district level and proposal of solutions to complete the software for public administrative service at 3rd level at department level (Note: this survey plan may be changed based on research methodology of recruited consultants) 1. BACKGROUND In Quarter III/2013, the consultants of PMU have conducted the assessment report on the current situation on software application in OSS/IAOSS at departments, divisions, and districts. Based on that, consultants have described IT infrastructure, current situation of specialized software currently applied at OSS units, difficulties and issues of current system. From that, consultants proposed recommendations, mutual requirements for technology of software for public administrative service at 3rd level. Within the project framework and due to the limited resource, PMU starts to recruit 02 national consultants, based on the findings and recommendations of consultants in Quarter III. These 02 consultantswill assess the specific needs of specialized offices, selecting which administrative procedures are chosen to put into the software, specific contents and functions of the software, analyzing the feasibility, identifying piloted units. Consultants will support PMU to conduct requirements on contents and technology of the software in bidding documents to hire consulting unit in writing the software in 2014. 2. OBJECTIVES - Selecting 03 units at district level to pilot the software for public administrative service at 3 level and selecting administrative procedures to apply in each unit; rd - Verifying the requirements on contents and technology of the software for public administrative service at 3rd level of piloted administrative procedures in piloted units; - Verifying the contents and proposing solutions to develop and complete the currently applied software for public administrative service at 3rd level at department level; 3. METHODOLOGY To reach those goals, PMU coordinates with consultants to implement these following steps: 12 a) Studying on the Project documents, 2 assessment reports of 2 preliminary surveys (March/2013) and the broad scope survey (August/2013) on the current situation of applyied software in OSS at district and commune level; other related documents; b) Defining survey respondents (main samples and supportive samples of the survey) to design appropriate survey methods (analysis survey, description survey or quantitative survey, qualitative survey, etc) and divide into appropriate survey steps. Expectedly, the survey includes 236 people, specifically as in the followings: - Group 1: Civil servants in leadership in Departments (5 departments x 03 people; 3 districts x 3 people), divisions and People’s Committee at district level (24 people) - Group 2: Civil servants in specialized offices belonging to departments, divisions (5 departments x 7 divisions/offices x 02 people) and specialized offices of selected People’s Committees at district level (03 districts x 12 offices/divisions x 2 people) (142 people) - Group 3: Local people directly do administrative procedure at Department level and district level (50 people) - Group 4: IT staff managing IT infrastructure, operating software at department and district level (20 people) c) Conducting a toolkit of the survey, defining issues need to be measured, connected and figures need to be collected; d) Defining data collection methods and techniques: conducting choosing samples or collect information directly, combining with other related documents to improve quality of collected data; e) Conducting data collection; processing and analyzing survey data; g) Consultants complete a report on the survey results 4. EXPECTED OUTCOMES a) Survey methodology, survey process, survey toolkits are built, developed and approved; b) The number of participants in giving comments, showing opinions and evaluating on the requirements of the software for public administrative service operation at 3rd level. c) Reporting on the survey, identifying usage needs, contents and technical functions of the software for public administrative service operation at 3rd level at district level and proposing solutions for completing public administrative service at 3rd level at departments, divisions. d) Terms of reference (TOR) to select a unit for writing a software for public administrative service delivery at 3rd level at district level and developing software of public administrative service at 3rd level through bidding procedure e) Terms of reference (TOR) to select national consultants monitoring the mentioned bidding package. 13 5. IMPLEMTENTATION TIMELINE: November/2013 – December/2013. 6. SPECIFIC ACTIVITIES No. Specific activities Parties involved Expected Timeline 1 Designing survey sheets and conducting survey methodology Experts; PMU; 2 resource persons November/2013 2 Meeting to collect comments on the survey sheets and survey methodology Experts; PMU November/2013 3 Revising and completing the survey sheets Experts; PMU November/2013 4 Implement survey Experts; PMU; 4 resource persons November/2013 5 Data collection and input Experts; PMU; 4 resource persons November/2013 6 Synthesizing and analyzing data Experts; PMU; November/2013 02 IT support persons; 02 staff for data input 7 Conducting a drafted report on the survey result Experts; PMU November/2013 8 Workshop to comment on the drafted report Experts; PMU December/2013 Revising and completing the report Experts; PMU 9 02 resource persons December/2013 7. PROPOSED BUDGET The proposed budget for these activities is funded by UNDP, and payment is based on the Guidelines of UN-EU about local costs in development and cooperation with Vietnam (2012 version) (attached with detailed proposed budget plan). 14