Project “Strengthening the Impact of PAR in Can Tho city” People’s Committee Can Tho city TERMS OF REFERENCE For national consultants conducting check-up on specialized software application at specialized offices, units at district and commune level and software developed by MOHA and other provinces, cities. (Note: TOR for field trips and TOR for symposium will be submitted after PMU and consultants’ agreement on these TORs ) 1. BACKGROUND Currently, Can Tho city has been promoted IT application into public administrative reform (PAR) management. Specifically, People’s Committee Can Tho city has approved IT technology infrastructure planning for the city in the period of 2011-2015 and orientation towards 2020, to meet development trends of IT application in e-government model. Activities within the project “Strengthening the Impact of PAR in Can Tho city” framework, funded by UNDP are among the methods to improve IT application to PAR. Within this implementation framework, the project will support for the assessment on specialized software application in IAOSS at district and commune level. In 2013, PMU of project “Strengthening the Impact of PAR in Can Tho city” has conducted 02 surveys: - The survey and preliminary assessment on current situation of specialized software application at specialized offices and units at commune and district level (March/2013) - Broad-scope survey on current situation of specialized software application in OSS/IAOSS at district and commune level (August/2013) Results of the mentioned 02 surveys showed that, software currently applied in OSS at district and commune level has not had sufficient/necessary functions to adequately meet task requirements. Software of OSS at district level just serves for the reception of profiles, printing receipts and recording statistics on number of profiles, the status of receiving due-time or overdue profiles, etc. This software has not served for tasks of staffs at specialized offices or the software has not ensured the inter-operality between units, specialized offices belonging to People’s Committee at district level or inter-operality between district and commune level. In Quarter IV/2013, the project will continue to implement Activity 2.2 “ Specialized software to support activities of specialized offices at district and commune level is developed, tested and completed to hand over for local use”, starting from checking-up the similar software applications developed by MOHA and other provinces; based on recommendations of consultants in Quarter III, consultants in Quarter IV will identify usage needs, contents and technical functions of specialized software at specialized offices at district level. Outcomes in Quarter IV have to answer some specific questions such as: what are usage needs of specialized software at specialized offices at district and commune level? Have these specialized software been developed by MOHA or by any other provinces, cities? Which software and set of administrative procedure will be chosen to be piloted? Which unit is selected to pilot? What are contents and technical functions of software?etc This is a professional task that needs supporting from consultants who have in-depth knowledge of PAR and IT. The consultant in charge of PAR field needs to be knowledgeable in IT and the IT consultant also needs to be knowledgeable in PAR. Consultants will be selected through public and competitive selection process. Selected candidates start to work PMU right after finishing procedure and commence in November, 2013. 2. OBJECTIVES: Selecting consultants who surely have the necessary abilty and knowledge in PAR and IT to effectively support PMU to identify usage needs, contents, technical functions of specialized software at specialized offices at district level; conduct check-up on specialized software developed by MOHA and other provinces, cities. Based on that, consultants support PMU to conduct TOR, to select national units to write and develop specialized software in OSS/IAOSS at district and commune level. 3. METHODOLOGY: a) Consultants study the Project Documents, 2 assessment reports of 2 preliminary surveys (March/2013) and the broad scope survey (August/2013) on current situation of specialized software applications in OSS/IAOSS at district and commune level; simultaneously study on related legal documents of Ministry of Information and Communications. b) Based on the broad-scope assessment report simultaneously (August/2013), consultants conduct surveys on practical needs of specialized software systems at specialized offices at district level and OSS at commune level; propose to develop specialized software at specialized offices at district level and OSS at commune level in Can Tho city with these following criteria: name of software, main functions of software, administrative procedure running on the software and software provider, scope of use, year of commencing use, software language, warranties, maintenance, technical support, etc. c) Supporting PMU on contents of study tours to experience how some domestic localities having already applied specialized software in specialized offices at district and commune level; Chosen locations should be the ones which are similar to Can Tho in geographic, administrative field and implemented software systems at offices, units of People’s committee at district and commune level in a different way from Can Tho’s applied systems to see the differences. After finishing the domestic surveys, consultants conduct a report of collected information and realistic experience learned from Can Tho localities, where specialized software has been applied at commune and district level offices and specialized software developed by MOHA and other provinces, cities. d) Supporting PMU to prepare specialized content serving a symposium on IT application in PAR. e) Conducting TOR to recruit a national consulting unit to write a specialized software in specialized offices at district and commune level. 4. EXPECTED OUTCOMES a) A report on surveying, identifying usage needs, contents and technical functions of specialized software in specialized offices at district and commune level is recommended to be piloted at offices and units. b) A report on the results of collected information and practical experience learned from Can Tho localities, where specialized software has been applied at district and commune level and specialized software developed by MOHA and other provinces, cities. b) TOR on recruiting a national unit to develop some specialized software in specialized offices at district and commune level in Can Tho city through a biding procedure. 5. REQUIREMENTS ON EXPECTED OUTCOMES a) The report on surveying, identifying usage needs, contents and technical functions of specialized software in specialized offices at commune and district level which will be recommended to be piloted at agencies and units in Can Tho city needs to include the following contents: - Name, contents and main functions of the software - Selected administrative procedure runing on the software (analysing the reasons and feasibility) - Recommending a software provider, scope of use, year of commencing use, language of the software, warranties, maintenance, technical supports, etc. - Piloted units (analysing the reasons and feasibility) - Proposing a detailed plan to implement piloted software, expenditure and supporting resource to develop the software. b) The report on the results on collected information and practical lessons learned from Can Tho localities, where specialized software has been applied at commune and district level officesand specialized software developed by MOHA and other provinces, cities, needs to meet the following requirements: - Reasons of choosing the domestic localities to conduct the surveys. - Overview and characteristics of surveyed localities. - Detailed information on specialized software in specialized officies at commune and district level (name and main functions of the software, provider, scope of use, year of commencing use, software language, warranties, maintenance, technical supports, etc.) - Experience, advantages, disadvantages of the units during the software application process. - Opinions of local citizens and officers who use the software - Lessons learned for Can Tho city - Consulting conclusion: Should or should not a similar software be applied?, or is there any improvement for the similar software? b) TOR for a national consulting unit to recommend the development of some specialized software in specialized offices at commune and district level needs to meet the following requirements: - Clearly and specifically presenting the background, expected results, requirements on the outcomes, methodology, implementation plan, duration, expected budget; - Presenting the criteria, conditions, qualifications, experience of implementing similar bidding packages of software providers. - Transfering method, conditions of warranties, maintenance; - Responsibilities of the consulting unit, assignment and coordination between consultants and PMU. 6. IMPLEMENTATION PLAN No Responsibilities Parties involved Coordinator Expected outcomes Timeline 1 Studying the Project Consulta Documents, 2 nts assessment reports on 2 preliminary surveys (March/2013) and the broad scope survey (August/2013) on current situation of specialized software application in OSS at district and commune level; PMU providing documents A report on the November/2013 expectation of choosing piloted unit, piloted administrative procedure, and piloted software 2 Surveying on usage Consulta needs, contents and nts technical functions of specialized software in specialized officies at district and commune level in Can Tho city PMU, DOHA A report on November/2013 surveying, identifying the usage needs, contents, technical functions of specialized software in specialized offices at commune, district level, which was recommended to be piloted at Can Tho agencies and units. 3 Participating and being Consulta responsible for nts specialized contents of studying and eaxperiencingtours in practice at some domestic localities, where specialized software has been PMU, DOHA A report results on November/2013 collected information and practical lessons learned from the localities, where specialized software has been applied at district and commune level offices and No Responsibilities Parties involved Coordinator applied at district and commune level offices and developed by MOHA and other provinces, cities. Expected outcomes Timeline developed by MOHA and other provinces, cities. 4 Participating and Consulta preparing contents for a nts Symposium sharing information of practical needs of specialized software in Can Tho specialized offices at district, commune level and studying and experiencing tours in practice at some domestic localities, where specialized software has been applied at district and commune level offices and developed by MOHA and other provinces, cities. PMU, DOHA A speech to introduce November/2013 the Symposium content; A report on the symposium results , comments and evaluation on the mentioned issues in the Symposium; A list of specialized software which needs to be implemented 5 Proposing essential Consulta specialized software nts ranged in order of priority and choosing specific solutions (fields, providers, expenditure, and implementation duration). PMU, DOHA The list of specialized December/2013 software which will be implemented, attached with detailed solutions for each software 6 Drafted TOR for Consulta national consulting unit nts TOR for national December/2013 consulting unit to No Responsibilities Parties involved Coordinator to implement some specialized software in specialized offices at district and commune level. Expected outcomes Timeline implement some specialized software at district and commune level 7. WORKING PLACE AND DURATION - Working place: Can Tho city and other places as Project request - Duration: From November, 2013 to December, 2013, working daysdoes not exceed 30 days. 8. MAIN RESPONSIBILITIES OF CONSULTANTS A Group of consultants includes 02 people, directly implement those following tasks: a) Consultant 1: Consultant on PAR is responsible for completing activity outcomes as requested by PMU, supporting consultant 2 to implement activities related to contents and survey methods on practical needs of specialized software in specialized offices at district and commune level in Can Tho city and for studying and experiencing toursat some domestic localities, where specialized software has been applied in OSS/IAOSS at district and commune level. Main tasks include: - Studying on the Project Documents, 2 assessment reports on 02 preliminary surveys (March/2013) and the broad scope survey (August/2013) on the current situation of specialized software application in OSS/IAOSS at district and commune level; - Building up survey contents on practical needs of specialized software in Can Tho district and commune level offices.and in some localities, where specialized software has been applied at district and commune level offices, submitting them to PMU for contacting localities in advance. - Participating and preparing PAR part in the report of collected information results and lessons learned from the survey on practical needs of specialized software in specialized offices at district level and OSS at commune level in Can Tho city and practice of some localities, where speacialized software has been applied in specialized offices at district level and OSS at commune level. - Preparing PAR part in TOR for a national consulting unit to propose the development of specialized software in offices at commune and district level. - Coordinating with DOHA and PMU to organize, participate in a workshop of sharing the survey information of practical needs of specialized software at Can Tho commune and district level offices and of the study tours to the domestic localities, where specialized software has been applied at district and commune level offices. b) Consultant 2: Consultant on software development at the receipt and dispatch unit - Coordinating with consultant 1 and other stakeholders to develop specialized informative contents on technical functions of specialized software system at Can tho commune and district level offices, and on the study tours to practice of some localities, where specialized software has been applied in OSS/ IAOSS at district and commune level; - Coordinating with consultant 1 to collect, analyze data, conduct a report of collected information results in the survey on practical needs of specialized software systems at Can Tho commune and district level offices and lessons learned from the practice of localities where specialized software has been applied at district and commune level offices. - Coordinating with consultant 1 to conduct TOR for recruiting a national consulting unit to develop specialized software at commune and district level specialized offices. 9. REQUIREMENTS ON QUALIFICATIONS AND WORKING EXPERIENCE a) Consultant 1 - Having undergraduate degree or higher education in public administration, human resource management, law and other relevant majors; - Being deeply knowledgeable about public administration management, public administrative reform, specialized software in local specialized offices; - Having basic knowledge in IT, especially in software applied in public administration - Having deep understanding of policies, mechanism, current regulations of public administration management, PAR in Can Tho, especially being knowledgeable about specialized software; - Having at least 10 years of experience working in public administrative agencies; many years of working in leadership position of division level or higher; - Having ability to work independently and in teams; - Having good research methodology, excellency in report writing and presentation; - Proficiency in English and computer skills. b) Consultant 2 - Having undergraduate degree or higher education in IT, network design, information management, telecommunication or other related majors; - Being specialized in IT, especially in client/server model. Haing deep understanding of popular data management systems such as MS SQL Server, My SQL, PostgreSQL, web programming language such as asp.Net, php, Jave; Having ability of analysis and designing of information system; - Being knowledgeable about public administrative management, PAR in localities, public administrative management mechanism in localities; - Having deep understanding of policies, mechanisms, current regulations of information management, information technology system in public administrative management agencies, information technology systems related to software at OSS/IAOSS, specialized software at specialized offices; - Having at least 5 years of working experience in field of management, software design, network system, information management, or other related fields; - Having ability to work independently and in teams; - Having good research methodology, excellency in report writing and presentation; - Proficiency in English. 10. RENUMERATION AND PAYMENT Based on Bidding Plan 2013 approved by People’s Committee, bidding package of hiring national consultants conducting check-up specialized software in OSS/IAOSS at district and commune level, developed by MOHA and other provinces, cities is 10.000 USD (attached with specific activity appendix). The total expense for this activity is 19.945 USD. Payment will be conducted based on the progress of task compeletement and quality of outcomes required in contracts. Appendix 1: Survey on usage needs, contents and technical functions of specialized software at Can Tho district and commune level ofices (Note:this survey plan may be changed based on research methodology of recruited consultants) 1. BACKGROUND: In Quarter III/2013, consultants of PMU has conducted the assessment report of the current situation on software appplication in OSS/IAOSS at district and commune level. Based on that, consultants have described IT infrastructure, current situation of specialized software applied at OSS, difficulties and current issues of the available system. As a result, consultants proposed recommendations, requirements for techniques of specialized software and suggestions for 08 necessary specialized software at district and commune level. Within the project framework and due to limited resource, PMU starts to recruit 02 consultants, based on findings and recommendations of consultants in Quarter III, who will assess on the specific needs of specialized offices, selecting which administrative procedure to be put into the software, specific contents and techbical functions of the software, analyzing the feasibility, and identifying piloted unit. Consultants will support PMU to conduct requirements on the software contents and technique in bidding documents to hire consultants writing the software in 2014. 2. OBJECTIVES: Assessing the specific needs of specialized offices at district and commune level, identifying which administrative procedure will be put into the software, specific contents and technical functions of the software, analysing the feasibility, identifying piloted units; founding a basis for conducting bidding documents to recruit a unit developing specialized software in 2014. 3. METHODOLOGY In order to achieve the mentioned goals, PMU coordinates with recruited consultants to implement these following steps: a) Studying the Project Documents, 2 assessment reports on 2 premilinary surveys (March/2013) and the broad scope survey (August/2013) on the current situation of applying specialized software in OSS at district and commune level; and other related documents; b) Defining survey respondents (objectives, subjectives of the survey) to design appropriate survey methods (analysis survey, description survey or quantitive survey, qualititive survey, etc.) and dividing into appropriate survey steps. Expectedly, survey includes 260 people, specifically as following: - Group 1: Civil servants in leadership in People’s Committee at district and commune level (30 people) - Group 2: Selected civil servants in specialized offices belonging to People’s Committee at district and commune level (100 people) - Group 3: Selected local people directly doing administrative procedure at People’s Committee at district and commune level (50 people) - Group 4: IT staff commune level (30 people) managing IT infrastructure, operating software at district and - Group 5: Civil servants responsible for specialized management in verticalmanagement system (municipal level) (50 people) c) Conducting a toolkit of survey, defining issues which need to be scaled, connected and necessarily collected figures; d) Defining data collection methods and techniques: conducting choosing samples method or collecting information directly, combining with studying related data to improve the quality of collected data; e) Conducting data collection; processing and analyzing survey data; g) Consultants complete the report of survey results 4. EXPECTED OUTCOMES a) A survey methodology, survey process, and survey toolkit have been conducted, developed and approved; b) The number of survey participants, showing their opinions and evaluations on requirements on the software applied in OSS/IAOSS at commune and district level. c) A survey report, identifying usage needs, contents and technical functions of specialized software in specialized offices at commune and district level is proposed to be piloted in agencies, units. d) TOR on recruiting a national unit to propose the development of some specialized software in specialized offices at district and commune level in Can Tho city, this unit will be chosen by a biding procress. 5. DURATION OF IMPLEMENTATION: November/2013 – December /2013. 6. SPECIFIC ACTIVITIES No. 1 Specific activities Parties involved Expected timeline Designing survey sheets and conducting survey methodology Consultants; PMU; November/2013 2 Meeting for comments on the survey sheets and survey methodology Consultants; PMU November/2013 3 Implementing a drafted survey Consultants; PMU November/2013 2 resource persons 2 resource persons 4 Revising and completing the survey sheets Consultants; PMU November/2013 5 Implementing the survey on broad scope Consultants; PMU November/2013 Data collection and data input Consultants; PMU 6 8 resource persons November/2013 8 resource persons 7 Data synthesis and analysis Consultants; PMU November/2013 02 IT resouce persons, 05 data input resouce persons 8 Conducting drafted report on the survey results Consultants; PMU December/2013 9 Workshop to collect comments on the drated report Consultants; PMU December/2013 Revising and completing report Consultants; PMU 10 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).