People's Committee Can Tho city Project “Strengthening the Impact

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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).
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