TERMS OF REFERENCES (TORS) FOR INSTITUTIONAL CONSULTANCY

DEVELOPMENT AND OPERATIONALISATION OF AN INTEGRATED SOCIAL MANAGEMENT INFORMATION SYSTEM (SMIS)

TERMS OF REFERENCES
Institutional Consultancy: Development and Operationalisation of an Integrated Management Information
System (MIS) for the Department of Social Welfare/MSWRR in Myanmar

1 INTRODUCTION AND BACKGROUND

1.1 Context:
The Government of Myanmar has adopted a National Social Protection Strategic Plan (NSPSP) for the country in
December 2014. This comprehensive and innovative strategy takes a universal approach to social protection and
introduces 8 key flagship programmes. These flagship programmes are the Maternal and Child Cash Transfers
(MCCT) to pregnant women and their children aged 0-2, Child Allowances (CA) for children aged 3-15, Disability
grants (DG) for persons with disabilities and the Social Pension (SP) for elderly people above the age of 65;
school feeding programme; public employment and vocational training programmes; and older persons’ self-help
groups. The NSPSP also stipulates the development of a government-led and integrated social protection
system.

The Department of Social Welfare (DSW) under the Ministry of Social Welfare, Relief and Resettlement
(MSWRR) is leading the coordination of the social protection agenda in Myanmar as the Chair of the Social
Protection Sub- Sector Coordination Group. DSW is also in charge of the implementation of the 3-ongoing
Flagship Programmes: the MCCT, Social Pension (SP) and Integrated Social Protection Services (ISPS-Case
Management). The DSW also plans to launch a disability grants and child allowance programmes in a year or
two i.e. 2020-22.

Over the past 2-3 years, MSWRR has received government and external financial support for the implementation
and expansion of the current programmes – such as the MCCT in Chin, Rakhine States and Naga Self-
Administered Zone; and more recently in Kayah and Kayin States; social pension for older persons nationwide
and ISPS in 47 townships. DSW are also supporting coordination for the expansion of the National School
Feeding programme. The implementation and expansion of the key flagship programmes has required the
set-up of government-led system-based Management Information System (MIS) as part of the broader Social
Protection Monitoring and Evaluation framework.

In line with the vision and principles of NSPSP and its Costed Sector Plan, DSW/MSWRR has constituted an
MIS Taskforce comprising of social protection related Development Partners (UNICEF, UNOPS, WFP, WB, ILO,
HelpAge) to provide technical support for the development of a robust and modern Information System for key
NSPSP programmes managed by DSW/MSWRR which includes the MCCT, Social pension (SP) and Integrated
Social Protection Services (Case Management), Disability grants (DG) and Child Allowances (CA). The main role
of the MIS taskforce is to organise and support the consultation process, provide technical inputs and any related
support (where relevant/possible) to consultants/entities supporting the development of the robust and modern
Management Information System (MIS) to support DSW/MSWRR.

1.1.1 Other ongoing initiatives

onomic growth”. The MSDP is Myanmar’s national agenda to implement and achieve the Sustainable Development Goals by 2030. The MSDP is monito

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 national reporting on these indicators, and they are starting to setup – with the support of development partners – a comm

Development of an M&E roadmap for MSWRR. The recent MSWRR expansion has highlighted the need to better understan
measure progress. It also describes how and when information will be collected and shared. At a more functional level, the M
ministry-wide MEL system, together with requisite indicators is a significantly longer process.

Box 1‐A: Other SMIS related initiatives

1.2 Vision and Rationale for Integrated Social Management Information System (SMIS):

very of the operations for social protection programmes through an efficient and effective centralised and integrated MIS
management of all flagship programmes of the NSPSP under the direction of DSW.

he existing social protection programmes – MCCT, Social Pensions, ISPS-Case Management – can be facilitated by the SMIS (existing MS Excel and Access
in coverage of existing programmes and the introduction of the new flagship programmes onto the SMIS platform in the future – as per direction by DS
n of the existing social protection programmes through the sharing of resources
ection beneficiaries is maintained and available for monitoring and reporting
eficiaries are delivered effectively in accordance with programme operational objectives.
 Complete ownership and operational management of the SMIS solution is transferred to DSW
Box 1‐B: SMIS Goals and Key Measures for Success

Presently, implementation of the three flagships i.e. Maternal and Child Cash Transfer, Social Pension and Child
Protection Case Management is mainly supported by paper-based processes along with individual Microsoft
Excel or Access databases. The MCCT database currently holds approximately 300,000 beneficiaries (as of
December 2019); the Social Pension database holds records of approximately 250,000 beneficiaries and a case-
management (ISPS) database capturing around 15,000 case information records. The data entry of these three
programmes will mainly be conducted at the DSW township level offices. It is expected that database size of the
key flagship programmes led by DSW will reach around a volume of around 3 million beneficiaries by 2022-23,
which will be extremely challenging to manage through existing basic MS Excel and Access based solutions. The
existing solutions also lack effective integration across programmes and other relevant databases i.e. Social
Security Board, Health MIS etc. In order to effectively support the expansion of these programmes,
DSW/MSWRR plans to further strengthen its basic MIS capacities and services.

Table 1-A presents the volume projections for the existing programmes that will be supported by SMIS when
initially launched. Table 1‐B details the business plans for resources at the different administrative levels
required to manage the programme operations given the volume projections and in anticipation of the SMIS.

Programme Current Volume (approx.) Projected Volume (approx.)

MCCT
Social Pensions
Cases Management (ISPS)
300,000 beneficiary records
188,000+ beneficiary records
2100+ cases with 15,000+
activity records
Additional 726,000+ projected records over next 12 months
Additional 280,000 projected records over next 12 months
Additional 600 cases projected over next 12 – 24 months
Table 1‐A: Business volume projections

Adminstrative Level No. of Sites Current Number of Users Projected (Next 3 years) Projected (Next 5 years)
Avg / site Total (est) Avg / site Total (est) Avg / site Total (est)
Union (DSW Head Office) 1 30 30 50 50 70 70
State / Regions (DSW) 15 10 150 15 225 20 300
Districts (DSW) 76 5 380 10 760 15 1140
Townships (DSW) 330 3 990 5 1650 7 2310
Wards / Villages (DSW, 66695 1 66695 2 133390 2+ 199905
GAD, Others)
Table 1‐B: DSW Resources Plan across administrative levels

In 2018, DSW with the collaboration of UNICEF carried out a brainstorming and action planning workshop on
Management Information Systems. In addition to this, with collaboration of the World Bank and
HelpAge/UNOPS, DSW has also conducted two assessments of existing systems, capacities and infrastructure
in Myanmar which now provide a solid basis to move ahead on development of the state of the art and
modern Management Information System (MIS). The DSW/MSWRR’s vision is to set up a multi-tiered,
centralised and integrated Social MIS to strengthen operations of programmes handled by the DSW, facilitate
strategic planning, and a systems- based M&E to support informed decision making. The system will be scaled
up and rolled out in phases, testing the integrity and robustness as various modules get implemented.

Taking recommendations from the two evaluations – i.e WB’s assessment that focused on operational systems
requirements and HelpAge’s report on integration of social protection systems, among others – DSW/MSWRR
has developed system requirements and design parameters for Social Management Information System (SMIS)
to ensure the MIS robustly and comprehensively supports the effective and efficient administration and
integration of social protection programmes led by DSW/MSWRR in a well-coordinated manner.
The main purpose of these TORs is to provide objectives of the assignment, key scope of functional and
technical work, principles and approach, timelines and key deliverables that will guide bidders in the
development of a suitable proposal by a qualified Consultant – an MIS firm or a consortium of firms. The
successful bidder will be contracted by UNICEF on behalf of DSW/MSWRR to develop and implement the Social
Management Information System (SMIS) as per the proposed/agreed terms and conditions in the TORs. A
consortium of an International and National/Local firm of Myanmar will be given preference.

2 PURPOSE AND OBJECTIVES

The primary purpose of this assignment is to develop and operationalise a centralised and integrated
Management Information System (MIS) platform (named as Social Management Information System - SMIS) that
facilitates end- to-end automation of the core business functions/operational processes of the key social
protection programmes under DSW/MSWRR in an efficient and effective manner.

An initial design framework for the SMIS has already been completed and DSW now seeks an MIS firm to
provide expert ICT development and support resources to contribute to the further refinement of the design, as
well
as the development, quality assurance and implementation of the SMIS.

SMIS will support the delivery of the operational processes for DSW programmes – Maternal and Child Cash
Transfers (MCCT), Social Pensions (SP), Child Allowance (CA), Disability Grant (DG) and Integrated Social
Protection Services (Case Management). While the focus of this assignment is to deliver the functions required
for existing programmes – MCCT, SP, and ISPS-Case Management – the solution will be built with scalability in
mind for the onboarding of the other programmes.

3 SCOPE OF WORK
This section provides a high-level indication of the functional and technical scope and other requirements of the
SMIS development and operationalisation so that the bidder can gain a broad idea of the scope of work and the
services to be delivered during this assignment. However, it is emphasised that the firm is expected to review the
existing system requirements study, technical architecture and design parameters and propose/refine where
necessary in order to meet the needs of DSW/MSWRR. Therefore, the requirements set out below are indicative
and are subject to modification, and new requirements are likely to be added in consultation with the DSW and
MIS taskforce members during the inception phase of the assignment.

It is expected that the existing requirements and design parameters that are already compiled do enable the firm
to fast-track the inception phase and focus on developing the underlying system development framework and
architecture. During the inception phase of the project, the firm will review the technical documentation and
consult with stakeholders and the MIS contract management team to review, understand and update – if required
– the system architecture design and development approach required to deliver the requirements and
design specifications. This will enable the firm to commence development of the SMIS functional modules based
on an iterative development approach with active and close user participation, where the business processes and
design specifications will be built, shared and refined for specific SMIS modules and functions. All software
development components will be traceable back to the design documents, which will continue to be updated
through the build iterations, as well as the business requirements document. The SMIS functionality developed
will undergo unit testing, systems and integration testing, a user acceptance test (UAT) phase and field
verification with comprehensive training and handover for SMIS implementation and operationalisation.

3.1 FUNCTIONAL SCOPE/SMIS MODULES

The modular design, development, implementation and roll out of the following functionalities are proposed in
accordance with operations manuals and workflows of the mentioned programmes. These modules should be
interconnected and integrated with each other to support implementation as proposed in the design parameters
and system requirements.
 SMIS functionality will deliver operational objectives for social protection programmes
 All eligible beneficiaries are enrolled (while non-eligible are excluded)
 Beneficiary details are current, maintained and verified
 The beneficiary receives services and transfers regularly, reliably and accessibly
 Process and performance is monitored for quality and effectiveness
Box 3‐A: SMIS Modules ‐ Operational objectives

3.1.1 Registration, Verification and Enrolment:

This module/function will help programme staff to register applicants/beneficiaries through SMIS web-
based/mobile functionality, including facilitating the data entry of registration forms where Internet access is a
challenge and an offline/paper-based approach is required. The system will generate a SMIS unique
reference/identifier, validate information captured, employ complex and adaptable database layer checks/controls
for duplications, and manage the workflow to fulfil a registration batch of applicants.

The following functional requirements are addressed by the SMIS (but not limited to the following):

 The SMIS will generate SMS unique identifiers onto system paper application forms or allocate to a
Mobile data-capture form. Validation controls will ensure that the same SMIS unique identifier is
not used/entered for multiple application records.
 Data capture forms to facilitate data collection on mobile application at the field or at the township (via
a paper-based form).
 Separate data capture forms with field level validation to be created for the following programmes:
o Pregnancy (MCCT) – approximately 25+ fields
o Child (MCCT) – approximately 25+ fields
o Social Pensions – approximately 15+ fields
 The registration data captured will be specified by programme rules and design documentation, but may
include demographic information of the applicants such as name, husband/father’s name, date of birth,
gender and marital status, national registration number/electronic ID number, mobile number, address
(permanent and/or temporary), proxy/head of HH, payment information among others.
 Conduct online-offline registration of beneficiaries at ward/village level and/or manual data collection and
entry into the system – both online and offline data entry.
 Capture mobile/tablet/camera taken photo and geo-location of the applicant and option of additional bio-
metric information to be considered for the future.
 Scan necessary verification documents as required by the programme.
 The application record will be managed by an approval workflow, whereby the record will be approved by
a supervisor role at the township level. The status values of the application record managed by
the workflow include:
o Draft/Incomplete. Applications that were started or pre-populated, but were not submitted.
o Submitted. After completion of the data capture form with initial validation.
o Requires Edit. If the application record cannot be approved by the township supervisor due to
discrepancies, the registration officer may review and update the record.
o Archived. For application records that are incorrectly entered (such as for duplicate entry), the
record may be deleted/removed from the workflow due to incorrect entry. The SMIS unique
identifier attached to that particular record may then be reassigned for another record if
required.
o Approved. The application record is approved and will be included when a new registration
batch of approved applicants is created).
 A registration batch is generated of approved applicant records to complete registration onto the SMIS
and enrolment into the relevant programme – the list of potential beneficiaries may be reviewed on
screen or printed. Note – application records that are not approved will remain part of the workflow and
may be included in a later registration batch process when approved.
 When generating the registration batch, enhanced validations/data checking of the registration records
will be undertaken against the entire SMIS dataset to determine errors, duplications, etc.
  An MIS officer at the State/Region level will review and approve the registration batch to enrol the
beneficiaries.
 After beneficiary enrolment, SMIS will facilitate the generation of programme beneficiary cards with
appropriate SMIS identifier code, identity information and machine-readable codes.

3.1.2 SMIS Integrated beneficiary registry:

A complete list of beneficiaries and their status on the programme(s) will be maintained as part of the SMIS
beneficiary registry.

 The SMIS beneficiary registry will maintain the enrolled beneficiaries, including their status – Active or
Inactive – on relevant programmes.
 Ability to search for specific beneficiaries, including beneficiaries that are no longer Active on any
programme.
 Following registration and enrolment, this module maintains 360 view of the beneficiary profile. This
includes but not limited to demographic information of beneficiaries as per the programme guidelines
with an aim to maintain a unique identifier and track their entire activities (including registration,
enrolment, payments, SBCC, updates, complaints etc.) within the programme operations.
 This module will also present a consolidated view of all changes to the beneficiary information and
maintain references (external links if applicable) with the SSB, Health and other relevant government
databases.

3.1.3 Updates and exits:

SMIS will facilitate an appropriate workflow management capability to manage the changes (updates and exits) of
the beneficiary record.

 A standardised/harmonised data capture form will be created for all cash transfer programmes to
manage the changes to the beneficiary record. The data may be collected via the SMIS Mobile
application at the village/ward level or via a paper-based form and subsequently entered onto SMIS at
the township level.
 The update categories for change will be based on programme rules, but likely categories may include:
o Change of beneficiary details (this may include bio-information, address and contact details,
payment account information or to add missing information, including birth certification details)
o Death of beneficiary
o Process/reverse false death record
o Add a child to an existing or previous beneficiary for the MCCT
o Reverse an incorrect registration
o Beneficiary exits the programme
o Beneficiary joining another household / a child is transferred to another existing beneficiary
 Based on the change category/type, the workflow management system can set mandatory or optional
documents or reference material to upload.
 The update workflow will enable the capture and processing of various date fields, including effective
date of the change, date notified, date approved. The effective date will determine the date when the
change is applied on the SMIS Beneficiary Registry, which may determine/influence the amount
calculated for payment if the update takes effect within the payment cycle.
 The workflow of the update record will require for an approving officer at the township or state level
 Beneficiaries that graduate from a programme based on date-based rules will be automatically
processed by the SMIS.
 The SMIS registry will maintain display an audit history of the changes that have been approved
and applied.

3.1.4 Payments and reconciliation:

The payments module will facilitate the cash transfer to beneficiaries based on processes that are
standardised/harmonised across the cash transfer programmes. The payment process is initiated at the State
level, whereby it compiles and calculates the payment amount to be transferred to eligible beneficiaries based on
the payment parameters selected. The payment amounts per beneficiary will be based on how many months are
included in the payment cycle and how many of those months the beneficiary was eligible to receive the cash
transfer.

 This module will initiate the creation of the payment batch based on user selected parameters and
system administrator defined rules.
 The SMIS payments officer will select/define the following payment information
o Payment cycle details (start and finish period)
o Programme(s) applicable for the payment batch
o Locations(s) applicable
o Payment methods – only applicable if a choice is defined based on the programme and
location selected
 The parameters defined at the system administration layer will enable the following payment rules and
constraints when creating the payment batch:
o The payment methods and service providers are mapped to the specific programme and
specific locations
o Standard monthly payment amount for programmes amount for Programmes available in
which define the following payment
 A pre-payment audit will ensure all information is up-to-date, validate the total amount of the payment
batch, and to facilitate funds management processes (an offline process)
 Upon successful generation, review and validation of the audit, a payment list of transactions will
be generated with the calculated amount of cash transfers generated based on programme rules.
 The SMIS will facilitate use of a combination of payment mechanisms, including mobile money, bank’s
ATM/Point of Sale and/or cash in envelope where electronic payment is not possible at the moment.
 The payment list will need to be approved/authorised at the Union level and the payment list may then be
printed by the respective local administrative level for fulfilment if disbursed manually with cash in
envelope by Government staff.
 If the payment method indicated fulfilment by a Payment Service Provider (PSP), then a payment
transactions file will be created for integration with the provider.
 SMIS may achieve integration with the PSP to facilitate a number of payment modalities based on the
preference and capability of the PSP. The PSP(s) that are to support the cash transfer programmes are
being engaged and onboarded by DSW/MSWRR and their business processes will be confirmed with
the PSP(s) during the development phase of the project. The integration will need to achieve secure and
safe exchange of the data between DSW and the service providers via the following methods and
integration considerations.
o Webservices data integration facilitated by a security certificate exchange between SMIS and
the external system exposed over the Internet
o Fileserver based integration with files stored in a fileserver within the SMIS network or where
the PSP is located via secure FTP integration
o The encrypted files are downloaded directly from the SMIS platform by the PSP authorised user
o For all PSP integration methods, the file format will include an ID for each file and an ID for
each row of transaction data. A response file with corresponding file and row IDs will
return the reconciliation data that indicates successful payment and confirms amount
transferred. The filename, header and footer records of each file indicate type of file, date and
sequence for order of transaction, and facilitate a CHECKSUM process.
o For all PSP integration methods, it is expected that no human-intervention is required to
process the payment or reconciliation file for SMIS or PSP operators – the file and data
formats should not be configured to make it user-friendly to manipulate
o The data passed to the PSP will include all necessary beneficiary information to facilitate the
payment. It is assumed that the payment account information gathered during enrolment will
be sufficient to facilitate payments – otherwise a 2-step data exchange process may be
required to first validate or open/edit the account information.
  For manual disbursement of cash, the fulfilment and reconciliation of payments will need to be
completed via the SMIS mobile application at the village/ward level or recorded on paper and
subsequently entered on SMIS at the township level.
 A post-payment audit process will keep track of the reconciliation process. Only once the payment is
confirmed via reconciliation, will the SMIS beneficiary record be updated and reflected on payments
reporting.
 Able to set a payment freeze for beneficiaries automatically if a payment isn’t reconciled for a set
number of payments (as a system administrator parameter)

3.1.5 Social and Behavioural Change Communication (Complementary Services):

The SBCC module for MCCT will help in linking cash transfer beneficiaries with the complementary services, and
the module may be reused/adapted for the other programmes and integrated social protection services linked with
the SMIS.

 SMIS campaigns are set up at the Union or State level, including adding the details of the services,
service providers, and locations it will serve.
 Optionally, the SBCC set up parameters can also specify the criteria for selecting which beneficiaries
will receive the SBCC service, set a maximum number of attendees to a specific session, as well as
attach additional information and materials about the service.
 At the Township level, MIS users will be able to schedule the SBCC activities for a specific village/ward
location – with beneficiaries identified from that area automatically and available to be selected as part of
the fulfilment of the scheduled SBCC session. Additional materials and guidance notes may be
appended to the SBCC activity at this stage.
 The SMIS Mobile application user will be able to open the SBCC activity record to track the
beneficiaries that attended, including notes on any additional family members that attended if required.
 For locations without access to the SMIS mobile solution, the township will be able to print out the SBCC
activity information, including attendance list for completion. Once the SBCC activity information and
paper attendance lists are returned from the local level back to the township, they may be entered onto
the SMIS application.
 The SBCC module will help maintain the database of the Mother Support Groups (MSGs) established to
support specific programmes like MCCT. Additionally, the contact details of the mother leader/focal
person in each ward/village/township levels will be maintained.
 In addition to maintaining the information of monthly village-level SBCC (Social and Behaviour Change
Communication) sessions and attendance tracking of the beneficiaries, the fulfilment of the SBCC will be
supported by the facility to upload and download SBCC materials, and also record minutes/key
discussions and next steps of these awareness sessions.

3.1.6 Complaints and feedback management (appeals, grievances and feedback):

A responsive complaints and feedback mechanism is proposed to be incorporated into the SMIS operating
module and support the capture of complaint details, tracking progress, follow-up and resolution of complaints
through SMIS workflows. A link with the MSWRR/DSW helpline will be maintained, whereby case reports may be
updated on the SMIS at the Union or State level.

 This module will support the data entry and management of different type of complaints/grievances,
tracking progress, following up with the complaints and provide timely redressal/response to the
beneficiaries.
 SMIS will deliver workflow management activity to allow authorised users to enter, maintain and track the
various kinds of issues, claims or grievances so that DSW or assigned external stakeholders can
address such issues filed for timely resolution.
 A standard harmonised form will be generated to capture the complaint details across all programmes
with various complaint categories to set indicative resolution dates and where the case may be
assigned to a particular 3rd Party (i.e. payment service provider) for follow-up. The complaints
form may be
 completed via the SMIS Mobile application or via a paper-based form and then entered onto the web-
based application.
 Categories of complaints may include:
o Missed payment
o Incorrect payment
o Unable to register with payment service provider (i.e. issue with meeting KYC requirements)
o Missing programme or payment documentation (i.e. beneficiary card)
o Registration error
o Unable to register
o Wrongful exit
o Request voluntary exit
o Mistreatment by programme staff
o Disagreement with proxy
o Inadequate programme information
 The module will have following main functions i) lodging of complaints, claims, feedback and updates; ii)
complaints management process and timelines at each stage; iii) maintaining results of each case.
Ability to set resolution due dates per complaint category, handoff/assign the case to an external party
with notifications if required, update of comments and resolution details, etc.

3.1.7 Integrated Social Protection Services/Child Protection Case Management services:

DSW manages the Integrated Social Protection Services (ISPS) programme that has established a case
management process and mechanism to support vulnerable groups (e.g. children, women, the elderly, people
with disabilities, substance users etc.). The case management process entails providing services whereby
a professionally trained state (and NGO) social workers can respond to the cases through the SMIS
workflow functionality, including assessing the needs of the citizen (termed as a “client” for the ISPS) and
arranging, coordinating and monitoring the package of multi-sectoral services to meet the specific client’s
complex needs. The case management processes and dataset facilitated and maintained by the SMIS and will
be separated from the cash transfer modules. Separate access controls – as described in section 3.3.1 below –
will be enforced to ensure only authorised ISPS-Case Management Programme staff and case managers will
have access to the detailed case records.

 Integrated Social Protection Services (ISPS) case management will be supported by SMIS workflow
functions to register cases of all defined case categories, setting tasks and assignment (hand-offs) of
the case, setting due dates and notifications and record final resolution.
 The Case Management workflow rules are based on the case category, type of incident and risk rating.
The workflow processes are based on the information collected and managed by a set of operational
data collection forms developed by the programme. The fulfilment of these forms for SMIS will be
captured via the SMIS Mobile application or via a paper-based form and then entered onto the web-
based application.
o A detailed Intake Form and process will set up the SMIS case record, identify the
incident type/case category and risk rating that will inform the workflow of the subsequent
tasks. The intake form consists of approximately 35+ fields.
o An Assessment Form of approximately 30+ fields will be fulfilled to obtain more detailed
information about the situation of the client, including capturing additional family member
information (where appropriate).
o A Case Planning Form enables the social worker to set up the case workflow management
tasks, including individual actions, referrals, or direct interventions. The case workflow
management tasks will be updated as tasks are completed.
o A Follow-up and Review Form of approximately 8-10 fields enables update of the case
management tasks to determine whether further assessment or revision of case plan is
needed.
o A Case Closure Form of approximately 6-8 fields will formally close the case and
capture resolution and reasons for closure.
o A Case Handover Form process will capture the handover detail and reasons
  For non-statutory cases – identified by case category - the case may be assigned to an accredited NGO
whose details are maintained on the SMIS.
 This module will also provide a follow-up to the cases that are not closed and has taken more time to
resolve than anticipated as per the rules set for case monitoring purposes.
 An SMIS case code will be generated and used to process the case through workflow steps to enable
anonymity (instead of using the name of the client).

3.1.8 Monitoring and Reporting:

The SMIS will store all the functional data collected on above SMIS modules and display specific information
areas in a tabular format that may be sorted, filtered and extracted as detailed reports. Customised dashboards
will also be rendered as part of the SMIS to provide a near real-time snapshot of monitoring information.

 As part of the regular monitoring and reporting on the social protection programmes, regular M&E
system functions are proposed to be linked with the SMIS to generate predefined and custom
progress reports, monitoring alerts and generate updates on the key performance indicators using
programme administration data and SMIS beneficiary data.
 The SMIS will serve as the main source of administrative data for tracking indicators such as the
number of cash transfer beneficiaries; characteristics of individual beneficiaries and household
members (including pregnancy status, children age, birth registration etc.); payments transfers,
SBCC sessions and attendance among others.
 This module will also allow an authorised user to search, view and generate various kinds of
predefined reports for monitoring purposes. This will also support the generation of various reports
in MS Excel and PDF formats for specific groups of users. Approximately 12+ information reporting
areas (represented by sub-modules of tables/lists that can be filtered) will be required.
 The integrated dashboard should have the ability to visually display information from the different
SMIS modules of the system in a cohesive, easily understood and real-time manner, customised
based on the user group and administrative level.
 Programme officials having access to the interactive and real-time dashboard to filter and visualise
results. The dashboard will provide a real-time snapshot of program performance and results in time
series trend charts, aggregated indicators, summary statistics as well as charts and graphs
highlighting important information and GIS mapping. Approximately 5+ information specific
dashboards will be required, such as beneficiary profile, payments profile, complaints profile, etc.

3.1.9 SMIS Administration:

The SMIS will be enable various functions to an administrative user at the application layer – without needing to
directly customise code, objects and libraries. This module will allow an authorised user to maintain the master
parameters and geographic information to manage the SMIS modules, beneficiary and programme
management, and data privacy needs, including

 A complete list of values may be managed as parameters by the administrator, including status values,
categories across all modules
o Programme setup and Management
o Payment administration and service provider details
o Service provider information, including NGOs, SBCC providers, Social Workers, etc.
o Location administration
o Workflow setup, including for SBCC, Updates and Exits, Complaints and Case Management.
 Enable an authorised user to maintain and control user profiles and edit roles and responsibilities of the
MIS users across the modules. The MIS automatically will validate the user’s access rights and will
allow the user only to perform transactions as defined in this module. This will employ access/privilege
control mechanism where some operations need authorisation from a super user/System
Administrator(s) assigned for the SMIS.
 All files and transactions (logs) that communicate with external systems and services will be retrievable
for review by the administrator
  A comprehensive user access and responsibility matrix will be managed by the SMIS administrator,
including the ability to add new user profiles and attaching it to the relevant administrative level,
programmes and the user groups.
 Ability to customise and restrict the access and presentation/segregation of information
for authenticated users based on their roles.

3.2 TECHNICAL SCOPE AND TECHNOLOGICAL APPROACH

Based on the objectives and overall functional scope, this section proposes a technology approach and
architecture for the SMIS. Experience with and the ability to deliver technology solutions that are flexible,
scalable and sustainable supported by a robust approach will be given significant consideration in the
assessment of proposals. Hence bidders are invited to review the TORs in detail and propose improvements in
it. The firm will be required to demonstrate understanding of the user requirements through use of conceptual or
logical diagrams, flow charts, designed interfaces or any other form that is most suitable to them to demonstrate
understanding of the requirements and capability of delivering on the task. Due diligence and reference checks
will be carried out on the similar systems highlighted by the firm, which have been developed by the respective
organisations.

3.2.1 Technology Platform for a Centralised, Interactive and Integrated Web based System:
A centralised, interactive and integrated web-based system (for specific predefined functions) is proposed. The
application development framework should use an MVC approach with open source technology standards, such
as PHP/JavaScript/ASP.NET based development frameworks. The software development framework will be
supported by an appropriate database (RDBMS) solution – i.e. MySQL or PostgreSQL, an agreed bootstrap
theme, other front-end code libraries and tools, and back-end software development and configuration
management services.

The system should work in standard browsers (web based), such as Firefox, Google Chrome, Safari, Opera
including various version of IE in both Windows and Mac platform. The software application should conform to a
set of software design standards and international best practices.

3.2.2 Iterative prototyping, Flexible, Scalable and Customisable:

The software development approach will facilitate iterative prototyping to ensure the final solution addresses the
business processes and requirements of DSW and the user experience supports adoption of the solution. The
design and architecture of the SMIS has been proposed to facilitate scalability, expandability and flexibility to
accommodate the state/region contextualisation of operational functions, future upgrades and compatibilities with
new/emerging ICT software, hardware and network technologies. A high level of parameterisation, a modular
approach and design flexibility is proposed to further facilitate enhancements and adaptation of the SMIS
application. Introduction of new programmes or business functions/modules or any changes required to existing
programme business process/modules may be accommodated without developing a separate system.

3.2.3 Interoperability of the System:

Functionality to exchange electronic data with other relevant databases/systems (such as Payment systems,
Social Security Board, Health & Nutrition databases, CSO managed central data platform) in a secure
integration environment will be established as part of the SMIS interoperability layer.

 The system architecture and information management design will enable the development of an
Application Programming Interface (API) to exchange data based on real-time transactional requests as
a web service based on REST (Representational State Transfer) integration architecture. Additional
security protocols will be prescribed to manage the web services integrations.
 Bulk files based/replicated transfers of data will also be facilitated through the interoperability layer
 Reporting and administrative functions will support the capability to export data to CSV, PDF, JSON file
formats etc.
Data exchange protocols are to be established as part of the SMIS Operating Model so that guidance can
be provided to external systems and parties on the approach to obtain – from both a process and
technology perspective – the SMIS data and the security model and controls in place.

The interoperability layer will facilitate integration with external databases and systems. Currently, there are no
existing systems and databases that have standard integration objects for which SMIS will need to interact with
for an initial SMIS implementation, but the interoperability layer will be built to facilitate exchange data with
existing systems and upcoming platforms such as the central data platform managed by the CSO.

3.2.4 Web and Mobile Based:

The system should be accessible from a standard personal computer (PC) and/or a smart phone/mobile/tablet
device depending on the type of user and functions being used. Mainly, the system users from DSW/MSWRR and
implementing partners at Union, State/Region and township level will use the system from a desktop PC/laptop
through a web browser. Remaining users, mainly from township offices and at ward/village level will use the
system through a tablet/smart phone connected to 3G or 4G mobile network. Therefore, the proposed
design/development is also required to feature a mobile based application (both online/offline functionality
supported). Although some services will need to be optimised for mobile devices, the mobile development toolkit
would be based on the same codebase of the SMIS application layer

It should be noted that a mobile/tablet-based application is being piloted in some geographic regions using Open
Data Kit (ODK) to facilitate programme operations. The learnings and experiences of the ODK pilot needs to be
considered for the proposed SMIS.

3.2.5 Offline Desktop SMIS:

The technology architecture proposed in the design parameters considers resource-constrained settings to
ensure adequate performance of the SMIS. Additionally, for locations where Internet/network connectivity is
limited, an offline version of SMIS will be developed as a desktop solution to facilitate users working offline and
thereafter upload/synchronise the offline data into the system once the system has been
restored/connected to the network/internet. A customised multi-platform solution will be required that will need to be
managed as an additional codebase

3.2.6 Single Sign On:

The system should work as “Single Sign On” approach. This means that a user needs to login only once to
navigate through the entire SMIS application to access the functionality associated with their user profile.
Depending upon the user rights and access control, functional modules are displayed and specific data at
the appropriate administrative level is provided. Must have a session timeout set with auto logout after fixed
time, whereby the user will have to login again.

3.2.7 Content Management:

The solution should support a content management component to facilitate access to web-based content that can
be maintained by an Administrator user. Specific SMIS reports and outputs from may be published directly via a
publicly accessible link.

3.2.8 Notifications:
The SMIS will employ relevant APIs or messaging gateway infrastructure to facilitate email, SMS and WhatsApp
notifications he system should support a content management component to facilitate access to web based
content that can be maintained by an Administrator user.

3.2.9 Localisation, Bilingual User Interface and Labelling:

The web application/user interface labels will be both in English and Myanmar (Unicode). The default label and
data will be in Myanmar. When the user selects ‘English’ all the label and corresponding data should appear in
English, although some naming fields will remain in the Myanmar language. The system will have bilingual data
entry and reporting capabilities. At the server and application level, all controls will be localised (local server times,
etc.)

3.2.10 User Interface (UI), User Experience (UX):

The user interface should be homogenous on each platform (web and mobile). The user interface appearance
and behaviour should be coherent for a given platform and compatible with W3C accessibility guidelines. The
SMIS solution will be built with the user experience in mind, with ease of use, low learning curve and
sufficient performance as core principles.

3.2.11 Digital Development Principles:

UNICEF is committed to following the Principles for Digital Development for improving the design and
development of ICT solutions and ensuring that they address issues such as access, gender, disabilities and
marginalised communities. The SMIS development shall consider the principles of digital development through
the course of the project and firms are expected to familiarise themselves with the principles
(digitalprinciples.org) where relevant.

 Design with the user

 Understand the existing ecosystem
 Design for scale
 Build for sustainability
 Be data driven
 Use open standards, open data, open source and open innovation
 Reuse and improve
 Address privacy and security
 Be collaborative

3.2.12 Unique Identifier, Biometrics, GIS information, Photographs and Beneficiary Card:
The SMIS should be able to generate unique beneficiary identifier on set rules/formula agreed with the
DSW/MSWRR to support electronic tracking of the applicants/beneficiaries across the SMIS modules, outputs
and integration points. The system will also have the capability to capture existing NRC/eIDs number where
available. The SMIS should also be able to integrate with biometrics solutions to support applicant verification and
validation of the information. Geographical Information System (GIS) mapping will generate location maps for the
beneficiary and programme related activities as well as interface with other related information of the key service
providers such as payment service providers, department of public health etc. The system is also expected to
generate beneficiary cards, with identifier details, photographs, and QR code or other related technology agreed
with the DSW/MSWRR at time of inception.

3.2.13 Data Migration:

The data migration from existing legacy Microsoft Excel, Access and ODK (Open Data Kit) data capture
and managed database solutions will be facilitated by the firm as part of the implementation of SMIS. The
volume of data per programme to be migrated are included in Table 1-A as part of section 1.2. It is also important
to note that the existing data for the programmes may vary across States/Regions (i.e. additional data fields
captured). A migration strategy and approach document will be delivered and approved by DSW based on
the data and functional design of the SMIS and analysis of the legacy data that require migration. The approach
will specify the mapping of the data from legacy sources to the SMIS and will specify the data cleansing that may
be performed by automated data processing and those that will require manual updates by DSW engaged
resources. The data migration execution will need to be tested during the quality assurance phase.
3.2.14 Data Hosting:
Due to the management of data of Myanmar citizens, including beneficiary personal information, an appropriate
Myanmar based infrastructure hosting solution is being organised – at a Tier-2 or Tier-3 data centre service
provider. A high broadband enabled VPN (IPSec Tunnel) telecommunication connection between the data centre
and the DSW/MSWRR NPT will be maintained. A robust security model, backup solution and development and
testing environments will be maintained. Procurement and setup of the hardware equipment and the
infrastructure hosting and networking are out of scope for the assignment, but the firm is expected to manage
installation and maintain the application and networking architecture details for the SMIS. The firm must also set
up processes to manage the server processes and for monitoring and notification of any alerts.

3.3 SECURITY AND CONTROL MECHANISMS

In line with the risk assessments and mitigation measures for the SMIS and security plan proposed, the following
security controls (but not limited to this) are proposed for the SMIS:

3.3.1 Access Control and Domain Rights:

Establish access controls on the SMIS including controls to identification, authenticate and permit access only to
authorised individuals and controls to prevent users from providing beneficiary information to unauthorised
individuals who may seek to obtain this information by fraudulent means. Access controls protocols for users will
be based on the following functions:

 Responsibility profile view control. Users will be assigned a “Responsibility” profile that determines
the SMIS views – menus and screens – that the user will have access to upon successful login. The
different view options will enable separate functionality and workflow management processes to be
assigned to different users, such as the case management workflow screens.
 Position access control. Users will be assigned a hierarchical based SMIS position record to their
user profile that determines the access to the SMIS data records that will be available for users to view
and/or manage (add and update) upon successful login. The SMIS position attached to a user will
determine if a user will be able to access data from specific programmes and from specific
geographic records. Additionally, the position access control will enable supervisors to review data
from within their teams –
i.e. My Team’s View if relevant – while the social worker may be configured to view a restricted set of
data. The ability to segregate data records for specific hierarchical based user profiles will enable strict
data privacy controls to be enforced for the ISPS-case management records.

The SMIS security model shall provide adequate security controls at the Operating System Level (Level 1),
Application Login Level (Level 2) and at the Menu/Program Execution Level (Level 3) and are user definable.

Users will access the system through a login identification and password, each user will be assigned access
rights depending on their role, implementation process and the kind of data they are permitted to (e.g. rights to
update data, validate data, generate reports etc.) and domain/geographic areas. Dual control procedures,
segregation of duties and personnel background checks for staff with responsibilities for or access to beneficiary
identification will be required.

3.3.2 Encryption:
Encryption of electronic beneficiary information, including while it is in transit or in storage on networks or
systems to which unauthorised individuals may have access.

3.3.3 Network Security:

System should use SSL encryption based on https protocol. Public-key encryption methods are used as part of
SSL encryption and are expected to be part of the MIS.
3.3.4 Intrusion Detection Systems, Backup and Continuity Plans:
Monitoring systems and procedures should be suggested by the firm to detect actual and attempted attacks on
or intrusions into SMIS. Measures should be in place to protect against destruction, loss, or damage of
beneficiary information due to potential environmental hazards, such as fire and water damage or technological
failure. The system should have built in data archiving facility to perform automatic data backup provision
and archive all historical data based on the scheduled time/date.

3.3.5 Data Protection and Privacy:

International best practices to maintain the data protection and privacy in the SMIS is strongly proposed. Specific
reference is made to the Myanmar’s data protection laws which conforms to a large degree to the set of
principles that underlie international data protection and information privacy laws such as the Council of Europe’s
Convention for the Protection of Individuals with regard to the Automatic Processing of Personal Data, the United
Nations Guidelines Concerning Computerised Personal Data Files, and the OECD Guidelines on the Protection
of Privacy and Trans-border Flows of Personal Data. Any sensitive issues or concerns should be raised with the
MIS Contract Management Committee as soon as they are identified.

3.3.6 Audit Trail

The system needs to maintain the record of all activities and changes to management information. This will
include trail of all actions executed, which identifies the user and associated details, the data being changed, and
the time of the action.

3.4 SYSTEM OWNERSHIP AND SOURCE CODE

The MIS that is designed, developed and operationalised during this assignment will be owned by DSW/MSWRR.
The firm must submit/handover copies of all system related documentation and the most updated source code
and valid applicable perpetual licenses of any third-party proprietary software used for the SMIS, without
any preconditions. All outputs will remain confidential and the property of DSW/MSWRR. All work performed
must be done in a manner to ensure data security and protection of Government’s intellectual property,
maintaining the integrity of the solutions delivered.

4 EXPECTED OUTPUTS:
In line with the Scope of work detailed in the section 3 of the TORs, the contracted consultancy firm is expected
to deliver the proposed solution in compliance with the following key activities:

4.1 Planning, Inception and refinements in design parameters:

4.1.1 Planning and Inception Report:

The firm is expected to develop an overall plan for completing this assignment, describe the manner in which the
SMIS team will work and approach/methodology to be adopted. This will also include defining manner of
communication, collaboration and coordination with DSW/MSWRR, MIS Contract Management team and MIS
taskforce and last but not the least a timeline for execution of the work including dates, resources, and
dependencies. The output of this activity will be an inception report (in English) including a summary note
in preparation for MIS development (in both English and Myanmar). The Inception Report will be key in
confirming a common understanding of what is to be developed, including additional insights into executing the
assignment. At this stage, the bidders will refine and and propose further improvement on the approach and
methodology proposed in the ToR. The report will include, among other elements: i) MIS development and
proposed scope, confirmation of the technology approach iii) development and operationalisation methodology
including quality assurance approach- a description of the quality review process and a discussion on the
limitations of the methodology; iv) proposed trainings, capacity building and transfer of technology; v) SMIS work
plan and timeline, including a revised work and travel plan; vi) resources requirements (i.e., detailed budget
allocations, tied to MIS development activities life cycle, work plan) deliverables; vii) annexes (if required); and viii)
a summary of the SMIS
development (SMIS life cycle briefing note) for external communication purposes. The Inception Report will be
20-30 pages in length (excluding annexes), or approximately 25,000 words, and will be presented at a formal
meeting of the MIS Taskforce.

4.1.2 Refinement of System Requirement Study/Gap Analysis, Need Assessment and Risk Analysis:
The DSWMSWRR has already conducted assessment of the MISs in the country and design parameters. More
specifically, the MIS development and operationalisation will draw and build on the following key outputs
developed by the DSW/MSWRR with support from MIS taskforce members:
i. Assessment of existing MISs in Myanmar conducted by HelpAge/UNOPS
ii. Assessment of existing systems conducted by the WorldBank
iii. System Requirements Specification (SRS) and System design document (SDD)
iv. Draft Risks and Mitigation Measures and Security Plan
v. Information needs, customised M&E reporting and Dashboard
vi. Operations Manual/procedural guidelines of the Social Protection programmes: MCCT, SP, CA,
DG, ISPS-CM

Based on the above key outputs/documents, a firm is expected to suggest refinements/improvements in the
System Architecture and design. The firm will finalise design documentation, which will include refinements of the
proposed user requirements, system architecture, system functions, system flow, database design, detail module
specifications, database and communication servers’ configuration, communications network, LAN and WAN,
database design, detailed and integrated application design, database and application operating software and
supporting operational packages and licensing needed for system operation. Design documentation with the
system parameters and proposed system architecture will be maintained through the course of the project
through to implementation. The firm will review all the key design documents mentioned and refine System
Design Document before development of the system and continue to update the design elements as required
through to implementation of the SMIS.

The inception and review of the SDD should be conducted during the inception phase with full participation of the
DSW staff and MIS taskforce members. During this phase, the firm must undertake field visits (at least in 2
states/regions agreed with DSW) to understand the ground reality, interacting with the local staffs responsible for
implementing the programmes. The firm is also expected to review the existing hardware and network needs
taking into considerations key documents mentioned above. During the inception stage, the firm is also expected
to analyse the existing MS Excel/MS Access and ODK hosted data and propose migration strategy for seamless
migration of all data maintained to the SMIS platform.

4.2 SMIS development and prototyping (Configuration, Customisation & modifications)

4.2.1 Configuration, Customisation and modifications:

Once the architecture design and development approach is defined in the inception report and approved by the
DSW/MSWRR, the firm can proceed with the SMIS development as per scope mentioned in the section 3 of the
TORs. The firm is required to demonstrate an early test version of the system at various stage of the
development cycle to the DSW so that DSW and MIS taskforce is able to perform a regular review of the
development activities and provide comments/suggestions as part of the iterative development activities. This
approach would ensure that both the firm and DSW are in sync in terms of system features and functionalities
being developed. The firm should undertake a pilot/field test of the SMIS and based on the testing adjustments
should be made to the MIS to fit technical and operational requirements as indicated by the
users/implementing staff provided that the adjustments are in line with the approved SRS and SDD. Any
bugs/defects encountered in the SMIS during the pilot/implementation should be addressed without any delay.
Software development should be implemented on a module by module approach (adopting Agile approach of
addressing priority level by DSW) to have a close user- developer interaction during development, and to ensure
that the final product will deliver all user requirements
according to the required programme characteristics and adjustments that may take place during the operational
implementation.

4.2.2 System Quality Assurance:

A comprehensive quality assurance strategy and plan must be followed. The firm is expected to prepare test
plans that will be approved by DSW.

 All test plans must include scenarios agreed with the DSW technical team to ensure thorough and
proper testing of the system before deployment. Testing will be conducted to ensure that the system
meets the business/operational requirements and is being customised in line with the agreed
system requirement and design documents.
 The firm must incorporate all the missing features, functionalities and/or any bugs/errors
encountered/identified during the system testing. A user acceptance testing (UAT) handover and
training will be provided by the firm’s consultants before commencing UAT. The ICT staff of
DSW/MSWRR and operational staff will participate in UAT to validate its results and to verify that it
meets all the functional requirements, that it has been configured and customised properly and
performs satisfactorily, including the test of successful data consolidation, data migration, data entry,
update and processing, report generation etc.
 After test sign-off by the user group, the firm is required to prepare a summary of the test results and
the steps that were taken to address any issues or problems identified.
 In the event of any disputes about the conduct or results of testing, the DSW Staff will provide to the
firm in writing a description of the issues with specific recommendations as to how to address them. The
firm must then take appropriate steps to resolve any issues.

4.3 Capacity building (Technical and Operational SMIS documents and Technical/User Trainings)
The adoption of new technology requires effort and planning across change management tasks, capacity
development and training to ensure a successful outcome. With any new software solution, staff may resist
change to their current practice and process, citing the complexities of learning new technology and the
perception of an additional workload.

4.3.1 Change Management

The following considerations in the development and operationalisation of the SMIS will support successful
change management.

 SMIS to meet business needs for the operations of social protection programmes. The SMIS
development and implementation plan are to be supported by the rational and objectives of the
SMIS, including the benefits of an integrated solution, sharing of resources and the harmonisation of
processes. All development, quality assurance and training outputs will be influenced by and present
these objectives and rationale.
 Positive user experience. The MIS will be built with best practice in mind and ensure an easy to use
system. The iterative development approach with stakeholder participation will demonstrate and obtain
feedback on the UI/UX of the system.
 User participation, DSW technical resource integration into project team and constant
engagement. A small group of DSW staff will be engaged through the course of the project. Specific
technical resources will be available to support the firm through development, testing and
implementing that will support promoting the benefits of the SMIS with the wider stakeholder group.

4.3.2 Key Technical and User Documentation

The firm is required to develop and provide full system documentation including but not limited to, design
documents, the system database schema, application interface requirements, technical support manual, system
configuration guide, system administration/DBA guide, data dictionary, and user’s manual. These documents
must
be current at the time of the handoff and cover the final version of the system implemented. All project
documents, such as technical memoranda, change requests and status reports, must also be delivered to the
DSW. The user manuals must be in both Myanmar and English language updated with each software update,
however for other key documents an executive summary/brief is required in Myanmar language.

4.3.3 Capacity Development

DSW will nominate systems analyst and administrative staff to support the project. The firm should propose how
they are integrated into the development approach of the SMIS to maximise capacity development, including
how they may take part through the development and implementation phases of the project – ensuring they are
able to understand and coordinate management of the solution post launch.

4.3.4 Technical and Users’ Trainings

A comprehensive training plan will ensure successful adoption capacity development. The firm is expected to
develop training materials (PowerPoint and handouts), demonstration guide for both IT/technical staff,
management/supervisory level and implementation staff in both English and Myanmar language. After approval
from DSW on the training plan, material, audience, timelines, the firm has to conduct separate trainings for
users, administrators, supervisors/management etc. The training plan for implementers might require cascaded
trainings at states/district/township level and in that case the firm will train the Master Trainers identified by DSW.
Logistics for the trainings, venue and other arrangements are to be organised by DSW. The firm has to arrange
training specialist and key technical staff of the firm to conduct trainings at Union and State/Regional level (7
States/Regions) at least. For financial proposal, 7 States/Regions should be proposed for 1 two days training in
each geographic area. Three 2 days Train the Trainer sessions at Union level and 2 technical trainings for the
system administrators are expected at minimum. The training materials development should be reusable for the
following (but not limited to this) training activities.

 Introductory training. An initial first look at the SMIS in the context of the wider objectives
and rationale it serves and provide a baseline understanding of SMIS functions and features.
 End user training. Focus on training the end users and will be tailored to the specific audience.
 System setup, administration and technical training. Train the DSW team on how the system is
setup and configured to manage current and future functionality. This session will also explain the
existing design and development assets available for the SMIS, including the operational handover
and support information.

The training provided must include a combination of classroom and on-the-job training. The training schedule
must correspond to the system implementation and rollout schedule. The firm must also take into account that
not all staff from a given location can be released for training at the same time. Therefore, classroom training
must be organised in such a way to ensure sufficient coverage in each location prior to go-live. The training
schedule must be approved by the DSW to ensure sufficient and satisfactory participation by DSW staff.

4.4 Data Conversion and Data Migration

 Conduct seamless data conversion/data migration from the existing MS maintained in MS Excel and
Access and ODK to the SMIS platform. A migration strategy and plan will be created

4.5 Go Live/Final Deployment:

 The final deployment must commence after the issuance of operational acceptance/approval on SMIS
from DSW and when the final successful data migration into the MIS platform takes place.
 This would mean that DSW and implementing partners/users and key stakeholders will start using the
system in the day-to-day operations of the respective programmes. During this stage, the firm is
expected to assist and provide technical guidance to ensure its smooth operation and facilitate in final
deployment.
4.6 System Handover

 The firm will be responsible for handover of full system operations to the DSW at the end of the
resulting contract with complete and up-to-date source code files and application licences including
customised components. The handover will be such that the Government will have access to the
modules/systems to make necessary changes/updates/maintenance when needed.
 To ensure a smooth transition, the firm will develop and agree a handover strategy and sign-off
checklist with the DSW that will verify that all required tasks are completed before the system transfer is
accepted.

4.7 Post-Implementation Support Service/Warranty/Maintenance

 The firm is required to provide post implementation support (warranty and maintenance) for one year
after system acceptance including updating system with additional requirements as need arises.
 The firm is required to produce a detailed plan including all resources needed and logistical
requirements. Based on this plan, the supplier shall write a maintenance document that presents the
components that are to be maintained. The firm must be able to explain how they will operate,
answer calls, provide resolutions for problems and maintain the solution preferably a help desk, online
help, online submission of error/bug reports, and technical and user manuals.
 The maintenance is proposed to include both corrective and adaptive in nature. The corrective
maintenance is process oriented toward repairing defects that may arise with the software; such us: (i)
whenever the programme fails or aborts; (ii) the programme renders an outcome that is not in
agreement with requirements; (iii) designs and requirements do not agree with the supporting software;
(iv) user documentation leads to erroneous conclusions – both concerning users and activities –
that render incorrect results or system failures. Whereas the adaptive maintenance might be needed to
improve software, hardware and documentation operability. This mode will be applied upon DSW
request, to be implemented during the execution of the programme and will involve: (i) definition of
requirements; (ii) system design; (iii) programme design; (iv) module design; and, (v) software
development.
 A technical support database will be implemented to track technical support requests. When users call
for technical support, their requests must be assigned a unique tracking number (or token), and all
support actions must be tracked until final resolution of the problem. E-mail alerts must also be
generated that notify users of the resolution of their problem. Help Desk requests for basic user
support should be resolved on the first or second call. Help Desk requests that are not resolved within
twenty-four (24) hours must be escalated to the Operational Support team to ensure timely resolution. A
web-based interface must be provided by the firm for the submission of error/bug reports or suggestions
for system changes. This interface will allow a convenient option for users to provide feedback on the
system. All error/bug reports and user suggestions must be tracked in the Technical Support
database up through final resolution. Users will receive an e-mail message after their submission has
been addressed, including actions taken. They will also be able to review online the status of the
error/bug reports or suggestions they have submitted. The outcome of the post implementation support
during this period will be to support DSW in ensuring the smooth operation of the system and timely
resolution of any bugs/errors encountered during the period, including some minor incorporation of
feature enhancements, addition of reports etc. Addition or incorporation of more/new functionalities as
long as it fits within the scope and nature of the programme.

5 MIS DELIVERABLES, TIMELINES AND PAYMENT SCHEDULE

The assignment envisages that the system development and operationalisation phase until operational
acceptance for period of 9 (Nine) months until Dec 31, 2020 and thereafter a maintenance period will be agreed
upon. It is therefore the responsibility of the firm to ensure its compliance thereby deploying adequate resources
to ensure quality of deliverables mentioned in Section 3 & 4 to meet this timeframe.
5.1 INCEPTION REPORT, SYSTEMS DEVELOPMENT WORKPLAN 5 weeks
AND APPROACH AND REFINEMENT OF ARCHITECTURE (1 Apr to 8 May, 2020)
AND DESIGN
ACTIVITY DELIVERABLES TIME ESTIMATE PAYMENT

1. Inception kick-off meeting by Meeting minutes Week 1 15% of the

Skype with the MIS Contract contract
Management Team amount
2. Inception visit (incl. technical Draft inception report Weeks 2-3
documents desk review,
consultations on the
requirements, design, approach,
methodology and work plan).
Drafting of the Inception Report
3. Present draft Inception Report PowerPoint presentation Week 3-4
with amended detailed workplan
Draft workplan
and approach, including any
revisions to the system
architecture, design and
development approach.
Presentation to the MIS
Taskforce
4. Submit Inception Report – with Inception report, Quality Week 4-5
detailed workplan, system Assurance strategy, Training
development approach, revised Plan, Detailed Workplan,
systems architecture and design System architecture,
specifications development and design plan
5. Present Inception Report and Final inception report Week 5
confirm approach and system
Quality Assurance strategy
development strategy

5.2 DEVELOPMENT, TESTING AND DEPLOYMENT OF THE SMIS 22 weeks

MODULES (11 May to 9 Oct, 2020)

ACTIVITY DELIVERABLES TIME ESTIMATE PAYMENT

1. Development environment and Updated system architecture Week 6-7 35% of the
framework setup, including setup design contract
of the infrastructure and amount
SMIS infrastructure and
application environments, code
installation report
configuration and mobile
development toolkits, project
team and DSW collaboration
tools
2. Build the core SMIS application, Updated system design Week 7-8
including database, unique specifications
identifier setup, security, dual
language and bootstrap
customisation of base
forms/tables
3. SMIS development iterations
(customisation, review and
further
modifications/configurations) of
modules and associated
functionality
4. Quality Assurance, including
System Testing, Field Testing
and User Acceptance Testing
5. Finalisation of the quality assured
system
Updated system design Week 8-20
specifications
Interim progress reports
Quality assurance strategy Week 20-26
Test plans for system testing,
field testing and UAT, including
test coverage and cases
Test completion report with
results and corrective measures.
Updated system design Week 26-27
documentation
Sign-off on completed system
components

5.3 CAPACITY BUILDING (TECHNICAL AND OPERATIONAL 6 weeks

SMIS DOCUMENTS AND TECHNICAL/USER TRAININGS) (12 Oct to 20 Nov, 2020)

ACTIVITY DELIVERABLES TIME ESTIMATE PAYMENT

1. Key Technical and User Updated technical design Week 28-30 15% of the
Documentation as per section 4 documentation contract
User manuals amount

2. Technical and Users Trainings Updated training plan Week 28-33

Training materials
Interim progress report
Completed trainings report
3. Administrative data setup Administrative data Week 31-32
management inventory
document

5.4 GO LIVE/FINAL DEPLOYMENT 4 weeks

(23 Nov to 18 Dec, 2020)

ACTIVITY DELIVERABLES TIME ESTIMATE PAYMENT

1. Prepare production environment Implementation plan Week 34-36 15% of the

and operation readiness for Go- contract
Production support handover
Live amount
pack, including source code
repository
2. Execute final data conversion Prepare final data conversion Week 34-37
and migration from legacy strategy
databases
Final data conversion/migration
to system
 3. Final SMIS deployment Operational Week 37
acceptance/approval on
deployment report

5.5 POST-IMPLEMENTATION SUPPORT SERVICE/WARRANTY/ 1 YEAR (Through to 31 Dec

MAINTENANCE 2021)

ACTIVITY DELIVERABLES TIME ESTIMATE PAYMENT

1. Submission/Presentation of post- PowerPoint and strategy Week 40 20% of the

implementation support strategy document contract
Post Implementation Review amount
report
2. Post deployment warranty System deployment report Week 42 (to be
release for outstanding lower confirmed)
Updated design documentation
priority defects and production
support issues
3. Support service/warranty period Operational support plan Week 38 onwards
approval
Interim progress report

5.6 Other interim products are:

 Minutes of key meetings with the MIS Management Team and the MIS Taskforce
 Monthly progress reports and interim progress reports on each milestones during the contract period
 RAID (Risks, Assumptions, Issues and Dependencies) Log
 Presentation materials for the meetings with the MIS Management Team and the taskforce during the
contract period

Bidders are invited to reflect on each outline and effect the necessary modification to enhance their understanding,
clarity and robustness.

6 MANAGEMENT AND COORDINATION

6.1 MIS MANAGEMENT

To ensure that the SMIS is responsive to the needs of the DSW/MSWRR, The MIS firm and development team
will operate under the overall supervision of an MIS Contract Management Team which will be responsible for
the day-to-day oversight over the design, development and implementation of the SMIS in coordination with the
MIS Taskforce. The MIS Contract Management Team will be led by the Social Policy Specialist (UNICEF) and
Director (Social Protection Section), DSW. Additional quality assurance will be provided by the Regional Social
Policy Adviser at UNICEF East Asia and Pacific Regional Office. The final deliverables will also be approved by
the MIS Taskforce. The firm is expected to assign a full-time Team Leader for the development and
implementation of the MIS. This person will be the primary contact for work on the MIS, will be responsible for
ensuring timely completion of deliverables, oversee project implementation, manage the technical support during
development and testing, configuration and implementation, manage and coordinate the implementation of
system changes, conduct frequent – at least fortnightly) meetings with MIS management team and a monthly
meeting MIS Taskforce and address any other concerns or issues that may arise. The MIS Taskforce would
ensure that the overall goal of the SMIS establishment is achieved and would be responsible for solving any
broad issues or challenges. On the other hand, the MIS management team would monitor the tasks and
deliverables of the assignment.
During the fortnightly progress status meetings, the Team Leader must do a review of progress against the work
plan, highlight deliverables that have been completed, notify the MIS Management team of any problems or
delays, report on change requests and supply updated statistics on key performance indicators as agreed with
the DSW.

6.2 MIS TEAM REQUIREMENTS AND PROFILE

The MIS will be developed by engaging an institutional firm. The Consultancy firm should have at least 7 years’
relevant experience in design, development and deployment of the Management Information Systems for social
protection programmes/social cash transfers. A consortium of an International and a Myanmar local firm is
desirable. It is the responsibility of the consultancy firm to maintain, manage and allocate its team resources
(both international and national/local) as deemed necessary to achieve the overall objectives and outputs under
this assignment. This project is a deliverable-based assignment in which payments are linked to the milestones.

The following role profiles underline the minimum expected skill sets of technical resources that the firm is
expected to deploy during the assignment period. However, the firm is encouraged to propose its own team
resources mix of International and national/local resources and with a suitable range of skills and experience to
successfully deliver on this assignment as deemed necessary. The CVs of the following key positions must be
provided since it will form part of the evaluation criteria for the technical proposal. It should be noted that the firm
is not allowed to change/alter the key positions/days of the team without prior consent of the contract
management team. In the event that changes are required due to due to unavoidable circumstances, the firm
must propose equivalent or better candidate to the contract management team for review and approval.

In the review of the RFP, while adequate consideration will be given to the technical
methodology, significant weighting will be given to the quality, experience (CV’s and
examples of previous MIS development) and relevance of individuals who will be involved in
the SMIS establishment.

The proposed MIS Team profiles are provided below:

The following core roles are required for the development of the SMIS
 Team Leader/Project Manager
 Senior Full-Stack Software Developer
 Software Developer
 Mobile Application Developer
 Systems Analyst/Quality Assurance Analyst
 Database Administrator

Additionally, as the project evolves through the various project phases, other resources may be required to
support the core processes.
 Infrastructure Management Analyst
 Systems Architect
 Technical Documentation Specialist
 GIS Specialist
 Trainers
 Graphic Designer

6.2.1 Team Leader/Project Manager:

Qualification and Experience Requirements:
 A University degree in Computer Science/Information Technology with over 10 years’ experience leading
development and implementation of Social Protection MIS at international scale.
 Management experience in leading a team of programmers, including resource and task allocation,
mentoring, career development, and quality control.
  Excellent communication and presentation skills in English. Able to clearly express and present complex
ideas and findings. Strong written and spoken English. Great interpersonal skills.
 Able to collaborate with DSW and MIS taskforce members and other external stakeholders.
 Experience in MIS project management, organisational and negotiation skills including demonstrated
ability to manage and monitor multiple tasks, coordinate, and meet deadlines.
 Good understanding of Myanmar context is a plus.

6.3 Senior Full-Stack Software Developer:

Qualification and Experience Requirements:
 A degree in Computer Science, Information Technology, Information Science or related field.
 A minimum of 7 years of demonstrated professional work experience, programming in a busy software
development environment.
 Experience with setting up the technology stack and Dev and Test environments
 Expertise in a wide range of programming languages and use of associated libraries and development
o JavaScript, PHP, HTML, CSS, AJAX
o Experience in PHP (Laravel) Framework
 A sound knowledge of relational database management systems Database: MySQL, PostgreSQL
 WebServices/WebAPI (RESTful)
 Code repository experience: GitHub/BitBucket
 Mentoring of the other programmers and code review of their outputs Allocation of tasks to the
other programmers to ensure all development tasks are delivered on time and to quality.

6.4 Software Developer (SD):

Qualification and Experience Requirements:
 A degree in Computer Science, Information Technology, Information Science or related field.
 A minimum of 5 years of demonstrated professional work experience, programming in a busy software
development environment.
 Expertise in a wide range of programming languages and use of associated libraries and development
o JavaScript, PHP, HTML, CSS, AJAX
o Experience in PHP (Laravel) Framework
 A sound knowledge of relational database management systems Database: MySQL, PostgreSQL
 Specific work experience in the area of writing diagnostic programs and designing and writing code for
operating systems and software to ensure efficiency, writing documentation and operating manuals,
testing and modifying systems to ensure that they operate reliably, fault finding, diagnosing and fixing
bugs.

6.5 Mobile Application Developer:

Qualification and Experience Requirements:
 A degree in Computer Science, Information Technology, Information Science or related field.
 A minimum of 5 years of demonstrated professional work experience in mobile application
development, specifically in the areas of cross platform mobile applictions for Android @ iOS phones
and tablet devices
 Working knowledge of the general mobile landscape, architectures, trends, and emerging technologies
 Experience building native applications for mobile using Flutter or Dart frameworks considered an
advantage

6.6 System Analyst/Quality Assurance Specialist:

Qualification and Experience Requirements:
 A degree in Computer Science, Information Technology, Information Science or related field.
 At least 5 years of professional work experience in software development sector.
  At least 2 years’ experience as a System Analyst in conducting business requirements gathering,
system scoping, developing business process review document, translating requirements into system
design, generating database table scripts.
 Knowledge of relational database management system and large-scale IT project implementation life
cycle.
 Produce technical design document, including UML diagrams (Use Case and Activity Diagrams), ER
Diagrams, database server objects, integration service definition, component and class definition, and
other software design definition useful to developers, including pseudocode
 Definition of Quality Assurance approach and associated testing documentation, including test plans,
test coverage, test cases and test scripts
 Execution of system testing; support management of UAT and Defect management
 Maintain requirements traceability matrix
 Produce training material – strong technical/user guide documentation skills
 Manage support handover to operations teams

6.7 Database Administrator (DBA):

Qualification and Experience Requirements:
 A degree in Computer Science, Information Technology, Information Science or related field.
 At least 5 years of professional work experience in the software development sector as a Database
Administrator (DBA);
 Experience in database installation, configuration, database performance monitoring, database security,
troubleshooting, as well as backup and data recovery
 Certified in Database Administration is an advantage.

6.8 Non-Core Resource Responsibilities:

 Infrastructure Management Analyst. Support application hosting and management. Ensure

networking diagrams and environment controls for production and test environment are up to date and
adhere to security standards. Ensure data backup and recovery solutions are in place. Server
monitoring and alerts are working.
 Systems Architect. Provide guidance and feedback on the development architecture and frameworks
to be used to meet project objectives. Guidance on compatibility of code libraries, plugins and
development toolkits to the selected application framework.
 Technical Documentation Specialist. Support development of user manuals and handover
documentation if core team require support.
 GIS Specialist. Support design and solutions approach to GIS mapping and reporting for the SMIS
 Trainers. Support in delivering training to end users if core team require support.
 Graphic Designer. Develop creative assets, such as images, logos, icons for SMIS web and
mobile platforms and guide development team with branding guidelines and customised
stylesheets.

6. APPLICATION PROCESS

Each proposal will be assessed first on its technical merits and subsequently on its price. In making the final decision, UNICEF
considers both Technical and Financial Proposals. The Evaluation Team first reviews the Technical Proposals followed by
review of the Financial Proposals of the technically compliant firms. The proposal obtaining the highest overall score after
adding the scores for the Technical and Financial Proposals together, that offers the best value for money, will be
recommended for award of the contract.

The Technical Proposal should include but not be limited to the following:
 a) Request for Proposals for Services Form (provided above).
b) Presentation of the Bidding Institution or institutions if a consortium (maximum two institutions will be accepted
as part of the consortium), including:
 Name of the institution;
 Date and country of registration/incorporation;
 Summary of corporate structure and business areas;
 Corporate directions and experience;
 Location of offices or agents relevant to this proposal;
 Number and type of employees;
 In case of a consortium of institutions, the above listed elements shall be provided for each consortium
members in addition to the signed consortium agreement; and
 In case of a consortium, one only must be identified as the organisation lead in dealing with UNICEF and
DSW.
Please note that preference will be given to institutions that are pairing, or working with institutions present in
Myanmar, and prioritise building national MIS capacity.
c) Narrative Description of the Bidding Institution's Experience and Capacity in the following areas:
 MIS of Social Protection programmes specially cash transfer interventions implemented by the
government ministries/departments;
 Previous assignments in developing countries in general, and related to social protection programmes,
preferably in East Asia; and
 Previous and current assignments using International MIS Standards and best practices.
d) Relevant References of the proposer (past and on-going assignments) in the past five-seven years. UNICEF may
contact references persons for feedback on services provided by the proposers.
e) Samples or Links to Samples of Previous Relevant Work listed as reference of the proposer (at least three), on
which the proposed key personnel directly and actively contributed or developed the MIS systems. Actual
work examples for key services and solutions are appreciated, including documentation of design architecture,
quality assurance and implementation, as well as example code repositories of the solution.
f) System Development and Operationalisation Methodology and Approach. It should minimise repeating what
is stated in the ToR. There is no minimum or maximum length. If in doubt, ensure sufficient detail.
g) Work Plan, which will include as a minimum requirement the following:
 General work plan based on the one proposed in the ToR, with comments and proposed adjustments, if
any; and
 Detailed timetable by activity (it must be consistent with the general work plan and the Financial Proposal).
h) MIS Team:
 Summary presentation of proposed experts;
 Description of support staff (number and profile of developers, quality assurance and others etc.);
 Level of effort of proposed experts by activity (it must be consistent with the Financial Proposal); and
 CV of each expert proposed to carry out the MIS development and operationalisation (incl. three
references).

The Technical Proposal will be submitted in electronic (PDF) format.

Please note that the duration of the assignment will be from April to December 2020 without post-implementation warranty
support. For the , and it is foreseen that the Team Members will be required to devote a combined devote roughly half of their
time to the MIS development and operationalisation.

The Financial Proposal should include but not be limited to the following:

a) Resource Costs: Daily rate multiplied by number of days of the experts involved in this assignment.
b) Travel Costs: All travel costs should be included as a lump sum fixed cost. For all travel costs, UNICEF will pay as
per the lump sum fixed costs provided in the proposal. A breakdown of the lump sum travel costs should be
provided in the Financial Proposal.
 c) Any Other Costs (if any): Indicate nature and breakdown.
d) Recent Financial Audit Report: Report should have been carried out in the past two years and be certified by a
reputable audit organisation.

Bidders are required to estimate travel costs in the Financial Proposal. Please note that: i) travel costs shall be calculated
based on economy class fare regardless of the length of travel; and ii) costs for accommodation, meals and incidentals.

The Financial Proposal must be fully separated from the Technical Proposal. The Financial Proposal will be submitted in hard
copy. Costs will be formulated in US$ and free of all taxes.

7 EVALUATION WEIGHTHING CRITERIA

The proposals will be evaluated against the two elements: technical and financial. The ratio between the technical and
financial criteria depends on the relative importance of one component to the other. Cumulative Analysis will be used to
evaluate and award proposals. The evaluation criteria associated with this ToR is split between technical and financial as
follows:

 Weightage for Technical Proposal = 70%

 Weightage for Financial Proposal = 30%
 Total Score = 100%

a.Technical Proposal:

The Technical Proposal should address all aspects and criteria outlined in this Request for Proposal.

The Technical Proposals will be evaluated against the following:

REF CATEGORY POINTS

1 Overall response:

 Completeness of response, demonstrating a good grasp of the requirements and 5

approach for development of the solution
 Overall concord between RFP requirements and proposal 3

2 Company and key personnel:

 Range and depth of experience with similar projects. 12

Specifically, the institution(s) bidding for this assignment should have at least 7 years
of experience in the design and implementation of social protection programme MIS
solutions; and at least 10 years’ experience developing ICT – Application
Development solutions across various industries
 Samples/Examples of previous work 8
 Key personnel: relevant experience and qualifications of the proposed team for the 18
assignment, specifically the role requirements for core team
 References 4
3 Proposed methodology and approach:

 Detailed proposal with main tasks, resources plan and deliverables, supported by 12
sound MIS development methodology and project management approach
 Proposal presents a realistic implementation timeline 8

Total Technical 70

Only proposals which receive a minimum of 56 points will be considered further.

b.Financial Proposal

The total amount of points allocated for the price component is 30. The maximum number of points will be allotted to the
lowest price proposal that is opened and compared among those invited institutions which obtain the threshold points in the
evaluation of the technical component.

All other price proposals will receive points in inverse proportion to the lowest price, e.g.,

Max. score for price proposal * Price of lowest priced proposal

Score for price proposal X = ------------------------------------------------------------------------------

Price of proposal X

Nature of Penalty Clause to be stipulated in the contract:

UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/output is incomplete,
not delivered or for failure to meet deadlines.
 TERMS OF REFERENCES (TORS) FOR INSTITUTIONAL CONSULTANCY
DEVELOPMENT AND OPERATIONALISATION OF AN INTEGRATED SOCIAL MANAGEMENT INFORMATION SYSTEM (SMIS)

8 Annex 1: SMIS Logical Architecture Design

The following logical architecture design diagram visually presents the different layers of design elements required to
implement Social Management Information System.

Technology
Operational Business Process Presentation Layer
Services Layer Data Management Layer
Management (Functions) Layer Client – Users
DSW
Programme Setup
Da Paper
and Management
Social Forms
Programmes ta
Dev Framework/SDK Services / Payment
Code Libraries/Plugins Administration
Ca
Member / Township
Household pt ✓

Document
Management
W ur
Applications /
Enrolment O SMIS
Location (MIMU)
Interoperability Administration RK Da Online
State
(Integration Object/ Updates FL ta (or District)
Custom APIs/Extracts/ Workflow Setup O
Mail‐SMS notification) Pr
Services W oc
Data Archival M es SMIS
Payments
A si Mobile
Modules, Applets, Union
Views Control Complaints & N ng Ks

Hardware/Software Grievances
(App & DB Servers/OS/ A Da
Security and User
Config. & Environ. Mgmt) Access Control GE ta
Other
Re Stakeholders
Audit Logs Reporting
Uni que CASE po
and
Integration File
Identifier rti Document
Log
Infrastructure hosting &
Management ng Outputs Public
network management Parameters / List Access
(incl security model) of Values (LOVs)

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