TERMS OF REFERENCE

PROJECT MANAGER
HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

HEALTH SERVICES SUPPORT PROGRAM

MINISTRY OF HEALTH
LOAN NO.: TT-L1039

1. BACKGROUND AND JUSTIFICATION

In August 2016, the Government of the Republic of Trinidad and Tobago (GORTT) signed a loan
agreement with the Inter - American Development Bank (IDB) for the execution of the Health Services
Support Program. The objective of the Health Services Support Program (TT-L1039) is to prevent and
control risk factors and non-communicable diseases (NCD’s) among adults and primary and secondary
school students by strengthening the delivery of integrated primary care services; implementing
behaviour change programs and policies; improving health information management; ensuring
adequate Human Resources for Health and enhancing health facilities investment management. The
Programme is comprised of the following four components:

 Component 1- Implementation of NCD Prevention and Control Plan: The objective is to reduce
the morbidity and mortality from NCD’s by increasing screening early identification and
treatment of NCD risk factors, as set out in the NCD Prevention and Control Plan.
 Component 2 – Execution of the Human Resources for Health Plan
 Component 3 – Implementation of an e-Health Information Management System (e-HIMS)
 Component 4 – Strengthening of Health Facilities Investment Management

This Consultancy is concerned with Component 2-Execution of the Human Resources for Health Plan.
WBS 2.3 Human Resource Information System (HRIS).
The Ministry of Health proposes to implement a centralized electronic Human Resource Information
System (eHRIS) for all the Regional Health Authorities (RHAs) i.e. North West Regional Health Authority
(NWRHA), South West Regional Health Authority (SWRHA), Eastern Regional Health Authority (ERHA),
North Central Regional Health Authority (NCRHA); and the Tobago Regional Health Authority (TRHA)
with an appropriate interface at the Ministry of Health.

This intervention will provide the RHAs with the following outcomes:

1. A reliable and efficient electronic medium for storing, retrieving and managing human resources
data for the efficient and effective management of staff
2. Improvement in the collection, storage, retrieval, maintenance and reporting of HR/Payroll
information,
3. Improvement in organizational performance through timely and informed decision making in
accordance with the draft national human resources for health strategy.

This activity supports the implementation of a centralized electronic Human Resource Information
System (eHRIS) to transform the existing manual Human Resource systems, legacy systems and any
shadow systems of all the Regional Health Authorities to an automated web enabled centralized system
and provide a base for future business change and improvement.

It is the intention for this system to provide reliable national data on the human resources for health
(HRH) in the public sector so that the Ministry of Health can assess areas of needs and where the skills
or distribution gaps exist. With this information the Ministry of Health can work with the RHAs to
ensure that an adequate supply of HRH is in place to meet service demands, and thereby, make gains in
achieving Universal Health Coverage (UHC) at the primary and secondary levels of health service
delivery.

This individual consultant is for a Project Manager to oversee the assessment of current systems,
identify a suitable system and facilitate its procurement and implement and operationalize the system
across Regional Health Authorities with an appropriate interface at the Ministry of Health.

2. OBJECTIVES
The objectives of this consultancy are to:
1. Determine the state of readiness of the RHAs in Trinidad and Tobago for the
implementation of a HRIS, including the identification of any gaps in their existing
human resource management systems.
2. Develop and implement a project plan and schedule for the execution of an HRIS
including the identification of required inputs e.g. software/ hardware for the
operationalization of the HRIS by end fiscal year 2022/2023.
3. Prepare Terms of Reference (TOR)/ Technical Specifications for the procurement of an
HRIS considering the business requirements.
4. Support the procurement process to select and manage a HRIS provider.
 5. Provide overall project management for the successful implementation of the HRIS in
the five (5) Regional Health Authorities (RHAs) in Trinidad and Tobago with an
appropriate interface at the Ministry of Health.
6. Manage the installation and pilot testing for full operationalization of the HRIS across
the five (5) RHAs with an appropriate interface at the Ministry of Health.

3. SCOPE OF SERVICES, TASKS AND EXPECTED DELIVERABLES

The scope of services of the Project Manager will focus on the following areas:

Readiness assessment and development of HRIS implementation plan

This phase will focus on the assessment of documents hardware, software, networks, internet
connectivity, databases, human and other resource requirements and technical support procedures that
are relevant to the smooth implementation of an HRIS.
The Project Manager will:
 Conduct a readiness assessment;
3.1 Map business processes and re-engineer where necessary ensuring all processes and
policies are considered;
3.2 Examine the paper-based systems e.g. spreadsheets, and/or current computerised systems,
used by the RHAs to capture data on human resources;
3.3 Assess current ICT infrastructure, i.e. hardware and software, human resources personnel
etc and recommend required resources for optimal operation;
3.4 Identify the functional requirements of an HRIS that are required to meet the needs of the
Regional Health Authorities;
3.5 Provide recommendations for improving the overall readiness of the Regional Health
Authorities for the implementation of an HRIS;
3.6 Develop a plan of action to bring the RHAs to a state of readiness for the implementation of
the HRIS;
3.7 In consultation with the RHAs and the MoH, design and develop standardised data capture
forms for the verification of staff information; and
3.8 Develop the Terms of Reference (TOR)/ Technical Specifications for the procurement of an
HRIS solution;
Generally, oversee and coordinate all activities to achieve the readiness assessment and plan e.g.
consultations with RHAs and other stakeholders

Project Management
Provide general project management services during the period of the contract for the execution of the
accepted HRIS plan in collaboration with the Project Team, including:
3.9 Oversee the day-to-day activities related to the management and implementation of the
HRIS Project Plan;
3.10 Manage contract with selected HRIS supplier i.e. monitor and report on progress and
deliverables and coordinate of the work of the supplier consistent with the overall project
implementation plan;
 3.11 Coordinate with all stakeholders and facilitate required collaboration;
3.12 Prepare, as required, work plans and budgets, progress reports, annual reports, project
completion report and other reports that may be required;
3.13 Provide guidance and support in the installation and pilot testing of the HRIS
Generally, provide overall project management for the successful implementation of the HRIS

Procurement of the HRIS

Work with the HSSP-PIU and the Project Team in expediting the procurement of an appropriate HRIS in
an effective and efficient manner and completing the activities within the agreed due dates including:
3.14 Prepare the Terms of Reference/ Technical Specifications for the HRIS to be procured and
implemented in the five (5) RHAs in Trinidad;
3.15 Work with the HSSP-PIU Procurement Specialist to finalise procurement documentation
and facilitate the procurement process; and
3.16 Function as an evaluation committee member for the procurement of the HRIS solution.

Implementation of the HRIS

Collaborate and coordinate with the Project Team and respective RHAs to ensure the supply, installation
and commissioning of the HRIS; as well as, ensure that all required staff are appropriately sensitised and
trained in the use of the HRIS, including:
3.17 Oversee and guide the data capture data clean up exercises of the RHAs;
3.18 Develop a schedule for the role out of the HRIS to the five (5) RHAs;
3.19 Develop and implement a change management plan in collaboration with the MOH
Change Management Unit and 5 RHAs, inclusive of a stakeholder analysis, communication
plan, and resistance management plan;
3.20 Develop and implement a training plan and schedule for persons to be appropriately
sensitised and trained in the use of the HRIS;
3.21 Oversee, monitor and guide the installation of hardware and the software all relevant
systems including pilot testing at the respective RHAs; and
3.22 Provide progress reports including on the implementation of the data capture exercises in
the RHAs and in the installation (including the pilot testing) of the HRIS software in the
RHAs.

4. DELIVERABLES
The following specific deliverables/reports are to be delivered during the consultancy
No. Deliverables/ Reports
Timeline/Due Date
1 Interim report/ work plan 2 weeks
2 Monthly progress reports End of each month/ 4 week
periods
3 End of project report Two weeks before the end of the
project
TECHNICAL OUTPUTS/ DELIVERABLES
1 Readiness Assessment To be scheduled in work plan
2 HRIS Implementation Plan (including proposal and approved for
schedules, stakeholder engagement, risk execution.
assessment and M&E)
3 Data collection template
4 TOR/Technical specifications for HRIS
5 Change Management Plan including
communication plan
6 Training plan and reports
7 Pilot testing report
REPORTING REQUIREMENTS AND TIME SCHEDULE FOR DELIVERABLES
 Inception Report/ Work Plan a detailed work plan including project schedule in MS Project
outlining schedule of activities to achieve consultancy outputs. Work plan to identify risks, major
inconsistencies, staffing problems, deficiencies in client’s assistance and major problems that
may affect the direction and progress of the work.

 Monthly Progress Reports: The monthly progress reports provides an update on the work plan
which serves to provide warnings of anticipated problems. The reports should include a Gantt
chart showing details of progress and any changes in the assignment schedule. The reports set
out the work program for the following period.

 Final Report: An assessment of implementation and status of achievement outlining critical next
steps for sustainability and recommendations to address any outstanding components towards
realising the full HRIS.

5. CHARACTERISTICS OF THE CONSULTANCY

5.1 Type of Consultancy: Individual Consultant
5.2 Duration: Eighteen (18) months
5.3 Place of work: The consultant is expected to work out of his/her respective offices,
except when necessary to engage or work alongside the Regional Health
Authorities (RHAs) and the Ministry of Health; at those times the
consultant will meet at the respective location of the RHAs or MoH.
5.4 Qualifications, experience, skills and areas of expertise

Academic Qualifications:
5.4.1 Master’s degree in Human Resources Management/Business
Administration/Management; or
5.4.2 Post graduate diploma in HRM; or
5.4.3 Bachelor’s degree in Human Resource Management/Business
Administration/Management.
5.4.4 Certification in Project management and or change management

Required Skills and Experience:

5.4.5 Ten (10) years’ experience in Human Resource Management (HR functions, Payroll, and
IT business processes and how they impact HR systems)
5.4.6 Five (5) years project management experience
5.4.7 Three (3) years’ working and implementing ICT solutions
5.4.8 Three (3) years’ experience in the implementation of Human Resource Information
Systems (HRIS)
5.4.9 Three (3) years’ experience with change management initiatives
5.4.10 Two (2) years’ experience developing and executing training initiatives and facilitating
change using participatory methodologies
5.4.11 Three (3) years’ experience coordinating teams across multi-venues

IT Knowledge and Skills

5.4.12 Proficient in Computer skills - word processing, spreadsheet, databases, presentations
i.e. Microsoft Office Word, Excel and Power Point electronic mail, Internet and on line
communication platforms e.g. Zoom, Google Meet etc.

6 CLIENT INPUT AND COUNTERPART PERSONNEL

The Ministry of Health and Regional Health Authorities will provide the following:
 Access to information-e.g. Data on any previous, relevant studies
 Identification of Counterpart Personnel to work with the consulting individual/organisation
 Access to Regional Health Authority personnel
 Office accommodation at the RHAs and MoH for the teams supporting the RHAs during the
course of the Project, when necessary

7 COORDINATION
The Consultant will be required to report to the Permanent Secretary or designate and collaborate and
coordinate with the following:
 Health Sector Advisor
 Manager, Health Sector Human Resource Planning and Development
 ICT Division
 MOH and RHA Change Management
  Regional Health Authorities – General Managers Human Resources and ICT and/or designates
 The Project Implementation Unit (HSSP-PIU) - contract administration/ management

ANNEX B

CURRICULUM VITAE FORMAT

(Instructional details in blue text can be removed)

Name of Consultant Services PROJECT MANAGER, HUMAN RESOURCE INFORMATION SYSTEM

(HRIS)
Name of Individual Consultant [Insert full name]

Date of Birth: [day/month/year]

Nationality See Annex C

Education: [List college/university or other specialized education, giving names of educational

institutions, dates attended, degree(s)/diploma(s) obtained]
________________________________________________________________________

Experience relevant to the Assignment: [Experience related to the services and tasks performed;
professional skills according to the assignment requirements, and knowledge of administrative systems
and government organisation within the country of the Client and Region. List previous positions
relevant to the Assignment starting with present position, list in reverse order, provide dates, name of
contracting organization, titles of positions held, types of activities performed that best illustrate
capability to handle the services/tasks and location of the assignment, and contact information of
previous clients who can be contacted for references. Past positions that are not relevant to the
assignment does not need to be included.]

Table 1.

Period Contracting Country Summary of Key Activities performed

organization and relevant to the Assignment
Title/Position; Contact
Information for
References
[e.g., [e.g., Ministry of ……,
May advisor/consultant to…
 2005- For references:
present] Tel…………/e-mail……;
Mr. Bbbbbb, Deputy
Minister]
Etc.

Table 2.

Relevant Computer Skills and Experience

MS Office Working Knowledge Provide evidence of Training (where applicable) and list
examples of using software.

Membership in Professional Associations and Publications:

Language Skills (indicate only languages in which you can work):
Consultant contact information : [e-mail………………, phone……………]

Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications, experience, skills and knowledge and I am available to undertake the
assignment in case of an award. I understand that any misstatement or misrepresentation described
herein may lead to termination by the Client, and/or sanctions by the Bank.

Name of Consultant Signature Date [day/month/year]

Yes No
(i) This CV correctly describes my qualifications, experience, skills and knowledge
(ii) I am employed by the Executing or the Implementing Agency
(iii) I was part of the team who wrote the Terms of Reference for this consulting
services assignment
(iv) I am currently debarred by a multilateral development bank (If yes, identify who)

I confirm that I will be available to carry out the assignment for which my CV has been submitted in
accordance with the Scope of Services and Consultant’s Reporting Obligations set out in the Terms of
Reference.
ANNEX C

ELIGIBLE COUNTRIES

A Consultant, and all parties constituting the Consultant, shall be nationals of member countries of the
Bank. Consultants from other countries shall be disqualified from participating in contracts intended to
be financed in whole or in part from Bank loans. This section lists the Bank’s member countries, as well
as the criteria to determine the nationality of Consultants.
“Eligible countries are: Argentina, Austria, Bahamas, Barbados, Belgium, Belize, Bolivia, Brazil, Canada,
Colombia, Costa Rica, Chile, Croatia, Denmark, Dominican Republic, Ecuador, El Salvador, Finland,
France, Germany, Guatemala, Guyana, Haiti, Honduras, Israel, Italy, Jamaica, Japan, Mexico,
Netherlands, Nicaragua, Norway, Panama, Paraguay, People’s Republic of China, Peru, Portugal,
Republic of Korea, Slovenia, Spain, Suriname, Sweden, Switzerland, Trinidad & Tobago, United Kingdom,
and United States, Uruguay and Venezuela.

Eligible Territories are:

a) Guadeloupe, French Guiana, Martinique, Reunion – as Departments of France
b) U.S. Virgin Islands, Puerto Rico, Guam – as Territories of the USA
c) Aruba – as a constituent country of the Kingdom of the Netherlands; and Bonaire, Curacao, Saint
Marten, Saba, St Eustatius – as Departments of the Kingdom of the Netherlands
d) Hong Kong – as a Special Administrative Region of the People’s Republic of China”

Nationality and origin of Goods and Services Criteria

The policy provisions make it necessary to establish criteria to determine: a) the nationality of the firms
and individuals eligible to bid or participate in a bank-financed contract and b) the country of origin of
goods and services. For these determinations, the following criteria shall be used:
(A) Nationality.
a) An individual is considered to be a national of a member country of the Bank if he or she
meets either of the following requirements:
i. is a citizen of a member country; or
ii has established his/her domicile in a member country as a “bona fide” resident and is
legally entitled to work in the country of domicile.
-End-