CONSULTANCY OPPORTUNITY – KP Programme Strategic Data Systems Review

Posted 5 months ago

Consultant to support CeSHHAR Zimbabwe Key Populations Implementation-Research Platform in reviewing the current system of data collection, generation, aggregation and reporting for efficient programme monitoring and decision-making and to support implementation research.

Duty Station: Harare, Zimbabwe

Languages Required: English

Duration of Ex-Col Contract: 14 days

(the assignment will start in October 2023, but the date will be finalized after completion of recruitment process)

Interested  applicants  to  submit  a  CV  and  cover  letter  including a proposed  timeline  to   copying   quoting   reference   KPDS
consultancy by 13th October2023.


1. Overview

The purpose of the assignment is to provide technical advice to Zimbabwe’s Sisters with a Voice programme on the optimal design and implementation pathway for a Sisters with a Voice Data System to be implemented and then operational for at least 10 years.

The Sisters’ with a Voice programme is Zimbabwe’s nationally scaled programme run by and for sex workers in their diversity by the Centre for Sexual Health and HIV AIDS Research (CeSHHAR) Zimbabwe on behalf of the Ministry of Health and Child Care (MoHCC) and the National AIDS Council (NAC). Sisters forms part of a comprehensive package of HIV prevention, treatment, and support services for key populations, addressing structural barriers to access and creating a more enabling environment to scale up HIV services.


2. Background
The Sisters programme was established in 2009 as an implementation – research programme for
female sex workers. Since inception, programme data have been used to guide, optimise, and scale the programme. In October 2013, the programme switched from using paper-based data collection
to near real time electronic data collection using RTI International’s Coconut case management
system customised to Sister’s programme requirements. The Coconut system was launched on 21
October 2013.

It became clear in 2018/19 that Coconut was unable to handle the large volumes of clinical data
generated by the programme (to date we have collected clinical data on over 140,000 individuals,
with over 260,000 clinic visits) especially when it came to data synchronization. Additionally, as our
community-based programming became more developed, and the scope of the services expanded,
there was a need to expand data collection and integration beyond the core clinical data system. At
the start of 2019, CeSHHAR engaged a consultant to build a robust integrated and Responsive
Management Information System (RIRMIS) which aimed to address several key data collection and
management issues. The key challenges that the solution sought to address were, i) the
fragmentation of systems that were in use, ii) lack of interoperability with other similar systems used
within the country iii) limited enduring support and maintenance of the legacy systems, iv) a high
burden of work for health workers in capturing information across multiple, dissimilar, and
sometimes unreliable tools, and v) a need for improved confidentiality, access and integrity of
information, i.e. improved security. Additionally, the system needed to be configured using open-
source software.

The RIRMIS architecture focused on three elements, namely:
1. configuration and appropriation of DHIS2 to meet the customer requirements.
2. establishment of the server back-end supported by HAPI Fast Healthcare Interoperability
Resources (FHIR) to improve security of Personally Identifiable information.
3. development of relevant tools using Android client app (the Focus and Response Information
System – FRISM).

System design requirements covered the following principal areas:
• Personally Identifiable information (PII) for clients were to be stored separately from the
DHIS2 repository.
• The DHIS2 repository would have unique patient IDs which with the right permissions could
be used to access more details of the patient in another connected component.
• Users would have access only to specific programs or specific parts of a program to reflect
their access level.
• The customisation of DHIS2, prioritising the patient attribute model, would be
interoperable with the FHIR standard.
• User roles and access privileges to the other components would be centrally managed in
DHIS2 using shared OAuth2 tokens.
• All data analytics will be performed through available DHIS2 tools including indicators and

In May 2022, the RIRMIS system was deployed across 46 sites scattered across the country.
The system was installed on 150 Android based mobile devices for live data collection. However, despite extensive piloting, the system experienced challenges after live deployment.

In November 2022, the system was discontinued for live data capturing and was only used offline
until January 2023. However, this mode had its own challenges in terms of data aggregation and

Below is a list of the major challenges users experienced:
1. Data synchronization challenges
a) Inefficient data upload from devices to server.
b) Inefficient handling of duplicate entries resulting in some records failing to
c) Live data collection negatively affected resulting in users resorting to manual
entry and therefore accumulation of paper forms.
2. Slow system response time
3. High server downtime due to high turn-around time for regular system
updates/maintenance, Turn-around time for regular system updates/maintenance too long.
4. Limitations
d) Performance issues between various models of mobile devices
e) Lack of inbuilt user-friendly data extraction features
f) Lack of dashboards/reporting features or better User experience (UX) on input

Since October 2020, individual sex worker level data is being recoded on paper first and then captured onto a standalone DHIS2 application.

This ToR is, therefore, details the terms of an assignment for a Consultant to review and advise on the Sisters data system.

3. Objectives

The purpose of the assignment is to provide technical advice to Zimbabwe’s Sisters with a Voice programme on the optimal design and implementation pathway for a Sisters with a Voice Data System to be implemented and then operational for at least 10 years.


• Consult key stakeholders on key elements of, and user requirements for, the Sisters with a
Voice Data System, and develop and agree with stakeholders a System Design

Requirements Document to guide future work
o Conduct consultation – key informant interviews, online questionnaire
o Deliverable – Draft 1 System Design Requirements document for review – 1 pager,
plus supporting text
o Conduct email-based consultation on Draft
o Revise draft
o Final agreement signed off by CeSHHAR

• Map the existing system and evaluate its current performance against the System Design
Requirement, and assess potential future performance if optimized, and the pathways for
such optimization
o Deliverable: Draft mapped system and technical description document, with future
optimization pathways
o Conduct email-based consultation on Draft
o Finalize report
• Provide details of at least two fully costed options to meet the System Design Requirements
over a 10-year time horizon, with an assessment of the strengths and weaknesses of the
different options, and a detailed description of the IT requirements, underpinning
assumptions and implementation pathways including from the current system to the future

4. Key responsibilities to be performed

4.1 Scope of work
The consultant is expected to:
1. Assess and Review the Current RIRMIS System and its adequacy for the KP Programme.
Is there the potential to make it fit for purpose?
2. Assess the possibility of data migration into an alternative system.
3. Assess the environment in which the RIRMIS systems operates, or any other data system,
in terms of minimum infrastructure for the functional requirements to be achieved
4. Assess and review the option of providing a new Patient Management System making
suggestions of possible systems or pathways in selecting the new system
5. Assess and review the adequacy of adopting/adapting the National Ministry of Electronic
Health Record EHR (Electronic Health Record)
6. Make specific recommendations for overcoming the weaknesses of the current system
and utilizing the opportunities for a re-design
7. Evaluate all options above and give the best pathway going forward.
8. Undertake and report a SWOT analysis of KP Management Information Systems based
on the findings of the review

4.2 Methodology
1. Desk research:
a. Review RIRMIS user and system documentation;
b. Review the document related to data reporting and expected indicators;
2. Interviews: Conduct interviews of major stakeholders’ including, but not limited to,
a. Executive Director, KP Principal Investigator, KP Research Director, KP
Programme Director, Clinicians, Outreach Workers, Strategic Information
Evaluation Officers (SIEs), Data Management Staff, Research investigators and
3. Compilation and submission of the draft reports incorporating the feedback of the

4.3 Tasks and no. of days

Desk review of the existing system, documentation, meta data  


Review of the documents related to data reporting system 1
Conduct interviews with key personnel 2
Submit interim report & Feedback meeting with all stakeholders 2
Conduct field visits to the data sources of the data reporting systems 2
Conducting SWOT analysis 2
Report and document the findings of the SWOT analysis 1
Final report 2
Total 14



5.0 Deliverables


Sl. Deliverables Payment


1. Inception report specifying the methodologies, timeline/work plan,

interview plans

2. Feedback meeting to all stakeholders with Q & A session  


3. Final report 60%


Completion criteria

  1. a) All reports to be submitted to CeSHHAR must be relevant to the outputs (activity and the
    task) mentioned in the TOR and of high quality.
  2. b) Provide information and update progress as requested by the Project team of the
  3. c) The consultant should be proactive, timely report on the progress, and undertake visits
    to the project partners’ site, participate in meetings as and when necessary?

6. Special terms and conditions

6.1 Confidentiality Statement and Intellectual Property of Data

All data and information received from the CeSHHAR and the stakeholders for the purpose of this assignment are to be treated confidentially and are only to be used in connection with the execution of this ToR. The contents of written materials obtained and used in this contract may not be disclosed to any third parties without the express advance written authorization of the CeSHHAR.

6.2 Unsatisfactory or incomplete work

In event that the service delivered is unsatisfactory or fails to conform to the conditions set out above, the CeSHHAR reserves the right, as appropriate to interrupt it, to request that it be corrected or modified, or to refuse to accept the service.

6.3 Insurance

The CeSHHAR accepts no liability in the event of death, injury or illness of the External
Collaborator. The External Collaborator attests that he/she is adequately covered by
insurance for these risks. In no circumstances shall the External Collaborator be covered
by any CeSHHAR insurance, and it is his/her responsibility to take out, at his/her own
expense, any personal insurance policies he/she may consider necessary, including a civil
liability insurance policy.

7. Timeframe/duration

Total number of working days is 14 Working days (tentatively the assignment will be started in October, with the date finalized after completion of the recruitment process). CeSHHAR shall NOT provide office space in Harare and necessary logistics (like Laptop, Printer, Paper, internet, local travel, etc.) to carry out day to day jobs of the consultant.

8. Taxation, Fees and payment terms

8.1 Taxation

  1. The Consultant will account to the appropriate authorities for any income tax and national
    insurance charges arising out of any payment made to the Consultant under this agreement.
  2. The Consultant agrees to indemnify CeSHHAR Zimbabwe against any income tax or national
    insurance due by her which may be levied on CeSHHAR Zimbabwe by the appropriate authorities.
  3. CeSHHAR Zimbabwe is not responsible for any non-compliance with taxation laws, by the
    consultant and it maintains total indemnity from any tax claims.
  4. Payment will be subject to a 30% withholding tax unless a valid tax clearance certificate is
    provided or there is double taxation agreement between the Consultant’s country of residence and Zimbabwe.

8.2 Fees and payment terms

  • 1st Payment:
  • 2nd Payment:
  • Final Payment:

9. CeSHHAR’ s Responsibilities

The responsibility of the CeSHHAR will be to:

  1. a) Provide all the documents and other related documentation available as relevant to the
  2. b) Assist in coordination with relevant stakeholders.
  3. c) Review progress of the work and provide feedback as necessary.
  4. d) Ensure payment of agreed amounts, based on performance.
  5. e) Any other tasks/supports as required and agreed by the CeSHHAR.

10. Qualifications and Experience

The assignment will be contracted to an individual who demonstrate knowledge, understanding and experience of working in the field of Research skills; statistics; ICT and MIS and who have advanced university degree in statistics, Public Health Epidemiology, ICT or any other relevant; Masters/M. Phil or PhD in the relevant field will be an added value.

More specifically:

a) At least 8 years of experience in development and/or operational aspects of data
analytics, statistics, quantitative research, and development of MIS, preferably in Public Health Research

b) Some experience of using /facilitating use of programme data for implementation research

c) Technical expertise in reviewing/designing/evaluating MIS, analytical skills and writing

d) Knowledge and ability to use computer for research and report writing.

Some other expected broad competencies are:

a) Ability to work in a multi-cultural environment.

b) Must display a high standard of ethical conduct and exhibit honesty and integrity.

c) KP/Gender-sensitive behaviour and attitude.


Client and users of the report:


11. Evaluation Criteria and Score

Evaluation Criteria:

(a) Relevant experience in data analytics, statistics, quantitative research preferably in
programme/research data systems in an African setting and experience of how
programmes are required to interact with donors and implementing partners

(b) Excellent writing, reporting and communication skills in English

Apply Online