Consultant to Design, Pilot Test, and Operationalize a MERL Data Systemfor OLIKANASA Program

Missão Contra a Lepra Moçambique is recruiting a Consultant to Design, Pilot Test, and Operationalize a MERL Data Systemfor OLIKANASA Program, to be based in Cabo Delgado and Zambezia, Mozambique.

Description

• The Leprosy Mission Mozambique (TLMM) or Missão Contra a Lepra is an international ChristianNon- Governmental Organization, headquartered in the city of Nampula. TLMM is part of the Global Fellowship, currently made up of 27 countries (in Africa, America, Asia, Australia & Europe) and have been workinginpartnership with the Ministry of Health since 1992, working to control leprosy, through the technical, financial andlogistical support of the National Leprosy Program (PNCL). Since then, TLMM had been working in all 17 districts of Cabo Delgado. Recently, the project completed a project in Cabo Delgado and in ione district in Zambezia (AltoMolocue) and started one in 2 district in Zambezia Province (Alto Molocue and Namarroi)
• The Leprosy Mission Mozambique (TLMM), locally known as Missão Contra a Lepra, is a faith-based international non-governmental organization and a member of the Global Fellowship, which comprises 27 countries acrossAfrica, Asia, the Americas, Europe, and Australia. Since 1992, TLMM has partnered with the Ministry of Health(MoH) to strengthen the National Leprosy Control Program (PNCL) by providing technical, financial, and logistical support
• Over the past three decades, TLMM has worked in all 17 districts of Cabo Delgado Province and has recentlyexpanded its efforts to Zambezia Province, specifically in the districts of Alto Molócuè and Namarroi. Theorganization’s mission is to contribute to the elimination of leprosy and its consequences through prevention, earlydetection, treatment, rehabilitation, and community-based interventions
• Project Context: Given the complex nature of leprosy and related public health challenges, TLMM recognizes the critical role of datain ensuring effective program planning, implementation, and accountability. The organization is thereforecommitted to developing a robust Monitoring, Evaluation, Research, and Learning (MERL) data systemto improvedata management, enhance evidence-based decision-making, and strengthen program outcomes. This Terms of Reference (ToR) sets out the framework for engaging a consultant to design, pilot, and operationalize suchasystem under the OLIKANASSA Project

Purpose of the Assignment

• The purpose of this consultancy is to design, develop, pilot test, and operationalize a robust MERL data systemfor a large-scale leprosy program. The system should:
• Serve as a centralized database for data storage, retrieval, backup, and sharing
• Integrate seamlessly with KoboToolbox (for data collection) and Power BI (for advanced analytics and visualization)
• Support real-time data visualization, dashboards, and automated reporting
• Provide a secure and scalable platform for monitoring, evaluation, research, and learning across programlevels

Objectives of the Assignment

• The consultant will:
• Conduct a needs assessment and requirements analysis for the MERL data system
• Design and develop a user-friendly, secure, and scalable MERL data system that supports centralizeddatastorage, retrieval, sharing, and backup
• Ensure integration with KoboToolbox for field-level data collection
• Enable linkage with Power BI for dynamic dashboards and visual analytics
• Develop an inbuilt real-time dashboard for visualization and automated report generation and real-timeinsights
• Pilot test the system, refine functionalities, troubleshoot errors and bugs and ensure readiness for roll-out
• Build the capacity of program staff to use, manage, and maintain the system
• Develop system documentation, user manuals, and sustainability guidelines

Duties

• The consultant will be responsible for the following tasks:
• Phase 1: Inception & Needs Assessment
• Review existing data collection, storage, and reporting systems
• Conduct stakeholder consultations to determine user needs and technical requirements
• Develop an inception report outlining system design, development plan, and timelines
• Phase 2: System Design & Development

System design

• Conduct stakeholder consultations to define data needs, workflows, and reporting requirements
• Develop a system architecture that integrates Kobo Toolbox, Power BI, and a secure database(e.g., PostgreSQL, MySQL, or cloud-based solution)
• Define user roles, access levels, and data governance protocols
• Design metadata standards, indicator definitions, and data dictionaries aligned with programlogframes

Database development

• Build a scalable, secure database with capabilities for:
• Structured and unstructured data storage
• Data retrieval and filtering
• Automated backups and version control
• Multi-user access and permission management
• Ensure compliance with data protection regulations (e.g., GDPR, HIPAA if applicable)

Integration and Interoperability

• Configure Kobo Toolbox for mobile and web-based data collection
• Develop APIs or connectors to link Kobo Toolbox with the central database
• Integrate Power BI for real-time dashboards, trend analysis, and geospatial mapping
• Enable automated syncing and data validation across platforms

Pilot Testing

• Develop a pilot protocol including test cases, user scenarios, and performance benchmarks
• Train field staff and MERL officers on system use
• Monitor pilot implementation and troubleshoot technical issues
• Document lessons learned and refine system architecture

Operationalization

• Finalize system based on pilot feedback
• Develop SOPs
• Conduct capacity-building sessions for program teams and partners
• Establish long-term maintenance and support mechanisms
• Train program staff, MERL teams, and IT personnel on system use and management
• Develop a system user manual and training materials
• Provide technical support during initial roll-out phase
• Phase 3: Documentation & Handover
• Deliver technical documentation including system architecture, source code, and integration guidelines
• Prepare sustainability plan including system maintenance and future upgrades
• Handover system to program IT/MERL teams. Methodology
• Agile development with bi-weekly sprints, iterative feedback loops, and participatory design. The consultant will use open-source/low-cost tools where possible (e.g., Python/Django for backend, React for frontend) to ensure sustainability
• Remote collaboration via tools like Microsoft Teams/Slack is expected, with 2-3 site visits for piloting

Deliverables

• The consultant will deliver:
• Inception report with detailed work plan, methodology, and system design blueprint
• Functional MERL data system with database, dashboards, and reporting features
• Integration framework linking KoboToolbox and Power BI
• Real-time visualization dashboards and automated report generator
• Pilot test report with feedback and system refinements
• Training sessions for MERL staff and IT teams
• User manuals and system documentation
• Final system handover package with sustainability and maintenance guidelines

For TLMM/TLMGB:

• Overall responsibility and accountability for the consultation
• Provide documents of the project (OLIKANASSA) to the consultant
• Provide all logistical support according to the work plan agreed
• Provide support needed for meetings according to the agreed work plan
• Approval of all deliverables
• Payment of the consultancy fees

Data Quality and Validation

• The MERL system should incorporate automated data quality checks (e.g., range checks, missing value alerts) and flag inconsistencies in real time. A clear data audit process should be included, specifying frequency, responsibleroles, and escalation mechanisms for addressing data integrity issues
• User Engagement and Learning:
• A capacity needs assessment will be conducted to inform the training strategy. The consultant will design a phase training program, including initial training, refresher sessions, and mentorship support. User feedback mechanisms(e.g., surveys, feedback forms) should be embedded to continuously improve system usability
• Risk Management:
• The consultant will develop a risk management plan highlighting key risks such as digital literacy gaps, connectivity challenges, data security breaches, and sustainability risks (e.g., staff turnover, budget constraints). Each risk should include mitigation measures and a contingency plan
• Sustainability and Handover:
• The consultant will provide a costed sustainability plan that includes annual hosting, maintenance, software upgrades, and staff capacity-building measures. The plan should outline provisions for data archiving and migration in case of project closure or transition. Preference will be given to locally sustainable solutions that can be maintained by TLMM staff without long-term dependence on external developers

Requisites

Duration and Timeline

• The consultancy is expected to take 4–6 months, broken down as follows:
• Inception & needs assessment – 3 weeks
• System design & development – 8 weeks
• Pilot testing – 4 weeks
• Roll-out & training – 4 weeks
• Documentation & handover – 2 weeks

Reporting and Coordination 1

• The consultant will report directly to the Program MERL Coordinator and National Director
• Regular updates will be shared with the MERL Coordinator, IT and Project Manager
• The consultant will work closely with the program’s MERL and IT units
• Regular progress reviews will be held bi-weekly

Ethical Considerations

• The system must comply with data protection regulations and international best practices (e.g., GDPR, WHO data handling standards)
• The consultant will sign a confidentiality and data protection agreement
• Sensitive program data should not be shared outside authorized personnel

Required Qualifications and Experience

• The consultant (individual) should have:
• Advanced degree in Information Systems, Computer Science, Data Science, or related field
• Minimum of 7 years’ experience in designing MERL/M&E systems for large health programs
• Proven experience with database design, cloud-based systems, and data integration
• Demonstrated expertise in KoboToolbox customization, Power BI integration, and dashboarddevelopment
• Strong understanding of public health data systems (experience with leprosy, NTDs, or TB is anaddedadvantage)
• Proven expertise in database design (SQL/NoSQL), API development (REST/GraphQL), andintegrations (e.g., KoboToolbox, Power BI)
• Experience with real-time analytics tools (e.g., Apache Kafka for streaming, Power BI Embedded) anddata security (e.g., ISO 27001 compliance)
• Track record of piloting and scaling systems in low-resource settings, including user-centereddesignfor non-technical audiences
• Knowledge of data protection, security standards, and ethical handling of health data
• Strong training, facilitation, and documentation skills

Evaluation Criteria for Proposals

• Proposals will be evaluated based on (total 100 points):
• Technical Approach and Methodology (40 points)
• Relevant Experience and Qualifications (30 points)
• Timeline and Deliverables Feasibility (15 points)
• Budget Competitiveness (10 points)
• References and Past Performance (5 points)

Notes

• Only shortlisted applicants will be contacted
• Point of Contact The consultant will liase/contact with:
• For management issues: Pedro Safrão (TLMM Country Leader): +258 84 758 3800, e-mail: pedro.safrao@tlmmoz.org
• For Technical issues: Jacinta Tiago (TLMM MEL Coordinator): +258 85 259 1329 / +258 86 516 3370, e-mail: jacinta.marqueza@tlmmo.org
• Budget: The consultant is required to submit a detailed financial proposal outlining professional fees, travel, accommodation (if applicable), and any additional costs. Terms of payment of consultancy fees will determined and detailed in the contract agreement following the technical proposal from the consultant and the approach used by TLMM on external consultancies

Documentation

• Interested consultants/firms are invited to submit:
• Technical proposal outlining methodology and approach
• Financial proposal with detailed budget breakdown
• CVs of key personnel
• References and examples of similar work