Highly Technical Consultant for the Development and Implementation of a DMS

UNDP
Highly Technical Consultant for the Development and Implementation of a DMS Call for individual consultants

Reference: UNDP-PHL-00280
Beneficiary countries or territories: Philippines
Registration level: Basic
Published on: 29-Sep-2023
Deadline on: 13-Oct-2023 23:59 (GMT -4.00)

Description

Country: Philippines

 

Description of the Assignment: 


The Climate Change Commission (CCC) is the lead policy-making body of the government tasked to coordinate, monitor, and evaluate government programs and ensure mainstreaming of climate change in national, local, and sectoral development plans toward a climate-resilient and climate-smart Philippines.

As such, CCC constantly gathers, processes, and manages relevant and essential information for the efficient delivery and performance of its mandate. With this, there is an indispensable need for the CCC to establish integrated information systems and databases to enable secure and reliable archiving and sharing of information. This would help contribute to the further strengthening of the organization towards the efficient and effective coordination, monitoring, and evaluation of government programs and mainstreaming of climate change in national, local, and sectoral development plans.

It is in this context that a Highly Technical Consultant (HTC) shall be engaged for the Development and Implementation of a Document Management System (DMS) as part of the enhancement of CCC’s Information System Strategic Plan (ISSP). 


The DMS shall serve (a) as the primary platform to track and manage CCC documents efficiently and (b) as an avenue where CCC employees may easily search all CCC outputs and generate reports based on interrelated data, subject to compliance with security protocols.


C. Objectives and Scope of Work

The Highly Technical Consultant will provide expertise in the development and implementation of the Document Management System (DMS). Specifically, the Consultant shall deliver the following:
1. Development of an Inception Report which discusses the Preliminary Activities/ Data Gathering informed with the requirements of the CCC.

a. Identification/development of timely and technologically relevant solutions to develop and implement a reliable Document Management System (DMS).

b. Identification of the frequency of updates and responsibilities for managing the website and content updating (i.e., management/maintenance schedule).

c. Coordination with relevant project officers and team members to understand user needs and identify user and system requirements, workflows, and functionalities.

2. Preparation of Technical Specification Document which contains, among others, the Database design and system development of the DMS and demo of the initial version of the DMS.

a. Integration and facilitation of inter-operability with the Human Resource Management System, which shall be the core system of all existing IT systems, for easy use of all CCC personnel, subject to security considerations and need-to-know basis.

b. Design and development for the DMS includes but is not limited to online routing, searching, and archiving of documents. The development of the DMS should use new technology or platforms for the efficient tracking and management of CCC documents to facilitate interoperability with other systems: 
i. Design and development of stable, reliable, and effective database architecture to meet functional and non-functional system requirements.
ii. Development using ReactJS in the front end and Microsoft C#.NET in the back end.
iii. Modification, updating, improvement, and maintenance of existing  CCC Records database systems with HR interoperability.
iv. Ensuring interoperability of existing and planned database systems.
v. The system should be user-friendly, responsive, and easily accessible across platforms (e.g., on Android phones, tablets, laptops, and desktops), subject to the approval of the CCC management with the following key features:
• Improved accessibility of documents via Quick Response (QR) codes, which could be read using built-in cameras of CCC-issued laptops and other mobile devices.
• Improved efficiency in the records management system through a notification feature within the system that flags the end-users of documents with related timelines nearing the deadline
• Maintain an effective one-year cloud server with firewall security; interim management, maintenance, and development of the DMS of CCC.

c. Enhancement the current design of the HRM system into a more interactive, appealing, highly usable, and responsive design with all elements of the front-end user interface/user experience (UI/UX) able to render appropriately on a wide variety of browsers and platforms to facilitate integration with the DMS.

d. Ensuring the systems effectiveness, efficiency, interoperability, maintainability, quality, reliability, robustness, security, and stability.
i. Creation of wireframes, storyboards, and prototypes to propose options for implementation.
ii. Development of new or revise existing web-based tools/systems, if any. The system may consider calculations, data gathering manipulation and data processing, exploratory data analysis, data visualization, automation procedures, statistical analysis, data gathering, code writing, database design (e.g., filing system/documentation design), system testing, system deployment, and project implementation, observing CCC Information Security policy and protocols.

e. Development or definition of new or improve existing administrator and user framework, e.g., hierarchy, registration, data uploading, and process workflows.

f. Development/updating of modules/reference guides:
i. CMS for the designated/target users
ii. User and administrator guide
iii. Relevant technical documentation, e.g., system requirements, API

g. Interpretation and translation of user requirements into system specifications.

3. Securing CCC Certificate of Acceptance on the successful deployment of the DMS for parallel use/test of the end-users 

a. Conduct of knowledge transfer on the best practices in systems development, database management, and data security.
i. Conduct workshops on the use of the DMS and other functionalities relevant to the system; Serve as a resource person for the presentation of the output. Conduct capacity building for relevant CCC units/personnel on the new technology or platform and in the operation of the DMS.

b. Submission and facilitation of the approval of the following documentation using the prescribed document format of the CCC:
i. Project Profile.
ii. Project Work Plan.
iii. Project Acceptance.

c. Acceptance and Deployment of the DMS by the CCC subject to further modifications based on the recommendations of CCC representatives.
d. Preparation of Assessment Report of current ICT systems used by CCC that may have an impact on knowledge management and recommendation on improving the DMS and other pertinent systems.


Period of assignment/services 55 working days


Please see attached Terms of Reference for the full details of the engagement.

 

Proposal should be submitted directly in the portal no later than indicated deadline.

Any request for clarification must be sent in writing via messaging functionality in the portal. UNDP will respond in writing including an explanation of the query without identifying the source of inquiry.


Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org  using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders.  Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.


Email address: procurement.ph@undp.org
Surname: Procurement Unit