Company Profile

Total Family Health Organisation (TFHO) is an indigenous Ghanaian social marketing organization duly registered in accordance with the laws of Ghana on February 1, 2017. We work to improve the health of people living in Ghana primarily through implementation of innovative evidence-based interventions that increases access to and utilization of health products and services in a measurable and impactful way. Our key intervention areas include Family Planning and Reproductive Health, Maternal, New-born, and Child Health (RMNCH), communicable and noncommunicable diseases, Water Sanitation and Hygiene (WASH), nutrition, and malaria. We utilize our deep insight and skills in Social and Behaviour Change Communication (SBCC) and social marketing to promote positive social and behavior change among individuals and communities.

Our Mission
Our mission is to be a truly Ghanaian Organisation that works to improve the health of people primarily through the social marketing of health products and serve as well as health communications in a measurable and impactful way.

Job Description

A.   Background of SOW

Total Family Health Organization (TFHO) is a local non-governmental social marketing organization. The organization currently works in Family Planning, Maternal and Child Health and Water and Sanitation areas of health programming. TFHO implements demand generation activities across the country tied to selling health products focused on the last mile of distribution to low-income Ghanaians.

Demand generation activities are both Above the Line and Below the Line with SBCC and PBCC activities. TFHO uses evidence to determine the most effective programming. A database platform is a critical tool in providing the evidence.

Currently, TFHO has a DHIS 2 database platform with backend being hosted by PSI Washington. TFHO also has all data in Open Data Kit (ODK) application that is locally hosted. TFHO is migrating completely to DHIS2 that will be locally hosted.

B.    Objective of this Consultancy

The objective is to assist TFHO host the DHIS2 system locally including

• Creating a DHIS2 “instance” by configuring the system for TFHO’s monitoring needs with automated data processing, data validation, visualization and
•  building staff capacity to use and maintain the DHIS2 system.

C.    Scope of Work 1

The consultant will lead in the configuration of the DHIS2 instance and train key staff on how to use the system. Specific activities will include:

1.    Database Configuration:

• Identify and create required metadata to configure DHIS2 for TFHO: organization units, user groups, data elements and associated categories / option sets, data sets / programs, validation / program rules, and indicators as required
• Create data entry forms to capture programmatic activities
• Develop various types of reporting content and frequency based on indicator plans
• Configure data quality module by applying or identifying validation rules, validation rule groups and validation rule analysis
• Configure programs for mobile data collection
• Support server configuration for DHIS2 and ODK data migration
•  Support the configuration and upload of DHIS2 to a Cloud server
•  Conduct the configuration of DHIS2 backup instance
• Ensure all historical data are migrated from the current Open Data Kit (ODK) data management system to DHIS2
• Configure and create the mechanism and forms to track individual clients

2.     Capacity Building of Staff

Hold 4 distinct in-house trainings/workshops to build the capacity of key staff including IT, Monitoring and Evaluation team; Zonal Sales Coordinators; Senior Managers and Program staff. The four trainings will be tailored to the different needs of the specific staff roles in relation to the new database. The trainings will:

• Provide technical assistance to staff and personnel in the use of DHIS2 database
• Provide documentation (a manual and powerpoint) for current and future training

3.    Support for maintenance for 3 months after setting up

D.  Deliverables

•   Fully functioning DHIS 2 database with historical sales, marketing and other organizational data.
  • Database containing organizational units, data elements, data element groups, data element categories, date sets, indicators, data entry forms and all other data points.  
  • Data entry set up for online and offline modules and for mobile data collection
  • Configured data administration, data quality and user modules
• Training materials to include PowerPoint presentations and user manual
  • Final presentation that is given at workshops
  • User manual for the database system
• Final status project report

E.    Selection Criteria

TFHO seeks an individual consultant or a firm with practical DHIS2 implementation experience. Please provide a technical and Financial proposal including the following information:

• Evidence of DHIS2 database setup and maintenance experience in design, development and follow up support in the health sector (Family Planning, Maternal and Child Health, Water, Sanitation and Hygiene, HIV etc) Provide at least two references on similar work done of organizations where DHIS2 has been set-up and other related assignments (Client name, contact person, and contact number (s) – 30 points
•  Provide detail description of project approach, Methodology, Capacity building plan, timelines for completion of work and follow up plans with regards to Scope of Work -40 points
• Price Reasonability-Must submit total contract sum in Ghana cedis for execution of this services.  – 30 points

F. Evaluation Component

• Technical Proposal 70 points
• Financial Proposal 30 points

G. Timeframe: June 30-October 31, 2019

H. Other Issues

• Testing and Security: Vulnerability testing must be performed before going live. A comprehensive back-up system must be included in the end product, such that data resources are secure and replicated at regular intervals.
• Hosting Options: Explore and present feasible and reliable hosting options.
• Staff Training and Capacity Building: Train and mentor key staff to properly develop, use, update and make changes to database system. Create User Manual specific to system configuration i.e. database and DHIS 2 interface.
• Source Code/Design: Design of the final application and database will be the property of TFHO. The consultant will hand over all required materials to TFHO.

RFP RELATED QUESTIONS

Please submit questions relating to this RFP by email to Andrew Quaye at procurement@tfhoghana.org, no later than, 5:00pm on June 17, 2019 Answers to questions will be shared on June 24, 2019. OR by calling 0556592619.

Required Skills or Experience

N/A