CONSULTANCY SERVICES: TERMS OF REFERENCE FOR DEVELOPMENT OF DATABASE FOR ADDRO LLIN FOLLOW-UP

ANGLICAN DIOCESAN DEVELOPMENT AND RELEF ORGANISATION (ADDRO)

TERMS OF REFERENCE FOR CONSULTANCY SERVICES: DEVELOPMENT OF DATABASE FOR ADDRO LLIN FOLLOW-UP

  1. Introduction

The Anglican Diocesan Development and Relief Organization (ADDRO), with funding support from the Episcopal Relief & Development and Against Malaria Foundation, partnered with the National Malaria Control Program/Ghana Health Service and others for a universal Long Lasting Insecticidal Nets (LLINs) distribution campaign in 2016 in the Northern, Greater Accra and Upper West Regions. The distribution of LLINs in homes of beneficiaries was done in a systematic manner through prior identification and registration.

Follow-up of LLIN distribution campaign at the household level is key to ensure correct and consistent use of the nets and to promote a net culture in all the communities.  For this reason, monthly household follow up to educate and sensitize household members on LLIN use, care and maintenance as well as promoting healthy behaviours on malaria, diarrhoea and pneumonia prevention are conducted by volunteers. Additionally, household data are collected quarterly by the trained volunteers.

The quarterly household follow-up data collection will be carried out in all the three regions that benefitted from the LLIN distribution campaign. To facilitate this, four thousand two hundred and fifty-three (4,253) volunteers will visit sampled households in their respective communities. It is estimated that about 85,060 household data forms will be filled (manually) and collected every quarter in all the selected sub-districts/communities. Given the size of the data to be generated every quarter and the need to document and keep the data safe for analysis and usage, ADDRO and Episcopal Relief & Development intends to develop a database to address these needs. Besides, this will enable data entry clerks to enter data simultaneously and merged them into a single database for the organization.

2.0 TERMS OF REFERENCE

2.1 Purpose of Consultancy

The purpose of this consultancy is to develop a database for entering quarterly data generated from the communities by volunteers.

2.2 Objectives: The objectives of this consultancy are to:

  • Create a standardized and secure database for the quarterly data collection by volunteers.
  • Develop standardized procedures to maintain the database.
  • Support ADDRO staff in developing the needed competencies for using and maintaining the database.

3.0 Scope of Work

The Consultant shall develop the database to be used for entering data collected from the quarterly follow-up activities in the Greater Accra, Northern and Upper West Regions. The details of the scope of work of the consultant are spelt out in the assigned task s/he is expected to accomplish.

3.1 Assigned Task of the consultant:

The Consultant shall carry out the following tasks:

  • Develop and submit a written plan for the database. The plan should include the following:
  1. The database platform to be used.
  2. The data standards to be employed.
  3. The procedures to be used to ensure quality, accuracy, integrity and completeness.
  4. How data storage and preservation will be handled.
  5. How data security management (access, erasure, security, privacy) will be ensured.
  6. How access to data will be ensured in long-term.
  7. The procedures to be used to upload/transfer/share data.
    • Data cleaning and uploading. The consultant will write the program for cleaning and uploading data to other software and will test these with ADDRO.
    • The consultant will develop a standard operating procedures manual that should include an explanation on how:
  8. data is entered
  9. to use the data cleaning program
  10. to aggregate data from different time periods
  11. to aggregate data across different sites and/or regions
  12. to store and freeze data
  13. to protect data
  14. to perform other functions as needed / requested
    • Data entry and use. The consultant will train ADDRO staff on the database. In addition, the consultant will support ADDRO to train the data entry clerks.

4.0 Deliverables

  1. Written plan for Database development available and shared
  2. Developed Database capable of analyzing the data based on indicators or exporting data to other software like Excel or IBM SPSS for analysis
  3. Standard Operating Procedures manual for data base developed
  4. Written plan for maintenance of database
  5. Testing of database and training ADDRO staff to use database done
  6. Database ownership and management transferred to ADDRO

6.0 Time Frame

The period for this Consultancy shall be one month from the day of signing the contract.

7.0 Experience & Qualification

Applicants should have the following skills and qualifications:

  • Advanced degree in the relevant field such as computer science, data/information management, econometrics, advanced statistical analysis, information technology, software engineering, etc.
  • Minimum of 5 years’ working experience related to data management/database development and archiving, including use of web-enabled platforms and common statistical analysis tools like IMB SPSS, epi Info, epi data, etc.
  • Prior experience with data management is highly commended.
  • Excellent communication and writing skills.

8.0 How to Apply

Interested applicants should submit a proposal to include the following;

  • Consultant’s background and experience
  • Contact details to include physical location, telephone number (s) and email address
  • Detailed description of the services/work to be performed
  • Proposed methodology
  • Proposed team
  • Estimated budget
  • Delivery schedule

All applications must be submitted by 23rd September 2017 to the address below;

The Executive Director

Anglican Diocesan Development and Relief Organization (ADDRO)

Post Office Box 545

Bolgatanga

Tel: 03820-22986 / 0203214314 / 0208784567

E-mail: ayeebojacob@gmail.com and addrojobs@gmail.com

Please refer to ANNEXES as follows:
Annex A

#  

Name of  HH Head

 

Total # of people in HH

 

Number of  LLINs

Condition of LLINs (pls. write the number) LLIN Usage

(the previous night)

# of people sensitized (causes, Signs/Symptoms, prevention, Treatment)
Malaria Diarrhea ARI
<5yrs PW Others Received during campaign Found hung Found but not hung Not Found (worn out) Not found other Very Good OK Poor  

<5

 

PW

 

Others

M F M

 

F M F
1                                          
2                                          
3                                          
4                                          
5                                          
6                                          
7                                          
8                                          
9                                          
10                                          
  Total                  

 

                     

Annex B

ADDRO INTEGRATED HEALTH PROGRAMME

VOLUNTEERS QUARTERLY HOUSEHOLD DATA COLLECTION FORM

Region………………District…………………………Sub-District……………………………Community……………………………

Volunteer’s Name……………………….. ………………..Sign…………………………Quarter…………………………supervisor…………………..                                                  

Reasons for nets not found (those not worn out)
 

 

 

Reasons for Nets present but not hanging

 

Challenges from the Field (please write any challenge you faced in the field)

……………………………………………………………………………………………………………………………………………                                                

How did you deal with the challenges? 

……………………………………………………………………………………………………………………………………………