Republic of Albania
Ministry of Finance and Economy
Second Multi-Donor Trust Fund for Capacity Building Support to the Implementation of the Integrated Planning System (IPS 2)
Terms of Reference
International Consultant Business analysis and technical support during MISs Implementation phase
Ref. package: AL-IPS2- P129332-IC-CS-15-3.10.02
1. Background
The IPS 2 Project will support the Government of Albania in further strengthening the implementation of the Integrated Planning System (IPS), which links strategic policy planning with the budget planning and public financial management more broadly. Main beneficiaries of this project are the Department of Development and Cooperation, hereafter DDC, at Prime Minister’s Office, as well as the Ministry of Finance and Economy (MoFE) and the Department of Public Administration (DoPA).
In particular, the IPS 2 project aims to:
• assist the Government in enhancing the performance orientation and systematize results monitoring as part of the IPS cycle;
• assist the Government's reform efforts initiated to improve the budget and policy planning processes, consolidating institutional ownership and capacity to implement the IPS with a focus on selected line ministries;
• support the refinement and implementation of the overall IPS framework, National Strategy for Development and Integration, sector and cross-cutting sector strategies, Policy Impact Assessment, external assistance (especially the EU assistance for implementation of decentralized management), donor coordination, public awareness and communications;
• support the development of the External Assistance Management Information System (EAMIS) system, to be implemented by the DDC for managing external assistance information entered by Line Ministries, whilst being reviewed and/or updated by Donors;
• maximize efficiency and transparency in the budget process by expanding the benefits of the existing automated Treasury system to cover all core functions of the budget cycle through integrated Albanian Financial Management Information System (AFMIS);
• support the activation and expansion of the civil service human resources management information system (HRMIS) and payroll modules managed by DoPA, and the integration of these platforms with the Treasury system for salary payments and reporting;
• assist the DDC in developing an IPS Information System (IPSIS), which will satisfy the MoFE and DDC needs for strategic planning, policy analyzes, monitoring, analysis and ad-hoc or predefined reporting capabilities, as well as data mining and business intelligence process to ensure decision making based on data analysis (information from EAMIS, Treasury System, Medium Term Budget Planning (MTBP), Socio-economic indicators from INSTAT etc. will be maintained in IPSIS); and
• strengthen the results focus in public financial management as well as policy planning, monitoring and evaluation, as well as the results monitoring mechanism so that every line ministry produces a Performance Assessment Matrix report for each of its own strategies, every year.
The third component of the project is related to the development of integrated management information systems and related ICT solutions to support the reform objectives of the project. The Albanian Financial Management Information System (AFMIS), IPS Information System (IPSIS), and the External Assistance Management Information System (EAMIS) will be integrated within the scope of this component. HRMIS/Payroll system and its interface with the Treasury system (AGFIS) for electronic payment of salaries are also included within the scope. IPSIS aims to support policy development, analysis, planning, reporting, monitoring and evaluation in a consultative process within the Integrated Planning System (IPS), established in 2005.
The MoFE and DDC already developed the functional and technical requirements and bidding documents for the development of EAMIS, AFMIS and IPSIS platforms (with support from consultants). The EAMIS contract was signed in December 2016, and the system development, testing and acceptance are expected to be completed until December 2017 (EAMIS is expected to go live in January 2018). The AFMIS contract was signed in April 2017, and the detailed system design and integration requirements are expected to be ready until September 2017. The IPSIS bidding procedure was concluded in April 2017 (with a contract award recommendation) and the contract is signed in August 2017.
Due to the complexity of the three MISs development, involvement of several key stakeholders and execution of a number of activities in parallel, there is a need for effective management of ongoing IPSIS, EAMIS and AFMIS development and integration activities, monitoring of key deliverables, and timely reporting of achievements and challenges. Also, since the DDC is establishing IPSIS in parallel to EAMIS and the MoFE is implementing AFMIS, there is a need to ensure functional integration of the three systems, and provide adequate IT solutions for their integration/interface. Thus ensuring the full functional and technical integration of the three systems, MoFE (on behalf also of the DDC) will hire an International Consultant (further on referred to as the Consultant).
2. Objectives of the Assignment
The main objective of this assignment is to assist PMO/DDC and MoFE in ensuring effective integration (interconnectivity and interoperability) of all three systems: AFMIS, IPSIS and EAMIS. The Consultant is expected to work closely with all beneficiaries and consultants to perform the tasks described below.
3. Scope of Work
The MoFE and DDC project teams will provide all relevant project documents, implementation plans and other background documents/reports to the Consultant for a clear understanding of the project objectives, planned activities, current status and challenges, at the start of this assignment and ongoing throughout the project implementations.
The Consultant will carry out the following tasks:
(a) Support to draft and define a Data Exchange Protocols for the three systems: AFMIS, IPSIS and EAMIS, as well as all other government systems to be linked, by providing necessary analysis and/or notes.
(b) Support to define a common Change Management plan and Communication Strategy/Action Plan for the introduction of three systems: AFMIS, IPSIS and EAMIS, by providing necessary recommendations.
(c) In consultation with the senior management of the systems (EAMIS & IPSIS), propose and agree indicative project responsibility and delivery organizational structures (a dedicated unit for managing IPSIS&EAMIS and integrated platform), with operational cross-cutting coordination and also provide dedicated advice for preparation of AFMIS unit in MoFE
(d) Provide support on functional integration and implementation processes in coordination with local experts involved in EAMIS, IPSIS and AFMIS implementation.
(e) In close cooperation with the IPS-TF program manager and the project managers (PMs) of the three systems (AFMIS, IPSIS and EAMIS), identify, report and solve conflicts in relation to duplicate functions and processes.
(f) Support the management of the of the three systems implementation, to ensure high quality management of the process, and successful delivery of outputs and deliverables, as per the contracts signed and Technical Specifications developed.
(g) Prepare analysis of detailed business/process flows and diagrams of IPSIS system, in order to orient the system design; provide for possible recommendations in existing business flow for AFMIS (especially MTBP and PIM module), in order to ensure full integration with IPSIS and AFMIS.
(h) Prepare analysis of interface elements regarding functionalities of IPSIS, AFMIS, and EAMIS, in order to demonstrate that the aggregates of implemented elements perform the expected functions for the three systems and meet measures of performance/effectiveness.
(i) Support for the detection of defects/faults/gaps related to design and assembly activities by submitting the aggregates to focused actions system’s implementation, by providing recommendations on how to address.
(j) Support IPSIS, AFMIS and EAMIS project managers to define an integration plan that defines the minimum configuration of expected aggregates, the order of assembly of these aggregates in order to support efficient subsequent verification and validation actions for the systems (e.g., inspections and/or testing), techniques to check or evaluate interfaces, and necessary capabilities in the integration environment to support combinations of aggregates.
(k) Support and ensure the quality of products for the contract management of the IPSIS, EAMIS and AFMIS and system implementation.
(l) Assess potential risks (including operational, technical and financial risks) and suggest possible solutions to avoid delay in project activities;
(m) Assist the DDC, MoFE and PMO management for monitoring the progress during the implementation of AFMIS, EAMIS and IPSIS ICT solutions;
(n) Support the implementation of change management and capacity building programs designed to ensure the sustainability of proposed solutions.
(o) Strengthen of institutional capacity as a part of the change management plans.
(p) Provide any required support and reports related to the scope of work of this assignment.
4. Timing
The assignment is expected to start in October 2017 and to be completed within 9 months (before the project closing date of June 30, 2018), from the date of signing the contract agreement.
The effort level of the consultant is maximum 50 days, with at least 40 working days to be spent onsite (within the MoFE offices mainly and PMO Offices in Tirana as it would be necessary).
In addition to the tasks described in the Section 3 the consultant is expected to review documents, provide comments and join video conferencing sessions, as necessary to complete the assignment.
5. Reports and Schedule of Deliverables
The Consultant will submit the following deliverables:
(a) Inception Report (within two weeks after contract signature) including the proposed work plan, visit dates, and other aspects that may be important for the effective delivery of the services and outputs within the scope of this assignment.
(b) Analysis with recommendations on functional and technical integration elements for AFMIS, IPSIS, EAMIS.
(c) Recommendations on ensuring integration of three systems among each other, as well as with other ones.
(d) Analysis related to functionalities and detailed business/process flows and diagrams of IPSIS system; analysis on interface elements regarding functionalities of IPSIS.
(e) Recommendation Notes/Analysis on:
i. defects/faults/gaps related to design and assembly activities,
ii. integration plan that defines the minimum configuration of expected aggregates,
iii. recommendations for Data Exchange Protocols for the three systems
iv. risk assessment for the development of Key Performance Indicators (KPIs) for IPSIS.
v. risk assessment for integration of three systems
(f) Analysis of the Data Exchange Protocols for three systems (AFMIS, IPSIS and EAMIS).
(g) Interim Reports including following aspects (after each visit):
i. Situational analysis;
ii. Results accomplished during the reporting period, recommendations and other documents in accordance with the milestone work schedule;
iii. Cumulative deviations to date from the work schedule and milestones;
iv. Corrective actions to be taken to improve implementation progress;
v. Proposed revisions to the planned schedule;
vi. Other issues and outstanding problems;
vii. Proposed actions to be taken by the Consultant;
viii. Resources that the Consultant expects to be provided by the DDC, or MoFE and/or actions to be taken by the DDC in the next reporting period; and
ix. Other issues or potential problems the Consultant foresees that could impact on assignment progress and effectiveness;
(h) Final Report: An overview of the activities and progress achieved during this assignment will be summarized, together with the remaining challenges and risks (to be submitted within two weeks after the completion of this assignment). The final report will document the following aspects:
- A general description of the consulting services provided as per ‘Scope of Work’;
- Final recommendations and next steps; and
- An inventory list of documents developed under these Terms of Reference.
All reports and deliverables shall be agreed and accepted with the contract coordinator which should have to agree or comment their content in conjunction with IPSIS and AFMIS and EAMIS Project Managers, within 15 days from receiving the final document. The Consultant is expected to revise and resubmit relevant reports in case of requests revisions, within a week after the receipt of Contract coordinator’ comments within this period. The contract coordinator shall provide feedback on relevant documents not later than 10 days, within this review period. All documents shall be submitted in English, in hard and electronic copies.
The Consultant should communicate project issues with all parties involved, including high ranking government officials, and assist the client to resolve key issues quickly.
6. Reporting Requirements
The DDC’s Contract Coordinator shall be the Consultant’s main counterpart on key substantive matters related to this assignment. The Consultant shall work closely with DDC and MoFE teams, as well as the NAIS counterparts/staff, Albanian Statistics Institute (INSTAT), DoPA, etc. Interaction with related Government organizations, as well as the development partners and other consultants providing technical assistance to the beneficiaries may also be required.
The Consultant shall work under the general supervision of the Contract Coordinator who will facilitate the Consultant’s access to the necessary documentary materials as well as access to the key stakeholders to the assignment. In the Consultant’s working relations with the DDC and MoFE staff, and other stakeholders, the Consultant is expected to be self-sufficient and conduct himself/herself in the highest professional manner.
7. Resources
The PMO/DDC and MoFE shall provide the Consultant with the required office space, logistics, administrative support, communication means (excluding mobile means), premises for meetings and other similar resources needed to set up presentations in the framework of this assignment. International communications shall be paid by the Consultant.
8. Qualifications
The Consultant should possess the following qualifications:
• Master degree level in management of information systems, engineering, computer science, economic informatics or related fields, that includes qualifications with joint knowledge on IT and business solutions
• Not less than 7 (seven) years of demonstrated overall relevant experience, in similar assignments in business process analysis related to integrated management information systems;
• Previous experience in the development of government Financial Management Information Systems and data warehouse platforms (business intelligence, data analytics, reporting tools), and integration of ICT solutions (e.g., interfaces, web services, Application Program Interfaces) in public sector.
• Proven track record of providing effective system integration project implementation support to government entities for similar activities.
• Fluency in English is required.
9. Restrictions
In addition to the standard conflict of interest restrictions specified in the consulting Contract, all materials created under this Contract will remain the sole property of the DDC. Re-use of the materials will require the formal, written approval of the DDC.
The Consultant shall have no material interest in any of the outputs of this assignment.
On the commencement of the assignment, the Consultant will jointly prepare with the DDC a Statement of Confidentiality that will bind the Consultant to nondisclosure of any sensitive information that the Consultant may become knowledgeable of in the course of the assignment.
The terms of this agreement shall be made consistent with the relevant privacy laws of the Republic of Albania.
10. Selection
The service will be selected under the provisions of the World Bank’s Guidelines for the Selection and Employment of Consultants, January 2011, revised July 2014, based on the method of Selection of Individual Consultants (IC), Lump Sum Contract.
