UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Laboratory services in Zimbabwe are offered at different levels ranging from bedside testing to sophisticated testing at reference laboratories. At these different levels, testing is done either using rapid diagnosis testing (RDT), point of care testing (POC) or conventional equipment is used. In any case, these tests are performed at the facility where the patient is attended to or the sample is referred to a higher level for testing.

At the end of a given period, any facility offering laboratory services is expected to report a number of parameters to the next or higher level. These parameters may include number of tests performed, number of results falling in a particular range, those tests which would have failed, number of reagents used and those in stock.

Some facilities which offer laboratory service have electronic systems and are able to pull data and report on the required parameters. On the other hand, there other facilities which run on paper based systems hence need to manually aggregate data at the end of a given period.

On receiving the data at a central point, the data is consolidated and presented in graphical format using tools such as spreadsheets or data analysis tools.

Zimbabwe laboratory network follows a tiered structure in which referral of services follows a bottom up approach.

The laboratories are broken into separate levels;

• Rural health centers – offers bedside testing and point of care
• Mission and Rural hospital laboratories - offers bedside testing and point of care, and microscopy
• District hospital laboratories - point of care, and microscopy
• Provincial hospital laboratories – all the above in addition to Conventional tests
• Central hospital laboratories – All the above, in addition to disease surveillance
• Reference laboratories -- All the abovePurpose: The document is intended to document the requirements for a dashboard system for the Zimbabwe Ministry of Health and Child Care (MOHCC) from a users’ perspective. In order to do so, it will combine short overviews of the current system or operations as well as the intended vision.

  There are two main groups of users who will use the system. The first group of users is the system administrator. The system administrators are concerned with data integrity and system stability. This group has the highest computer skill set and is capable of supporting the computer system, configure report templates etc. Their interaction with the system is limited to user account management, backing up, archiving data from the database and provides basic computer support to other users of the system.

  The second group of users is laboratory and program professionals. They will be the main users of the system and their interest will be extracting data from the system and have it presented in tables and/or graphs. These users will fall into the following categories;

  • District laboratory scientists
  • District program managers
  • Provincial laboratory scientists
  • Provincial program managers
  • National laboratory managers
  • National program managers
  • Implementation partners
  • Service providers
  • General publicObjectives

    Under this consultancy contract, the engaged consultant will be expected to:

  • Prepare (in consultation with MOHCC) a detailed work plan with milestones to be achieved and expected outputs for the dashboard system.
• Increase information visibility for decision making

Generation of Reports, both for external and internal useOffer different views to data through slicing and dicing techniques

Duties and Responsibilities

Scope of Work

The scope will cover the development of a National Dashboard for laboratory tests done in Zimbabwe

Detailed Scope of Work

Device Management

The dashboard system should maintain information of individual devices that are used in diagnosis testing. The device management allows for all tests to be linked to a device over time. Users with authority may create, modify or delete devices.

The system maintains list of device profilesThe device profile consists of all or some of the following, but not limited toA unique identifier (System generated) Asset number (MOHCC generated)Serial numberDevice nameDevice model

Health Facility Profile Management

Health Facilities are either Laboratories, Hospitals or Health Centers that offer laboratory testing either using conventional machines or using point of care machines or bedside testing. The dashboard system keeps a record of all providers that have the ability to offer afore mentioned services.

The system maintains list of Health facility profilesA health facility may be a clinic, a hospital, a health center or another laboratory, etc.The provider profile consists of, but not limited to, the following A unique health facility identifier (Generated by MOHCC)Health facility nameDistrictProvinceGeo coordinatesPhysical addressTelephone numberEmail addressContact person(s) The system allows authorized users to manage health facility profiles.

Test Catalog Management

The dashboard system manages all the tests and procedures that are carried out by the health facility on a device by device basis. The LIS should allow for tests to be added, deleted or modified from the Test Catalog.

The system maintains one or more catalogs of all the offered testing services, i.e. tests.Tests may be grouped in one or more categories and sub-categories in a catalogA catalog test entry consists of, but not limited to, the following: A unique test identifier/codeTest nameCategory nameSubcategory nameThe system allows authorized users to assign one or more test catalogs to health facility or deviceThe system allows authorized users to manage the test catalogsThe system allows authorized users to import the test catalogs.

Scheduling Management

The system should allow users to configure scheduled events which will run at set intervals or triggered by particular events.

The triggers may include, but are not limited to

Scheduled emailing of reports to set usersEmail notification upon a particular event such as QC failure or equipment error thresholdAdd request and sample received and accepted to specific test scheduleNon-reporting over a set period of time

Report Management

The dashboard system will generate reports in electronic format to authorized users. These reports will be stored or generated ad hoc and will allow the user to view tests done, tests ordered, Quality control, rejections, TAT, etc.

The users will be able to define the types of reports they need following the WHEN, WHAT, WHERE approach. The approach allows the users to specify the data to show (WHAT), for which facility (WHERE) and for which period (WHEN). Examples of reports that the system should be able to produce are

1. Facility reporting summary Report

The report will show a list of devices with the following information Instrument nameInstrument identifier (S/N, etc.)Last test dateThe system should allow the user to filter the list by FacilityDistrictProvinceDevice categoryDate filters such as reported in the last X days, performed tests in the last X days, not reported in the last X Days The system should allow user to export the list to , but not limited, the following formats CSVXMLPDFJSON

2. Facility list

The report should list all facilities in the system indicating Facility name, district, provinceInstrument available at the facilityDate when each device last send dataDate when device last performed a testReports can be either displayed (viewed on a monitor) or printedThe system should allow the user to filter the list by DistrictProvinceInstrument categoryDate filters such as reported in the last X days, performed tests in the last X days, not reported in the last X DaysThe system should allow user to export the list to , but not limited, the following formats CSVXMLPDFJSON

3. Suppression rate report

The aim of the report is to allow the user to evaluate a proportion of HIV positive patients achieving viral suppression. The system should therefore enable the following

Determine the viral suppression targetSpecify age stratification categoriesSpecify gender stratification categoriesSpecify other stratifications (case information) e.g. pregnancy, breastfeeding, drug regimenSpecify location stratification categoriesCategorize by submitting clinic

4. Rejection rate report

The aim of the report is to allow the user to evaluate the proportion of samples received that were rejected. The reports should

Show number of samples received during a specific periodShow number of samples rejected during a specific periodPercentage of samples rejected (a/b X 100%)Categorize rejections by rejection reasonCategorize by facility, district or province

5. Invalid result rate report

The aim of the report is to allow the user to evaluate the proportion of samples tested and had invalid results. The reports should

Show number of samples receivedShow number of samples testedShow number of samples with invalid resultsPercentage of samples with invalid resultsInvalid results by deviceCategorize by facility, district or province

6. Invalid result rate report

The aim of the report is to allow the user to evaluate the proportion of samples tested and those which failed. The reports should

Show number of samples testedShow number of samples which failedPercentage of failureFailures by deviceFailures by user

7. Current regimen report

The aim of the report is to allow the user to evaluate regimens being given to patients. The report should;

Indicate number of samples receivedNumber of samples tested byNumber of valid resultsNumber of patients achieving targets, e.g. positivity for Covid, VL suppression for HIV VL, TB resistance for TB, etc.Categorize patients by different variable, e.g. regimen, reason for test, case informationCalculate suppression rate by regimen

8. Testing trends

The aim of the report is to give a view of the number of tests performed per given period. The reports should

Categorize tests by sample typeCategorize tests by facility level (rural health center, district etc.)Categorize tests by submitting clinic

9. Testing reason report

Clinicians requests for tests due to various reasons. The report give an account of the various justification for viral load testing such as treatment failure, routine etc.

Categorize by reason for testingCategorize by submitting clinicCategorize by viral load result or result range or case

10. Turnaround time report

The aim of the report is to measure the amount of time between sample collection and results reporting. This will form basis for improving sample transportation, testing as well as results reporting. The report should include

Number of samples by date collected, registered, received, tested, delivered resultsNumber of results reportNumber of results reported within defined turnaround timePercentage of results reported within defined turnaround timeCategorized by testing facilityCategorized by submitting facilityCategorized by instrument

11. Health facility performance report

The aim of the report is to evaluate performance of different laboratories by;

Showing number of facilities servicedSamples receivedRepeat tests performedQA test performedTotal tests performed

12. Visualization/GIS Reports

The consultant will be expected to develop visual maps, heat maps, charts, modern map technology

Communication with external systems

The dashboard system should have capability to communicate with other external systems by offering endpoints through Application Programming Interface (APIs).

User Account Management

User Access

The dashboard system provide online access to various laboratory personnelOnline access to the dashboard system is granted only through dedicated user accountsThe system maintains list of user accountsA user account consists of the following components: User Profile – contains user contact informationUser Credentials – contains user authentication (identity confirmation) informationUser Role – Defines user authorization and privileges The system allows authorized users to manage user accounts.

User Profile

The user profile contain the following contact information Person full name including last (family), first (given) and middle namesGenderTileDepartment/organizationThe system allows authorized users to manage user profiles

User Credential

User credentials consist of the following information: A unique username andA unique passwordThe system stores user credentials in encrypted format for security purposesUser RoleA user role defines user authorization and should reflect the person’s title/job in the laboratoryExample user roles are: System Administrator – A type of IT operations personnel that configures the system, schedules job runs and backs up the system dataA user role represents a list of dashboard features to which the user has been granted access, i.e. privilegesEvery user account is assigned a user roleThe system allows authorized users to manage user rolesThe system allows authorized users to manage user role privileges

D. Expected Outputs and Deliverables

Stable and working dashboard meeting the functional requirements outlined aboveDocumentation – Technical and User manualsActivity reports and relevant annexes

ACTIVITIES

DELIVERABLE

DURATION

WEIGHT %

Meeting with key stakeholders

Inception report

1 day

15%

Development of a working dashboard meeting the functional requirements as outlined above

Technical Report

22 days

40%

Presentation of system to stakeholders

Technical report

3 days

System reconfiguration

Technical Report

5 days

15%

Development of Technical and User Manuals

User Manuals

5 days

The comprehensive dashboard/final report to be presented to MOHCC Top Management.

Final draft evaluation report

1 day

15%

Training of Users

Training report

3 days

15%

Documentation

Documentation will include sufficient and detailed documentation for a general laboratory user as well as necessary details for the specialty laboratories as appropriate. The specific documentation guides shall be provided to cover the needs of the following users.

Installation and Administration

The installation guide shall be detailed enough to provide system’s administrators with all of the information necessary to install and bring the application live in a production environment. The documentation shall list all utilities and tools necessary for the proper administration of the system. These tools shall cover management and administration of the system database, the user interface, and any auxiliary programs integrated into the delivered system.

User Guide

Laboratory User documentation shall be sufficient and detailed enough to allow different levels of lab users to perform their functions without having to rely overly much on external support.

System Operator Documentation

This portion of the document is intended for those people who are running the system. It shall include direction for operating the various hardware components, operating the software and, recognizing and correcting problems.

This consists of, but not limited to, the following

Software and system operating direction

Hardware operating direction

Timelines for the deliverables/outputs

The work will be performed over a period of 90 working days spread over 3-4 months

E. Institutional Arrangement

The IT LIMS Coordinator will review output and confirm acceptance, directly supervise the Contractor, to whom the consultant will be directly responsible, reporting to, seeking approval/acceptance of outputProgress report will be presented at the end of each milestone. There is an option for presenting the report virtually depending on circumstances.The contractor is expected to liaise/interact/collaborate with IT LIMS Team through the IT Coordinator during performance of the work for technical guidance

F. Duration of the Work

The work will be performed over a period of 40 working days spread.MOHCC will is expected to review outputs, give comments, certify approval/acceptance of outputs, etc. with 2 weeks.

G. Duty Station

Training will be conducted at a venue to be determined by MOHCC

Competencies

Professionalism:

Demonstrates professional competence and mastery of subject matter;

Good research, analytical and problem-solving skills;

Conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Communication:

Excellent and effective written and oral skills; ability to persuade people with varying points of view and to present information in a concise and accurate manner, ability to clearly communicate links between the organizations.

Planning and Organizing:

Proven ability to plan, coordinate and monitor own work and that of others;

Ability to work under pressure and uses time efficiently;

Identifies priority activities and assignments, adjust priorities as required.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals;

Solicits input by valuing ideas and expertise of others and is willing to learn from others

LANGUAGE:

Fluent in English Scope of Price Proposal and Schedule of Payments Lump Sum Amount is the preferred approach. The Lump Sum Amount must be “all-inclusive”.Clearly state that the contract price is fixed regardless of changes in the cost components.

J. Recommended Presentation of Offer

For purposes of generating Offers whose contents are uniformly presented and to facilitate their comparative analysis, it is best to recommend the preferred contents and presentation of the Offer to be submitted, as well as the format/sequencing of their presentation. The following documents may be requested:

Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;Brief description of why the individual considers him/herself as the most suitable for the assignment, and a methodology, if applicable, on how they will approach and complete the assignment. A methodology is recommended for intellectual services, but may be omitted for support services [Note: this is optional for support services]; Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

K. Criteria for Selection of the Best Offer

CRITERIA

WEIGHT

MAXIMUM POINTS

TECHNICAL

70%

70

The prospective consultant should have a degree in Computer Science or Information Systems, or equivalent. Knowledge of health information systems is an added advantage.

15%

15

Proven knowledge of Database versioning, java, jasper reports, angular JS

10%

10

At least 6 years Professional Experience in the area of specialization

20%

20

Should be well versed in the Zimbabwe health delivery system. Consultant should have appreciation of health information systems

10%

10

Proven record of developing a working information system

15%

15

FINANCIAL

30%

30

 

Required Skills and Experience

The individuals desirous of quoting for the work should make an expression of interest by submitting the required documents and information listed below

The relevant individual should have a degree in Computer Science, Information Systems or any related fieldProven Knowledge and the use of the following tools is a must: Database versioning, java, jasper reports, angular JSKnowledge of health information systems is an added advantageAt least 6 years working experienceProven experience in developing working system (provide references)The individual selected should be a local