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DHIS2 Consultant for OVC Database Platform in Malawi

Date Posted: Oct 17, 2020

Job Description

The Bantwana Initiative of World Education Inc. (WEI/Bantwana) is seeking consultant(s) to create an OVC tracker database on DHIS2 for the Ana Patsogolo Activity (APA) in Malawi. 

The goal of APA is to prevent new HIV infection and reduce vulnerability among orphans and vulnerable children (OVC) and adolescent girls and young women (AGWY) in eight high HIV burden districts in Malawi’s southern region. (Blantyre, Chikwawa, Machinga, Mangochi, Mulanje, Phalombe, Thyolo, and Zomba). To achieve this goal, APA will ensure at risk children and adolescents are tested for HIV, facilitate linkage to care and treatment through case management, and deliver evidence-based HIV and GBV prevention programming. APA will also scale up DREAMS programming in Blantyre, Zomba, and Machinga districts with expanded social asset building, gender-based violence prevention, economic strengthening, and employment opportunities for adolescent girls and young women. The APA consortium is led by the WEI/Bantwana in partnership with five Malawian organizations: The Diocese of Chikwawa; GAIA/Malawi; GLOHOMO, MACRO, and YONECO.

Purpose and objectives:

The purpose of the assignment is to create an OVC tracker database on DHIS2 for the APA program. To enable hosts and users to interface with an M&E OVC platform that will enable them to add projects, monitor project implementation, track progress and data collection, share trends, provide an interactive Dashboard, GIS and data management and generate reports across 8 districts managed by 5 Ana Patsogolo Activity (APA) partners in southern Malawi.  The consultant will be required to write programming code, to create software, web applications, and other database processes. It is expected that the consultant will build enough APA local capacity to enable them to continue to customize and troubleshoot.

The stages and estimated timeframes of the assignment are listed below


Estimated Timeframe

1.      Initial Analysis

Must begin work early November 2020

2.      System Design and Development

Must be completed by January 2021

3.      Testing and Refinement

4.      Deployment

The system must be live by January 2021

5.      Staff Training and Capacity Building

6.      Technical Support

1 month (spread out  between February – September 2021)


  1. Initial Analysis

The consultant will conduct a detailed analysis of APA data and reporting needs for MERS indicators, USAID custom indicators, and project custom indicators.  This will include reviewing and analysing data collection forms (i.e. enrolment forms, risk assessment forms, service monitoring forms, case updates, and graduation benchmarks).  Based on this analysis, the consultant will produce a strategy document that details the suggested system requirements (i.e. online/offline data entry, user structure and roles, etc…).

  1. System Design and Development

Based on the above analysis, the consultant will model and build out the structure of the database which will include:

  • Customize the open-source DHIS2 M&E platform and align it to APA’s OVC processes and procedures.
  • Configure the hierarchy of APA by its partners, districts, health facility and all other level of intervention.
  • Code the data elements and indicators for interoperability purpose, and translations;
  • Configure security controls on the server, secure domain, and backup utilities, server monitoring tools on the server
  • Customize all the APA OVC data collection tools into the DHIS2 database
  • Design data entry forms and customize the database with the country determined data elements, indicators, organization units, user roles;
  • Develop dashboards with frequently used favourites and standard reports based on the user-determined information products;
  • Configure the GIS module to visualize the progress of activities and trends of different project interventions across units on GIS maps.
  • Develop a data import module in DHIS 2 for the existing Excel database;
  • Set quality assurance parameters (e.g., approval and acceptance of data) and data validation rules;
  • Develop an automated program for reports and dashboards, with the possibility of linking to the data reporting tool in Excel;
  • Determine and develop various types of reporting content, formats, and frequency based on indicator plan and donor requirements.
  • Configure the data visualizer for the database to generate the required reports.
  • Configure mobile (light and smartphone) data entry modules to ensure data entry via mobile devices.
  • Configure SMS reminders as required.
  • Configure the user rights module which can later be used to assign the access of database to the users as per their role in the organization.
  • Configure the data administration module to ensure the proper administration of the database.
  1. Testing and Refinement

Vulnerability testing of all software code must be performed before going live. The consultant will ensure that all features of the designed database are tested and refined to ensure maximum performance and optimal usability. This will include user based testing of the system in multiple iterations (as necessary) to ensure functionality optimal database performance.  All features should be tested from data entry to report and dashboards outputs.  Additionally, all user types should be testing the system for functionality. A comprehensive back-up system must be included in the end product, such that data resources are secure and replicated at regular intervals. This will also include developing a user manual detailing definitions and “how-to’s” for each user type, including a specific module for administrators

  1. Deployment

The consultant will deploy the system by “going live” ensuring that all users are able to login and access / use the database. The consultant will provide assistance during the deployment including any further tweaking for maximum performance (as necessary).

  1. Staff Training and Capacity Building

The consultant will train and mentor key staff to properly develop, use, update and make changes to the database system. The consultant will ensure that all staff are able to navigate the system with the User Manual.  This includes:

  • Develop training materials for the core team
  • Deliver training on customization, system management, and administration;
  • Build the capacity of the APA M&E and IT staff on development/customization, e.g., warehousing; as well as assisting in the development of client-based data systems, particularly at the community level, using DHIS2 tracker application
  1. Technical Support

The consultant will provide continual technical assistance after the initial deployment stages and in the future where necessary as per a maintenance plan that will be developed after deployment. This will include continual tweaks where necessary, and “on-demand” problem solving when there is an issue with the system, including: 

  • Enable OVC data analysis, troubleshooting, legacy data import and transition and user training
  • Maintain and implement data storage and repository systems including through cleaning, updating and user training in readiness for ultimate hand-over to APA

Additional Requirements

  • Source Code/Design: Complete source code, design of the final application and database will be the property of WEI/Bantwana. The consultant will hand over all required materials to WEI/Bantwana.
  • Ownership and intellectual property: WEI/Bantwana shall acquire the ownership of all assignment deliverables in their tangible form (both hard and soft copies, including the customized source code) and the right to use them as required. The deliverables in any circumstances should not be published or used by the consultant without the permission of WEI/Bantwana.
  • Confidentiality: Due to the sensitivity of programming, the Consultant must sign a confidentiality agreement.

How to apply:
Any individual consultant or a firm with practical DHIS2 implementation experience should submit a Technical Proposal (max 12 pages excluding attachments/appendices) and a Detailed Budget.

The technical proposal must include the following points:

  • A description of your experience developing the DHIS2 platform/company background (including CVs of proposed consultants and lead consultant to work on this)
  • A complete list of references of clients that the consultant has worked with on a similar assignment 
  • A description of your proposed method for completing the project, including planning sessions, an outline of the key steps, and the sequence of the work
  • Clear and detailed timeframe to complete the tasks. It should be clearly identified as to when WEI/Bantwana can expect to see the progress of individual deliverables within this timeframe (please use a Gantt Chart and organize by the stages in the table above)
  • Clear linkages to indicators and sample desired data visualization examples. You can request a copy of the indicators and data visualization example via email at XXXX@XXXXX. 
  • 1-2 examples of databases that have previously been designed/implemented
  • Any other comment you care to provide

Required qualifications of lead consultant(s):

  • Degree in social science, statistics, international development; experience or background in epidemiology, public health, health information management, biostatistics or a related discipline
  • Demonstrated experience in database design, development, and follow-up support, preferably in DHIS2
  • Demonstrated experience working in complex environments and tailoring technological solutions to a specific project
  • Malawian nationals and Malawi based consulting firms strongly urged to apply

Criteria for Evaluation of Responses: WEI/Bantwana will evaluate the responses to this based on the consultants’ or firms’ ability to provide a general overview of the services you or your organization provided in the past including number of years in the business, number of relevant professional consultancies, and experience of working with clients on a similar assignment, preferably in DHIS2. Both the submitted technical and financial proposal will be evaluated.

DEADLINE: Applications must be received by 2nd of November, 2020

Submit applications to this email address:

Skills Required

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