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Terms Of Reference – Development Of Corporate Knowledge Management And Learning Platform Consultancy tendering at Participatory Ecological Land Use Management. | Apply Now

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Expression of Interest

Participatory Ecological Land Use Management (PELUM) Uganda

Deadline:

Friday, August 2, 2024

About the Organisation (Buyer)

To enhance the effectiveness of member organisations to empower their affiliate smallholder farming communities in practicing agroecology through capacity building, research and innovation, networking, advocacy for equitable improvement in their livelihoods.

Learn More about this Organisation

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Subject of Procurement

Terms Of Reference – Development Of Corporate Knowledge Management And Learning Platform Consultancy tendering at Participatory Ecological Land Use Management.

Tender Details

Terms Of Reference – Development Of Corporate Knowledge Management And Learning Platform Consultancy tendering at Participatory Ecological Land Use Management.

TENDER DETAILS:

Terms Of Reference – Development Of Corporate Knowledge Management And Learning Platform Consultancy

Introduction

As part of a strong Regional Network of over 220 civil Society organizations spread out in 12 countries in East, Central and Southern Africa, PELUM Uganda works to improve the livelihoods of small holder farmers and the sustainability of farming communities by fostering ecological land use management. Since 1995, PELUM Uganda has been sharing skills and knowledge about ecological Land use practices and techniques working with a broad network of likeminded organizations; undertaking research and demonstration projects and advocating for policies that better support smallholder farmers with a vision of empowering communities in Uganda to sustainably utilize their natural resources.

PELUM Uganda and the RiD Project.

PELUM Uganda together with other consortium leads (Oxfam Novib and CIRAD) secured a 5-year (2024-2028) funding from the Norwegian Agency for Development Cooperation (NORAD), Department of Climate Change and Environment on the project entitled Rooted in Diversity (RiD): Partnerships for Food Security and Livelihoods The project was co-designed by farmer associations, civil society organizations (CSOs), and agricultural research organizations and will be implemented in Malawi, Niger and Uganda targeting 30,000 households, under the leadership of PELUM Uganda.

The project is intended to enhance local knowledge, skills and capacities of small-scale food producers to improve food production and consumption in highly variable and poorly predictable agroecologies premised on the understanding that agrobiodiversity is the best way to promote food and nutrition security and adapt to the unpredictable weather conditions. The project will also work towards positively impacting systemic change towards appreciation of the roles of small-scale food producers and their organizations in combating food insecurity in the context of climate change by challenging power structures and relationships that underlie policies and practices around seed and food systems through sharing proven methodologies, previous experiences and linkages, documentation of learning processes and successful approaches for policy advice towards agrobiodiversity, seed and farmer’s rights.

The project focus and impact areas include; Local biodiversity management intended to build research agendas and capacities on participatory plant breeding while improving food storage and stimulating demand for marketing, Local value chains of agrobiodiverse products through dissemination of high quality seed of locally adapted varieties and support local value chains for agrobiodiverse products for stronger market linkages and access for farmer organizations; Innovative Farmer-researcher partnerships to build new ways of farmer-researcher collaboration for increased seed and food systems research and Collaborative environment for policy change to influence policy reforms through evidence based advocacy.

The project will be implemented in arid and semi-arid zones across Niger (Maradi, Dosso and Tillaberi regions), Malawi (Dowa and Nkhotakota districts) and Uganda (Pader, Gulu, Serere, Katakwi, Lamwo and 2 Amuria districts) due the similar agroecosystems and crops, vulnerability to climate shocks largely increased by reliance on subsistence agriculture.

Knowledge management is an essential and integral element of project planning, implementation, learning and reporting among the project partners and wider stakeholders. As such, PELUM Uganda is seeking services of a highly reputable firms/ individual consultants to develop a Knowledge Management and Learning (KML) Platform housed at the Country Secretariat that will be used across all the Project Partners. The KML platform will be customizable and adaptable to the Project Monitoring, Evaluation, and Learning (MEL) plan and the Knowledge Management and Learning Strategy. It will standardize and streamline processes for the identification, collection, storage, sharing, learning, and application of knowledge on the project as well as at the PELUM Uganda Country Secretariat. It will provide an interactive knowledge-sharing and learning component and a knowledge base to support the publication of knowledge products. This platform will support evidence generation and use by enhancing accessibility to knowledge thus supporting the decision-making process and contributing to transparency and accountability for the RiD project.

Objective of the assignment

The main objective of the consultancy is to establish a knowledge management and learning platform using web development technologies or frameworks that are aligned to the knowledge management systems and frameworks of Rooted in Diversity project as well as PELUM Uganda processes and procedures.

Scope of Work

The firm/ individual consultant will work to implement the following components:

Component 1: Develop a Corporate Knowledge and Learning Repository

Develop a corporate Knowledge and Learning platform to document knowledge products.
Integrate the platform with Microsoft Dynamics365 Enterprise Resource Planning (ERP) system and Monitoring, Evaluation and Learning portal to pull relevant knowledge products into the platform using web services for analysis and producing necessary reports.
Configure the hierarchy of all RiD Implementing Partners and level of intervention on the project.
Set up a taxonomy of knowledge products allowing cataloging, classification, indexing, and search functionality.
Set up a bibliometric dashboard of the Center-wide publication repositories.
Allow for metadata and tagging of knowledge products thereby showing relationships between different publications in the repository.
Set up an enterprise searching facility to allow retrieval of knowledge products by author, Subject, Year, Donor, Theme, publisher, or keyword. Also, allow users to browse through collections and communities. Search should also allow for in-document OCR findability.
Allow for publication of all formats of knowledge products (pdf, word, video, audio, ppts etc.) and support audio and video playback.
Define access levels for partners on the project according to their roles.
Develop dashboards with frequently used favorites and standard reports based on the user determined knowledge products.
High scalability and performance and support storage of huge volumes of data.

Component 2: Knowledge Sharing and Learning Platform

Support the creation of communities (project management Unit, steering committees, country implementation teams, technical working groups etc.), collaborations and define levels of access for discussions and brainstorming.
Allow for conversation, learning, knowledge sharing, content creation, and publication through
documentation of wikis, enhanced chat functionality, forums, and tasks.
Support file upload, storage, and sharing allowing for workflow features and editing features for uploaded documents.
Enhanced gamification and rewards report and issued rewards based on knowledge sharing, learning, support, and innovation.
Robust search and discovery capability allowing users to search and retrieve content through advanced filters.
Provide a corporate Subject Matter Expert Locator Directory, with profiles of experts and modes of interaction.
Provide a database listing all RiD project collaborators plus a complete profile and allow for connection (add colleagues to their list of connections).
Provide a mobile application feature for the platform.
Allow for import/export of bulk data
Set up performance-tracking modules to assess the uptake, usage, and impact and suggest areas of improvement.
Provide analytics metrics to monitor the number, utilization, searches, and usage of knowledge
and learning history. Should provide components for metrics analysis behavior and decisionmaking components.

Component 3: Integration of the AI for knowledge base management

AI-Enhanced Search Functionality: Set up a search module integrated with AI algorithms to enable intelligent search across the knowledge repository.
Content Classification and Tagging: Develop an AI-powered content classification and tagging
system to automatically categorize and tag knowledge products.
AI-Driven Recommendation Engine: Design and implement an AI-driven recommendation engine that suggests relevant knowledge resources to users based on their profiles, preferences, and usage patterns.
Chatbot or Virtual Assistant: Develop an AI-powered chatbot or virtual assistant that can provide instant support, answer queries, and assist users in navigating the platform.
Natural Language Generation (NLG) for Summaries: Implement NLG capabilities to automatically generate summaries or abstracts of knowledge products.
Sentiment Analysis and Feedback: Integrate sentiment analysis capabilities to gather user feedback on knowledge resources and evaluate user satisfaction.
Adaptive Learning and Personalization: Implement AI algorithms that analyze user behavior and learning patterns to offer personalized learning experiences. Develop amodule that tracks user progress, adapts content recommendations, and provides targeted interventions based on individual needs.
Analytics and Insights: Develop an analytics module powered by AI to provide detailed insights into platform usage, knowledge consumption, and user behavior. Develop visualizations and reports that showcase key analytics metrics and insights derived from AI analysis.

Key Tasks

Set up live and test instances – configure security controls on the server, secure domain, and backup utilities, server monitoring tools on the server.
Customize all the related RiD Project data collection tools into the custom database through mobile technologies/frameworks.
Develop an automated program for reports and dashboards.
Determine and develop various types of reporting content, formats, and frequency based on indicator plans and donor requirements.
Configure the data visualizer for the database to generate the required reports.
Configure SMS reminders and update notifications.
Configure the user rights module which can later be used to assign access of the database to the users as per their role in the organization.
Configure the data administration module to ensure the proper administration of the database.
Develop training materials for the core team and also train the core team on customization, system management, and administration.
Develop a User Manual and training materials for the core team and also train the core team on customization, system management, and administration.
Develop the Source Code document for the core team and also train the core team on customization, system management, and administration.

OTHER REQUIREMENTS FROM THE CONSULTANT

1. Testing and security

Vulnerability testing of all software code must be performed before going live. A comprehensive backup system must be included in the end product, such that data resources are secure and replicated at regular intervals.

2. Review and testing

Facilitate alpha-testing with the RiD Project M&E system??
Conduct beta-testing with a group of RiD project technical staff and experts (including breeders) to assess the user- experience and improve the concept.
If needed, send complex issues back to step 2 in order to be assessed in future sprints.

3. Hosting options

Explore and present feasible and reliable hosting options. Support PELUM Uganda to host the database on one of the selected hosting solutions.

4. Staff training and capacity building

Train and mentor key staff to properly develop, use, update, and make changes to the database system with the help of the User Manual and Source code documents.
Complete source code, design of the final application, and database will be the property of PELUM Uganda. The consultant will hand over all required materials to PELUM Uganda.

5. Confidentiality

Due to the sensitivity of programming, the Consultant must sign a confidentiality agreement.
Ownership and Intellectual Property
PELUM Uganda shall acquire the ownership (on behalf of the consortium members) 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 PELUM Uganda.

REQUIRED QUALIFICATIONS AND EXPERIENCE

A Master’s degree in related disciplines e.g. Software Engineering, Computer Science, Information
science, Computer Engineering, Information Systems or any relevant field. Understanding knowledge management and learning tools is an added advantage.
Proven work experience as a Data/System Analyst and Developer including use of web-enabled systems.
Strong experience in Software Development (i.e. web development in JS, PHP, and HTML); MS SQL development, 5 years (Preferred), Production Support, 3 years (Preferred), Azure DB, 2 years (Preferred), Stored Procedures, 5 years (Preferred).
Proven skills in writing SQL code, designing new systems, understanding front-end- users’ requirements and having a problem-solving attitude.
Experience with major enterprise database programs, such as Microsoft SQL Server Integration Services, Postgres, and NoSQL databases. Net Framework, JavaScript, HTML, PHP, and Oracle.
Knowledge and understanding of object-oriented programming using any scripting language frameworks or at least one of the .NET languages (e.g. C#, Visual Basic.NET MVC and understanding of its entity frameworks) and HTML5/CSS3.
Hands-on experience with architecture styles/APIs (REST, RPC).
Ability to create web pages to show online reports to application users using pivot reports, detailed data pages, grid views, and tables.
Experience with jQuery to bring dynamic behavior to the web page and also perform AJAX calls to the MVC controllers.
Understanding of agile methodologies.
Excellent skills in debugging and troubleshooting user sessions and solving bugs.
Ability to analyze and critique requirements and make recommendations on possible solution designs.
Ability to create complex functions, scripts, stored procedures, and triggers to support application development.
Ability to complete work independently, incorporate client feedback, and deliver on time.
Experience in training facilitation, mentoring and capacity development.
Good oral and written communication skills, including presentations.
Prior experience in development of an information management system for humanitarian organization will be an added advantage.

Deliverables

PELUM Uganda expects the consultant to complete and submit the following deliverables:
A comprehensive strategy along with the work plan at the start of the consultancy indicating the major milestones for the completion of the assignment.
Report of the requirement specifications including the knowledge repository and knowledge sharing and learning platforms components.
Complete structure of database containing the knowledge repository component asset store and the knowledge sharing and learning tools.
Configured user modules for the knowledge sharing and learning component and knowledge repository component.
A mobile application with a knowledge repository component and knowledge sharing and learning component.
Reporting modules.
Custom platform database testing and deployment plan, including hosting options both on PELUM Uganda servers or other hosting options.
Initial maintenance plan after final deployment.
AI-Enhanced search functionality.
Content classification and tagging system.
AI-Driven recommendation engine
Chatbot or virtual assistant.
Natural language generation for summaries.
Sentiment analysis and feedback module.
Adaptive learning and personalization features
Analytics and insights module
Training plan for staff users.
Final presentation/workshop for relevant staff.
Completed User Manual for the database system.

Technical Proposal

PELUM Uganda expects not more than 15 pages of a technical proposal that must include the following points:
A description of your experience customizing and deploying knowledge sharing and learning platforms and knowledge repositories.
A description of your proposed method for completing the project, including planning sessions, the outline of the key steps and the sequence of the work,
A clear and detailed timeframe to complete the tasks, with an indication of timelines against individual deliverables.
A detailed description of integration with Microsoft Dynamics 365 through Data web services to allow the custom platform to fetch project-related data for analysis and producing necessary reports.
A complete list of references of clients with demo links to previous work that the consultant has worked with on a similar assignment.

Application procedure

Applications should be sent via email to pelumuganda@pelumuganda.org , procurement@pelumuganda.org and copied to josephineakia@pelumuganda.org . The Deadline for submission is 2nd August 2024 at 05:00pm EAT.

Please Note: Only short-listed applicants will be contacted. Cover letters should be addressed to:

The Country Coordinator

Participatory Ecological Land Use Management

Plot 37/37A, Martyrs Way Ntinda, Kampala

P.O. Box 35804, Kampala, Uganda

PELUM Uganda is an equal opportunities employer, all qualified candidates are encouraged to apply irrespective of gender, race, religious affiliation, ethnic background or physical abilities.