Terms of Reference for the Digital Health Systems.

Terms of Reference for the digital health systems.

About Us.

Action Against Hunger (ACF), a humanitarian and development leader combating hunger, has served Somalia for three decades. Action Against Hunger provides lifesaving malnutrition treatment, creates innovative solutions to hunger, and partners with communities to foster resilience and lasting change. Our Multisectoral hunger prevention programs increase access to water, sanitation, and hygiene, strengthen health systems, improve livelihoods, and empower women. In Somalia, we have been on the frontlines of treating and preventing malnutrition for three decades. We respond to humanitarian crises, meeting the urgent humanitarian and development needs of the most vulnerable sections across the country in the three main sectors of health and nutrition, WASH and Food Security and Livelihoods.

Action Against Hunger has been operational in Somalia for more than 30 years, with operational presence in Banadir, Lower Shabelle, Bakool, Bay, and Nugaal regions with recent expansion to Hiraan, Middle Shabelle, Gedo, Lower Juba and Sool regions. In Somalia, we have been implementing both humanitarian and development programming through Integrated Health, Nutrition, WASH, Food Security, Livelihoods and Resilience projects. Through the years, we have garnered lessons through our interactions with stakeholders (including Communities), reinvented our approaches, brought on board innovative approaches to save lives, and left no one behind.

Background  

Action Against Hunger jointly with The Ministry of Health (MoH) of the Southwest State of Somalia is committed to strengthening the health system to improve service delivery across the region. A critical aspect of this effort is the enhancement of the digital health system to create accountability in service utilization and uptake.

This Terms of Reference (TOR) outlines the requirements for development of digital health system, the digitalization of specific health documents and tools, development of ANC and Immunization messaging system and training relevant staff at state, regional and district level on the use and adoption of the system.

Objectives

1.     Develop a digital data collection system with capacity to collect health, nutrition, and related

data in real-time.

2.     Ensure quality and integrity of the data during the processes of data collection, collation,

transmission, and analysis.

3.     Facilitate efficient and timely data analysis, reporting, and visualization to support evidence based

decision-making.

4.     Enhance coordination and collaboration among partners and key stakeholders

involved in health and nutrition.

5.      Safeguard data privacy and security to protect the confidentiality of beneficiaries and comply with relevant national and international data protection regulations.

Scope of Work

The consultancy covers delivery of the activities defined below in 6 hospitals and 40 health centers in Bay region.

A.    System Development: Develop a user-friendly digital data collection system that is accessible via web or mobile devices, considering the context of humanitarian settings.

·       Ensure the system has offline and online capabilities, with automatic sync when connectivity is restored. The system must include built-in date/time stamps and GPS coordinate stamps for each entry to enhance traceability.

B.    Ensure interoperability with Amazon Web Services (AWS) to support scalable, secure hosting

C.    Develop and roll out electronic medical records systems in supported health facilities for all tools.

D.    Set up the digital application with pre-defined indicators for all HMIS tools.

E.    Support the roll out of the digitalization of immunization and ANC services messaging linked to system. Implement smart visit series tracking logic (e.g., automatic suggestion of Visit 1, Visit 2, etc. within ANC and immunization modules) to reduce manual errors and enhance continuity of care.

F.     Support on developing context appropriate sensitization messages (both voice and text)

G.    Disseminate periodic reminders text and voice for ANC and Immunization service client

H.    Ensure the smooth running of the application at facility level by optimizing system performance to eliminate lag during patient registration and data retrieval, particularly in low-bandwidth, off –grid environments.

I.       Provide technical support on any problems arising with the digital application.

J.      Building capacity of staff on facilities, the digital application is being implemented.

K.    Participate in external meetings with MOH at the state or national level and other partners as needed.

L.     Provide regular on the job support

M.   Integrate DHIS2 with the set up digital platform

N.    Integrate developed system with Pharmaceutical Information Management system (PIMs)

O.    Support the ACF program team developing knowledge and learning materials

P.     Participate in meetings with external project stakeholders

Q.    Identifying arising challenges and suggesting mitigation measures

Derivables

a) User-friendly digital data collection system, including web and mobile interfaces with followingcapabilities

·       Customized data collection tools (forms) for health, nutrition, and related indicators as as EPHS service delivery levels

·       Develop a versatile dashboard on a reliable platform such as Power BI to display end results of data analysis and reporting, with role-based views tailored to different user levels (facility, regional, donor) featuring relevant analytics and visualizations.

·       Capability to generate customized reports targeting different audiences

·       Integrates time and GPS stamps with every report/ entry

·       Has offline capabilities given spotty internet in some hard-to-reach locations

·       Interoperability with other data reporting systems like DHIS2, PIMS.

·       System security (data backup protocols), Interoperability with Amazon web services(AWS)

c) Data security and privacy protocols, including encryption and access controls.

d) Training materials and capacity-building sessions for system users.

e) System support and maintenance plan that include:

·       Schedule of maintenance (including type)

·       Monitoring and evaluation frame

Duration of the Assignment.

The expansion activity is expected to be completed within three months from the commencement date, with the following key milestones:

Month 1:

o   Requirement gathering and system customization.

o   System development, testing and deployment

o   Development of training modules and user manuals.

o   Implementation of user access and permissions.

o   Initial training sessions for regional and district teams.

Month 2 and 3.

o   Full deployment of system.

o   Ongoing training and support.

o   Final review and adjustments based on user feedback.

Skills, Qualifications and Experience

We are looking for a suitable firm with the following skill set and experience to support this assignment.

·       A consultant with at least 5 years’ experience in developing digital solutions for health and nutrition programming in a humanitarian context.

·        Availability of expertise to develop and support the system (programmers, system maintenance, developers, MEAL etc.)

·       Experience in Somalia/ horn of Africa humanitarian context

·       Licensure or MOU with various level of authority to operate in Somalia

·       Experience in the development of digital systems and solutions in fragile contexts.

·       Demonstrated experience in digital solutions at the national level.

·       Ability to lead system development to users’ satisfaction experience in training and capacity building of end users on the system.

·       Ability to travel for extended periods of time in-country to support system roll out and expansion.

·        Willingness to travel to Somalia (if out of the country) and work with Action Against Hunger team and Health facility staff.

Application Process:

The application should include:

                             I.         Technical proposal detailing the methodology, their understanding of the TOR and approach for delivering the assignment including features of proposed system

                           II.          A complete company profile with previous experience on the development of digital health and nutrition systems.

                          III.         Team composition and CVs of key personnel Consultant’s CV

                         IV.         Financial proposal

                           V.         Proof of Similar work done/Demo of a functional system.

                         VI.         Detailed work plan and timelines.

Interested and qualified firms on the Digital Health system should submit their application proposals on or before 28th August 2025 to the following procurement email address procurement@so-actionagainsthunger.org