Terms of Reference for Design and Implementation of ERecruitment Management System - Capacity Building For Results Program

Terms of Reference for Design and Implementation of ERecruitment Management System

Capacity Building for Results Program (CBR) 

Ministry of Finance
Terms of Reference 
Design and Implementation of E-Recruitment Management System 
A. Background
Capacity Building for Results “CBR” is an Afghan led reform and capacity building program, funded through Afghanistan Reconstruction Trust Fund (ARTF) under the Afghan National Budget. The CBR aims to assist the government in improving the capacity and performance of select line ministries in carrying out their mandates and delivering services to the Afghan people through National Priority Programs. This will be achieved through the implementation of specific capacity and institution building programs, which include systematic monitoring of and reporting on results. All line ministries can participate in the CBR, while the level of support is based on results.
The CBR facility has four inter-related components:
  • Technical Assistance Facility for the Preparation and Implementation of Capacity Building Programs: line ministries will lead and be responsible for developing and implementing holistic reform plans, with some targeted TA support.
  • Building Human Capacity: line ministries will receive funding to recruit, pay and manage skilled national staff, which will be part of the line ministry’s civil service. A feature of CBR will be the creation of a senior civil service cadre, along with the training of several hundred management interns, to become future civil service managers.
  • Civil Service Training: custom made public administration management training programs will be developed and offered for civil servants to ensure their have the necessary skills and knowledge to deliver Ministry’s mandate.
  • Project Management, Monitoring and Evaluation: CBR program coordination, evaluation and monitoring will be conducted through two Project Support Units based in the Ministry of Finance and IARCSC which are planned to be integrated into one single Project Management Unit “CBR PMU”. World Bank will facilitate and supervise the delivery of the program as the ARTF administrator.
CBR program is managed jointly by the Ministry of Finance and Independent Administrative Reform and Civil Services Commission and it is regularly supervised by the Steering Committee which is composed of the Minister of Finance, the Chairman of IARCSC and Deputy Director of the Office of Administration of Afghanistan. 
Line Ministries get support from CBR program against their progress on reforms and indicative results. CBR support has three layers of support (Tier 1=Basic, Tier 2= moderate and Tier 3= Comprehensive) considering specific and transparent criteria for each tier to obtain support from CBR. CBR program is coordinated with all current on- budget and off-budget technical assistances, which are being provided to the Line Ministries to improve the synergies and avoid duplication.
Project Support Units (PSUs) in the Ministry of Finance and in the Independent Administrative Reform and Civil Service Commission (IARCSC) work closely to implement the project. MOF CBR PSU takes responsibility for Components 1 & 4 and also has the responsibility for overall management and oversight of the project. IARCSC CBR PSU is responsible for Components 2 & 3. However, it is planned to integrate these PSUs into one single CBR PMU that is responsible for implementing all parts of the Project.
The CBR PMU is responsible for recruitment and deployment of TAs for the Line Ministries, apart from recruiting TAs for the National Procurement Authority (NPA). CBR PMU also recruits other national and international staff required to support PMU functions. 
Human Resources Management Unit of the PMU is responsible for carrying out overall TAs recruitment management of project, to keep accurate record of TAs recruitment, contract management and performance appraisals to have an effective reporting system. The HR unit of the PMU intends to strengthen its functioning in streamlining the whole recruitment, contract management and performance appraisal by developing an e-recruitment management system and has decided to hire the services of a consulting firm for developing the same.
B. Purpose of Assignment 
The services are primarily to establish an effective, transparent, dynamic and accountable e-recruitment management system, a multi-component software tool designed to automate and facilitate the processes involved in finding, attracting, assessing, interviewing and hiring new personnel for the CBR project. The consultancy firm is responsible to design, develop, test, implement and commission the software system, to train the PMU working team in using and maintaining the system based on the developed guidelines and also to provide maintenance support for a period of one year from the date of commissioning. The objective of the assignment is to create a recruitment management system, not only to cover the TA’s recruitment done by the CBR PMU, but also to track and monitor recruitment of all civil servants (done by the Line Ministries) through the CBR project.
C. Scope of Service 
The Consulting firm is required to design, develop and install a secure, scalable, customizable and integrated computerized web based e-recruitment Management System. All the services should be carried out according to rules and regulation of Government of Afghanistan and applicable donor guidelines. 
The scope of services includes all the indispensible services to achieve the objectives described above, and the consultancy firm should not execute the tasks less than the below detailed:
  • Conduct assessment of existing recruitment functionalities, procedures, and systems of PMU
  • Collect information from PMU on enterable data, required internal control and reporting needs.
  • Design, customize, test and implement a comprehensive and secure e-recruitment management system for PMU, including a module for effective monitoring and tracking of all CBR civil servant recruitments done by the Line Ministries.
  • Do testing for data entry, data retrieval, system controls and report generation
  • Prepare training plan and conduct training sessions for staff of PMU and CBR Line Ministries
  • Develop system training material and operations manual for e-recruitment management and IT Staff ( soft & hard copy)
The consultant firm shall sign a non-disclosure agreement and maintain strict confidentiality on any information accessed from the database or provided by PMU. This condition shall apply even after the end of the contract.
D. Implementation Phases and Schedule 
  • The consultancy firm should perform the aforementioned activities for PMU in different phases. Activities should be carried out as below:
  • Visit and assess PMU recruitment process and procedures; and collect information on enterable data, required internal control and reporting needs. Define with PMU the functionalities of the system (2 week)
  • Assess CBR Line Ministry recruitment process and procedures; collect information on enterable data for designing an effective tracking and monitoring system of CBR civil servant recruitment, define internal controls and reporting needs, in consultation with PMU (2 Week)
  • Submission of an inception report ( 1 week)
  • Develop, test and validate the application user interface, functions, menus, dialog boxes and forms in consultation with PMU (3 weeks)
  • Develop the user management system and database maintenance functionalities with documentation (2 week)
  • Finalize the design of the database and application (2 week)
  • Installation/ implementation and interim test (1 Week)
  • Develop training schedule, Maintenance Plan and Operations Manual (2 week)
  • Conduct Trainings for staffs (1 week)
  • Practical test and database final implementation check (1 week)
  • Go-live ( 2 week)
  • Final overview of activities, review of the database use, user perspectives, issues, suggestions for improvement and sustainability (2 weeks)
  • Post Go-live, Maintenance and 24/7 Technical Support (12 months)
The firm should propose a work plan for the designing, customizing and implementation stages of e-recruitment management system.
E. Specific Mandate and Technical Specifications
The consultancy firm should consider below instructions during implementation and after implementation of e-recruitment database:
  • All applications and software used for the client should be licensed and should be of latest versions; pirated software is not acceptable 
  • The system must be highly user-friendly and efficient and use the latest technology with a minimum required hardware and software 
  • The software solution should be network based
  • The software should have one-year warranty against malfunction and defects from date of technical acceptance
  • Data should be downloadable to Excel Worksheets
  • Proposed solution should follow general Database Management System - DBMS standards
  • Solution should provide friendly digital archive system and adoptable to client IT infrastructure
  • Database should be capable of keeping audit trail of data changes in the database based on user ID and date of changes.
  • Database should be capable to grant certain rights and privileges to the particular users
  • System administrator should be able to add users and define their roles
  • The solution should provide different levels of access to the database: administrator, read, write.
  • The solution should include a log of all changes to the records in the database that can be used as a “restoration table” to undo changes that were made.
  • The system should have suitable back-up and recovery facility
  • Segregation of user and management roles shall be clear defined in the system
  • Event alert management to support forecasting, data analytics, development of indices and planning
  • The system shall have determination of security levels and requirements for detection and prevention of external cyber-attacks
  • Suitable interface for publication of job vacancies in the existing CBR web site
F. Training Approaches
The training approaches shall be as follows:
  • Class room training 
  • On job Training
  • Textual training materials
  • Error Solving trainings/ on e-mail, Skype and phone call services (3 months)
G. Maintenance
The consultancy firm should provide maintenance services for a period of 12 months; the following services should begin from end date of implementation phase: 
  • 24/7 on call services (12 Months)
  • Bi- Weekly visits for correcting technical errors and assistance(12 Months)
  • Updates of PMU and The World Bank forms (if required)
  • On demand updates or upgrades to new version (12 months)
H. Staffing 
The consultancy firm should provide list of its personnel, and it is a must criteria that they should have the following experiences:
  • One Web Developer with six years’ experience in software development for government organizations (preferably knows about HR systems )
  • One International Database Consultant with  10 years’ experience in similar field 
  • One Database Trainer with 5 years of experience in delivering trainings of a specialized database. 
  • One HR Management Specialist with a minimum 5 years of experience
I. Final Products
After implementation phase, below outcomes are expected from the consultancy firm:
  • A fully tested, installed and operational, accurate and cross-browser/platform compatible, search engine optimized Web based E-Recruitment System 
  • All associated images, scripts & other files required for the operation of the system 
  • The practical test of data entry, generating required reports are done, and needed controls exist and are accessible
  • At least three staff of PMU including one Administrator are well trained and trainees are fully able to operate and maintain E-Recruitment Management System. 
  • Training of at least 10 staff of CBR line ministries, in the use of the tracking and monitoring module of the e-recruitment management system 
  • The documents such as Training Manual, Operation Manual and Maintenance Plan are developed and submitted to the PMU (both in soft copy and hard copy)
  • User IDs are created for the specific number staff and the levels of authority, as assigned by PMU Officials, is given to the users
  • Any and all raw development files used in the creation of these deliverables 
J. Required Modules
The specific tasks expected from E-Recruitment Management System are detailed below. 
1. Reporting Module
Various reports are required to be generated from the e-recruitment system based on the project TAs recruitment and CBR Line Ministry civil servant recruitment management that meets the procurement plan, the key ones are as follows:
a) To screen in, all the applications received 
b) To sort applications based on the criteria entered into the web based database
c) Prepare draft and final long list and short list 
d) To register, store and keep the applications for future needs
e) To reply back all applicants with a receipt confirmation 
f) Scheduling of written test and interviews, with due generation of intimation emails / letters
g) To provide various statistical information such as (gender, educational skills, languages, experience, world bank project experience, relevant to job experiences, general experience etc)
h) Prepare draft TER and contract
i) Extract excel and pdf list formatting 
j) Extract graphical, ratio based, statistical information
k) Reports related to contract management
l) Reports related to performance appraisal 
m) Line Ministry CBR civil servant recruitment monitoring and tracking related reports
n) High-level dashboard of the underlying data to allow project management to get a bird’s eye view of the progress
o) Any other reports required and agreed between the consulting firm and PMU during the implementation period.
2. Data Module:
Following modules shall be created in the E-Recruitment Management System for data entry purpose and consequently for reporting:
a) Registration & Storing Applications
b) Entering criteria of the positions and uploading TOR
c) Online application software that enforces input in a valid format for retrieval of relevant data
d) Analytics software to assess and rank applicants
e) Selection for preparation of long list and short list
f) Input for automatic generation of intimation emails to short listed candidates, for written test and interview
g) Entering written test and interview scores
h) Entering required inputs for preparation of draft TER and contract
i) Input of data by CBR Line Ministries for effective tracking and monitoring of CBR civil servant recruitment
j) A user-friendly administrative interface
3. Contract Management Module
The database shall capture the contract particulars of individual TAs and further management of the contracts so captured like contract amendments, modifications, termination and extensions.
4. Performance Appraisal Module
The database shall have provision for documenting the performance appraisals of individual TAs.
K. Prerequisite Survey of IT Infrastructure in PSU, Ministry of Finance
The consultancy firm should conduct a survey of the IT infrastructure of PMU and identify what IT equipment’s are required for successful implementation of e-recruitment system. PMU is in the process of developing and installing a similar database for Financial Management and is in the process of procuring the required hardware and software for the same. The consulting firm shall try to make use of these hardware and software, to the extent possible, in order to avoid redundancy. However, if any additional hardware and software equipment is required for installing the e-recruitment system, the equipment’s’ list shall be included in firm’s proposal. PMU will procurement the required equipment and provide them for the use of the consultant. All equipment will be PMU asset immediately after procurement.
L. Contract Type of the Consultancy 
The services, designing and implementing a standard E-Recruitment web based system is clear and specified, thus Ministry of Finance proposes a Lump Sum Contract for this assignment. The deliverable and modules are well established to make sure the consultancy services are provided according to PMU needs.
M. Evaluation Criteria 
The evaluation committee will select a consulting firm based on the combination of the following factors: 
a) Qualification and experience. 
b) Track record of successful completion of past similar assignments. 
c) Willingness and flexibility to work within the required deadline.
N. Reporting and ownership:
a) The draft reports (inception and final reports) and other documents like user manual, maintenance manual etc. shall be submitted to the Project Manager, PMU for review, feedback and recommendations. 
b) The final reports and documents shall have the revision and recommendations incorporated.
c) The consultant shall submit three copies of each of the above reports to the Project Manager and also soft copies in CDs (2 CDs). 
d) All primary data collected in printed and electronic form should be submitted to the PMU along with the final report. 
e) The reports will be accepted subject to the approval by the Project Manager
f) PMU will be the absolute owner of the software and will have copyright ownership and the agency shall not replicate or reproduce or use any software developed or datasets used for this assignment without the consent of the owner.
O. Data, Services and Facilities to be provided by the client
a) Facilitate participation of key PMU staff in pre-design, design and implementation meetings
b) Office facilities, internet, required computer hardware etc required for performing installation and commissioning of the database
c) PMU shall make available all documents, data that may be required for the success of the Consultancy
P. Institutional & Implementation Arrangements
The consulting firm will closely work with and report to the Sr. HR Specialist of PMU (Ministry of Finance), for execution of this consultancy. The firm will carry out the implementation of the assignment as advised by the Sr. HR Specialist.