Medicos del Mundo - Лікарі світу шукає Consultant on development of DATA COLLECTION TOOL.

Medicos del Mundo is an international network of humanitarian organizations. MdM’s mission in Ukraine provides emergency medical care to the conflict-affected population in Donetsk and Luhansk oblast. It also advocates to achieve access to healthcare services for the most vulnerable. Ukrainian mission shares information with the headquarters, international and local partners, donors and is accountable to the beneficiary populations, the data is used for evidence-based advocacy; quality improvements of the interventions. 

DELIVERABLES

• To analyse the previous data collection tool and users’ experience.
• To develop list of technical suggestions for the new soft.
• To develop a new data collection tool, which includes:
• a new form for patient’s/client’s file completion,
• a soft for creating/editing surveys,
• a database with instruments of the data management - disaggregation to compile varying strata, quality control,
• soft for automatic snapshot and data dynamics visualization.
• To test the new soft with ultimate users.
• To train all the staff concerned for an appropriate usage of the software.
• To create users’ manuals to be handed over to new staff members.
• To ensure stabile technical support of this software.

PRESENTATION

• Preliminary presentation of the demo version for all staff concerned.
• Final presentation with amendments and training for the staff concerned.

CRITERIA 

Interface should be in Ukrainian\English in the same tool.

Form for patient’s\client’s file completion:

• It should be possible to capture the data online and offline.
• It should be possible to zoom the screen during data capturing.
• It should be user-friendly to enable retrieving patients’ history by the unique code.
• Consent to the use of personal data should be entered once in a form, which hides automatically.

For MHPSS staff:

• Actions - individual consultations should be broken down by types brief intervention/individual counselling/Self-help+ /Problem management+ with different surveys included.
• Subjective wellbeing measurement should pop up automatically as scheduled, with possibility to remove.
• The client’s form should be duplicated as technical form with the more descriptive sections on patient’s history with preidentified access limited to the psychologist leading the case and MH Technical Lead and MHCo.
• The data review option to retrieve the client history of each specific patient.

For medical staff:

• Consent for manipulations/examination should pop up automatically, with possibility to remove.
• Sharing the results of surveys to the other members’ reporting system: The Washington Group Questionnaire: is to be filled by only 1 MU member who meets the patient first and collected data should be automatically uploaded into the reporting systems of the remaining team members.
• Setting the schedule of surveys: refilling of the questionnaire only once quarter.
• Canceling defined questions and forms: e.g. questions regarding psychological problems for medical staff.
• ICPC-2, actions, medicines drop-down lists, multiple choice and quick search.
• Entering information about measuring and test results in the format “Required” and “Additional” with the possibility to set measurement units and required data format.
• Automatic sampling by given criteria to complete surveys ad hoc.

Soft for creating/editing surveys

• Creating any tools for survey/assessment.
• Edit/preview/test/share every survey.
• Download data in Excel, in duplicated forms with different criteria.
• Creating forms with multiple choice within drop-down lists, quick search, with text, entered beforehand (e.g. units of measure).
• Possibility to set data entrance quality criteria (e.g. range), data format, mandatory/not mandatory status of the form, the expiration time, pop up forms with or without possibility to skip.
• Possibility to grant the access to limited data/surveys to different contributors.

Database with instruments of the data management

• Integrated database should be based on all the existing databases;
• Storage of database and backup in reliable servers;
• Search for the necessary information by filters\criteria;
• Impose the user’s hierarchy and data access levels management; internal data audit;
• Set and regulate the type and amount of data collected;
• Password protection of all beneficiary data and access levels
• Prevention of duplication and double counting in database, emerging of the outliers;
• Possibility to integrate different enumerators;
• Possibility to split enumerators to avoid duplication;
• Possibility to link enumerators to indicator tracking tool;
• Automatic calculation of data at specified parameters for varying strata;
• Accumulation and subsequent use of the analysed statistical information;
• Formation of templates of analytical and statistical reporting;
• Filling the templates by linking formulas and enumerators.
• The ability to automatically generate a report for a day / week / month / year;
• Setting the breakdown by default and by criteria.
• Integrate the separate survey and base for complaint and feedback mechanism.

Soft for automatic snapshot and data dynamics visualization

• Snapshots should be visualized automatically in graphs, maps,
• Dynamics should be visualized automatically in graphs, maps,
• Consolidated tables should be displayed disaggregated on the given criteria (age, gender, vulnerability, diagnosis etc.). As for ease of the reporting the strata criteria should be editable.
• Prepared visualizations should be compatible to the MS Office package.

TIMETABLE

Timetable is a subject for negotiations with supplier. Tentative deadline is 3 months after contracting. The activity scheduled is liable to be modified at any time.

SECURITY

Specify any security procedures which will apply

STEERING AND REPORTING-BACK/PROGRESS REPORTS

Key personal involved are:

MdM Spain desk officer for Ukraine,

MdM Focal person in Ukraine,

MdM staff in Ukraine,

MdM HQ staff, WHO. 

PROFILE REQUIRED

APPLICATION PACK

Consultants invited to apply will be provided with a full application pack of 10 to 15 pages maximum, comprising the following elements accessible at this e-mail address: [email protected] and specifically headed ‘Data collection tool’:

Technical proposal should include:

• Understanding of the Terms of Reference
• Technical approach developed and detailed methodology
• Composition of the team, division of responsibilities between its members, CVs submitted and availability of members
• Provisional timetable for the data collection tool
• References from two similar previous assignments
• A sworn statement as to the absence of any conflict of interest

Financial proposal including:

• Total budget including all tax and incorporating a budget break-down.

Final date for submission of applications: 30/05 /2020, 9 am local time, Kyiv.

Full version of the Terms of Reference is available on request at this e-mail: [email protected]