TERMS OF REFERENCE

Consultancy for the Design, Development, and Deployment of an Educational Material Tracking Application, Dashboard, and Data Pipeline for Education Material Distribution Monitoring

Issued by:

SAVE THE CHILDREN INTERNATIONAL

In Collaboration with:

Ministry of Education, Culture and Higher Education (MOECHE)
Federal Member States (FMS)

PROJECT SUMMARY

Project Element

Details

Project Title

Consultancy for the Design, Development, and Deployment of an educational material Tracking Application, Dashboard, and Data Pipeline for Education Material Distribution Monitoring

Commissioning Organization

Save the Children

Implementing Partners

Ministry of Education, Culture and Higher Education (MOECHE).  Federal Member States (FMS)

Project Location

Somalia (Multiple FMS locations)

Project Duration

4 Months (120 Working Days)

Contract Type

Fixed-Price Consultancy Contract

Target Beneficiaries

Save the Children Program Staff, MOECHE Officials and Staff, FMS Education Authorities, Warehouse Managers, School Administrators, Students (indirect beneficiaries)

Main Objective

Design, develop, and deploy a comprehensive ICT-enabled school material Tracking System to digitize and modernize education material distribution monitoring, ensuring transparency, efficiency, and accountability from central warehouses to schools and students

Key Deliverables

Requirements Analysis and Technical Design, Android Mobile Application (offline-enabled, QR/barcode scanning), Secure Data Pipeline and Backend Infrastructure, Web-based Dashboard and Analytics Platform, Training Materials and Capacity Building, Pilot Implementation and Full Deployment, Complete Documentation and Source Code Handover

Core System Features

Offline-first mobile application for tablets, QR code and barcode scanning capability, Real-time inventory tracking and management, Secure data synchronization and storage, Web dashboard with visualization and reporting, Alert systems for stock levels and delays, Bilingual interface (English and Somali), Role-based access control and security

Expected Outcomes

Digitized tracking of textbooks and learning materials, Real-time visibility of distribution status, Enhanced transparency and accountability, Reduced material losses and delays, Improved data-driven decision making, Strengthened capacity of education sector staff, Sustainable system for long-term operation

Application Deadline

[Insert Date]

Evaluation Method

Combined Scoring: 70% Technical Quality + 30% Financial Competitiveness, Minimum Technical Score: 70/100 points

Payment Structure

20% upon Requirements & Design approval, 30% upon Application & Data Pipeline delivery, 20% upon Dashboard delivery, 20% upon Training & Documentation completion, 10% upon Final Handover and Acceptance

Key Dates

Contract Start: [To be determined], Phase 1 Completion (Design): Month 1, Phase 2 Completion (Development): Month 2, Pilot Implementation: Month 3, Full Deployment & Handover: Month 4

Contact Information

[Save the Children Contact Person Name],

[Title],

[Email Address],

[Phone Number]

1. BACKGROUND AND CONTEXT

Save the Children, in strategic partnership with the Ministry of Education, Culture and Higher Education (MOECHE) and Federal Member States (FMS), has identified a critical need to modernize and digitize the tracking and monitoring systems for education materials distribution across Somalia. The current manual processes for tracking textbooks and learning materials have created significant operational challenges that undermine the effectiveness of educational support programs.

The existing system suffers from multiple limitations including restricted visibility into distribution chains, substantial delays in material delivery, inadequate accountability mechanisms, and limited capacity for data-driven decision making. These challenges have resulted in inefficiencies that impact the timely availability of essential learning materials to students and educational institutions across the country.

To address these systemic issues, the Ministry of education seeks to implement a comprehensive Information and Communication Technology (ICT) enabled solution that will transform the material distribution process. This digital transformation initiative aims to establish real-time monitoring capabilities, enhance transparency across all distribution levels, improve operational efficiency, and strengthen accountability frameworks. The proposed system will provide stakeholders with accurate, timely information about material movements from central warehouses to individual schools and students, enabling proactive management and rapid response to distribution challenges.

The implementation of this system aligns with Ministry’s commitment to leveraging technology for improved educational outcomes and represents a significant step toward modernizing education sector management in Somalia. The project will serve as a model for future digitization initiatives within the education sector and potentially other service delivery areas.

2. RATIONALE AND JUSTIFICATION

The need for this consultancy is driven by several critical factors that impact education material distribution effectiveness. First, the absence of real-time tracking mechanisms creates blind spots in the supply chain, making it difficult to identify bottlenecks, losses, or diversions of materials. Second, manual record-keeping systems are prone to errors, inconsistencies, and data loss, compromising the integrity of distribution records. Third, the lack of centralized data systems prevents comprehensive analysis and evidence-based planning for future material procurement and distribution.

Furthermore, stakeholders including MOECHE, FMS education authorities, Save the Children staff, and partner organizations require timely access to distribution data to fulfill their oversight and coordination responsibilities. The proposed digital system will address these gaps by providing automated tracking, secure data storage, real-time reporting, and comprehensive analytics capabilities. This intervention will significantly enhance program accountability, reduce material losses, improve distribution timelines, and ultimately ensure that learning materials reach their intended beneficiaries efficiently and transparently.

3. OBJECTIVES OF THE ASSIGNMENT

3.1 Overall Objective

The overall objective of this consultancy is to design, develop, and deploy a comprehensive, integrated educational material Tracking System that enables efficient, transparent, and accountable distribution of textbooks and learning materials from central warehouses to schools and students across Somalia.

3.2 Specific Objectives

The specific objectives of this assignment include:

a)      Design and Development: Create a user-friendly, robust, and scalable mobile application for Android tablets that enables offline data collection, QR code and barcode scanning, and automated inventory management at multiple distribution points.

b)     Data Infrastructure: Establish a secure, reliable data pipeline that facilitates real-time synchronization of field data with central servers, ensuring data integrity, security, and accessibility while accommodating low-bandwidth environments.

c)      Visualization and Reporting: Develop a comprehensive web-based dashboard that provides real-time visualization of material distribution status, generates automat ed reports, enables data export for further analysis, and supports decision-making at all organizational levels.

d)     Capacity Enhancement: Build institutional and individual capacity among Save the Children staff, MOECHE personnel, FMS education officers, and school-level users to effectively operate, maintain, and derive value from the system.

e)      System Sustainability: Ensure long-term system sustainability through comprehensive documentation, source code handover, and establishment of maintenance protocols that enable continued operation beyond the consultancy period.

4. SCOPE OF WORK

The consultant will be responsible for executing the following five major work streams:

Requirements Analysis and Stakeholder Engagement

·         Conduct consultative meetings with MOECHE, FMS authorities, Save the Children warehouse managers, and school administrators to understand workflows and requirements

·         Document existing distribution processes and identify functional and non-functional system requirements

·         Assess technical infrastructure, connectivity challenges, and user capacity levels

·         Review relevant policies and data protection requirements for education sector systems in Somalia

System Architecture and Design

·         Develop detailed technical specifications and system architecture for mobile applications, data pipelines, and web dashboards.

·         Design database schemas, UX/UI prototypes, and security protocols (encryption, authentication, access control)

·         Plan offline synchronization strategy for low-connectivity environments and define backup and disaster recovery procedures

Development and Testing

·         Mobile App: Develop Android application with QR/barcode scanning, offline data capture, inventory management, user authentication, and automatic synchronization

·         Data Pipeline: Establish secure APIs, data validation mechanisms, automated backups, and monitoring systems

·         Web Dashboard: Create real-time visualization, configurable reports, alert systems, user management, and data export capabilities (Excel, PDF, CSV)

·         Testing: Conduct comprehensive unit, integration, security, performance, and usability testing

Capacity Building and Training

·         Develop training materials in English and Somali, including user manuals, technical documentation, quick reference guides, and video tutorials

·         Conduct hands-on training workshops for Save the Children staff, MOECHE/FMS personnel, warehouse managers, and school administrators

·         Deliver train-the-trainer sessions covering system operation, data entry, troubleshooting, and dashboard analytics interpretation

Deployment, Piloting, and Handover

·         Pilot: Select pilot sites, deploy system with on-site support, monitor operations, collect feedback, and document lessons learned

·         Full Deployment: Roll out system across all operational areas with technical support and conduct final testing in live environment

·         Handover: Transfer source code and all documentation, train IT staff on maintenance, establish update procedures, and conduct formal acceptance ceremony.

5. METHODOLOGY

The consultant is expected to adopt a participatory, iterative, and agile methodology that ensures stakeholder engagement, quality assurance, and timely delivery.

5.1 Approach and Guiding Principles

The consultant must employ a participatory and inclusive design approach that actively involves all key stakeholders throughout the design and development process. The development should follow agile and iterative methodologies with short sprint cycles for rapid prototyping, testing, and continuous improvement based on user feedback. Given the challenging operational context, solutions must be context-sensitive, accounting for low-bandwidth environments, security requirements in fragile contexts, and varying levels of technical literacy among users. Bilingual interfaces (English and Somali) must be developed from the outset. Quality assurance will be maintained through clear benchmarks, comprehensive testing protocols, early risk identification, and regular communication with Save the Children.