Terms of Reference for the development of an electronic health database for campus health facilities in Zimbabwe

UNESCO seeks the services of a consultancy firm to develop an electronic health database for campus health facilities in Zimbabwe. The firm will build on the current national District Health Information Software (DHIS) 2 tool which is used to capture health-related information including SRH and develop an electronic version of this database. The database will be critical in monitoring and evaluating the implementation of the O^{3 PLUS} project within the country and provide accurate data on key indicators for the project which is disaggregated accordingly. In addition, the consultancy firm will also support the digitalization of campus health facility data capturing and recording systems that will feed into the newly developed electronic health database. 

In 2021, UNESCO launched the Our Rights, Our Lives, Our Future (O^{3 PLUS}), a project that seeks to ensure that young people in higher and tertiary education institutions (HTEIs) in the Eastern and Southern Africa region realize positive health, education, and gender equality outcomes through sustained reductions in new HIV infections, unintended pregnancy, and gender-based violence. The project will thus enable them to reach their full educational potential and contribute more effectively to the development of their countries and regions as graduates, professionals, and young leaders. Working closely with relevant regional structures, national ministries, HTEIs, and key partners, UNESCO supports innovation in access to life skills-based sexuality education and sexual and reproductive health services for HTEI students while advocating for policy and practice changes to make campuses safe and inclusive learning environments for students and staff. In doing so, the project will institutionalize health and well-being programs for students while engaging leadership for long-term commitment and sustainability. In its core interventions, the O^{3 PLUS} project focuses on 4 pillars which are:

• Institutional strengthening for sustainability  

• Student health and well-being  

• Safe and inclusive campus environments  

• Evidence-building and knowledge-sharing

In line with project pillar 4 and pillar 2 on evidence building and ensuring student health and well-being respectively, the O^{3 PLUS} project aims to support the institutions in the development of an electronic health database to ensure data quality and integrity. The electronic database will make it easier to record accurate data, analysis of data, and enable decision-making based on credible data. The health facilities on campus offer a range of services such as HIV testing and counseling, SRH services, and general health care services among others. UNESCO has partnered with the Zimbabwe National Family Planning Council (ZNFPC) an organization with the mandate to ensure data quality and reporting regarding SRH and family planning in the country to develop an electronic database for HTEIs in Zimbabwe.

The overall purpose of the consultancy is to develop an electronic health database that is informed by the DHIS 2 tool and can be used to record SRH data for students in HTEIs in Zimbabwe. UNESCO is partnering with ZNFPC to digitalize data capturing and reporting in institutions of higher learning hence, another component of the consultancy will be digitalizing the campus health facility data recording system where data will be captured initially and reflected in the national electronic health database. Taking into account limited internet connectivity the proposed digital database should allow healthcare providers to record data offline and the system should be able to sync once internet connectivity is restored. The database will be hosted by ZNFPC on-premises. 

• To develop an electronic health database to capture SRH-related information for students in HTEIs in Zimbabwe. 

• To digitalize campus health facilities’ data recording systems which will capture data that will feed into the newly developed electronic system. 

• To review data collection tools from ZNFPC and propose a revision of tools to accommodate UNESCO key indicators. 

• To ensure accurate record keeping in electronic form and ensure data quality.

• To ensure disaggregation data for the O^{3 PLUS} project is embedded in the database for evidence-building and knowledge-sharing.

• To train health service providers on data collection, recording, and management of the new system. 

• Electronic database developed in line with the DHIS 2 tool and integrated into the ZNFPC server. Database to be piloted in the 12 institutions participating in the O^{3 PLUS} project. Database to be accompanied by a user guide with tutorials, an indicator definition sheet (incorporating UNESCO and ZNFPC indicators) and revised digital data collection tools which are in line with the newly developed electronic database. 

• Campus health facilities have digitalized health recording systems. 

• Quality of SRH data reporting and management enhanced.

• Training guide for health service providers on data collection, recording, and management developed.

• Accessibility of disaggregated SRH data for students in HTEIs which can be used for reporting by UNESCO. 

The consultancy firm will be expected to conduct the following activities as part of the consultancy:

1. Review of data collection tools: ZNFPC currently has data collection tools (in paper format) used to record SRH-related information including HIV testing and use of family planning. A review of the tools will be required to ensure that they incorporate O^{3 PLUS} related key indicators such as student referrals. Following the review, the tools will need to be digitalized and linked to the electronic database. 

2. Provide guidance on a cost-effective software solution: should advise UNESCO and ZNFPC on the best possible way of capturing data securely to a national database at ZNFPC. Guidance should include backup applications and security restrictions while retaining efficient storage, manipulation, and retrieval of such data. The user roles for the database are defined as follows:

• UNESCO – Administrator 

• ZNFPC – Host of database, administrator, and database maintenance.

• Campus healthcare workers – data capturing and entering. 

3. Develop an electronic database: the database (private, not for the public domain) should be guided by the DHIS 2 tool as well as data collection tools shared by ZNFPC which would have been revised and digitalized to allow the collection of data that is relevant to the O^{3 PLUS} project. Disaggregation of data should be ensured and extraction of relevant data per institution should be feasible. The consultancy firm must consult ZNFPC regarding suitable servers for the database. The following reporting requirements should be included in the database per each element:

Additionally, the database should include the following: 

• A live dashboard with visualization tools including bar graphs, pie charts, histograms, and infographics. The dashboard should have an automated reporting feature to showcase increases or decreases in particular elements for example an increase in students tested for HIV in the next quarter or a decrease in condom use amongst males/females between years 1 and 2. 

• Data for students with disabilities per each element must be included in the database including the type of disability. 

• Data sources for each element.

1. Conduct training of health care providers: a key to the successful use of the database will be the efficiency of the staff that will use the database. As such the consultancy firm will be expected to develop a training manual and user guide for the staff. Training on the use of the database will then be conducted. 

2. Pilot database in 12[1] institutions in Zimbabwe: the 12 institutions that are participating in the O^{3 PLUS} project will be used to pilot the database. The consultancy firm will need to recommend electronic equipment, data-capturing systems, and related software that will be required at the institutional level for the data captured there to be linked directly with the electronic database. 

3. Technical support within 6 months: the consultancy firm will provide support and maintain the system for 6 months following system launch and go-live. During these 6 months, recommendations for improvement should be identified and documented accordingly.

[1]  Great Zimbabwe University, Masvingo Polytechnic, Manicaland State University of Applied Science, Mutare Polytechnic, University of Zimbabwe, Danhiko Industrial Training College, Chinhoyi University of Technology, Mupfuure College, National University of Science and Technology, Westgate Industrial Training College, Harare Polytechnic and Harare Institute of Technology.

The consultancy will be conducted over a period of 9 months from 1 August 2024 to 30 April 2025.

Interested consultancy firms are expected to meet or exceed the following expertise and qualifications:

Mandatory 

• Proven experience developing and managing databases within the public and private sectors for multiple clients. At least 3 references of previous work should be provided. 
• A team of experienced IT and/or information management specialists with relevant certifications.
• A verifiable Sample of previously developed databases with similar functionalities is a must.
• Experience in developing and setting up databases for research/developmental organizations, particularly for community and health-related interventions is an added advantage. At least 1 reference must be provided. 
• An understanding of the DHIS2 can be an added advantage.

• A valid business registration certificate and a current bank confirmation letter must be provided. 

Desirable

• It is desirable for the consultancy firm to have previously worked on a similar project/assignment with any United Nations agency.

Mandatory

• At least a Master’s degree in IT, Information management, or another related discipline.
• At least seven years of experience in developing IT solutions and providing IT support and maintenance services.
• Proven professional experience developing and managing databases within private and public sectors. At least 3 references of previous work should be provided. 

*Failure to meet any of the mandatory criteria will result in disqualification.

The contract will be managed by the UNESCO Regional Office for Southern Africa (ROSA) based in Harare, Zimbabwe. The consultancy firm will be expected to provide an updated status in a written format on a weekly basis. Formal reporting is expected upon delivery of each deliverable. Additional reporting activities may be requested by UNESCO ROSA on a need basis.

The consultancy firm will be selected following a competitive bidding process. All firms must submit a cost estimation (in USD) as an expression of interest, clearly itemizing costs. Payment will be done upon submission of each deliverable.

All rights, including but not limited to title to property, copyright, trademark, and patent; in any work produced as part of the consultancy, shall be vested in UNESCO which alone shall hold all rights of use.