Health Management Information Systems (HMIS) Consultant
Sudan (the) - Juba
I. Consultancy Information
Title: Health Management Information Systems (HMIS) Consultant
Name of the Project:Health Systems Strengthening (HSS), Global Fund Round 9.
Supervisor: Director, Monitoring and Evaluation Department, MoH- GoSS
Contract Type:SSA
Duration: 6 Months
Deadline: March 4, 2011
Expected start date: April 1, 2011
No of Post:1
Email Applications to: bids.juba@undp.org
Delivery by Hand: ATT: Shahzad Khan Bangash
Procurement Specialist, UNDP Southern Sudan
Interested candidates should apply by sending their Letter of Interest, detailed CV with three references, and a sample report of previously conducted consultancy of similar nature, to: bids.juba@undp.org or drop a sealed envelope marked Confidential with the title of the position at UNDP Office in Juba by 16:00 Juba Time on 4 March, 2011. The available starting date and fees of the assignment which is subject to negotiation if applicable should be clearly stated in the Letter of Interest.
Women Candidates are highly encouraged to apply.
I. Background
The UNDP South Sudan Programme has recently signed the Round 9 Health System Strengthening Grant with the Global Fund on behalf of the Country Coordinating Mechanism-CCM of the Government of South Sudan-GoSS. A total of US$ 24mil has been approved for the phase I of the grant; a period of two years. The main focus of this grant is on increasing South Sudanese capability to deliver and manage their existing services. It addresses four of the main constraints to effective service delivery, as identified in the national health policy: (1) Lack of skilled manpower at all levels of the health system, (2) Lack of appropriate equipment and supplies, (3) Lack of a well functioning disease surveillance and response system, and (4) Poor infrastructure and support services.
The programme will construct, renovate, equip and operate three teaching institutions for nurses, midwives and lab technicians, two Pharmaceutical Waste Incinerators and four hospital waste incinerators, five State M&E Offices, Central Medical Store (Riverside Warehouse), eight laboratories at state hospital level ,three regional Blood Banks, 20 Antenatal Clinics, and maternity wards, and four Community Resource Centres. The programme will also hire international consultants to strengthen the Ministry of Health (MoH) GoSS capacity in the management of health training institutions, pharmaceutical and supply chain management, pharmaceutical and hospital waste management, Monitoring and Evaluation and blood transfusion.
UNDP, as a Principle Recipient of the Grant, is responsible for the financial and programmatic management of the GFATM grant as well as for the procurement of health and non-health products in this grant. The grant is being implemented in partnership with the Ministry of Health of the Government of Southern Sudan, Sub recipients and other stakeholders.
II. Project
Overview of the Health Management Information System in South Sudan
The ultimate goal of the M&E system in the Ministry of Health sector is to set up a running HMIS system that will provide management and decision making information to the Government and all partners in the health sector. The results generated by this System will provide continuous information for routine management of health sector, periodic policy review and redesign, health sector strategy and strategic management review, and redevelopment and revision of strategic and implementation plans.
The M&E Framework document continues to be distributed to States and Counties and continues as the official reference tool used by all health projects designed by different agencies working in the sector. The HMIS is being implemented for routine HMIS, filling of data forms, and what to do with the information and where to send the forms. The Framework will continue to inform the users on the operation, the M&E processes, decision making model and the core indicators necessary for measuring progress based on the Health Systems Approach. The MoH is focusing on rolling out the M&E system in the States and the Counties to generate continuous information for planning and management decision making. Despite of these great efforts, there are significant gaps identified in the area of data management including collection, interpretation, cleaning, storage and dissemination. There is also need to support development of a well coordinated HMIS system with effective feedback mechanism at State and County levels. As a result, UNDP in collaboration with MoH, will recruit a technical expert with significant experience to support and direct the development a comprehensive and functional HMIS system for South Sudan.
Objectives of the ToR
UNDP-Global Fund Programme and the MoH-GoSS are recruiting a consultant to support development of a comprehensive and functional HMIS system to promote effective health programming in South Sudan. This includes development of a M&E system that provides information and support to the decision-making process at each level of the health system. It will also ensure that health activities and programmes are regularly monitored, and that they follow progress towards the goals, objectives and targets outlined in the policy and health strategy.
III. Expected Activities and Key Deliverables
General Responsibilities
The primary responsibility of the HMIS consultant is to collect and collate data, analyze data, enhance use of data; preparation of reports, and manage all program related data and reports/documents. S/he will support the national HMIS system in generating disease specific data and enhancing use for program performance improvements. In addition, the HMIS consultant will also assist MoH GOSS various research and studies carried out in Southern Sudan, and will work closely with HMIS stakeholders on all technical matters.
S/he supports the program activities and spend about one -fourth of her/his time in the field entirely for HMIS purposes. The position will report to the M&E Department at Planning and Coordination Directorate. The assignment includes:
Data collection and collating of data and information
- Ensure all data according to the National Indicator Data Set is collected using standard data element definitions and data collection tools on time from states and counties.
- Ensure that the National Data flow system is implemented throughout the country during collection of data.
- Integrate, where appropriate, vertical data collection systems into the current routine data collection system i.e. DHIS.
- Ensure that all ad-hoc information needs, surveys and additional information required from facilities are channeled through the HMIS.
Data cleaning and entry:
- Clean and process HMIS/monitoring data, and submit data for central processing on time at data base.
- Ensure all data is correct, complete and consistent
- Run validation checks and data integrity checks
- Set data quality standards for national HMIS system
Data analysis and interpretation:
- Analyzing GOSS MoH monitoring and evaluation data, HMIS data and other pertinent data to monitor the national health program direction and achievement
Report writing:
- Prepare monthly and Quarterly HMIS report ,field reports and contribute in preparation of semi -annual and annual reports; Prepare case studies, lessons learned etc that are useful for GOSS M&E /HMIS documentation
Data dissemination:
- Ensure timely transmission of information and data from the MoH-HMIS departments, to the M&E Director and to other relevant stakeholders.
- Establish national Data dissemination mechanism including website, quarterly bulletin and report, workshop
Data storage/Data base management:
- Ensure that the database in MoH are functional and in use
- Organizes the storage, retrieval, archiving and destruction of medical records according to national structure.
- Manage electronic and hard copies of the GOSS M&E data, HMIS data and other pertinent data and reports, and keep their inventories;
- Track all the GOSS MoH inputs of each supported program from states, counties and stakeholders
- Co-ordinate and maintain a central data repository of information.
Feedback
- Provide Monthly feedback to states, Counties and health facilities on data quality, timeliness and submission rates.
- Ensure roll out of national HMIS and DHIS at all states and counties
HMIS Capacity building-
- Provide technical assistance for implementation of HMIS in States, Counties and Health facilities this includes training, developing annual plan…
- Ensure effective implementation of various HMIS/monitoring tools through mentorship. Updated and provide technical support to HMIS officers including data entry person as may be required.
- Support concerned Divisions, Directorate, States and counties, HFs to maintain HMIS data quality , data base management and timely reporting
- Closely collaborate with and supervise the state HMIS and National HMIS officers in the process of collection and analysis of health-related data from the states
- Support the collection and review all health-related information produced in states and counties identifying potential gaps and inconsistencies, through supportive supervision to all health facilities and quarterly data review and feedback meetings with health facility staff and MOH counterparts.
- Assist MoH-M&E in identifying training needs on HMIS/data for M&E officers and other MOH personnel including data collection, entry, analysis and report writing
- Organize training on the HMIS system for medical and non-medical staff.
- Development of monitoring mechanisms to assess the success and outcomes of training on the implementation of HIS i.e. measuring the impact of training on the quality of data, timely submission of data and quarterly reports produced by states and counties.
- Ensure availability of relevant data collection tools within the States, Counties and health facilities.
- Ensure MoH data tools (registers, forms etc) are correctly utilized, kept and updated within health facilities and communities
- Act in advisory capacity to GOSS HMIS structures with regards to planning and provisioning of HMIS human resources to ensure the successful implementation of HMIS as an integrated health system activity
HMIS coordination-
- Ensure there is one national HMIS system in the country through coordinating the national HMIS technical working group and standardizing the HMIS implementation
- Ensure Development of a core HMIS team at states and counties level to provide needs-based HIS training to health facilities and follow up implementation of HMIS
HMIS Administration –
- Support both technically and administratively the HMIS team both at national, state and county level
HMIS system developments –
- Assess the HMIS in the country on regular basis based on minimal set of HMIS requirements and develop corrective action plan
- Building up systems for providing ready access to relevant data for a wide variety of planners and programme implementers
- Review HMIS tools and registers, data base, HMIS training materials
- Participate in the consultative process of elaboration and proposition of a revised integrated HMIS, and contribute to writing up the documents.
- Participate in the consultative process of revision of the existing data collection system at all level and in the adoption and roll out of new data collection tools.
- Review the National M&E Manual and M&E framework.
Key Deliverables Expected (6 Months)
The following are the key deliverables expected of this consultancy and within the specified period:
1. M&E Manual: The National M&E manual finalized and submitted
2. National HMIS system established: National Routine HMIS reports collected, cleaned, analyzed and reported to stakeholders from all states and selected counties.
3. HMIS coordination: one national HMIS system established including one reporting forms, data flow and one report
4. National HMIS report: Monthly and quarterly report and disseminated to the stakeholder
5. Data base: Well functioning national and states data base established using the DHIS system
6. Capacity building:
- HMIS training conducted for M&E officers from different level
- HMIS tools revised, printed and disseminated to Health facilities
- Supportive supervision and mentorship conducted at state and county level
Reporting and Management of the Consultancy
The International Consultant will be expected to report to the Director, M&E Department, MoH-GoSS and to the Project Manager, HSS R.9 who in turn will report to the Global Fund Programme Coordinator.
IV. Duration of Consultancy
Six (6) Months period
V. Desired Qualification & Experience
COMPETENCIES
- Ability to work independently with minimal supervision and to maintain flexibility in working hours
- Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner
- Demonstrated ability to coordinate tasks to meet deadlines
- Fluency in English and excellent communication, interpersonal, capacity-building, training, organizational, and management skills
- Ability to work and deliver under intense pressure
- Dedicated team player with strong interpersonal, results-oriented, and decision making skills
SKILLS AND QUALIFICATIONS
- Masters Degree (minimum) in public health or health informatics, community medicine or epidemiology. A Diploma in IT or computer and statistic is added value.
- At least 5 years of work experience of the Health data management and analysis preferably at the same position in another country/HMIS/ and professional experience in the administration of health information and the use of health data for strategic planning and management
- Specific experience in open source application, server management, troubleshooting data flow issues, software (Epi info, SPSS…) and database would be desirable.
Specific experience in imparting training on HMIS is desirable.
- Understanding of the structure and function of the public health system in South Sudan will be an added advantage
- Strong report writing skills.
- Ability and willingness to travel frequently to selected States and Counties throughout the country
Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.
Delivery by Hand: ATT: Shahzad Khan Bangash, Procurement Specialist, UNDP Southern Sudan
Interested candidates should apply by sending their Letter of Interest, detailed CV with three references, and a sample report of previously conducted consultancy of similar nature, to: bids.juba@undp.org or drop a sealed envelope marked Confidential with the title of the position at UNDP Office in Juba by 16:00 Juba Time on 4 March, 2011
I. Consultancy Information
Title: Health Management Information Systems (HMIS) Consultant
Name of the Project:Health Systems Strengthening (HSS), Global Fund Round 9.
Supervisor: Director, Monitoring and Evaluation Department, MoH- GoSS
Contract Type:SSA
Duration: 6 Months
Deadline: March 4, 2011
Expected start date: April 1, 2011
No of Post:1
Email Applications to: bids.juba@undp.org
Delivery by Hand: ATT: Shahzad Khan Bangash
Procurement Specialist, UNDP Southern Sudan
Interested candidates should apply by sending their Letter of Interest, detailed CV with three references, and a sample report of previously conducted consultancy of similar nature, to: bids.juba@undp.org or drop a sealed envelope marked Confidential with the title of the position at UNDP Office in Juba by 16:00 Juba Time on 4 March, 2011. The available starting date and fees of the assignment which is subject to negotiation if applicable should be clearly stated in the Letter of Interest.
Women Candidates are highly encouraged to apply.
I. Background
The UNDP South Sudan Programme has recently signed the Round 9 Health System Strengthening Grant with the Global Fund on behalf of the Country Coordinating Mechanism-CCM of the Government of South Sudan-GoSS. A total of US$ 24mil has been approved for the phase I of the grant; a period of two years. The main focus of this grant is on increasing South Sudanese capability to deliver and manage their existing services. It addresses four of the main constraints to effective service delivery, as identified in the national health policy: (1) Lack of skilled manpower at all levels of the health system, (2) Lack of appropriate equipment and supplies, (3) Lack of a well functioning disease surveillance and response system, and (4) Poor infrastructure and support services.
The programme will construct, renovate, equip and operate three teaching institutions for nurses, midwives and lab technicians, two Pharmaceutical Waste Incinerators and four hospital waste incinerators, five State M&E Offices, Central Medical Store (Riverside Warehouse), eight laboratories at state hospital level ,three regional Blood Banks, 20 Antenatal Clinics, and maternity wards, and four Community Resource Centres. The programme will also hire international consultants to strengthen the Ministry of Health (MoH) GoSS capacity in the management of health training institutions, pharmaceutical and supply chain management, pharmaceutical and hospital waste management, Monitoring and Evaluation and blood transfusion.
UNDP, as a Principle Recipient of the Grant, is responsible for the financial and programmatic management of the GFATM grant as well as for the procurement of health and non-health products in this grant. The grant is being implemented in partnership with the Ministry of Health of the Government of Southern Sudan, Sub recipients and other stakeholders.
II. Project
Overview of the Health Management Information System in South Sudan
The ultimate goal of the M&E system in the Ministry of Health sector is to set up a running HMIS system that will provide management and decision making information to the Government and all partners in the health sector. The results generated by this System will provide continuous information for routine management of health sector, periodic policy review and redesign, health sector strategy and strategic management review, and redevelopment and revision of strategic and implementation plans.
The M&E Framework document continues to be distributed to States and Counties and continues as the official reference tool used by all health projects designed by different agencies working in the sector. The HMIS is being implemented for routine HMIS, filling of data forms, and what to do with the information and where to send the forms. The Framework will continue to inform the users on the operation, the M&E processes, decision making model and the core indicators necessary for measuring progress based on the Health Systems Approach. The MoH is focusing on rolling out the M&E system in the States and the Counties to generate continuous information for planning and management decision making. Despite of these great efforts, there are significant gaps identified in the area of data management including collection, interpretation, cleaning, storage and dissemination. There is also need to support development of a well coordinated HMIS system with effective feedback mechanism at State and County levels. As a result, UNDP in collaboration with MoH, will recruit a technical expert with significant experience to support and direct the development a comprehensive and functional HMIS system for South Sudan.
Objectives of the ToR
UNDP-Global Fund Programme and the MoH-GoSS are recruiting a consultant to support development of a comprehensive and functional HMIS system to promote effective health programming in South Sudan. This includes development of a M&E system that provides information and support to the decision-making process at each level of the health system. It will also ensure that health activities and programmes are regularly monitored, and that they follow progress towards the goals, objectives and targets outlined in the policy and health strategy.
III. Expected Activities and Key Deliverables
General Responsibilities
The primary responsibility of the HMIS consultant is to collect and collate data, analyze data, enhance use of data; preparation of reports, and manage all program related data and reports/documents. S/he will support the national HMIS system in generating disease specific data and enhancing use for program performance improvements. In addition, the HMIS consultant will also assist MoH GOSS various research and studies carried out in Southern Sudan, and will work closely with HMIS stakeholders on all technical matters.
S/he supports the program activities and spend about one -fourth of her/his time in the field entirely for HMIS purposes. The position will report to the M&E Department at Planning and Coordination Directorate. The assignment includes:
Data collection and collating of data and information
- Ensure all data according to the National Indicator Data Set is collected using standard data element definitions and data collection tools on time from states and counties.
- Ensure that the National Data flow system is implemented throughout the country during collection of data.
- Integrate, where appropriate, vertical data collection systems into the current routine data collection system i.e. DHIS.
- Ensure that all ad-hoc information needs, surveys and additional information required from facilities are channeled through the HMIS.
Data cleaning and entry:
- Clean and process HMIS/monitoring data, and submit data for central processing on time at data base.
- Ensure all data is correct, complete and consistent
- Run validation checks and data integrity checks
- Set data quality standards for national HMIS system
Data analysis and interpretation:
- Analyzing GOSS MoH monitoring and evaluation data, HMIS data and other pertinent data to monitor the national health program direction and achievement
Report writing:
- Prepare monthly and Quarterly HMIS report ,field reports and contribute in preparation of semi -annual and annual reports; Prepare case studies, lessons learned etc that are useful for GOSS M&E /HMIS documentation
Data dissemination:
- Ensure timely transmission of information and data from the MoH-HMIS departments, to the M&E Director and to other relevant stakeholders.
- Establish national Data dissemination mechanism including website, quarterly bulletin and report, workshop
Data storage/Data base management:
- Ensure that the database in MoH are functional and in use
- Organizes the storage, retrieval, archiving and destruction of medical records according to national structure.
- Manage electronic and hard copies of the GOSS M&E data, HMIS data and other pertinent data and reports, and keep their inventories;
- Track all the GOSS MoH inputs of each supported program from states, counties and stakeholders
- Co-ordinate and maintain a central data repository of information.
Feedback
- Provide Monthly feedback to states, Counties and health facilities on data quality, timeliness and submission rates.
- Ensure roll out of national HMIS and DHIS at all states and counties
HMIS Capacity building-
- Provide technical assistance for implementation of HMIS in States, Counties and Health facilities this includes training, developing annual plan…
- Ensure effective implementation of various HMIS/monitoring tools through mentorship. Updated and provide technical support to HMIS officers including data entry person as may be required.
- Support concerned Divisions, Directorate, States and counties, HFs to maintain HMIS data quality , data base management and timely reporting
- Closely collaborate with and supervise the state HMIS and National HMIS officers in the process of collection and analysis of health-related data from the states
- Support the collection and review all health-related information produced in states and counties identifying potential gaps and inconsistencies, through supportive supervision to all health facilities and quarterly data review and feedback meetings with health facility staff and MOH counterparts.
- Assist MoH-M&E in identifying training needs on HMIS/data for M&E officers and other MOH personnel including data collection, entry, analysis and report writing
- Organize training on the HMIS system for medical and non-medical staff.
- Development of monitoring mechanisms to assess the success and outcomes of training on the implementation of HIS i.e. measuring the impact of training on the quality of data, timely submission of data and quarterly reports produced by states and counties.
- Ensure availability of relevant data collection tools within the States, Counties and health facilities.
- Ensure MoH data tools (registers, forms etc) are correctly utilized, kept and updated within health facilities and communities
- Act in advisory capacity to GOSS HMIS structures with regards to planning and provisioning of HMIS human resources to ensure the successful implementation of HMIS as an integrated health system activity
HMIS coordination-
- Ensure there is one national HMIS system in the country through coordinating the national HMIS technical working group and standardizing the HMIS implementation
- Ensure Development of a core HMIS team at states and counties level to provide needs-based HIS training to health facilities and follow up implementation of HMIS
HMIS Administration –
- Support both technically and administratively the HMIS team both at national, state and county level
HMIS system developments –
- Assess the HMIS in the country on regular basis based on minimal set of HMIS requirements and develop corrective action plan
- Building up systems for providing ready access to relevant data for a wide variety of planners and programme implementers
- Review HMIS tools and registers, data base, HMIS training materials
- Participate in the consultative process of elaboration and proposition of a revised integrated HMIS, and contribute to writing up the documents.
- Participate in the consultative process of revision of the existing data collection system at all level and in the adoption and roll out of new data collection tools.
- Review the National M&E Manual and M&E framework.
Key Deliverables Expected (6 Months)
The following are the key deliverables expected of this consultancy and within the specified period:
1. M&E Manual: The National M&E manual finalized and submitted
2. National HMIS system established: National Routine HMIS reports collected, cleaned, analyzed and reported to stakeholders from all states and selected counties.
3. HMIS coordination: one national HMIS system established including one reporting forms, data flow and one report
4. National HMIS report: Monthly and quarterly report and disseminated to the stakeholder
5. Data base: Well functioning national and states data base established using the DHIS system
6. Capacity building:
- HMIS training conducted for M&E officers from different level
- HMIS tools revised, printed and disseminated to Health facilities
- Supportive supervision and mentorship conducted at state and county level
Reporting and Management of the Consultancy
The International Consultant will be expected to report to the Director, M&E Department, MoH-GoSS and to the Project Manager, HSS R.9 who in turn will report to the Global Fund Programme Coordinator.
IV. Duration of Consultancy
Six (6) Months period
V. Desired Qualification & Experience
COMPETENCIES
- Ability to work independently with minimal supervision and to maintain flexibility in working hours
- Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner
- Demonstrated ability to coordinate tasks to meet deadlines
- Fluency in English and excellent communication, interpersonal, capacity-building, training, organizational, and management skills
- Ability to work and deliver under intense pressure
- Dedicated team player with strong interpersonal, results-oriented, and decision making skills
SKILLS AND QUALIFICATIONS
- Masters Degree (minimum) in public health or health informatics, community medicine or epidemiology. A Diploma in IT or computer and statistic is added value.
- At least 5 years of work experience of the Health data management and analysis preferably at the same position in another country/HMIS/ and professional experience in the administration of health information and the use of health data for strategic planning and management
- Specific experience in open source application, server management, troubleshooting data flow issues, software (Epi info, SPSS…) and database would be desirable.
Specific experience in imparting training on HMIS is desirable.
- Understanding of the structure and function of the public health system in South Sudan will be an added advantage
- Strong report writing skills.
- Ability and willingness to travel frequently to selected States and Counties throughout the country
Notice
UNDP, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.
How to apply
Email Applications to: bids.juba@undp.orgDelivery by Hand: ATT: Shahzad Khan Bangash, Procurement Specialist, UNDP Southern Sudan
Interested candidates should apply by sending their Letter of Interest, detailed CV with three references, and a sample report of previously conducted consultancy of similar nature, to: bids.juba@undp.org or drop a sealed envelope marked Confidential with the title of the position at UNDP Office in Juba by 16:00 Juba Time on 4 March, 2011
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