Individual Consultant Development Management Information System (Donation Database PMI)

Consultant Development Management Information System (Donation Database PMI)

Purpose of Project and Background
Data and information for PMI (Palang Merah Indonesia) are essential resources in achieving its vision, mission, and objectives. In Chapter IV of the Articles of Association and Chapter III of the Bylaws, Article 6 (a) of PMI, strengthening the centralization of data and information becomes one of PMI’s activities alongside carrying out humanitarian works.
Therefore, the quality of data management determines the success of an organization. Data management encompasses various aspects, ranging from how data can be captured, recorded, and stored, to potentially having different structures, from various sources, and for different purposes. PMI is currently undergoing organizational transformation into a modern, digitally based organization, with one of the priorities being to improve information management and data readiness. Hence, there is a need for the development of data and information management at PMI that can support integrated and coordinated data and information management practices in broad operational or project management.
Fundraising and collaboration are crucial parts of driving organizational operations. Therefore, managing partner data becomes a fundamental asset for obtaining funding, whether Committed and uncommitted funding, through collaborations with movement partners, the business sector, the government, or other parties.
Managing and analyzing potential partners, tracing partnership agreement documents, monitoring income, and generating timely reports are still challenges. PMI then collaborates with the American Red Cross to initiate the development of a Donation Database Information System as a tool for the control and synchronization of data and information among work units. This is crucial to accelerate the presentation of effective, efficient, and accurate information.

Project objectives
The purpose of this consultation is to assist PMI in the technical development process and to outline the needs and fundraising business processes into a management information system (Donation Database).

Desired outcomes
The specific outcomes of this consultation are as follows:
1. The successful development and implementation of PMI’s fundraising management information system, also known as the Donation Database.
2. The identification of existing and applicable management information system components within PMI that are related to the fundraising business process.
3. Enhanced collaboration between internal and external stakeholders of PMI, resulting in synergy among the components of the management information system that will be further developed.

Support to be provided to the consultant (Scope of Work)
The scope of this work is as follows:
a. Intensive coordination with the Resource Mobilization team, Finance Bureau, and Information Technology unit, as well as consulting with the American Red Cross to provide technical support for system development from the initial process to the completion of the work.
b. Business Process Mapping. Mapping PMI’s business processes as well as reporting, data, and information requirements for the application to be developed.
c. Database Design. Database design is represented in the form of an Entity Relationship Diagram (ERD) and Data Dictionary.
d. Application Interface Design. Application interface design is represented in the form of a Screen Mockup according to the sequence of processes that occur.
e. Application Authentication and Authorization Design. Designing application authentication and authorization, where each user can only access application menus and information that are relevant to their tasks and responsibilities.
f. Application Testing. Application testing is conducted to check for bugs and security vulnerabilities to avoid security breaches. Testing is conducted according to predefined testing scenarios or simulations.
g. Server Preparation and Setup. Setting up the server and configuring all requirements in both development and production stages.
h. Training (Knowledge Transfer). If the application has been successfully installed, then training/knowledge transfer must be provided to users to enable them to use the built application and manage it. Knowledge transfer includes:
• Explaining the overall structure of the application’s program code
• Explaining the use of frameworks and libraries used
• Explaining the application deployment process
• Explaining the sustainability of application development and its recommendations
• Database schema, backend database data management
i. Documentation. Creating documentation and reporting at each stage of the work performed

Method of delivery and reasons for selecting that method
The consultant is expected to use relevant methods to carry out the tasks described above.
• Study and analysis of secondary documents.
• Internal cross-departmental discussions.
• Online meetings and discussions with American Red Cross experts.
• Relevant methods for developing management information systems.

Consultancy outputs
The deliverables from this consultancy service are as follows:
• Documentation of PMI’s fundraising business process flow.
• Technical advice for a donation database application that functions according to the designed specifications and has been integrated with existing management information systems at PMI.
• Application design documents organized according to user needs.
• End User Documents (User Guide and Manual) that have been reviewed.
• End User (User Guide and Manual) documents have been delivered to the responsible staff at PMI.
• End user documents or application configuration documents are available.
• Final report.

Schedule for payment of fees
Installment 1: 30% of Professional Services Fees upon full execution of the e-contract
Installment 2: 40% of Professional Services Fees upon the submission of the draft report
Installment 3: 30% of Professional Services Fees upon the submission of the final report

Time Allocation
The duration of the work is estimated 30 working days within 3 months period, at least starting from 1 April to 30 June 2024