TERMS OF REFERENCE FOR SOFTWARE

TERMS OF REFERENCE FOR SOFTWARE INSTALLATION AND TRAINING OF GRANT
RECIPIENTS OF THE PROJECT USAID/Santénet2
BACKGROUND
USAID/Santénet2 is an important component of the fourth phase of USAID’s assistance for Malagasy health sector.
USAID/santenet2 project intervention is focused on three main components, namely:
1- strengthening the key components of the health system;
2- broadening and strengthening community participation in
setting and achieving community health objectives;
3- and the integration of the two previous components for a
national impact in reducing maternal and infant mortality;
fertility rate; of chronic malnutrition among children under 5
years, the prevalence malaria among children under 5 and
pregnant women, as well as maintaining a low HIV prevalence.
During the third phase, 303 communes were certified as KM in different regions of Madagascar,and local and
international NGOs collaborated to help them achieve certification as a Kaominina Mendrika
Building on these results USAID/Santénet2 will fund the implementation of a new updated KM approach in
500 new communes. This approach will be implemented in collaboration with local or international NGOs
which have the ability to reach communities and improve their health status
USAID/Santénet2 has conducted 4 RFAs to fund USAID/Santenet2 activities.
These selected NGOs already have competence in managing multi-donor funds through their previous or ongoing
interventions.
The Financial system review conducted at each Grantees level shows that they are using different accounting software
for their financial management. Some are using Excel software.
USAID/Santenet2 Project would like to implement standardized accounting system using a same accounting software
other than a simple Excel software for all the Grantees.
In this context, USAID/Santénet2 requests technical assistance from a consultant to conduct training on Ciel Compta
Evolution for the first nine (9) Grantees. An additional contract may be awarded to provide the same services for future
grantees.
PURPOSE OF THE ACTIVITY
The purpose of this activity is :
- to strengthen the capacity of the grantees in terms of Financial management using appropriate accounting software
- Provide appropriate management tools to the Grantees, to allow them to meet USAID/Santenet2 and other general
donor /internal needs and requirements in terms of accounting and reporting: provide accurate reports in accordance
with the reporting schedule.
DESCRIPTION OF THE ACTIVITY
Under the coordination and supervision of the USAID/Santénet2 Administrative and Financial Director, the main
activities of the service will focus on:
1. For the 8 Grantees awarded grants under RFA’s Nos. 1 and 2, review all the grantee’s current donors’ requirements
including (USAID/Santenet2 grantee requirements) in terms of
accounting and reporting.
2. Design the implementation and use of CIEL Accounting software according to the Grantees needs (including
USAID/Santenet2 specific requirements).
3- Install the software in each of the Grantee’s computer(s). Network as necessary.
4 – Design/program monthly reports (or other frequency, as required) to meet the Grantee’s internal and external
reporting needs.
5- Prepare a user’s manual that describes, in detail, how the software works, including transaction processing, monthly
and annual closing of the financial records, and production of reports.
6- Train each Grantee’s staff on the use of Ciel Compta:
- How to create a Company (determine whether donors funds are best separated by companies or by separate charts
of accounts)
- How to create a chart of accounts : main accounts, subaccounts, analytic accounts, by donor.
- How to modify/add main accounts, sub-accounts, analytic
Accounts.
- How to record transactions:
o Transfers received from USAID/Santenet2 and other donors
o Deposit (check deposit or cash deposit) other than from USAID/Santenet2 or other donors.
o Payment by check and by cash
o Payroll
o Advances
o Advance reconciliation
-
How to use the different registers
How to produce ledgers
How to produce reports
How to make a bank reconciliation
How to insert and track budget
Other useful points
7 - Conduct up to 2.5 full days of follow-up/direct technical assistance with each grantee to assist with installation,
customization of the User’s Manual, and follow-on after implementation.
8- Successful implementation with Grantees of RFA rounds Nos. 1 and 2 may result in an add-on contract to perform
similar tasks for grantees of rounds 3 and 4.
EXPECTED RESULTS
‐ The software Ciel Compta Evolution is configured and
Installed on each of the Grantee’s computers or computer network. - A Users Manual is prepared based on proper use of the software and reporting.
- The Grantees’ appropriate staff are trained on Ciel Compta Evolution.
- The Grantees are able to successfully use the software to meet their accounting and reporting needs.
DELIVERABLES
The following deliverables are expected at the end of this service :
-
The software Ciel Compta Evolution is configured and
Installed to each of the Grantee’s computers (networked, if required).
- A User’s Manual for use of Ciel Compta Evolution is produced and approved by USAID/SN2
- A Curriculum of Training, including session plans and training materials is prepared and approved by
USAID/Santenet2 Financial Team
- A report on each grantee’s competency of use is prepared after 3 months of use.
DURATION OF THE ACTIVITY
The total duration of the service is up to 30 days estimated as follows:
- 1 day: Collection of the basic information on the USAID/Santénet2 needs
- 4 days: design of the chart of accounts, development of basic reports.
- 3 days: preparation of the draft User’s Manual
- 2 days: preparation of training materials and training program
- 1 day: training of grantees in a central training program
- 2 days per grantee at grantee’s offices: installation of the software on all Grantees computers (including
-
networking if necessary), customized training, and editing of User’s Manual to fit each grantee’s specific
application.
1/2 day per grantee as follow-up and preparation of a status report on the degree of success/software use at
each grantee.
SUPERVISION
This activity will be under the supervision of the USAID/Santenet2 Administrative and Financial Director
PROFILE
The preferred qualifications are as follows:
- Strong knowledge of the Ciel Compta software (minimum 2 years experience) including appropriate experience
with design and implementation
- Good knowledge of the Malagasy chart of accounts : PCG 2005
- Experience with non-profits accounting
- Knowledge of USAID regulations and reporting desired
- External auditing experience a plus
RULES FOR SUBMISSION OF OFFER
- The consultant shall prepare a brief proposal which includes the following:
- The Consultant’s detailed experience and qualifications
- Names, telephone numbers, and email address of 3 referees who are familiar with the Consultant’s work.
- Examples of any previous training materials prepared
- The proposed cost for services based on a daily rate (the costs for transportation/lodging, printing, and
associated costs will be paid by USAID/Santenet2.
- The offer should be sent to
USAID/Santénet2 ♦
Lot Y50S Bis Fort Duschene – Antanimora, Antananarivo ♦ Madagascar
Tel: + 261 20 22 331 44 ♦ Fax: + 261 20 22 331 39 ♦ BP: 3311
Or by e-mail: [email protected]
- The deadline for submission is September 30, 2009