RFQ-HWMA-00074

Issuance Date

October 21, 2024

Deadlines for Offers

October 30, 2024

Quotation Currency

Naira

Description

The purpose of this RFQ is to solicit the services of an ICT firm to develop the digitalized Accreditation Management System for the Community Health Practitioners Registration Board of Nigeria (CHPRBN)

Issuing Authority

Health Workforce Management (HWM) Activity
Contract No: 7200AA18D00027/72062020F00009

Funded By

Implemented By

BG Laurel International Services Nigeria LTD/GTE is a subsidiary of Banyan Global (hereafter ‘the firm’)

Contact

TASKS FOR THE PRE-DEVELOPMENT PHASE

• Process identification

• Documentation of the current manual processes

• Analysis of the current process performance

DELIVERABLES FOR THE PRE-DEVELOPMENT PHASE

• A visual representation of the current accreditation process

• An analysis of the current process performance (highlighting bottlenecks and inefficiencies in the process if any), and innovative ideas for improvement.

• Lessons learned from previous efforts to digitize the system.

TASKS FOR THE DEVELOPMENT PHASE

• Allows users to create accounts, log in securely, and manage their profiles.

• Specifies the user roles and responsibilities within the system (e.g., administrators, assessors, applicants i.e., the schools) with varying levels of access and permissions.

• Automates the accreditation process workflow, including submissions, reviews, approvals, and renewal processes.

• Enables applicants to submit accreditation applications electronically through the system.

• Provides a dashboard for applicants to track the status of their applications throughout the accreditation process.

• Defines a systematic workflow for reviewing and evaluating accreditation applications, including assignment of applications to reviewers and evaluators.

• Incorporates criteria and standards for assessing accreditation applications, with the ability to customize criteria based on accreditation types.

• Provides tools for reviewers and evaluators to make accreditation decisions, including approval, rejection, or request for additional information.

• Sends automated notifications to applicants regarding the status of their applications, decisions made, and next steps in the process.

• Allows applicants to upload required documents and evidence to support their accreditation applications.

• Is linked to the CHPRBN’s database of schools and assessors with the capability to generate school-specific reports, summary findings, gaps identified and summary scores.

• Maintains a centralized repository for storing accreditation-related documents, including applications, supporting evidence, review reports, and decision records.

• Ensures version control and document history tracking to maintain the accuracy and integrity of accreditation documents.

• Tracks and monitors compliance with accreditation standards, regulations, and requirements.

• Assigns and tracks tasks related to accreditation activities, such as document preparation, assessment scheduling, and compliance audits.

• Contains tools for communication and coordination among accreditation teams, reviewers, and stakeholders involved in the accreditation process. This may include messaging features, discussion forums, and notification alerts.

• Capable of generating comprehensive reports on accreditation status, performance metrics, compliance trends, and audit findings.

• Able to generate customizable reports and analytics to track accreditation trends, performance metrics, and compliance with accreditation standards.

• Presents data in visual formats such as charts and graphs for easier analysis and decision-making.

• Maintains a detailed audit trail of accreditation activities, changes, and approvals for accountability and compliance purposes.

• Implements robust security measures to protect sensitive accreditation data, including encryption, access controls, and regular security audits.

• Ensures compliance with relevant data protection regulations and industry standards governing accreditation processes.

• Can accommodate growth in accreditation activities and increasing volumes of applications over time.

• Is flexible enough to adapt to evolving accreditation standards, regulations, and organizational requirements.

• Provide comprehensive training materials and resources (user guidelines) to help users navigate the electronic accreditation system effectively.

• Offer ongoing technical support and assistance to address any issues or questions users may encounter while using the system.

• Conduct thorough testing to identify and rectify any bugs or issues in the software.

• Ensure compatibility with different devices and browsers.

• Implement measures to safeguard against cybersecurity threats.

• Provide regular software updates and maintenance to ensure optimal performance and security.

• Recommend a server and cloud backup of robust capacity where all information from this scope of work can be uploaded and stored.

• Ensure complete ownership of the software and the products of the entire scope of work by the CHPRBN (All source codes, digital assets, instruments, documents, guidelines, handbooks, reports, articles etc. developed by the technical assistance of this assignment would be considered property of the CHPRBN with intellectual rights).

DELIVERABLES FOR THE DEVELOPMENT PHASE

• 
  A fully functional, robust, and fit-for-purpose accreditation application software tool, developed in collaboration with the CHPRBN based on minimum requirements. This tool will be linked to a database of schools and assessors. The software should automatically generate school-specific reports or summary scores based on inputted findings, identified gaps, or deficiencies. It must demonstrate seamless operation, user-friendliness, and functionality both online and offline. Additionally, it should operate effectively across multiple platforms.

• A comprehensive database of all relevant schools, including accreditation due dates, which will be generated by the new accreditation system and automatically communicated to schools for their preparation.

• A database of assessors, linked to the new accreditation system, capable of generating appointment letters to inform selected assessors about their participation in upcoming accreditation activities.

• A robust server with sufficient capacity for uploading and storing information along with recommended cloud storage solutions for each deliverable.

• Capacity-building initiatives implemented for relevant CHPRBN staff to ensure they can operate the software effectively, accompanied by standardized user guidelines for reference.

• An electronic component of the current CHPRBN Integrated Supportive Supervision tool will be developed and integrated into the new accreditation system.

• Necessary technical support will be provided to CHPRBN regarding software application, ensuring CHPRBN’s complete ownership of the software and all outputs from this entire scope of work.