Design and Deployment of an Online Programme Management and Reporting System

1. BackgroundNRC DRC, Congo operates in a dynamic context where access to reliable, real-time programmatic and operational data remains limited. This gap constrains efficiency and the ability to drive evidence-based programming, learning, accountability, and transparency. Given the critical nature of NRC’s programmes, a customised digital solution is required to improve data quality, streamline workflows, and strengthen reporting and decision-making processes.2. WHAT WOULD THE SYSTEM DO?The primary focus of this project is to design an online project management system that enables the following tasks:* Develop a fully electronic workflow that seamlessly integrates the core functions of project management — including activity planning, data collection, data storage, triangulation, key performance indicator (KPI) tracking, budget monitoring, data analysis, and reporting. * Design and digitize programme management tools such as the Detailed Implementation Plan (DIP), Results Frameworks, and M&E Plans/Matrices, ensuring they are linked directly to data collection and reporting modules. * Establish automated data validation mechanisms to ensure accuracy, completeness, and consistency at all stages of data entry and reporting. * Enable multi-source data collection, allowing inputs from mobile devices, online platforms, and offline tools to feed seamlessly into the central database. * Generate dynamic data visualisations, including interactive dashboards, graphical and tabular reports, and geo-spatial maps that support real-time decision-making. * Analyse quantitative and qualitative data, automatically flagging discrepancies, anomalies, and inaccuracy issues for timely review and correction. * Integrate an online/offline reporting review system, featuring digital checklists that enable technical and thematic reviews by designated staff at country and area office levels. Reviews and approvals will follow a structured workflow with validation protocols and automated email notifications, supported by predefined feedback categories. * Include an accountability module, comprising a database and reporting interface to capture, track, and analyse complaints, feedback, information-sharing activities, and community participation trends. * Incorporate a lessons-learned and good-practices log, enabling staff to systematically document success stories and innovative approaches. * Provide automated progress updates on budget utilisation, activity implementation, and indicator performance against targets. * Ensure interoperability by using workflows that enable integration with existing NRC internal platforms and global systems where applicable. * Facilitate partner engagement through customised data-entry interfaces for implementing partners (including government actors), allowing them to input information subject to validation and approval workflows. * PARTICIPANT FUNCTIONALITY WITHIN THE SYSTEMThe consultant or firm will analyse the existing data structures and flow of information within and across NRC DRC, Congo’s programme systems to design a comprehensive participant management module. This module should be structured around four hierarchical levels:A. INDIVIDUAL PARTICIPANTB. HouseholdC. Group (e.g., camp, school, vocational centre)D. Community (defined as a geographical area such as a village or settlement)The module will enable comprehensive tracking and management of participant data across these levels and should include the following core functionalities:* Add, edit, and manage participant records, allowing each participant to be linked to multiple projects, activities, and core competencies. * Establish relational linkages among participants across hierarchy levels (e.g., an individual linked to a household, group, and/or community). * Generate and assign a unique participant identification number (ID) for each individual, to be used consistently across all NRC core competencies and projects within the country programme. * Ensure full compliance with GDPR and NRC’s data protection standards, including anonymisation of personal data and access control through user permissions and workflow- based authorisations. * Automatically prevent double-counting, using embedded formulas and logic to consolidate records and accurately calculate the total number of unique individuals directly reached through activities.Below is a summary of key modules to be included in the system.M&E/project management line:Project ManagementModules* Project Information * Logframe * M&E Matrix * Detailed Implementation Plan * Budget Management * Complaints & Feedback Management * Geographic location Management * Communication and advocacy tools * Partner Management (if applicable)MonitoringModules* Participant Registration (Links with other internal platforms/systems (eg Red Rose)) * Indicator Management (including indicator protocol reference sheet) * Indicator (achievement) versus budget spent * Data Collection Management * Data verification and validation * Distribution Management * Post distribution monitoring * Quality checklists * Fidelity index * Programme KPIsReporting/visualisationModules* Reporting * Data Analytics * Dashboards * Graphics3. Details of the Assignment/MethodologyThe selected firm, consultant or team of consultants is expected to complete the configuration of the global design. The firm/consultant will use NRC DRC, Congo’s tools, data and internal materials as a basis to frame processes, data flows, data types and structures. Prior to the design and development, he/she will also conduct consultations with area managers, specialists, project coordinators and managers, M&E unit, grant manager and the Head of programmes. The proposed methodology will be amended and approved by NRC DRC, Congo.This system is supposed to be built in such a way that it meets expectations from programme team, area offices and M&E unit. As such, the consultant/firm is responsible for defining the requirements of the desired system in consultation with staff. The Consultant/firm should refer to the following when developing his/her methodology:* Establish requirements of the new system based on country programme structure; * Identify possible linkages with an existing internal platform; * Determine internet connectivity requirements at all levels; * Define roles and responsibilities for the system administrators and users; * Allow necessary data entry or importing of data from other information systems and data sources, export in various formats (PDF, excel, etc); * Planning, monitoring (Indicators, benchmarks, accountability, reach), learning; * Aggregate statistics per project, programme, area office level, and programme level; * Present summary dashboards showing progress towards achieving results; * Allow users to compare data on activities, outputs, and outcomes with data on programme spending and aggregated results against programme indicators data; * Provide administrators with tools for reconciling discrepancies between different data sources; * Reporting – Core competency view, programme, project, geographical view (programme, area office, field office), gender, and displacement status disaggregation and graphs; * Upload, edit and share files.The system shall be compatible with NRC DRC, Congo internet operating system. The system should have enough flexibility to accommodate changes and open to customisation as required for the future. In addition, the system should support use of multiple users at a time in both online and offline contexts. It should be compatible with mobile capability (Android / IOS) with high security.The consultant/firm will be expected to conduct trainings to ensure that the system is both relevant and useful to NRC DRC, Congo staff and partners.4. DELIVERABLESThe consultant or team of consultants/firm is expected to produce the following deliverables:* Inception report detailing the understanding of the consultant/firm against the objectives. The report will be presented for validation by a reference committee and incorporate feedback and comments; * Weekly work outputs/updates should be shared to ensure alignment with the ToRs; * Completion report: upon completion of the assignment, the consultant/firm should submit a final completion report outlining key modules including characteristics of the system developed; * A user manual (no more than 10 pages); * Video tutorials and help systems; * Training of NRC Staff and handover to ensure ownership of the system from NRC Staff.5. DURATIONThe assignment is expected to span 78 working days over a period not exceeding three months, starting upon contract signature.6. REQUIRED SKILLS AND EXPERIENCEIn order to be successful, the consultant/ firms will have to meet the following criteria:* Demonstrated expertise in Enterprise Resources Planning Software. * Experience in AGILE Methodology and other industry standards; * Substantial expertise in Monitoring and Evaluation, management of M&E databases, field surveys, use of qualitative and quantitative statistical methods; * Track records in the implementation of similar projects; * Training and facilitation capacity; * A valuable experience of GIS and ICT applications; * Proven professional experience in web technologies, including the development and deployment of web-based information systems. * Experience working with humanitarian or development organisations, preferably within NRC or similar INGOs.7. ETHICAL CONSIDERATIONSThe consultant/firm must keep all materials and data received confidential throughout the consultancy. Consultant(s) agree to read, understand and sign NRC’s code of conduct policy with which they must comply. The online system is the property of NRC DRC, Congo which determines its use. The two parts (NRC and consultants) agree to observe the confidentiality of any information linked to the assignment.8. APPLICATIONSThe technical and financial proposals of up to 8 pages maximum (excluding annexes) should include the following:* Proposed methodology. * Composition of the team. * CV of the member(s) of the team including references. * Detailed budget of the offer. * An extract (3-5 pages) from similar assignments. * A cover letter, your capacity and experience as well as your availability.Offers will be assessed using the following criteria:* Technical quality (20%), * Functional fit (40%) * Implementation approach (15%) * Support model (15%) * Scalability (10%).HOW TO APPLYFor additional information, please send your inquiries to:[email protected] before the closing dateSubmission processAll interested and eligible firms/ consultants are requested to submit their bids to [email protected]: All bids must be submitted no later than 16th March, 2026 at 4: 00 pm (Goma time) by email to [email protected] bids will be automatically rejected.