Terms of Reference – ICT Transformation Programme Consultant

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1.0 INTRODUCTION

The Ministry of Health and Wellness (MOHW) and its four (4) Regional Health Authorities (RHA) make up the public health system and are responsible for national health care service delivery across Jamaica.  The MOHW is comprised of:

  • The MOHW Head Office
  • South East Regional Health Authority (SERHA) – the parishes of Kingston & St. Andrew, St. Thomas and St.Catherine
  • North East Regional Health Authority (NERHA) – the parishes of Portland, St. Ann, St. Mary
  • Southern Regional Health Authority (SRHA) – the parishes of Clarendon, Manchester, St. Elizabeth
  • Western Regional Health Authority (WRHA) – the parishes of Westmoreland, Hanover, St. James and Trelawny

 

The MOHW and its RHAs currently possess stand-alone Systems Information and Technology Units (SITU), lead by Management Information System (MIS) Directors.  The SITUs provide day to day ICT operational and service support at the corporate and health facility level.

The MOHW is embarking on the development of an  ICT Transformation Programme that will change how the Ministry utilizes its human and infrastructure resources, technology and processes to meet the strategic objectives of the Ministry.  The outcome of this programme will enable the MOHW to better manage  ICT activities, processes, and governance to enable a sustainable and modernized ICT environment.

The strategic objectives of the ICT Transformation Programme are to:

  1. make the ICT operations, machinery, and internal processes of the MOHW more efficient;
  2. improve the development and execution of policy associated with Information, Communication, and Technology (ICT) management; and
  3. develop the relevant organization structure, culture, and accountability framework required for sustained operations of the MOHW and execution of its strategic objectives.

 

The Transformation Programme has three (3) components that will:

  1. Re-organize the Ministry in line with the Value Chain Approach leading to the implementation of   core responsibilities that can lead to strategic success;
  2. Build capacity within the MOHW to transform the MOHW into a High Performing Organisation; and,
  3. Develop, implement, and sustain change and culture management programmes and initiatives to support renewal across the MOHW and its RHAs.

 

2.0 NATURE AND DURATION OF ASSIGNMENT

The Ministry of Health and Wellness hereby seeks to employ a consultant in the capacity of ICT Transformation Technical Programme Consultant for a period of nine (9) months.

 

3.0 OBJECTIVES

The Objective of this consultancy is to engage a Consultant to lead and manage an ICT Transformation Programme to transition the MOHW Head Office and its Regional Authorities Systems and Information Technology Units to becoming a Centre of Excellence (CoE), while being poised to respond to the changing demands of the Ministry in the future.  The aim is the formulation of an ICT-enabled CoE that supports the needs of the MOHW and its RHAs internal and external clients; which is characterized by risk management, flexibility, efficiency, productivity, and the transformation of many of its policies and processes.  Specifically, the objectives of this engagement are to: 

  1. Transform the MOHW and its RHAs SITUs to govern and manage information and related technologies holistically for the MOHW, with consideration for the centralization of end-to-end business operations and the interactions with other Ministries, Departments, Agencies, and the Public.
  2. Enable high-quality service delivery, business continuity, information security, compliance, and cost containment, supported by sound policies.
  3. Establish alignment with the COBIT 5 Principles of
    • Meeting stakeholder needs;
    • Covering the Enterprise End-to-End;
    • Applying a single integrated Framework;
    • Enabling a Holistic Approach; and
    • Separating Governance from Management.
  4. Align ICT Services with the ITIL framework for ICT service management, with a focus on the needs of the business of MOHW and its RHAs, and compliance and improvement through measurements.
  5. Maximize responsiveness to change and the availability and up-time of technology resources through resource planning, scalability of architecture, and performance management.
  6. Build human capacity and use an appropriate change management framework to propel the process.
  7. Develop an Operations Manual and Standard Operation Procedures (SOPs) to streamline the interaction and decision making processes between the Center and the field offices.
  8. Develop ICT Policies that will provide guidance to the MOHW and its RHAs around critical issues related to the sustainability of the ICT systems and continued operations. The policies will also provide guidance based on lessons learned and the need to improve how ICT support systems are designed and implemented within the Ministry.

 

4.0 KEY ACTIVITIES

The Consultant will be responsible to provide support to the overall transformation of the Ministry through the development and implementation of strategic engagements in ICT that is aimed at improving the Ministry’s capacity to deliver its services effectively and efficiently.  This support will augment the current business process re-engineering processes and create an enabling environment for more efficient service delivery through the implementation of an ICT restructuring programme.  The programme will enhance the capacity of the MOHW SITUs to include, ICT infrastructure modernization, ICT Systems upgrade, and an institutional reorganization of the SITUs to meet the demands of the MOHW as a CoE.

 

The key activities of the Consultant shall include:

  1. Provide an Inception Report detailing the key activities, programme schedule, methodology and timelines.
  2. Conduct a gap analysis to determine the MOHW’s and RHAs ability to undertake this transformation initative. The gap analysis will identify the potential challenges that might arise when implementing the new systems, structures, and processes within a current organizational context. Furthermore, through the identification of the gaps within the existing organizations, the readiness assessment will afford the Ministry the opportunity to remedy these gaps either before, or as part of, the implementation plan.
  3. Meet with/engage with relvant stakeholders to request and collect information that will inform and guide the development of an ICT Transformation Programme Strategy.
  4. Conduct Business Process and Organisational Reviews
  5. Develop an ICT Transformation Programme Strategy for the Ministry and its RHAs guided by Programme objectives articulated herein.
  6. Develop the framework for the centralization of the MOHW SITUs business operations
  7. Develop ICT Policies that will provide guidance to the MOHW and its RHAs around critical issues related to the sustainability of the ICT systems and continued operations. The policies will also provide guidance based on lessons learned and the need to improve how ICT support systems are designed and implemented within the Ministry.
  8. Develop an Operations Manual and Standard Operation Procedures (SOPs) to streamline the interaction and decision making processes between the MOHW and the field offices in the RHAs.
  9. Organize and conduct at sensitization sessions with the management and SITU staff at MOHW and RHAs to inform them of the transformation programme and gain their support.
  10. Identify and arrange training required for the iplementaiton of the Programme during and post-project activities
  11. Track and report on the progress of project implementation as per the work plan, identifying potential risks and making recommendations.
  12. Develop and implement a Monitoring and Evaluation Framework for the Project.
  13. Undertake a Risk Assessment and develop and implement a Risk Management Framework.
  14. Submit a final Consultancy Report highlighting the nature of the work undertaken noting the level of success and constraints in terms of methodologies used the nature and quality of stakeholder participations and any lessons learnt during the process

 

5.0 DELIVERABLES

DELIVERABLE DESCRIPTION
Product 1: Inception Report and Work plan The Inception Report and Work Plan will:

ü  outline the methodology and schedule for key activities under the contract.

ü  stakeholder engagement plan

ü  consist of Gantt Chart which sequences the deliverables and tracks the interdependencies of the tasks that are to be undertaken to achieve the objectives of this assignment. 

ü  detail stakeholders roles and responsibilities in achieving the main outputs

ü  provide indicative procurement actions that will be required to deliver the outcomes of the assignment

ü  outline a risk framework for the project

Product 2: GAP Analysis Assessment This report should present the findings of the readiness assessment undertaken to include :

ü  MOHW ICT gap analysis

ü  Recommendation for ICT infrastructure requirements to meet gaps and support the transformation strategy  – hardware/software, networking requiremetns etc.

ü  Human capacity and sustainability structures

Product 3: MOHW Centralized Business Operations Framework Develop the framework for the centralization of the MOHW SITUs business operations  to include Operations Manual and SOPs
Product 4: ICT Transformation Programme Development of a ICT Transformation Strategy  to transform the MOHW and its RHAs SITUs to govern and manage information and related technologies holistically for the MOHW, with consideration for the centralization of end-to-end business operations, to include the implementation of:

ü  Revised Organizational Structure

ü  Revised job descriptions in keeping with the strategic objectives of the MOHW

ü  Performance measurement framework

Product 5: MOHW ICT Policy Development of ICT Policies  in the MOHW for ICT service delivery, business continuity, data and information security, and compliance policies
Product 6: Monitoring and Evaluation (M&E) Framework This deliverable will detail the monitoring and evaluation framework for the project  that will outline the main indicators, means of verification, responsible agents and frequency of reporting for each indicator. The framework will also detail the targets for each indicator over the life of the consultancy. 
Product 7: Risk Management Framework Undertake a Risk Assessment and develop and implement Risk Management strategies.
Product 8: 7 consolidated monthly progress reports Monthly progress report to the Project Coordinator outlining the status of key responsibilities outlined in  the Terms of Reference (TOR).

 

The reports will detail at least:

ü  Implementation of the ICT Transformation Strategy and provide status

ü  Budget/ cash flow requiements

ü  Procurement plan

ü  Stakeholders and Partners Engagement

ü  Bottlenecks/issues affecting project implementation with recommendation to address/remove same;

ü  Next steps and any changes that will be required to be made to the agreement project implementation plan;

ü  KPI reports as per the approved M&E plan for the project.

ü  Sustatinability strategies implemented

Product 9: Final Consultancy Report Submit a final Consultancy Report highlighting the nature of the work undertaken noting the level of success and constraints in terms of methodologies used the nature and quality of stakeholder participations, lessons learnt during the process and any handover documents.

 

6.0 SCHEDULE OF PAYMENT AND CONSULTANT’S OBLIGATIONS

Deliverable Scheduled for Delivery Programme Coordinator Sign Off Total Contract Value
Product 1: Inception Report and Workplan Within two weeks of the date of contract Yes Upon approval – 7.5% of contract sum
Product 2: Gap Analysis Assessment Report As per approved workplan   Yes Upon approval – 15% of contract sum
Product 3: MOHW Centralized Business Operations Framework As per approved workplan  Yes Upon approval – 15% of contract sum
Product 4: ICT Transformation Programme As per approved work plan Yes Upon approval – 15% of contract sum
Product 5: Risk Management Framework As per approved workplan Yes Upon approval – 5% of contract sum
Product 6: MOHW ICT Policies As per approved workplan Yes Upon approval – 5% of contract sum
Product 7: Monitoring and Evaluation Framework As per approved workplan Yes Upon approval – 5% of contract sum
Product 8: 7 Monthly Progress Reports 7 consolidated monthly progress reports Yes Upon approval – 25% contract sum

(7 equal monthly payments)

Product 9: Final Report At Month 15 of the contract duration Yes Upon approval – 7.5% of contract sum

Hard and soft copies of all reports including plans, spreadsheets, and any material that form part of the Consultancy shall be submitted by the Consultant.

 

7.0 KEY RESPONSIBILITY AREAS:

Technical/ Professional Responsibilities

  1. Establish and maintain strong working relationships with officials involved in the transformation activities.
  2. Coordinate inter-organization collaboration on institutional development programmes and objectives, evaluate and assess these efforts towards their success.
  3. Communicate with government partners to deepen on-going partnerships towards facilitating effective and efficient implementation of ICT engagements in the MOHW.
  4. Engage in stakeholder and partner meetings as necessary to gain information and/or discuss needs and problems associated with the specified implementation.
  5. Research, review and generate documents to support the development of recommendations as required.
  6. Collaborate and coordinate on the design and intervention of specified engagements such as the implementation of tools, guidelines and blueprints for ICT development assignments.
  7. Work within established framework/structures, processes and procedures to enable review of programmes and engagements within the ICT reform of the MOHW.
  8. Ensure quality assurance and support on the delivery of the work plan and its outputs through consultants, contractors, and partners.
  9. Contribute to the facilitation of knowledge building and management of the MOHW through identifying and amalgamating best practices and lessons learned directly linked to reform goals and activities.
  10. Interpret and represent key public sector policies and communicate with internal and external stakeholders.
  11. Collaborate and liaise with the Heads of Ministries, Departments, Agencies, Public Bodies, and other multi-lateral agencies for strategic reform and development initiatives.
  12. Identify, monitor progress, assess and escalate business risks, where appropriate.
  13. Deliver technical advice and support to the MOHW and its RHAs on the implementation of ICT engagements and other ICT reforms.
  14. Develop engagement plans and hold consultations with all stakeholders in an effort to build consensus around the delivery of ICT interventions and key ICT engagements

 

Internal and External Contacts:

(i) Internal Contacts

 

Contact Purpose of Communication
Permanent Secretary To receive strategic direction and provide information
Regional Directors To receive directives, strategic direction and provide information
Programme Coordinator To exchange information, coordinate actions, collaborate on engagement components and progress reporting
MIS Directors To provide leadership and strategic direction and receive information
Heads of Divisions To exchange information and collaborate on strategic review and institutional development initiatives

 

(ii) External Contacts (required for the achievement of the position’s objectives)

Contact Purpose of Communication
Heads of MDAs To provide advice and information as necessary and exchange information and collaborate on institutional development initiatives
eGov Jamaica Limited (ICT Authority) To exchange information and collaborate on strategic actions to support institutional development activities
Engagement partners and independent consultants To facilitate and coordinate engagement design, delivery, monitoring, and evaluation activities

 

Required Competencies (Core and technical to be specified):

Core

  • Excellent strategic partnership and relationship skills
  • Excellent negotiation and conflict management skills
  • Strong customer orientation/client focus
  • Good communication and interpersonal skills
  • Advanced critical thinking, problem-solving, and decision making skills
  • High adaptability and knowledge-sharing/learning capacity
  • High innovative thinking and ability to market new approaches
  • Adept at advocacy and advancing a policy-oriented agenda
  • Ability to build and manage effective teams, and to lead across multiple assignments
  • Ability to work effectively on own initiative
  • Ability to promote and maintain enabling environments for open communication, creativity and innovation
  • Ability to forge useful partnerships with people across functions and organizations
  • Ability to demonstrate the commitment to efficient and effective service delivery and client-centred focus

 

Technical

  • Excellent knowledge of governance, government machinery, operations and procedures
  • Comprehensive knowledge and understanding of the ICT framework for the GoJ
  • Comprehensive knowledge and understanding of organizational change in the public sector
  • Comprehensive knowledge and understanding of engagement management discipline and tools
  • Good knowledge of results-based programme development and management
  • Good knowledge of organizational development principles and practices
  • Working knowledge of the relevant computer systems and applications

 

8.0 MINIMUM REQUIRED EDUCATION AND EXPERIENCE

  • Master’s Degree in an ICT related area or business / public administration, public policy or related fields;
  • Minimum of five (5) years working experiencing in business process improvement;
  • Demonstrable ability in project design, diagnosis, assessment and implementation for the public sector required.
  • Certification in Project Management would be an asset;
  • Excellent written and oral communication skills;

 

9.0 CHARACTERISTICS OF THE CONSULTANCY

Duration of contract: The consultancy is for the period fifteen (15) months commencing from the date of the Contract.

Location: Jamaica

Type of Consultancy: Individual

Type of contract: Lump sum.