TERMS OF REFERENCE

 

INFORMATION TECHNOLOGY STUDY

FOR THE
DEVELOPMENT
AND
IMPLEMENTATION OF AN INTEGRATED

DATABASE ON HUMAN RIGHTS VIOLATIONS

 

END USERS WILL INCLUDE THE
GOVERNMENT
OF INDONESIA, CIVIL
SOCIETY ORGANIZATIONS, AND THE PUBLIC

 

FOR THE EMPOWERING ACCESS TO JUSTICE
(MAJU) PROJECT

 

 

 

INTRODUCTION

 

In May 2016, the National Development Planning Agency (Bappenas) launched the 2016-2019

National Strategy on Access to Justice (SNAK) which is a follow-on to the 2009 SNAK. The new
SNAK states that increased access to justice, including the restoration of rights through formal and
informal justice systems – as well as the improved capacity of the citizen to influence policy – is

one of the priorities of Indonesia’s national development.
To
illustrate the importance of access to

justice, the Government of Indonesia defined it as a condition and process wherein the State would guarantee the fulfillment of the basic rights of the people which are protected by the 1945

Constitution
and
the 1948 Declaration of Universal Human Rights (DUHAM).

 

Empowering Access to
Justice (MAJU) is a five-year project funded
by
the United States Agency for International
Development (USAID) and implemented by The Asia Foundation to enhanced
the ability of marginalized citizens to access justice, and at the
same time to support the capacity
of the Government of Indonesia to
protect their rights. Indonesia has an advanced regulatory framework to
uphold human rights, but faces challenges in implementation. To assist with these
challenges, MAJU focuses on four target
groups: (1) religious and ethnic minorities;
(2) indigenous people; (3) marginalized individuals;
and (4) discrimination and violence
against women. High levels of
poverty in these groups is attributable to stigma and discrimination, and human rights abuses include gender-based violence, restriction on freedoms of
association and expression, lack of legal identity, limited rights over land and natural resources, and discrimination
against those receiving public resources.

 

In providing human rights protection for citizens and in implementing the national
strategy that has already been set, the Government also requires accurate information and data on human rights violations. Unfortunately, data on human rights is scattered and inaccessible. The quality and scope of human rights data varies by issue, with data stove-piped across various government institutions.
Furthermore, the disparate management of
data and access to it makes comprehensive analysis difficult. A consolidated,
searchable database is needed.

 

Before establishing a database that connects such information technology systems, TAF will
conduct a study to obtain relevant information so
that a database is developed in
accordance with

 

 

the needs and resources of
the
host organization and external organizations contributing data. In carrying out the study and possibly developing the database, TAF will identify an organization/
vendor with demonstrated expertise in
the field.

 

OBJECTIVES OF THE
STUDY

 

Through an open bidding
process, TAF will select a vendor to implement a study that will include
an inventory and analysis of
the hardware, software,
policies,
procedures, human
and fiscal resources, and information systems currently
being used by a number of
MAJU partner organizations, including Komnas HAM which is the proposed organizations to host the human
rights database.   The study will focus on (1) data delivery, (2) data management, (3) data governance, (4)
data storage and control, (5)
data security, and (6) data usage.  The organizations
that the study will include are:

1.  
Partner LBHs in Java that have existing case management systems;

2.  
Komnas HAM;

3.   Komnas Perempuan;

4.  
BPHN; and

5.  Select Ministries and other key organizations that have existing information technology systems relating
to
human rights such as the Ministry
of Law and Human Rights, Ministry of Home Affairs, Ministry of Foreign Affairs,
 and Ministry of Communications and

Information Technology.

 

Specifically,  this  study  is  intended  to  provide
 information critical for  the development and
implementation of a human
rights database housed within Komnas HAM with data being
contributed from external
sources, such as those organizations and government agencies and
ministries mentioned
above.  The study will focus on:

1. Existing automated operating systems that will be linked with the database: 

• Software, hardware, operating platforms, IT infrastructure such as server rooms and connect ability, and the age/conditions of both; 
• The functions of current databases or technology systems housing human rights data: 
• The data security protocols, firewalls,and encryption mechanisms currently in place; 
• The likelihood of linking existing databases within Komnas HAM with the database; 
• The likelihood of linking external databases and case management systems with the database; 
• The capacity of a data storage for existing systems within Komnas HAM
• The capacity for generating reports from existing databases within Komnas HAM; 
• The type of search engine needed for the database; 
• Sizing and workload considerations; and 
• Security, cost-efficiency, applicability and use-friendly considerations. 

2.  Policies or regulations related to the use, governance, access, and security
 of data stored in the information technology systems housed within Komnas HAM; and policies/regulations/procedures pertaining to public access to database information.

 

3.    Organizational resources of Komnas HAM

• Existing human resource capacity (preparedness and available financial resources to support the performance, operation, upgrading and maintenance of the database; 
• Supporting facilities, policies, procedures, safeguards, and governance tools that an organization must have to develop/adopt a searchable database that contains confidential information and will be accessible by various users at various levels of access. 
• Recommendations of a proper information technology system/database that is appropriate for Komnas HAM’s capabilities/capacity 

4.   Data Input

• Types of data or types of documents that will be uploaded into the database (excel. word, pdf, image, etc.) 
• Does a glossary, indexing system, and search engine currently exist that is robust enough for the database, or does a new search engine need to be developed?  

5. Gathering information on the information technology systems being used by organizations
mentioned above that will be uploading information into
and extracting information from
the
database, and gathering information
about what will be needed to
establish web-based
or
application-based
connections with the database for reporting
on
human rights violation
cases.
 Recommendations regarding connection and interfacing options will be expected.

 

SCOPE OF THE
STUDY

 

This activity will provide an overview of the information technology
systems currently being operated/implemented by
the
partner organizations of MAJU in handling human rights cases or
complaints.

 

METHODOLOGY

 

This activity may be carried out through an
array
of methods such as,
but not limited to:

·    Organizational surveys

·    Focus group discussions

·    Interviews

·    Report and
assessment reviews –
desk studies

·    Site visits

·    Observations

 

The selected organization will provide the methodology for the study.
 The basic elements of the
methodology to be used in the study
should be included in the submission
documents.  The final methodology
approach is subject to TAF approval.

 

OUTPUT OF THE
STUDY

 

The output of this study will be a report, in English, that provides information on:

1.  The specifications on the existing information technology systems being used by MAJU
partners, policies and regulations relating
to
the operation
of these systems, organizational resources currently available and recommendations for those needed that are not readily

available,
data delivery,
data
management, data governance, data storage and control, data security, and data usage;

2.  The preparedness and political will of Komnas HAM to house, operate, and 

     govern an integrated
database for internal and external users; and

3.  Findings  and 
recommendations
 for  the  type
 of  database
 needed
 with  

     security,  cost-efficiency, applicability and user-friendly considerations; and its 

     specifications to fulfill MAJU program goals and
to
provide linkages for internal 

     and external users.

 

SELECTION CRITERIA

 

TAF will select a third party
to implement the study, and possibly develop
the
database,
based on the following criteria:

1.   Demonstrated professional experience in
the field of information technology data 

      systems
of more than 10 years;

2.  
Demonstrated professional experience working with GOI agencies for the 

      design and development of
IT
systems is an advantage;

3.   Excellent track record in performing IT assessments and 

      preparing report findings and
recommendations;

4.  
Basic knowledge and an understanding of the Indonesian justice system is an 

      advantage;

5.   Fluency in Bahasa Indonesia and English, along with experience working in a 

      bilingual environment;

6.   Study design and methodology; and

7.   Proposed budget.

 

PREPARATION AND IMPLEMENTATION SCHEDULE

 

10 October 2016	Request for Proposal announcement
24 October 2016	Proposal shall be received no later than 5 PM
26 October 2016	TAF Selection Panel
31 October 2016	Winner Announcement
7 – 11 November 2016	Coordination   with   TAF   for   contract    preparation   and presentation on methodology to TAF
14 November 2016	Submission of final study design document and budget to TAF
15 – 18 November 2016	Draft Contract to be approved by USAID*
21 November 2016	Signing of the Contract*

 

 

 

21 November 2016 – 21 January 2017	Study implementation*
6 February 2017	Draft Report submitted to TAF*
13 February 2017	Final Report submitted to TAF*

*the final schedule may change depending on USAID approval, and implementation and reporting timeframes may be adjusted to reflect a shorter or longer timeframe

 

VALUE OF THE
ACTIVITY

 

The maximum budget allocated
by
The Asia Foundation
is
IDR 390,000,000.

 

PROCEDURE TO APPLY – SKILLS AND EXPERTISE

 

1.   Time – Before the COB (5 pm) on October
24, 2016, please submit an email  

containing a
proposal and other documents required by point 3.

 

2. Email – Submission via email shall be addressed to: [email protected] and 

[email protected].
The following text must be
written on the
subject of the 

email: [IT STUDY MAJU – Name of the Team / Organization]

 

3.    Content of the Email – Your cover letter should describe why your team is an 

excellent choice for the job, and please include three references that can 

comment on your suitability
for
this position.  The team selected to conduct the

study
will need to fulfill mentioned
criteria and include the following 

attachments:

a. 
Summary of experience to implement the study and a description of 

why your organization
is
the best suited for the work;

b.   CVs  of  all  members  of  the
 implementation  team  and  brief
 profile
 

of
 your organization;

c. 
  A minimum of three references to comment on ability of your 

organization to
implement the given study;

d.  
Detailed description
of the methodology and approach to be used for
the 

study;

e.    Timeline for implementation of the study; and

f.    Detailed line-item budget.