TERMS OF REFERENCE

 

INFORMATION TECHNOLOGY ASSESSMENT

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 assessment 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
 assessment and possibly developing the database, TAF will identify an organization/ vendor
with demonstrated expertise in
the
field.

 

OBJECTIVES OF THE ASSESSMENT

 

Through an open
bidding process, TAF will select a vendor to implement an assessment 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 n 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 t hat the
assessment
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 assessment 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 assessment 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 user-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 ASSESSMENT

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 assessment.
 The basic elements of the methodology to be used in the assessment
should
be included
in
the submission documents.
The
final methodology approach
is
subject to TAF approval.

 

 OUTPUT OF THE ASSESSMENT

The output of this assessment 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;

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;

4. Detailed report inclusive of above and the analysis and design recommendations of a
proposed  database system which  includes,  but is no limited to: functional and non-functional specification, supporting hardware and software requirements and their specifications, communication/network requirements, implementation and training requirements, suggested annual support and maintenance budget, human resource requirements to management and operate the database; and  

5.  A draft terms of reference for the development and implementation
of a possible database
solution.

SELECTION CRITERIA

 

TAF will
select a third party to implement the assessment, 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.     
Assessment 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 assessment 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	Assessment 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 ASSESSMENT 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 

assessment will need to fulfill mentioned
criteria and include the following 

attachments:

a. 
  Summary of experience to implement the assessment 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 assessment;

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

e.  Timeline for implementation of the assessment; and 

f. 
  Detailed line-item budget.