Terms of Reference for Integrated Management Information System (IMIS) – OPM Somalia

Introduction

The Office of the Prime Minister of Somalia (OPM) is committed to enhancing governance and administrative efficacy across its numerous departments. In an effort to modernize operations and streamline processes, the OPM recognizes the critical need for an Integrated Management Information System (IMIS). This system will not only consolidate disparate processes and data points but will also significantly improve operational efficiency and service delivery. By implementing this advanced IT solution, the OPM aims to foster a more organized, responsive, and transparent government structure, which is crucial for effective decision-making and public service delivery. The introduction of IMIS will facilitate better resource management, reduce redundancy, and enable the OPM to better meet the needs of its citizens through improved governance practices.

Objective:

To design, develop, and implement a robust Integrated Management Information System (IMIS) that supports the OPM in its administrative, logistical, financial, and program management needs, ensuring a cohesive and efficient operation across all its departments.

Scope of Work:

The consulting firm will be responsible for the following:

•       System Analysis and Design:

•       Conduct a comprehensive needs assessment across all OPM departments to gather detailed functional and non-functional requirements of the IMIS system.

•       Develop system architecture that supports integration with existing infrastructure and future scalability.

•       Core System Modules Development:

•       Human Resources Management: Automate employee records, recruitment, leave management, payroll, promotions, retirements, and resignations.

•       Procurement and Logistics Management: Manage tender processes, vendor selection, purchase orders, and inventory control.

•       Financial Management: Integrate accounting modules such as general ledger, accounts payable, cash management, and financial reporting.

•       Project Management: Support planning, execution, monitoring, and reporting of government projects and initiatives.

•       Administration: Automate routine administrative tasks and support effective communication channels within and across departments.

•       Government Programs/Pillars Management: Facilitate tracking and reporting on various government initiatives and their impact.

•       Protocol and Private Office Management: Enhance management of protocols and operations of the private office.

•       Training and Capacity Building:

•       Provide comprehensive training to OPM staff on the use of the IMIS.

•       Develop a detailed user manual and provide ongoing support post-implementation.

•       Data Security and Compliance:

•       Ensure the system complies with national and international data protection regulations.

•       Implement robust cybersecurity measures to safeguard sensitive government data.

•       Cloud Services:

•       Ensure selection of reliable cloud services to provide performance, reliability, security, compliance, and compatibility with the IMIS system.

•       System Maintenance and Upgrades:

•       Provide maintenance and upgrade services for a defined period to ensure the system remains current and effective.

Deliverables:

•       A fully functional Integrated Management Information System tailored to the needs of the OPM.

•       Comprehensive training for all relevant staff and stakeholders.

•       User manuals and system documentation.

•       A maintenance and support plan for the system.

Timeline:

•       The project is expected to be completed within 4 months from the date of contract signing.

Budget:

•       Proposals should include a detailed budget outlining all costs associated with the development and implementation of the IMIS.