Terms of Reference for Developing “Integrated Management of Childhood Illnesses (IMCI) module” in Electronic Medical Records

Background

The Ministry of Health (MoH) and Rwanda Biomedical Center (RBC)/ Maternal, Child and Community Health Division (MCCH Div.) in collaboration with Health Builders are implementing a project to pilot the IMCI module as part of the wide national EMR system at health centers. The initiative aims to improve the quality of under-five care and reporting.

Objective

The main purpose of this terms of reference (TOR) is to define the scope of work and requirements for a software vendor to develop an Electronic Medical Records (EMR) system with an Integrated Management of Childhood Illness (IMCI) module. In addition to clinical consultation, The EMR system should also consist of other modules of the OPD process including patient registration, triage, laboratory process, stock management, prescription and dispensing medication, and billing. System requirements specifications and user requirements are available and will be attached as annexes to this TOR.

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Scope of work

The interested consultancy firm or software vendor company is expected to design, develop, and deploy a comprehensive EMR system that meets the specified system requirements and includes an IMCI module. The software vendor will be responsible for the following tasks and activities:

1. Review the system requirements specifications and user requirements.
2. Conduct a thorough analysis of the requirements and an information gathering session with all involved stakeholders to ensure a clear understanding of the desired functionalities and workflows.
3. Develop a detailed project plan outlining the key milestones, timelines, and deliverables.
4. Design and develop the EMR system according to the provided requirements and specifications.
5. Develop a prototype (wireframes) of the IMCI module and present it to the project team for feedback.
6. Incorporate feedback and finalize the design of the IMCI module in alignment with the Integrated Management of Childhood Illness approach, including the relevant protocols and guidelines. (To be provided once hired)
7. Perform comprehensive testing of the EMR system to ensure quality and reliability.
8. Develop and implement a testing plan to ensure the IMCI module meets the required standards and specifications. (Develop test cases and conduct UAT with all stakeholders such as MOH, RBC, Health builders and end-users)
9. Develop user manuals, training materials, and documentation for the EMR system and the IMCI module for health care providers to ensure effective use of the IMCI module and the system in general.
10. Conduct training sessions for healthcare providers to ensure effective usage of the EMR system and the IMCI module.
11. Provide technical support during the pilot phase of the EMR system implementation.

Key Results Expected

A fully functional EMR system with complete modules of OPD process including patient registration, , triage, clinical consultation (IMCI) laboratory process, stock management, prescription and dispensing medication, and billing.

Key Deliverables

1. An Inception report outlining software vendor’s understanding to undertake this assignment; proposed wireframes/ designs and flowchart for the EMR system & IMCI module; detailed project plan, including milestones and timelines. (Work plan/ Roadmap).
2. Comprehensive testing report for the EMR system and the IMCI module.
3. User manuals, training materials, and documentation for the EMR system and the IMCI module.
4. Conducted training sessions for healthcare providers. (Training report)
5. Technical support during the pilot phase of the EMR system implementation.
6. Final report

Timeline

The assignment schedule will be in accordance with an agreed work plan in the inception report. However, the project is expected to be completed within 3 months from the date of contract signing. The software vendor will provide regular progress reports to the project manager and adhere to the agreed-upon milestones and timelines.

Qualification and competences

The successful consultant firm/ software vendor company is expected to meet the following qualifications and competences:

1. A minimum of 7 years proven experience in software development and implementation.
2. 2 certificates of completion of similar work.
3. Must have experience working with government agencies, especially in health sector system implementation.
4. Key personnel:
   1. Software developer (2)
      1. Must have at least a bachelor’s degree in computer sciences, Information Technology, or any other related field (with copy of degree)
      2. Must have at least 3 years but preferably 5 years’ experience in software development using globally recognized framework.
      3. Must have successfully implemented at least 2 similar projects as software developer, proven by related certificates of good completion or any other document proving this experience.
   2. Business Analyst and Team leader (1)
      1. Must have at least a bachelor’s degree in computer sciences, Information Technology, or any other related field (with copy of degree)
      2. Must have at least 2 years but preferably 3 years’ experience in IT Business Analysis.
      3. Must have successfully implemented at least 2 similar projects as Business Analyst; proven by related certificates of good completion or any other document proving this experience.

Interested consultancy firms or Software vendor companies must submit technical and financial proposals not later than June 06, 2023 to info@healthbuilders.org 

A technical proposal must include a statement of interest addressed to the Health Builders’ Director of Programs, background of the firm, a methodology approach to undertake this assignment, proposed roadmap for this assignment and the proposed technical team.  

The project budget will be determined based on the financial proposal submitted by the software vendor. The financial proposal should include all costs associated with the design, development, testing, implementation, training, and technical support during the pilot phase of the EMR system.