National consultant to assess the information and technology systems in the field of labor and social protection, to develop policy proposals for digital transition establishing a standardized and interoperable system
Reference: D1/CS/034
Client: Ministry of Finance
Category: Consultancy Service
Advertised: 2020-09-09
Deadline: 2020-09-23 17:00:00  

Ad Invitation

A. BACKGROUND

Mongolia received a credit from the International Development Association (IDA) for the Strengthening Fiscal and Financial Stability Project (SFFSP). The Objective of the SFFS Project is designed to improve fiscal policy and sustainability in a mineral-based economy, protect the poor and vulnerable, and restore confidence in the financial sector. The project is designed into five components: (I) Strengthening Macroeconomic and Fiscal Management; (II) Improving the Efficiency of Public Financial Management; (III) Enhancing Financial Sector Stability; (IV) Strengthening the Social Protection System; (V) Project Management and Monitoring. The objectives are to Strengthening fiscal responsibility and implementing relevant policy measures, improving fiscal discipline, strengthening the resiliency of the banking system, improving public expenditure quality in social protection, providing support for Project implementation, coordination, monitoring, and evaluation, including, inter alia, audit arrangements, reporting requirements, procurement, and financial management activities respectively. For more details, please refer to the Project Appraisal Document Report No. PAD2269.

The Ministry of Labor and Social Protection (MLSP) is responsible for the policies and implementations of social insurance and social welfare, employment and vocational training, people with disabilities, popultaion, and child protection. While MLSP has developed and implemented various systems over the past several years, with an aim to automate its core functions in the area of social protection and active labor market programs, there is still a great challenge in using the present systems in a most optimal manner. 

The current information technology in the sector are as follows:

  a. The social insurance sector has a total of 535 GB databases for more than 20 years and more than 40 software applications are used daily. The development of integrated social insurance software started in 2019 within the ADB project.  

  b. The General Office of Labor and Welfare Service (GOLWS) currently uses a total of 22 software. The biggest program databases are ISDB, WAIS, CMP, and LMIS. The policy note with the proposal on a high level integrated MIS design framework was developed with the technical assistance of the World Bank in 2019. The Policy Note proposed that a core MIS engine shall be developed to act as a gatekeeper of all the program subsystems (ISDB, WAIS, CMP, and LMIS) integrated with the core engine. This means that all the subsystems would be made fully inter-operable which connects to the core MIS engine to operate as a unified portal (Single Sign-On). However, the LMIS system is being developed by a separate consulting service, and some social welfare services are being digitalized by the Customs and Tax Information Technology Center.

  c. An integrated database on child and family development and protection services has been developed since 2017. The integrated database consists of sub-sections of statistical data named “Basic information”, registration of “Care and welfare service”, “Child care service”, “Horse racing”, “Children's camp”, and “Risk assessment”.

  d. The first phase of the development of the Integrated vocational education registration and information system was completed in April 2019, and data were entered. In May 2019, vocational education institutions have entered the student data and information, and monthly benefit for students.

  e. Development of “eJob Platform” - Integrated Labor Market Information system is underway under the WB financed Mongolia Employment Support Project. 

In addition, there is a need for some service and registration software, such as a database of victims of industrial accidents, a database of people with disabilities, database of the Commission on Health, Education and Social Welfare of Children with Disabilities a database of the elderly in centralized care centers, and a database of human resources of social workers.

Basically, the information technology system in the labor and social protection sector is now being developed and reformed in each field, but has been operating each on its own and is not interoperable with each other. For example, it is not possible for the software to automatically detect if a social welfare pension recipient is also receiving a pension from the social insurance fund. Social welfare, employment, social insurance, and child protection organizations need to work on exchanging information with each other to improve the efficiency of the services. There is also a need to clarify duplication and gaps in services because the software within the field does not allow transfer information to each other, sectors have limited opportunities to coordinate their activities, and provide targeted services.

The status of software in the labor and welfare sectors is described in the policy note on a  proposed high level integrated MIS design framework as follows:

  - The fragmented database design approach has restricted a seamless sharing or exchange of desired data across the systems in use – hence requiring a significant manual intervention at various steps of program operation which is tedious, time-consuming and error-prone; 

  - There are gaps that remain between the MLSP’s actual needs and the system’s functionality. In the absence of desired functionalities, users are compelled to rely still on manual recordkeeping, which is unnecessary and challenges to the basic idea of establishing a digital system;

  - The current systems use different development tools that are not standardized. Such an approach is expected to bring the additional burden of cost escalation and inefficiency in maintaining the system in the long run.

In addition, the Government of Mongolia is implementing the “Digital Government” national program and starting e-Mongolia unified digital platform that provides digital services from a centralized point to citizens and business entities. 

In 2020-2024, within the framework of the “Digital Mongolia” program, the entire labor and social protection sector will be digitalized, and services provided to citizens will be made transparent, prompt, and accessible.

The  MLSP, in cooperation with the Ministry of Finance, is developing and implementing the “Integrated Social Welfare System” (www.ehalamj.mn ). The Customs, Tax, and Financial Information Technology Center is developing the system and from 25th August 2020, some services became effective. The following welfare programs were launched at first: Maternity benefits;  Childcare allowance for children under 0-3; Twin child allowance;  Single parent allowance; and Age endowment program.

For the purpose of further digitizing the social welfare and other social protection and employment services, there is a need to assess the current state of information technology systems in all field of the sector such as social insurance, employment, and child protection, to improve the coordination and interoperability of the relevant systems, develop and implement policies, and to improve public awareness in regard to information technology and electronification.

The MLSP is planning to hire a local consultant for this assignment. 

The fund required for such a consulting service is reflected in the 2020 Procurement Plan of the SFFS project within the frameworks of the “D1” component D1/CS/034 /.

B. OBJECTIVE OF THE ASSIGNMENT

The main objective of this assignment is to assess the current status and challenges of the information technology systems of the MLSP and relevant implementing agencies, prepare draft policy documents as needed for integrating the separate subsystems into an integrated system, and to assist to MLSP for the public outreach and information dissemination on the IT related reforms. 

C. SCOPE OF THE WORK

The Consultant will perform the following tasks:

   Task I. Review the information technology related projects implemented by the MLSP and assess the overall current status  and challenges of information technology systems of the MLSP and implementing agencies and relevant recurrent developments;   

   Task II. Identify consumer needs for information technology reform in the next 4 years, and produce a short report;  

   Task III. Propose information technology and digitization solutions for the MLSP for the next 4 years and prepare draft policy documents in close consultation with the IT and relevant policy departments staff of the MLSP and the implementing agencies; 

   Task IV. Develop technical specifications for additional service and registration software, such as a database of victims of industrial accidents, a database of people with disabilities, a database of the elderly in centralized care centers, a database of human resources.

   Task V.  In close collaboration with the public relations unit of the MLSP promote the MLSP policy actions on the digitation of relevant services to the public. 

   Task VI.  Organize the discussion and consultations (online and offline) on the draft policy documents in regard to MLSP's information technology and electronification solutions that need to be introduced in the next 4 years and information technology innovations of labour and social protection sector, including the participation of relevant governmental and non-governmental organizations, professional and research organizations, legal entities, and citizens whose legitimate interests and rights might be affected. Obtain feedback and comments from relevant organizations and experts on draft policy documents and proposals and do necessary revisions to the draft policy documents based on the comments and recommendations provided by the relevant parties.

Other tasks as reasonably requested by the MLSP. 

D. ELIVERABLES

The Consultant shall present the progress and results of the work to the Policy Planning Department of the MLSP and receive guidance and recommendations. The Consultant will prepare the following reports and drafts, and other relevant research, reports, and drafts may be added in the course of the work.

Deliverable 1. Assessment report of the current situation and challenges of information technology systems of the MLSP and recurrent reform efforts; (referring to Task I)

Deliverable 2. The report on consumer needs identified for information technology reforms;  (referring to Task II)

Deliverable 3. Proposed solutions and draft policy documents for MLSP's information technology and digitization solutions that need to be introduced in the next 4 years; (referring to Task III)

Deliverable 4. Recommendations, the draft terms of references to develop software of victims of industrial accidents, people with disabilities, the elderly in centralized care centers, human resources; (referring to  Task VI)

Deliverable 5. Monthly report of the task of improving public awareness activity and the integrating, electronification, and improving coordination of information technology; (referring to Task V, VI).

E. REQUIREMENTS FOR THE CONSULTANT:

Education: Suitable candidates should have a master's degree or higher in the information technology and software development, other related.

Professional qualifications: Previous work experience on information technology system innovation, digitization, IT system assessment, system development. 

Experience: Candidate should have at least 5 years of relevant professional experience. 

Language skills: Have communication excellent skills in Mongolian and English;

Other: Excellent interpersonal skills with the ability to function effectively and collaboratively in a team environment. Have the ability to perform and manage high-quality work in a relatively short period.

F. SUPERVISION AND REPORTING

The consultant will report directly the Director of Policy Planning Department (PPD) of the MLSP.  The consultant will work on a day-to-day basis under the guidance of the Director of PPD of the MLSP and in close coordination with the Senior IT specialist at MLSP on technical matters related to the assignment. Work progress will be presented during the working group meeting or other meetings as needed.   

The Director of PPD of the MLSP shall evaluate the performance on agreed deliverables and approve the invoices for the delivered outputs.   

The consultant will prepare a 3-5 pages summary progress report detailing the achievements and impediments in executing the entire assignment effectively. The MLSP and SFFS PIU will provide input to the evaluation of the consultant’s performance. 

G. CONTRACT DURATION

The expected commencement date of the contract is in September, 2020.  The contract  duration is 12 months through September 2021.

Based on the evolving needs of the Client and performance of the consultant, the contract may be extended if needed. If any task is not finished and approved by the Client within the agreed-upon timeline, the consultant should complete the task/s without any additional cost.

Payments will be released upon satisfactory completion of all deliverables due for each task, according to the following schedule:

  • Submission of Deliverable 1 stated in the ToR conditional on the Client’s approval: 20 % of the total contract amount 

  • Submission of Deliverable 2 stated in the ToR conditional on the Client’s approval: 20 % of the total contract amount 

  • Submission of Deliverable 3 stated in the ToR conditional on the Client’s approval: 15 % of the total contract amount 

  • Submission of Deliverable 4 stated in the ToR conditional on the Client’s approval: 15 % of the total contract amount 

  • Submission of Deliverable 5 stated in the ToR conditional on the Client’s approval: 30 % of the total contract amount ( starting from the first month after completion of Deliverables 1-4, based a monthly (progress) report of Deliverable 5). A Monthly payment will be equal to 3% of the total payment. ) 

G. INSTITUTIONAL ARRANGEMENTS

The MLSP will provide office space for the consultant to work with the lead consultant and technical working group as well as the MLSP officials.  The consultant will have access to all necessary data and information.  

Consultant will be selected in accordance with the Individual Consultant Selection Method set out in the Procurement Regulations: The following is the link to the World Bank’s website: https://policies.worldbank.org/sites/ppf3/PPFDocuments/Forms/DispPage.aspx?docid=083b3f94-a932-4395-a410-834f8bc14f8c

If you possess the above qualifications, please submit following documents via email to procurement@sffs.mn:

    1. Cover letter indicating why she/he considers her/himself suitable for the position.

    2. Detailed CV highlighting relevant skills/experience.

    3. Copy of diplomas or certificates; and,

    4. 2 reference letters from previous last two employers no later than 17:00, September 23, 2020.

The submitted documents will not be returned to the applicants. Please be noted that incomplete applications would not be considered for evaluation. Only selected candidate will be contacted.

Address for submission of Expression of Interest: Attention to Ms.Bayarmaa L, Procurement Specialist, Strengthening Fiscal and Financial Stability Project, Address: Room #204, Negdsen undestnii 8/2, 4th khoroo, Chingeltei District, Ulaanbaatar, Mongolia. Tel: 70120582 or via email to: procurement@sffs.mn

Contact Info

Attachments

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