Request for Quotation Development of ERP System for Local Child Sponsorship Communication

Request for Quotation Development of ERP System for Local Child Sponsorship Communication

Background

Plan International Indonesia’s Child Sponsorship Program plays a critical role in connecting sponsors with children, enabling meaningful engagement that drives long-term community development. A key feature of the program is communication exchanges between sponsors and children, which foster emotional connections and demonstrate program impact.

However, the program faces several challenges:

• Operational Inefficiency: The current manual processes for managing correspondence are time-consuming and prone to errors.
• Sponsor Retention: A declining number of active sponsors necessitates improved engagement strategies to sustain the program.
• Reporting and Accountability: Limited ability to track and analyze data on sponsor-child communication hampers the program’s ability to demonstrate success and adapt to changing needs.

To address these challenges, Plan Indonesia seeks to develop a web-based system leveraging Azure’s robust cloud services. This system will streamline letter management, enhance data analytics, and provide a secure and scalable solution tailored to the program’s needs.

The decision to develop a web-based system stems from the following considerations:

• Scalability: A cloud-based system allows the program to scale operations as the number of sponsors and letters grows.
• Accessibility: A web-based platform ensures that staff across different locations can access and update data in real-time.
• Automation: Automating routine tasks (e.g., reminders for letters due) reduces administrative burdens and improves efficiency.
• Data-Driven Decision Making: Integrated analytics tools provide actionable insights into sponsor engagement trends and program performance.
• Security and Compliance: Azure offers advanced security features to protect sensitive sponsor and child data, ensuring compliance with data protection regulations.
• Cost-Effectiveness: Using Azure’s pay-as-you-go model optimizes costs by aligning resource usage with program needs.

Objective

The primary objective is to design, develop, and deploy a web-based system that:

• Streamlines Communication Management: Digitizes and tracks letter exchanges, ensuring transparency and efficiency.
• Enhances Engagement: Provides timely updates and analytics to improve sponsor retention.
• Improves Reporting: Offers real-time dashboards and reports to measure program impact and inform strategic decisions.
• Ensures Data Security: Implements robust security measures to safeguard sensitive information.

Scope of Work

The consultant (individual or corporate) will be responsible for the following:

1. System Design and Development

Requirement Analysis: Conduct workshops with stakeholders to define detailed system requirements.

2. System Architecture: Design a scalable and secure architecture using Azure services.
3. Development: Build the web application with the following features:

• User management (role-based access for admins, field staff, and sponsors).
• Child and family member biodata (see annex)
• Letter tracking (upload, status updates, metadata storage – See annex)
• Automated notifications and reminders for overdue letters.
• Data analytics and reporting dashboards.

4. Provide training and orientation for staff to ensure smooth handover and operational continuity.
5. System Deployment

• Host the system on Azure App Service.
• Perform system testing to ensure reliability and security.

6. Training and Handover
7. Train staff on system usage, maintenance, and troubleshooting.
8. Provide comprehensive documentation, including user manuals and technical guides.

Deliverables

1. Fully operational ERP system developed using Microsoft products and deployed on Azure.
2. Training sessions for relevant staff.
3. Comprehensive documentation, including:

• System architecture and design.
• User manuals and maintenance guides.
• Analytics and reporting templates.

Consultant Requirements

1. Technical Expertise:

• Proven experience in web-based system development using Azure.
• Proficiency in frontend and backend frameworks (e.g., React, .NET Core, Node.js).
• Expertise in Azure services, including Azure SQL Database, Blob Storage, and Power BI Embedded.
• Familiarity with DevOps tools like Azure DevOps for CI/CD pipelines.

2. Experience:

• Demonstrated success in similar projects, preferably for non-profits or child sponsorship programs.
• Knowledge of data protection regulations and secure system design.

3. Soft Skills

• Strong communication and problem-solving abilities.
• Ability to collaborate effectively with diverse stakeholders.

Timeline

Submission Requirements

Interested consultants should submit the following by 20 March 2025

1. Technical Proposal: Detailed approach, system design, and timeline.
2. Financial Proposal: Itemized budget for the project.
3. Portfolio: Examples of relevant projects completed.
4. References: At least two references from previous clients.
5. CVs

Women-owned businesses and companies that actively promote gender equality and empower women in the workplace are especially encouraged to apply.

Only applicants with complete documentation, including a sample of their prior work, will move forward in the selection process.