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					      ETHIOPIAN MINIRAL DEVELOPMENT SHARE
                            CAMPANY




Terms of Reference (TOR) prepared to request a consultancy service for
development   and   implementation   of   an   Integrated   Web-Based
Management Information System (MIS) That Will Support The Strategic
Vision Of Ethiopian Mineral Development Share Company (EMDSC).




                           Submitted by MIS




                                                             May, 2010
Table of content
1. Background of Ethiopian Mineral Development Share Company (EMDSC) ..........1
   1.1. Vision ......................................................................................................................1
   1.2.      Mission ..................................................................................................................1
2. Brief Statement of the problem and Existing Situation (initial) ................................2
   2.1. Mineral Exploration and Evaluation Main Process ............................................3
   2.2.      Mineral Production Main Process .......................................................................4
   2.3.      Mineral product and Service Marketing Main Process ......................................5
   2.4.      Plan and Finance development and Evaluation Supportive -Process ................6
   2.5. Procurement and Property Administration Supportive -Process .........................7
   2.6. Human Resource Development, Management and General Service Supportive-
            Process ....................................................................................................................7
   2.7. Audit Department ..................................................................................................8
   2.8. Legal Service ..........................................................................................................8
   2.9. Anti-corruption and discipline department ...........................................................8
   2.10. Reform and Change management office ............................................................8
   2.11. Public Relation Service.........................................................................................8
   2.12. Gender and Social Affair office ...........................................................................8
3. Objectives Of The Project .............................................................................................9
   3.1. Ultimate Objectives ................................................................................................9
   3.2. Specific Objectives .................................................................................................9
4. Scope Of The Project ..................................................................................................10
5. Precise Statement of Requirement ............................................................................11
6. Detailed Statement of Work .................................................................................................. 17
   6.1.      Networking .........................................................................................................17
   6.2. System Analysis ...................................................................................................17
   6.3. The Decision Analysis .........................................................................................18
   6.4. System design ......................................................................................................18
   6.5. System Construction ...........................................................................................19
   6.6. System Implementation ......................................................................................19
   6.7. System Operation and support ..........................................................................19


                                                                   I
   6.8. Maintenance and Support ............................................................................................. 19
   6.9. Providing Training and Capacity Building ................................................................ 20
   6.10. Preparing and submitting User Acceptance Testing (UAT) Plan.............................. 20
   6.11. Develop Repository ............................................................................................20
   6.12. Develop ICT Strategy & Policy .........................................................................20
7. Schedule for Completion of Tasks.......................................................................................... 21
8. Proposed Team ....................................................................................................................... 21
9. Outputs Required Of the Consultant .................................................................................... 21
10. Procedure for Review of Progress .......................................................................................... 23
11. Eligibility Criteria ................................................................................................................... 23
12. Technical Evaluation Criteria and their respective value. ................................................. 24
13. Annex 1. Format for Employee profile of the Consultant Firm ......................................... 27




                                                                      II
1. Background
Ethiopia has diverse geological and ecological settings that make the country the home of precious
and rare natural resources. It has also excellent potential and opportunities of mineral mining and
development. In Ethiopia there are proven reserves of good quality minerals like gold, tantalum,
nickel, iron, coal, marble potash, copper, silica, etc. as well as oil and natural gas awaiting for
exploration. However, the mineral sector has contributed only 3 percent of the GDP up to now.

The Ethiopian Mineral Development Share Company is a government owned mining company
which engaged in the exploration of mineral deposits, mining of tantalum and industrial minerals.
The company was established when its predecessor Ethiopian Mineral Resources Development
Corporation (EMRDC) was dissolved and restructured into four enterprises in August 1995.
Ethiopian Mineral Development Enterprises were one of the four enterprises which were
established at that period. However, the enterprise changed its name into Share Company and
called as Ethiopian Minerals Development Share Company (EMDSC) in January 2000. At present
EMDSC is operating being accountable to Board of Directors that appointed by the Privatization
and Public Enterprise Supervising Agency.

1.1. Vision
In 2020, EMDSC envision being the main back bone of the economy of the country through
exploration and development of mineral of the country.

1.1. Mission
To engage in exploration, evaluation and development of minerals that has economic value and
providing services in the sector excluding petroleum, natural gas and geothermal energy to
strengthen the national economy.




                                                1
2. Brief Statement of the problem and Existing Situation (initial)

The1990s have been recognized as the era of economic globalization. Competition became global
with emerging industrial nations offering lower-cost or higher quality alternatives to many
products. Having Competitive Advantage is significant and ideally long - term benefit to a
company over its competition. And strategic plan for competitive advantage includes:
              Altering the Industry Structure
              Creating New Products and Services
              Improving Existing Product Lines and Services
              Using Information Systems for Strategic Purposes

The information explosion or Information Overload is the major challenge since the realization of
the third level of social development which is information age. Thus, finding and accessing what
some one need and storage, retrieval, organization, analysis and dissemination of accurate, timely,
complete, consistent, flexible and economical Information had been the challenges of any
organization, society in general. To alleviate this challenge, Information communication
technology has been utilized. However, these challenges still exist due to unstructured content and
information handling process and methods as indicated by Oracle Company as follows1.

       "Estimates put the amount of unstructured content in a typical business at about 80
       percent. That includes e-mails, reports, documents, Web sites, presentations, contracts,
       CAD drawings, images, and other content that is usually (but not always)
       computerized, but still unmanaged. The unmanaged data in a company may be
       structured data in a proprietary format that’s incompatible with common applications,
       or data that’s inaccessible to most of the organization because it’s stored in
       homegrown systems based on legacy technology. Or perhaps it’s the location of the
       content that’s the problem: data residing on isolated servers, in duplicate files, or on
       the internet—in multiple repositories and various languages all over the world—and
       simply unavailable to those who need it."

1
    http://www.oracle.com/ocom/groups/public/@ocompublic/documents/webcontent/026075.pdf




                                                   2
Thus in 2002-2006 strategic plans, the company recognizes the development and implementation
of management information system that simplifies manipulation and exchange of Information so as
to strengthen the efficiency and effectiveness of the company performance and to achieve it's
strategic vision. Besides, the company recognizes strengthening the capacity of employees of the
company to facilitate and assure the implementation and operation of the information system. And
to realize the strategic plan, a brief statement of the problem and existing situation of each process
and service is organized and described as follows to provide a general insight for the system.

2.1. Mineral Exploration and Evaluation Main Process
Its main function includes provision of drilling, exploratory and laboratory analytical services for
customers. The geo-physical study includes ground surveying (magnetic surveying, radiometric
surveying, Electrometric), Borehole geophysical logging (with six different parameters) and
borehole inclinometer (that measures deep angle and azimuth). And the laboratory facility includes
Atomic Absorption spectrometry, Fire Assay, Geochemical (whole rock) analysis and X-ray
Fluorescence (XRF).

The process mainly encompasses drilling, geological survey, geophysical survey, geochemical
analysis (basically soil and rock) sub process. These processes are greatly intertwined,
synchronized and synergized to come up with actual mineral identification, mineral quality and
mineral deposit. Then, taking into consideration the existing resources production capacity and
quality, the process determine annual production in terms of quality and quantity. In other way
round, based on the available mineral deposit and quality, the process together with other process
develops a strategic plan and then strive to achieve the strategic vision.

The process generates the following document:
      monthly, quarterly, and annual plan
      monthly, quarterly, and annual performance report
       rock drilling model
      Drilling deviation(actual from desired) analysis report
      Sample test repetition frequency and quality status and certification report at different
       Laboratory
      Cost benefit analysis report
      Income Statement

                                                   3
The process requires:
       budget allocation and utilization status from Plan and Finance development and Evaluation
        Supportive -Process,
       market assessment report on existing and potential customer that are involved on mining
        and mineral exploration and report on market analysis from Plan and Finance development
        and Evaluation Supportive -Process,
       report on stock balance of drilling consumable, critical item status and the like and report
        on status of active purchase order just on the pipeline from Procurement and Property
        Administration Supportive -Process

To discharge its duty and responsibility effectively and efficiently, the process has been utilizing
data processing software called GEMCOM for geological survey and drilling services, Geosoft for
geophysical survey and an expert information system for Geochemistry. GEMCOM basically
developed using VBA and Access database management system and has mine and blasting design
functionality, serving functionality, planning functionality and resource evaluation functionality.
However, basically there is no integration among the software and this become the major bottle-
neck for effective and efficient exchange, organization and analysis of information. Even, Each
GEMCOM software functionality/modules are licensed and instilled in different stand alone
computer lacking easy information exchange environment. For example, mine and blasting design
functionality with the name GEMCOM has been utilized at the production site while serving
functionality, planning functionality and resource evaluation functionality has been utilized at the
head office.

Thus, the proposed information system should come up with an integrated solution for the existing
system or a new solution. The system should also incorporate and/or consider communication and
interface with project sits, Ethiopian institution of Geology Survey, Mekanisa Laboratory Service
and Oromia Mining Bureau.

2.2. Mineral Production Main Process
This process is the core components of the company. Its main function includes production of
tantalite concentrate, industrial minerals and gemstone. The process produces tantalum concentrate
supplied for export. EMDSC is one of the top ten producers of tantalum in the world. EMDSC


                                                 4
produces the concentrate in Kenticha area which is located in the southern part of Ethiopia, 554 km
away from Addis Ababa.

When we look at industrial mineral, EMDSC produces kaolin, dolomite, quartz, and feldspar and
supplies these raw materials to local industries. These raw materials are used in soap, paints,
ceramics, glass and other industries material production. The company has two plants for the
production of the industrial minerals. The first one is kaolin processing plant which is located at
Bombowha area. The second plant is the industrial mineral crushing plant which is located 3 km
north of Kenticha tantalum processing plant. At this time the plant mainly crushes and mill
feldspar, dolomite and quartz at different grain sizes.

Thus the management requires a report on
      safety report on every 24 hours
      quality of the product,
      quantity of production,
      production cost
      drilling and blasting
      load and howl

2.3. Mineral product and Service Marketing Main Process
The major duty of the process is supplying industrial mineral, tantalum concentrate and gemstone
product and mining service to the market in accordance with market demand and market price
using shop located in Piaza and at the head office. In addition, the process planned to add more
selling Shop. The process also intends to carry out any financial activity of its own occur through
casher and Accountant. However, the process has been facing the following main challenges.
      most of the time lack of information on current market price cause the company losses its
       revenue,
      Lack of current information on demand, consumption and customer satisfaction limit the
       company has        a    better   market   share    and   some   time   handover   benefits   to
       individuals/organization which possess such kind of information.




                                                   5
2.4. Plan and Finance development and Evaluation Supportive -Process
Basically, this process is composed of four sub- process; Market Research Sub-Process, Planning,
monitoring, and evaluation Sub-Process and Finance Sub-Process. Market Research is the
underlining process having a direct and indirect impact on each and every process. what to
produce, how to produce, how mach to produce, at what quality, how to supply, at what market
price, for whom to produce and the like comes out of existing and potential customer
identification, market demand analysis, market competitiveness analysis, customer satisfaction
analysis. Based on the outputs of the research and government direction, strategic and annual plan
is prepared. And it is vivid that strategic plan encompasses strategic vision, mission, goals and
objective and financial resources, schedule, human resource and material resource to enable the
company reach its destination. In other way round, out of the strategic plan each process prepare
annual plan made up of work/task breakdown and financial resources, schedule, human resource
and material resource to accomplish these tasks and submit to the planning, monitoring and
evaluation sub process. Then, monitoring and evaluation gets in motion. Specifically speaking, the
process use Omini tech financial information system with SQL Database management system for
its finance sub process.    However to realize these function effectively and efficiently has been
challenging. To mention some;
   Collection, storage, organization and analysis of data from different direction and external
    environment for strategic plan is time taking and difficult. As a result, clearly stating and
    determining destination of the company, systems and process to realize the destination, and
    performance measurement indicator has been a challenge.
   Lack of organized time series data to look at customer consumption trend and culture and to
    identify quantity of sell at different point of time, to estimate product quantity, production cost,
    market price and the like has been challenging and difficult.
   Due to recording the same product in different product line (referees to property) and
    inconsistency in data handling method in different process result in difficulty of comparison
    like operating cost against budget, buying the same item time and again, generating cost
    benefit analysis report, and supplying items to wrong individual/process....
   Poor flow of accurate information has been causing performance report which is not included
    and considered in the plan.
   Untimely generation and submission of report from process.


                                                   6
2.5. Procurement and Property Administration Supportive -Process
The sub-functions of the process are Procurement, Property Administration and distribution,
Property maintenance and Property Discarding. The central or core function of the process is
property administration and distribution because what is required to procure is a function of the
availability of properties in the stock, what to maintain or discard is a function of the historical
profile of the property or the status of the material. This implies what so ever plan (whether
strategic plan, annual plan ...) for maintenance, procurement, distribution and discarding property
flows out of the property administration function. However, due to lack of information and
computer based information system, the process have been facing the following major problem
       Easy identification of available and none available material is troublesome which in tern
        result in unnecessary property procurement.
       Identifying and recognizing property requirement and satisfaction within the desired
        timeframe is unachievable.
       inability to identify property maintenance requirement and maintaining the property within
        the desired timeframe have been causing interruption at the production site
       emergency buying
       lack of supplier profile and market price tracking system
       duplication of work due to SIV document and similarity of purchase order and payment
        authority
       Lack of history profile for each property has been causing improper and unnecessary
        maintenance or property retention which in tern results in unnecessary cost due to fuel
        consumption, storage place, and environmental pollution.

2.6. Human Resource Development, Management and General Service Supportive-Process
   The Information system should support the strategic value of the human resource development
    supportive process and generate report on the status of the employee, on job training
    requirement, on performance of the employee.....
   Basically consists of Human Resource service provision sub-process and Human Resource
    Development and Management sub-process
   has record and documentation management, Library, Cafeteria, transport sub-function and
    services includes


                                                 7
   Due to employee recruitment is based on human resource requirement of each process, the
    process have cross functional nature so should the information system
   problems in the process includes:
     o there is poor information handling culture in the process,
     o there is a limited number of computer compared to requirement
     o shortage of skilled manpower
     o lack of computer based library system

2.7. Audit Department
The main duty of the department is to inspect and follow each and every activities of each main,
supportive and sub process and services of the company and report to directly to the general
manager and the Audit committee depending on the nature of the information. So the department
requires the new information system generate daily, weakly, monthly, quarterly and annual
performance and status reports and plan from the database of each main, supportive and sub
process and services of the company. Inline with, the department needs to have a database and
application that will handle case triggered by anti-corruption and discipline department and other
sources and the system should only report to the general manager and the audit committee, anti-
corruption and discipline department and legal service depending on the nature of the case.

2.8. Anti-corruption and discipline department
The department needs to have a database and application that will handle case by different sources
and support the follow up of each case status and the system should only report to the general
manager depending on the nature of the case.

2.9. Legal Service
The service basically requires case management software that will document text, image, movies,
process data and support decision making and the system should only report to the general
manager depending on the nature of the case.

2.10. Reform and Change management office
2.11. Public Relation Service
2.12. Gender and Social Affair office



                                                 8
3. Objective of the project
3.1. Ultimate Objective
The ultimate objective of the project is to develop and implement        efficient and effective
integrated web-based management information system and computer application that will generate
management orientated report that extend from operational management to strategic planning to
support strategic vision of Ethiopian mineral development share company and a front office
marketing information system that will support optimization of competitive advantage, customer
relationship, market share and product and service quality to enable the company become the main
back bone of the economy of the country through exploration and development of mineral of the
country in 2020.

3.2. Specific objectives
The specific objective of the project includes.
 To Cleary identify problem, opportunities and directives
 To analysis problems and identify their actual cause and effects.
 Analyze the existing system, identify functional and non-functional requirement.
 To identify and describe the users problem and solution requirement
 To identify and analysis candidate solutions and recommended a target system that will be
   designed, constructed and implemented.
 To design the new information system
 To implement the new information system
 To assure the operability and support of the new information system.
 To empower the employee through continuous training and work shop.
 To specify and design appropriate ICT infrastructure and human resource for the new
   information system to ensure operation of the system
 To proscribe and realize automated tool standards that will be used to develop and maintain
   information system to ensure productive through automation of task, quality through checking
   completeness, consistency and contradiction
      Identify and utilize CASE tools.
      Identify and utilize ADE tools
      Identify and utilize process and project management tools.



                                                  9
 To establish information communication technology standard that direct technology solutions
   and information system to a common technology architecture or configuration. These include
   computers and peripherals operating systems, DBMS, network architectures.
 Finally, To establish and realize qualities standard documentation and end products such as
   database, programs, user interface and network
      To ensure the deliverables of phase or activities meet business and technology expectations
      To easily trace back and fix problem on the system
       To easily transfer and deduct the system at the time of turnover or new employee

4. Scope of the project
The scope of the project is defined in terms of the three basic component of information system
Data, Process, and Interface. This cross functional project will support or impact each business
process (function) and service of the company as discussed in topic 2. And The Project should also
consider (Interface):
      should interact with the Ethiopia Mining and Energy Ministry Information System,
       Ethiopia Geological Survey and Ethiopian carta sira Organization information System,
       Ormia Mining Bureau, other suppliers, if any and other subsystems with in the company
       information system.
      the new system might join or might be posted on Governmental Portal
Finally the project should incorporate the data that describes the business entities, the business
function and their relationship and the point of contact where each functions (process), each
location and each external information system interact.
      External parties such as former customer, perspective customer, Supplier, ...
      Data about order, product, equipment, employee, mineral potential, sell, supply, plan,
       performance, etc.
In addition, the new system have to incorporate Kenticha Mine and Processing Site located in
kenticha 500km south of Addis Ababa , Banbo Weha Industrial Mineral Processing Site is located
in Banbo Weha 460 km south of Addis Ababa and Shakiso Laboratory services is located in
Shakiso, and other selling shops located in Addis Ababa.




                                                10
5. Precise Statement of Requirement
1. The integrated web-based MIS should be a database driven information systems that must
   integrate with back office applications within the organization and front office information
   system often need to connect with customer, trading partners and other stack holders.
   Therefore, the system should have a mix of website development technology together with
   traditional information system development competencies, such as database design and
   program design.
2. You should implement a standard web based information system development methodology
   which meets at least level III in the Capability Maturity Model (CMM) for the system
   development as well as in the company so as to enable enhancement, maintenance, adding new
   requirement and/or developing new system with in the company. (And the methodology should
   be a situation specific and local methodology).
3. The integrated web based MIS should make reports available online and issuing user
   identification and passwords to customers and employee and collect data about demand and
   about customer comment about product, data about consumption together with textual analysis
   for all countries with analysis across product groups (e.g. gemstone) and products (e.g.
   dolomite, quartz, feldspar) in its paper form and any customer should access the complete
   survey (all countries, all products, all years) with a sort of privilege.
4. The consultant should design and implement Local Area Network(LAN) for Kenticha Mine
   and Processing Site located in kenticha 554 km south of Addis Ababa , Banbo Weha Industrial
   Mineral Processing Site is located in Banbo Weha 460 km south of Addis Ababa and Shakiso
   Laboratory services is located in Shakiso, and other selling shops located in Addis Ababa. And
   Even if, the Head Office has a Local Area network with Microsoft Windows Server 20003
   Enterprise Edition and A server Intel(R) Xeon(R) CPU 5140 @ 2.33GHz 2.33 GHz 2.00 GB of
   RAM computer has access to 128mb Broad band Internet Service, the consultant assess and
   make appropriate adjustment and solution. Finally, the consultant will configure a wide area
   network (WAN) including all the points or node of the company relying on
   Telecommunication infrastructure.And you should implement exchange server on the network.
5. The Web based MIS should allow timely and transparent storage of data, easy handling
   of storage, processing and retrieval of large quantities of data, flow of information,
   searching and sorting of specific information uniformly, accurately & quickly and easy
   Generation of reports.

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6. The Web based MIS should be a real-time, role-based, conditional access system with
    each process and service entering the data on real-time basis using the web and the
    data getting stored and updated in designated central servers with n-tired distributed
   system.
7. It is expected that a fully operational MIS can become an invaluable tool to aid
    decision-making in the management and development of the institution and the sector
    as a whole.
8. The system developed is envisioned to meet all the requirements of Management
    Information System from the central database, being updated regularly from various
    host stations online and also generate periodic reports required in unitized and
    aggregated forms. It will be developed as a web application with user-friendly
    Graphical User Interface (GUI) based as front end, powerful retrievable database in
    compatible platform as back end. The software will be a menu driven easy to use
    system, guiding the users with appropriate help/ error messages.
9. The system should support both Amharic and English language interfaces and other feature in
   accordance with user requirement and system support capability.
10. The consultant is expected to maintain consistency in technology standards with
   Information Communication Technology Development Agency technology standards chosen
    for the design and development of MIS, to ensure consistency, integration and
    compatibility.
11. The consultant is expected to incorporate Joint application development (JAD) method together
   with rapid application technique using prototype through which user actively and easily participate and
   solicit their requirement and can acquire training through the development process in the system
   development methodology that will be implemented.
12. The consultant should develop web-based Management Information System (MIS), which will
    allow the flow and collection of data from all project site, to the central servers on real time
    basis. The broad and indicative list of the desirable features of MIS includes,
      To be developed as web based application with Graphic User Interface (GUI).
      To have a limited access by the general public, anyone can access limited data on a need
       to know and access rights basis from MIS website. The website will also allow the site
       visitors to generate an agreed set of cross-tabulations.




                                                   12
      To link the web-sites for technical support for the staff and other relevant websites for
       example freewindowstool.com etc.
      To be designed on evolutionary mode to accommodate the possible future expansion of the
        system or meet future requirements arising.
      To ensure portability of the system to multiple platforms.
      The MIS must ensure compatibility CPU architecture, operating system/ browser etc and also
        with the existing information and system in use at the institution level.
      To be able to generate reports and performance indictors in a text as well as graphic form
        (such as bar chart, pie charts or line graphs) to aid decision makers in definite manner.
      To embed security measures against the data hacking/ tempering, data access, and data in
        transit etc.
      To have conditional access to the nominated person with defined level of access and
        appropriate security.
      To capture data at source and there must be enough validation checks and crosscheck
        which will prevent spurious data to be entered.
      To incorporate general utilities like e-mail, search option, number of hits etc.
13. The data/information content of the MIS may include but will not necessarily be limited to2:
    Descriptive information portrays the “what is” condition of that company, and it describes
       the state of the business at a specified point in time. Descriptive information is very important
       to the business manager, because without it, many problems would not be identified.
    Diagnostic information portrays this “what is wrong” condition, where “what is wrong”
       is measured as the disparity between “what is” and “what ought to be.” This assessment of
       how things are versus how they should be (a fact-value conflict) is probably most common
       management problem.
    Predictive information is concerned with “what if...?” Predictive information is generated
       from an analysis of possible future events and is exceedingly valuable with “desirable”
       outcomes. With predictive information, one either defines problems or avoids problems in
       advance. Prediction also assists in analysis. When a problem is recognized, a manager will
       analyze the situation and specify at least one alternative (including doing nothing) to deal with
       it.
    Prospective information is directed toward answering the “what should be done” question.
       Provision of this information requires the utilization of the predictive information. Predictive
       information by itself is not adequate for decision making. An evaluation of the predicted


                                                    13
         outcomes together with the goals and values of the manger provides that basis for making a
         decision.




Figure 1 – Types of Information




Figure 2. Decision Support System
2
    http://departments.agri.huji.ac.il/economics/gelb-manag-4.pdf




                                                  14
14. The system should minimally fulfill at least six different categories or aspects of information
      system success criteria system quality, Information quality, use, user satisfaction, industrial
      impact, and organizational impact.
 a. System quality: measures of the information processing system itself.
        i. Performance measures as resource utilization and investment utilization.
       ii. the efficient of hardware utilization
       iii. the reliability of the computer system
       iv. on-line response time
       v. the ease of terminal use
       vi. content of the database
      vii. aggregation of detail
   viii. data currency
       ix. turnaround time
       x. Data accuracy, reliability, completeness
       xi. system flexibility
      xii. system scalability
 b. Information quality: measures of information system output.
        i. Information accuracy, reliability, completeness, relevance, precision, currency and output
           timeliness
       ii. Aggregation and formatting
       iii. Information uniqueness, conciseness, clarity & readability
       iv. Freedom from bias, decision relevance, comparability and quantitative ness
       v. Informativeness which consists of completeness, relevance, comprehensiveness,
           recentness, accuracy and credibility
       vi. Accessibility which consists of convenience, timeliness and interpretability.
 c.     Information use: Recipient consumption of the output of an information system.
        i. Voluntary us of computer terminal
       ii. Voluntary requests for additional reports
       iii. Actual use which will be measured through hardware monitor which will record the
           number of computer inquiries, record the amount of user connect time, record the number
           client record processed
       iv. Use by whom (from strategic planner to expert or any information worker)

                                                     15
   v. Use that results in management action, use that creates changes, recurring use of the
       system
   vi. Use for getting instructions and procedure, recording data, controlling, and planning
d. User satisfaction : recipient response to the use of the output or interaction with the system
  i. Successful interaction by management with the information system can be measured in
     terms of user satisfaction
 ii. Chief executives satisfaction
 iii. Satisfaction with specifics
 iv. Overall satisfaction
e. Information satisfaction: difference between information needed & received
  i. Enjoyment
 ii. Software satisfaction
 iii. Decision making satisfaction
f. Individual Impact: The effect of information on the behavior of the recipient
  i. How does the system improve the individual user performance or his departments
     performance
 ii. How the system has given the user a better understanding of the decision context, has
     improved his or her decision-making productivity, has produced a change in user activities,
     or has changed the decision maker's perception of the importance or usefulness of the
     information system.
 iii. Decision effectiveness
       1. The average time to make a decision
       2. The confidence in the decision made
       3. The number of reports requested
       4. Member participation in decision making in a group
       5. Efficiency of task accomplishment
g. Organizational impact: the effect of information on organizational performance
  i. Contribution to the company profit, benefits and revenue
 ii. Contribution to company return on investment
 iii. Improved decision performance as measured in terms of lower production, inventory or
     purchasing costs
 iv. Generally cost reduction

                                               16
6. Detailed Statement of Work
The consultants’ duties and responsibilities will include but not necessarily be limited to
the following,

6.1. Networking
In the first place Even if the Head Office has a Local Area network, the consultant should assess,
redesign and make appropriate adjustment and solution so as to enable the company exploit the
LAN capability and potential and to optimize the LAN security. And at a convenient time, The
consultant should design and implement Local Area Network(LAN) for            Kenticha Mine and
Processing Site located in kenticha, Banbo Weha Industrial Mineral Processing Site located in
Banbo Weha and Shakiso Laboratory services located in Shakiso, and other selling shops located
in Addis Ababa. Finally, the consultant will configure a wide area network (WAN) including all
the points or node of the company relying on Telecommunication infrastructure.

6.2. System Analysis
6.2.1.   The Preliminary Investigation
 Justify that is this project and/or each process of the company worth looking at?
 define the scope of the project and the perceived problems, opportunities and directives
 Establish the project plan in terms of scope, development strategy or “route”, schedule,
    resources requirements and budget.
 deliver a project charter

6.2.2.   The Problem Analysis
 provides a detail analysis with a more through understanding of the problems, opportunities
    and/or directives
 Try to answer
     are the problems really worth solving for each process of the company
     is a new system really worth building for each process of the company
 study and understand the problem domain well enough to thoroughly analyze it's problem and
    opportunities and constraints
 deliver system improvement objectives that address problems, opportunities and directive




                                                17
6.2.3.   The Requirements Analysis
 minimally translates system improvement objectives into functional and non functional
    requirements
 deliverable business requirement statement

6.3. The Decision Analysis
 Some of pertinent questions includes the following
     Try to define alternative IT and architecture standards
     How much of the system should be computerized?
     Should we purchase software or build it ourselves?
     What emergency IT might be useful for this application?
 identifies candidate solutions
 Analyzes those candidate solutions for Technical feasibility, Operational feasibility, Economic
    feasibility, Schedule feasibility and Risk feasibility
 recommends a target system that will be designed, constructed, and implemented
 Develop proposal that full fill requirements
 deliver a system proposal

6.4. System design
 You should transform the business requirement statement from the requirement analysis phase
    into design specification for construction
 You should Addresses How technology will be used in the new system
 Should adhere to internal technical design standard or Ethiopia Information communication
    Technology Development Agency design standard
 Basically, You should carry out the following
     design the application architecture
     design the system databases
     design the system interface
     package design specifications
     update the project plan




                                                   18
6.5. System Construction
            build and test a system that fulfills business requirements and design specifications
                 o build and test networks (if necessary)
                 o build and test databases
                 o install and test new software packages (if necessary)
                 o write and test new programs
            implement the interfaces between the new system and existing systems

6.6. System Implementation
          conduct system test
          prepare conversation plan
          install databases
          train user
          convert to new systems

6.7. System Operation and support
            Should service, maintain and improve a functional information system through its
             lifetime.
                 o system recovery
                 o technical support
                 o system enhancement

6.8. Maintenance and Support
   • The consultant must maintain the system for a period of two year under warranty after
       acceptance by EMDSC.
   • The consultant is also expected to maintain the system for remaining system lifetime post
       warranty.
   • The consultant will be expected to create a help desk (telephone/ e-mail) to provide support
       during the implementation and maintenance phase. Such a help desk based support is
       expected to provide the necessary operational support to all the users of the company.




                                                    19
6.9. Providing Training and Capacity Building
Training of the primary users of the MIS is an integral component of the MIS development.
   The objectives of the training program will be to orient the primary users regarding the
    hardware and software of the MIS, entering data into the MIS at their level, and trouble-
    shooting with the help of the user’s manual developed for the purpose and generation of
    outputs.
   The consultant will develop a training kit and users’ manual for training purposes and as a
    reference guide for the primary uses of the MIS. The users’ manual will include a complete
    description of the MIS and input instructions.
   The consultant shall provide appropriate training depending on expectation of the new system so
    as to enable the staff cope up with the development and implementation of the new system and
    basically
      o Development and Application Specific training
               on system development software package
               on project management software
               on the new system
      o advanced training
               Microsoft Certified Database Administration (MCDBA)

6.10. Prepare and submit User Acceptance Testing (UAT) Plan
The consultants are expected to give a detailed UAT plan for the project. Although the UAT shall
be the responsibility of the EMDSC, the consultant shall provide hand holding support in
finalizing the test cases for the UAT and also undertaking these tests on behalf of EMDSC to
show the complete functionality of the system.


6.11. Develop Repository
The consultant will maintain a corporate repository that will store system knowledge and program and
database. Basically, a repository that will store accumulated system knowledge- system models, detailed
specification and any other documentation that has been accumulated during the system's development.


6.12. Develop ICT Strategy & Policy
The consultant should develop ICT Strategy & Policy based on existing situation of the company,
implementation of the new information system, current state of the art, future perspective and the
like.




                                                   20
7. Schedule for Completion of Tasks
The software should be designed, developed and implemented within 365 days from the date of
award of contract, and ready for user acceptance test. A detailed road map (<=365                      days) for
development and implementation of complete software system must be submitted along with the
proposal, which will be used as progress assessment tool. (NB the development and implementation of
the project may consider commercial off-the-shelf software)

8. Proposed Team
As complex problem solving requires the application of as many disciplines, professional, and
braches of knowledge as possible, with each employing different paradigms of thought, the
consultant should have many or multi disciplinary professional.
(a) Development Team: The team of consultants will be comprised of the following experts/Role:
  Sr.           Expert/Role                                                                     No of participant

  1.            Project Manager/ System Analyst                                                 2
  2.            Business Analyst(many discipline based on the process indicated in the scope)   3
  3.            System Designer/ Database Administrator                                         6
  4.*           Quality Assurance Expert/ Tester                                                3
  5.            Software Developers / Programmers (3)                                           6
  6.            System Administrator /Network Administrator                                     3
  7.            Documentation Specialist                                                        2
  8             Trainer                                                                         2
                Maximum Total number of participant                                             27 *


The Project Manager will bear the overall responsibility for timely implementation of consulting
services and serve as the focal person for liaison with EMDSC. The above table is indicative.
Consultants are encouraged to suggest other positions that they believe shall be required.
* This may be undertaken by Ethiopia Information communication Technology development Agency
* Taking in to consideration 1 expert may play maximum of three roles, the minimum member of the team
should be 10.


9. Outputs Required Of the Consultant
1. During the System Requirement Specification (SRS) phase, the consultant should specifies the
       complete set of information to be captured by the MIS will be finalized. The
       consultant will do complete hardware, software and human resource requirement study
       including the data center or warehouse and will develop a project blueprint (basically

                                                        21
    considering current state of the art) and will specifies software integration issues and/or
    consider a full package system. NB the specified hardware will bought and the human resource
    requirement for our company will be employed by EMDSC.
2. In accordance with each phases of a system development life cycle, the consultant should deliver a
    project charter, system improvement objectives, business requirement statement, a system
    proposal(based on candidate solution) and design specifications. And the consultant should
    prepare and submit a project plan for system construction, implementation, and operation and
    support phases
3. The consultant shall develop a detailed User Acceptance Test (UAT) plan for the project and a
    data conversion plan.
4. The consultant should maintain the system for a period of two year minimally under warranty
5. The consultant shall be responsible for the master data-entry 3 years data into the system and
    generate reports and analyze the data and provide training and capacity building for transaction
    data-entry(basically entered by the employee of the company). This should be considered as an
    inevitable means for testing the new system and as certification for the functionality of the new system
    under the warranty period.
6. The consultant shall be responsible to host the developed system on a data center complete
    with server infrastructure, security, bandwidth etc and shall make the portal available over the
    internet to all the stakeholders.
7. The consultant shall be responsible to host a corporate repository/data center that will store system
    knowledge and program and database complete on the server infrastructure and shall make a portal
    available over the intranet.
8. The consultant should design and implement Local Area network (LAN) for Kenticha Mine
    and Processing Site, Banbo Weha Industrial Mineral Processing Site, Shakiso Laboratory
    services and other selling shops located in Addis Ababa. The consultant should assess, redesign
    and make appropriate adjustment the LAN of the Head Office. Finally, the consultant should
    configure and implement a wide area network (WAN) including all the points or node of the
    company relying on Telecommunication infrastructure. And you should implement exchange
    server on the network.
9. If the company adds any selling points and any similar process, the consultant is expected to install the
    system for those points and process.




                                                    22
10. The consultant is expected to be responsible for maintenance of the system for the whole
    system life after the warranty period and should deliver report on the assessment of            the
    maintenance support.
11. The consultant shall provide appropriate training for the user and master/advanced training for MIS
    Staffs of EMDSC and project sites.
12. The consultant should deliver EMDSC ICT Strategy & Policy document based on existing
    situation of the company, implementation of the new information system, current state of the
    art, future perspective and the like.
13. Finally, The consultant shall hand over a fully functional integrated web based Management
    Information System (MIS) to EMDSC.
14. The organization should obtain all required licenses of the proprietary products and transfer to
    EMDSC (total ownership required).

10. Procedure for Review of Progress
The following is the procedure for review of progress reports, inception status, final draft and final
reports:
• The consultant is expected to keep the client informed of all the activities under taken, progress
  made therein and future plans.
• The consultant shall initially prepare a 15 days report and e-mail the same to the client on the
  commencement of next 15 days .
• The consultant & client can decide the format(s) of report writing mutually. The consultant will
  be under obligation to change/ alter the format (s) as and when desired by the Client.
• The consultant shall prepare a Monthly Report mentioning gist of all the activities under taken,
  progress made, corrective action taken, if any, during the month.
• The Report Writing shall start from the first week itself of Commencement of the contract with
  the consultant.

11. Eligibility Criteria
Before     submitting   technical proposal(including project proposal) and financial proposal,      the
organizations must ensure that they are meeting the following minimum eligibility criteria.
1. The organization should have Certified Information Systems Development and Implementation Service
    Provider Grade III or any other certification.
2. The organization should have minimum of 10 regular IT professional as employees.
3. The organization should have carried out at least three projects of similar nature in past five
    years. A certified copy of the order received for these projects must be submitted.

                                                     23
4. The organization must be providing support for all phases of the software development life
      cycle      for   at   least   2   years   in   Ethiopia   currently   active   in   business   of   software
      production/development.
5. The organization should have paid their tax obligations attested by authorities (tax collector) at least
      for 2008
6. The organization should have valid renewed trade license in the field.
7. An undertaking (self certificate) is to be submitted that there has been no outstanding
      bankruptcy, judgment or pending legal action that could impair operating as a going concern.

12. Technical Evaluation Criteria and their respective value.
The consultant will be evaluated in terms of technical and financial criteria. And the technical criteria will
have 70% and the financial one will have 30% point out of 100. Thus, basically the technical criteria out of
70 % include:
 The firm organizational adequacy, professional reputations and general experience (value 20%).
 The Adequacy and quality of proposed approach, methodology understanding and the service required,
    work plan (completion time and program) and staffing schedule (value 30%).
 The qualification and competence of the personnel proposed for the service to be undertaken and the
    firms' ability to perform the assignment with its own personnel (20 value %).
1. The firm organizational adequacy, professional reputations and general experience (value 20%).
No.           The firm organizational adequacy, professional reputations and general experience                  Value
1       The organization should have Certified Information Systems Development and Implementation 4
        Service Provider Grade III or any other certification.
2       The organization should have minimum of 10 regular IT professional as employees.                         4
3       The organization should have carried out at least three projects of similar nature in past 7
        five years. A certified copy of the order received for these projects must be submitted.
4       The organization must be providing support for all phases of the software development life 2
        cycle for at least 2 years in Ethiopia currently active in business of software
        production/development.
5       The organization should have paid their tax obligations attested by authorities (tax collector) at 2
        least for 2008
7       An undertaking (self certificate) is to be submitted that there has been no outstanding 1
        bankruptcy, judgment or pending legal action that could impair operating as a going
        concern.
                                                          Total                                                  20


                                                          24
     2. The Adequacy and quality of proposed approach, methodology understanding and the service
        required, work plan (completion time and program) and staffing schedule (30 %).


No.     Adequacy and quality of Proposed Approach, Methodology and Service Criteria Value
1   Standard and comprehensive of the Project Proposal                              8
        Requirement Discovery methodology                                          1
             Web based System Analysis and Design Methodology which meets at least 3
              level III in the Capability Maturity Model (CMM). (And the methodology
              should be a situation specific and local methodology).
             System Development/Implementation Methodology                          4
                 Methodology of CASE Tools utilization and Realization in the Company            1
                 Methodology of Project management software utilization and Realization in the   1
                  Company
              System Development/Implementation Methodology                                      2
2     A detailed road map (<=365 days) for development & implementation of complete               2
      software system
3     Project Documentation And Communication Plan                                                2
4     Project Organization And Staffing Approach                                                  2
5     A detailed User Acceptance Testing UAT plan for the project                                 2
6     Quality of the Training (for each training indicated in topic 6.9.)                         10
          Training content/Course content                                                        0.5
          Time Table                                                                             0.5
          Provision of Manual/Reference material                                                 0.5
          Methodology of the training                                                            0.5
          Recognized Certification                                                               0.5
8     The consultant should maintain the system for a period of two year minimally under          2
      warranty
9     The consultant should maintain the system for remaining system lifetime post warranty.      1
10    The consultant should provide a help desk (telephone/ e-mail) service to provide support    1
      during the implementation and maintenance phase.
                                               Total                                              30




                                                   25
              3. The qualification and competence of the personnel proposed for the service to be undertaken and the firm's ability to perform
                  the assignment with its own personnel (20 %).
Sr.   Expert /Position/ Role     NO.               Qualification                Years with the firm                  Certification                        Experience             Total
                                                Description             Value   Experience     Value             Description             Value       Description         Value   Value

 1    Project Manager/             2   B.Sc or M.Sc in computer          0.25   6 years or 4    0.25   A Microsoft Office User            0.25   8 years or 4 years of    0.75       3
      System Analyst                   science/Information science or           years                  Specialist (MOUS) or Microsoft            relevant experience
                                       related field OR (B.A or M.A             respectively           certified System Development              respectively
                                       in Management, Economics or                                     (MCSD) certification
                                       related field )
 2    Business Analyst(many        3   B.Sc in computer                   0.2   4 years or 2    0.25   A Microsoft Office User            0.25   8 years or 4 years of     0.2       3
      discipline based on the          science/Information science or           years                  Specialist (MOUS) or Microsoft            relevant experience
      process indicated in the         related field and M.A in                 respectively           certified System Development              respectively
      scope)                           Management, Economics or                                        (MCSD) certification
                                       related field or in the other
                                       way round
 3    System Designer/             6   B.Sc or M.Sc in computer           0.2   2 years or 1     0.1   Microsoft Certified Database        0.1   4 years or 2 years of     0.2       4
      Database Administrator           science/Information science or           years                  Administrator (MCDBA)                     relevant experience
                                       related field                            respectively                                                     respectively
 4    Quality Assurance            3   B.Sc or M.Sc in computer           0.2   4 years or 2     0.1   Certified Software Quality          0.5   8 years or 4 years of    0.25       3
      Expert/ Tester                   science/Information science or           years                  Analyst (CSQA) Certification              relevant experience
                                       related field                            respectively                                                     respectively
 5    Software Developers /        6   B.Sc or M.Sc in computer           0.1   2 years or 0     0.1   Microsoft Certified Application     0.1   2 years or 0 years of     0.1       2
      Programmers (III)                science/Information science or           years                  Developer (MCAD) or                       relevant experience
                                       related field                            respectively           Microsoft Certified Database              respectively
                                                                                                       Administrator (MCDBA)
 6    System Administrator         3   B.Sc or M.Sc in computer           0.2   2 years or 0     0.1   Microsoft Certified Systems        0.25   2 years or 0 years of     0.2       2
      /Network Administrator           science/Information science or           years                  Administrator (MCSA)                      relevant experience
                                       related field                            respectively                                                     respectively
 7    Documentation                2   B.Sc or M.Sc in computer           0.2   2 years or 0     0.1   Microsoft Certified Application     0.5   2 years or 0 years of    0.25       2
      Specialist                       science/Information science or           years                  Developer (MCAD) or                       relevant experience
                                       related field                            respectively           Microsoft certified System                respectively
                                                                                                       Development (MCSD)
 8    Trainer                      2   B.Sc or M.Sc in computer           0.1   2 years or 0     0.1   One or more of the MCDBA,           0.1   2 years or 0 years of     0.1       1
                                       science/Information science or           years                  MCSE, or MCSD certifications.             relevant experience
                                       related field                            respectively                                                     respectively

      Total                       27                                                                                                                                                20
                 Remark
                     o The value of each column of Value represent for individual experts which will be collected through Annex 1 format.
                     o Each project team should have their degree from recognized university.

                                                                                          26
 Annex 1. Format for Employee profile of the Consultant Firm
Sr.       Full name       Job Title/Position   Years with   Proposed Position   Qualification   Education/   Certification   Experience
No                                              the firm      on the Team                       University
   1
   2
   3
   4
   5
   6
   7
   8
   9
  10
  11
  12
  13
  14
  15
  16
  17
  18
  19
  20
  21
  22
  23
  24
  25
  26




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