Indonesia: Terms of Reference Energy Database Management System (EDMS) Consultancy to support the Renewable System for Sumba Iconic Island (SII)

Introduction

Hivos started the Iconic Island initiative in 2010 that the Indonesian Island of Sumba was chosen. This inititative aims to provide access to reliable renewable forms of energy to the population of this island, and in doing so, ending their dependency on fossil fuels and support development and economic activities of the local population. With years of experience working with partner organizations to establish access to sustainable energy in developing countries, Hivos is convinced that converting to sustainable energy while combining poverty reduction is possible on a large scale. The results of the Iconic Island initiative should become an example for other parts of the world. Currently SII is being adopted as the government program under Ministerial Decree NO. 3051 K/30/MEM/2015, which promoted multi-stakeholder approach where government, private sector and CSOs are working collaboratively under that Decree.

Background

On 18 December 2015 Hivos signed a partnership agreement with the Millennium Challenge Account-Indonesia (MCA-I) which allow Hivos to rapidly scale up renewable energy access and income benefits by replicating the successful approaches and business models developed under the Indonesia Domestic Biogas Program (IDBP), more popularly known as Biogas Rumah (BIRU), a semi-market based biogas sector development and the Sumba Iconic Island (SII) as one big project named ‘Investing in Renewable Energy for Rural, Remote Communities’ or TERANG Project. This partnership agreement aims to achieve two outcomes, including improvement of rural livelihoods through utilization of renewable energy in rural communities; and the sustainable business models of off-grid RE technologies adopted.

To promote the sustainable business model of off-grid RE technologies, TERANG project will establish a service center to support overall business through a private entity namely Renewable Energy Service Center Company (RESCO). Therefore, in order to provide RESCO with a better management system on their distribution, marketing and financial system, Hivos sees the prudenciallity on providing RESCO with a standarized database. Moreover, this database also expected to serve larger needs of SII online monitoring tool on renewable energy projects developed by multi-stakeholders as recorded in SII roadmap.

The Objectives

The objectives of this consultancy are to:

1) Create a standardized and secure project database, fit to the infrastructure and capacity requirements. This database should be based on pre-determined indicators and reporting requirements for the purposes of data storage, preservation, analysis/queries, visualization, and transfer/sharing.

2) Develop standardized procedures to maintain the database in Objective 1 throughout the time period of this consultancy and on an on-going basis.

3) The database system should be developed in a user-friendly environment and flexibel to maintain in online and offline situations.

4) Support Hivos and RESCO’s staff in developing needed skills competencies for using and maintaining the database.

General Features of the database

1. Enable online and offline data input processes


2. Enable users to manage database on web based and Android platform


3. Allow different users with different/ spesific access area


4. The database system has backup schedule


5. Manageable and easy to use, especially to be use on remote areas in Indonesia with limited internet service.

The users of this database

The users of this database include, but not limited to:

1. Hivos and RESCO’s staffs


2. Goverment


3. Civil society


4. Private sector

Expected results

We require an EDMS Consultant to set up and maintain a standardized electronic database and archiving system for storage, preservation, analysis, visualization and reporting/sharing/publishing.

Duty Station

It is preferred that the consultant be based in Jakarta Indonesia.The consultant will be expected to make visits to Hivos office in Jakarta and Sumba from time to time and during the pilot of the database, training and resolve relevant issues.

Methodology

Develop a written plan or detail proposal for development of a database specific to the RESCO and SII renewable energy implementation, include:

a. Determining database platform, data and metadata standard, data storage and preservation handling, data security management, and upload/transfer/share data procedures,

b. Developing on web based and android platform with secure security and backup schedule, off-line enable and web-enabled databank ,

c. Writing a Standard Operating Procedures (SOP) manual contains procedures of data entry, data cleaning, transfer, data aggregate, query building, data store and data protect.

Activities and Outputs

Outputs/deliverables

Deadline

Pre-development phase; discussion with the Hivos team regarding database features and specifications, mapping needs, draft of workflow and function

20 July 2016

Database development phase including pre-testing function and SOP manual

19 August 2016

Testing of database and training

25 August 2016

Developing offline-based and web-based databank

10 September 2016

Travel**

Date

Destination

Purpose

Testing and training

Sumba – Waingapu and Waikabubak

Testing procedures for data entry, cleaning, uploading, storage and transfer

Training staff and correcting problems relating to the database.

Duration:

The consultancy will take place between July 1st, 2016 and September 30, 2016.

Key skills and experience required:

The consultant should have the following skills and qualifications:

· Experiance in a relevant field (computer science, data/information management, econometrics, advanced statistical analysis, information technology, software engineering).

· Prior experience with data management of data sets from developing countries is highly desirable.

· Minimum 10 years’ experience related to data management/database development and archiving, including use of web-enabled platforms and common statistical analysis tools; with proven portfolio.

· Excellent communication and writing skills