AGREED TERMS OF REFERENCE
for
DEVELOPMENT OF A CLEAR-AA EVALUATION CAPACITY DEVELOPMENT (ECD) DATABASE
1. Background to CLEAR-AA
CLEAR-AA is one of the CLEAR Global Initiative’s six regional centres and is hosted by the Wits School of
Governance in Johannesburg, South Africa. CLEAR was established in January 2011, and the Anglophone
Africa Centre (CLEAR-AA) was launched in 2012.
CLEAR-AA is a response to an increased demand from government and civil society for practical and applied
Evaluation Capacity Development (ECD), and the limited availability of relevant services in many developing
countries in the region. CLEAR-AA develops and provides high-quality, applied, cost-effective in-region
capacity-building programmes, and connects with global learning to produce innovative materials and
enable practical knowledge-sharing on M&E and Performance Management. The aim of CLEAR-AA is to
expand and strengthen M&E capacity across Anglophone Africa, and support initiatives that work towards
this. Our services (amongst others) include building and expanding the capacity of the evaluation sector
through, for example, short courses and tailored training, advisory services and mentoring.
2. Rationale
The development of a database of training courses (featuring historical and current data) for CLEAR-AA is a
fundamental first step in improving our efficiency and effectiveness.
This information is critical for
enabling CLEAR-AA to determine patterns in its ECD offering, identify gaps and provide a more efficient
service to evaluation practitioners and scholars on the continent. The CLEAR-AA centre currently does not
have a cohesive, easy to use database of courses (including historical data) which can be used as the basis for
providing a standardised training menu to prospective participants. This also leads to an inability to review
curriculum content in a systematic manner, or identify the gaps in order to expand the scope and quality of
what CLEAR-AA is able to offer.
3. Objectives of the CLEAR-AA Course and Training Database
The overall objective of the project is to develop a CLEAR-AA ECD database, which includes both course
and historical training data.
4. Consultant’s Scope of Work
4.1 Phase 1: Database (listing) of course and historical training information
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The first phase will include data collection and the development of a database (listing), including information
on courses as well as historical training information1. The final dimensions of the database will be decided
upon between the consultant and CLEAR-AA, however the following dimensions may be included (may not
be exhaustive):
1. Course Name, Course Code
2. Accreditation Status
3. Modules
4. Existing Course materials (list)
5. Dates of previous delivery
6. Facilitators (past and present)
7. Participants (previous)
8. Countries
9. Organisational/Individual/State
10. Evaluations
11. Tracer Surveys
12. Gaps
4.2 Phase 2: Matching of physical and electronic files
The second phase will involve curating an electronic and physical body of information (categorised and
stored in files and folders) relating to the Phase 1 database/listing (e.g. Course Outline; Participants Guide;
Documents confirming accreditation status; Post-Training Evaluation Forms; etc).
4.3 Phase 3: Procedures for Administration and Maintenance
Fundamental to the maintenance of the database is the development of an internal policy for CLEAR-AA on
the capturing of new training information, the centralised coordination and submission of training materials
as well as the utilisation of the database as a resource for innovation, research and knowledge production.
A process (outlining rules for the management of the database) must be developed, in consultation with
CLEAR-AA. This is intended to ensure that all of the knowledge products, information and data relevant to
the ECD database is categorised, stored and archived or disposed of accordingly.
5. Data collection methods
Data will be collected via interviews with key personnel within CLEAR-AA, the physical review of documents
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A database containing information captured from previous Post-Training Evaluation Forms currently
exists, but may be incomplete. This would need to be used as a point of departure for capturing
information on individual participants.
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in the CLEAR-AA offices, the collection of documents from individuals within CLEAR-AA as well the collection
of documents on the CLEAR-AA shared drive (portal which contains course and training information,
including historical data).
6. Deliverables
The consultant will be required to produce the following:
1. Detailed database (listing) of Courses and historical training information;
2. An electronic and physical body of information (categorised and stored in files and folders) relating to
the Phase 1 database/listing;
3. A process (outlining rules for the management of the database), which addresses issues such as the
capturing of training information and the centralised capturing, storage, archiving and disposal of
training materials and information.
6.1 Reporting
Weekly Project Management meetings will be held with the CLEAR-AA Project Steering Committee. Brief
written progress reports against each deliverable must be presented in these meetings. CLEAR-AA may
reasonably request progress reports at any stage of the project.
6.2 Contract period
The contract period is two months.
7. Budget
The total budget for this project is R100 000 (one hundred thousand ZAR).
8. Submission of Quotations
Quotations must be submitted via email to: [email protected]. No faxed quotations will be
accepted. The deadline for submissions is 13 February 2017, 12h00 (GMT + 2).
In your quotation, kindly include a brief project plan as well as the CV(s) of the person(s) who will be directly
involved in the project, indicating specifically prior experience in doing work of this nature.
Only shortlisted bidders will be communicated with. If you do not receive a response within one month of
the submission of your bid, kindly note that your quotation has not been considered.
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