I. Presentation of the’organisation
Asmae – Association Sister Emmanuelle is an international solidarity organization founded in 1980 working for the defense and realization of the rights of children and youth. Its action is’ articulates around four main thematic axes :
- L’access to quality education ;
- The training and professional integration of young people ;
- The protection of children from all forms of violence and’ exploitation and promotion of their well-being ;
- Living it together, to allow children and their communities to thrive in a sustainable and peaceful world.
Present in eight countries (Egypt, Lebanon, Burkina Faso, Cote d’Ivoire, Madagascar, Philippines, India and France), the, Asmae works alongside local partners to ensure more than 39,000 vulnerable girls and boys have opportunities and spaces to learn, train and develop. The actions of’Asmae take into account, in a transversal way, the issues related to gender, participation and’inclusion. The’ rights-based approach is also a central focus.
II. Presentation of the’Asmae monitoring and evaluation system
In a context of development and strengthening the quality of its actions, Asmae pursues a learning’organization approach, promoting the capacity building of the teams and the structuring of these processes and practices. The strengthening of monitoring and evaluation mechanisms for projects at’international meets the objectives stated by Asmae in its strategic plan 2025 and its Ambition 2030. The aim is to formalise procedures and tools to monitor and analyse the proper implementation and performance of the activities of the’organisation projects and programmes.
As part of’an external support, supported by the F3E, Asmae has requested the’support of’a consultancy to create a monitoring-evaluation device (DSE), also called « organizational monitoring device », a tool capable of measuring project results in a consolidated and systematic way. Developed between 2020 and 2021, the device makes it possible to collect key information, using’ predefined indicators (activities, results/changes) in connection with the’Asmae intervention themes.
It is expected from this tool that’il can provide a fine analysis of the modalities of’intervention of the’organization, its major evolutions and progress and, ultimately, its, of the’ impact that the actions of’Asmae have on the groups targeted by the actions. This tool also aims to examine the relevance of activities with the strategic objectives of’Asmae and to provide evidence and angles of analysis to better adapt practices. Finally, this tool provides systematic and reliable data that can be easily shared internally and externally.
III. Device format
The’Asmae monitoring and evaluation device is, in practice, a data entry, consolidation and visualization mechanism designed on Microsoft Excel and hosted on SharePoint. It currently consists of 8 Excel files :
- 5 Files corresponding to the 5 countries of’intervention of’Asmae at the date of the creation of the’outil : Burkina Faso,’Egypt, Lebanon, Madagascar and the Philippines ;
- 2 Files that can be used for data entry for two other countries (it is planned to set up these files for’India and Cote d’Ivoire) ;
- 1 file « international » allowing the’aggregation and visualization of the’ set of data entered in the countries of’ intervention.
The 7 Excel « countries » files are composed of 5 project tabs. The number of active’tabs (inactive tabs are hidden) depends on the number of projects configured in the file. The project tabs contain a list of’indicators selected with the country office implementing the project.
These files all follow the same format, with previously created tabs and already defined rows and columns (with included formulas to perform calculations, including, d’establish a color code in certain cells, make checks, etc.). As with tabs, rows and columns that are not relevant to a specific project are hidden.
These files also have a summary tab, referring to a series of dynamic cross-tabularies, and which consists of several graphs that make it easier to view the data.
Finally, these files are related to Excel « international ». This last file has only’a summary tab, on the same format as the country file summary tabs (and connected to a series of dynamic cross-tabularies). So that the data in the « countries » files can be traced back to the « international » file, a series of computer manipulations is required to refresh the data in all the input and summary tabs of all the files.
The device is’ accompanied by a user manual (« Guide of the organizational monitoring device Asmae ») and several annexes providing details on data entry, the setting of country tabs,’addition / the removal of’indicators, the’organisation of’audit of data and the’utilisation of data.
In order to revise and evolve the’outils, to reflect certain changes (thematic framework) and’improve certain modalities of the device, Asmae would like to benefit from a new support.
IV. Findings: limits of the device and construction sites
The device has several limits. These limits, and their related sites, have been identified as follows :
1/Fragility of file security as well as links between country files and international files :
Passwords protect the data entry tabs. One of these passwords, protecting a project tab on the Philippines country file was inadvertently changed. It is since impossible to reconfigure the’ tab in question and to proceed with the’update of the selection of indicators.
L’data update, in the files « country » and the file « international » S’complishes annually. On several occasions over the last years, the synchronization n’a could be made by non-identification of the data sources.
In order to be able to synchronize the data in the « international » file, it is necessary to’open all Excel files at the same time for the connections to be active. It has already happened that Excel software closes unexpectedly due to’an overload of the’computer.
Finally,’ hosting Excel files on SharePoint allows all’Asmae teams to easily access the country file for which they are responsible. Some difficulties were encountered when several people connected at the same time in a file. A copy of the file is then created automatically on SharePoint. There is a risk of data loss when this happens, because the wrong file, which does not have the right updates, can be deleted, or it is necessary to’integrate the data of the copy into the original file.
Expectations : The protection passwords of the input tabs are reconfigured. Links between files are strengthened /secure. Synchronization no longer requires the’opening of the set of source files. Excel files can only be opened by one person at a time.
2/ Modification of indicators and the structuring of these indicators :
There are currently 32 indicators at the’ level (excluding disaggregations and composite indicators). Work has started internally to update this list of available’indicators, in view of several findings : 1/need to reformulate the headings of some indicators ; 2/ need to remove some indicators ; 3/need to add additional indicators.
In the same logic, the current indicators of the DSE are structured on the basis of the former’ thematic framework of’intervention (modified since in 2022, increased from 5 to 4 themes).
Expectations : These changes (indicators and thematic structuring) are reflected in the framework.
3/ Customization of files 6 and 7 :
Files 6 and 7 are respectively called « Pays6 » and « Pays7 » and will eventually concern Ivory Coast and’India. A modification to update their titles would be necessary as well as’a verification of the state of their connection to the « international » file. The tutorials initially produced recommend not to modify the names of these files; no other tutorial n’ explains, for the moment, the steps to follow to make these modifications internally.
Expectations : Files 6 and 7 are renamed, links to the international file are ensured and a tutorial explaining the steps and actions to follow is produced.
4/ System extension :
The maximum number of country files is 7. However, the strategic plan 2025 aims to’open a mission in an 8th country to the’international.
In addition, the maximum number of’onglets projects that can be contained in a country file is 5. However, this limit is already or is being reached’.
The maximum duration of’a project is 5 years. However, several projects have several phases – often 3 years. The current structure of the EHR will not allow data entry for the final year of this second phase or the third phase.
Finally, to allow a better visualization of the data, it is envisaged to’ have: a/l’addition of a tab comprising a table of consolidation of quantitative data ; b/power for certain specific indicators, have a space for inputting’narrative information.
Expectations : The creation of’an 8th country file and the’addition of’s projects by country are realized. In complementarity, the production of’a tutorial will ensure the configuration internally. The duration of projects is extended. A table listing the main data as well as’a narrative data entry space for some indicators is available.
V. Support requested
This application aims to support Asmae in the improvement of its monitoring and evaluation system, through the following support’ : –
- Based on the list of changes proposed above and the flaws identified during the consultation, if any :
- Make the necessary changes on the’ entire files of the DSE
- Revise/update the annexes of’utilisation of the ESD so that’elles are consistent with the changes made
- Writing of new tutorials
- Deliverables : Updated device ; documents for the use of the ESD updated on this basis and new documents produced (tutorials mentioned above) ; summary consultancy report containing the list of changes made in the ESD and the changes on the’-use documents.
VI. Expertise sought
It is expected that this support will be conducted by a· consultant meeting the following prerequisites :
- Solid knowledge in’installation, management and maintenance of computer systems ;
- Solid knowledge of Windows Operating Systems and Microsoft Office (Excel) applications ;
- Knowledge of databases, in particular those that can be used in the field of international solidarity ;
- Proven experience in the field of development and international solidarity
How to apply
To answer the’call of’offer, please send :
- A technical offer allowing’ to explain a/l’expertise and experience you have in connection with this mission, b/the proposed methodology as well as the main steps you propose in terms of’ accompaniment
- A quote in euros TTC
Please send these documents to pole-ai@asmae.fr before the 6th of September, 18 Hours from Paris.
A selection committee will analyse the tenders received on the basis of :
- The concordance with the expertise sought’
- L’experience in the matter
- Understanding of expectations/methodological proposals and steps to be taken
- The competitiveness of the quote
