Terms of Reference for Reviewing the IT architecture of LWF (World Service) for digital transformation
Background
The Department for World Service, known as LWF World Service, acts on behalf of the Lutheran World Federation (LWF) to address humanitarian emergencies and development needs. LWF World Service provides assistance to refugees, returnees, internally displaced individuals, and at-risk communities, focusing on livelihoods, quality services, protection, and social cohesion. It also manages country programs and emergency operations, collaborates with governmental and non-governmental organizations, relevant UN agencies, and other entities involved in humanitarian and development efforts. While LWF is headquartered in Geneva, its decentralized workforce is supported by a single administrative service department with an IT desk. The current IT setup utilizes the Office365 suite (AD, SharePoint, MS Teams) and integrates various systems like Sage, ActivityInfo, Odoo, and Fabo to meet business needs in HQ and Country Programs. However, achieving full consistency in the overall IT infrastructure of WS remains a work in progress. Limited coordination in utilizing tools, programs, and emerging technologies such as Artificial Intelligence poses challenges in terms of budget, data protection, and cyber security.
Quality programming, including digital transformation at all levels, is a crucial aspect of the organizational strategy of LWF World Service. Operating through 20 country office structures across 26 countries and employing approximately 7,500 staff in a semi-autonomous capacity, LWF World Service recognizes the increasing digital needs, particularly within the country offices. To address this, a dedicated unit was established five years ago to provide timely support to field-based programs.
For the upcoming strategy period, LWF World Service is exploring durable solutions for its IT infrastructure. One scenario includes gradually separating the IT infrastructure of the World Service Department from other departments within LWF, potentially creating a distinct IT environment specifically for LWF World Service and its country operations. Establishing a dedicated IT setup for this new entity involves significant technical considerations, such as adjustments to infrastructure, architecture, security, human resources, and costs.
To ensure a seamless transition and achieve optimal outcomes, World Service is actively seeking the expertise of an IT consultant to analyze the LWF IT architecture and its digital transformation processes to propose various scenarios.
Purpose of the assignment
• To find out how to make the best use of our funds in order to get the best infrastructure possible.
• To ensure consistency in the WS overall IT infrastructure
Objectives of the assignment:
The primary objectives of this consultancy are as follows:
a. Analyze technical implications of different scenarios, including a separate IT environment for World Service
b. Propose different scenarios for IT enterprise architecture considering technology, human resources, security, cost, and other relevant factors,
c. Provide recommendations for an optimal IT setup that aligns with strategic goals and requirements, preserving independence and be cost-efficient
d. Outline the risks and mitigation strategies associated with each proposed scenario.
Scope of Work:
The consultant’s responsibilities will include, but are not limited to, the following:
1. Conduct a comprehensive assessment of the current IT infrastructure.
2. Identify dependencies and integration points within the existing IT ecosystem.
3. Evaluate the technical feasibility of separating the department into a distinct IT environment or other options
4. Consider technology options, including hardware, software, and networking solutions, for the new IT setup increasing consistency across the organization.
5. Assess the impact on human resources, including skill requirements, staffing needs, and organizational restructuring.
6. Evaluate security implications and propose measures to ensure data integrity, confidentiality, and regulatory compliance.
7. Estimate the financial costs associated with each proposed scenario, including initial setup expenses and ongoing operational costs.
8. Present findings and recommendations to the relevant stakeholders in a clear and concise manner.
The consultant will be required to sign a non-disclosure agreement before accessing any proprietary data.
Deliverables
The consultant will be expected to deliver the following:
• A detailed report outlining the analysis of technical implications and proposed scenarios for the department split.
• Presentation summarizing key findings, recommendations, and associated risks.
• Any additional documentation, diagrams, or models necessary to support the analysis and recommendations.
Duration
The duration of the consultancy is expected to be 30 days commencing on 15 April and concluding on 10th June 2024.
Reporting
The consultant will report to the Global Coordinator for Digital Management Systems and collaborate closely with the Data Management team and relevant stakeholders within LWF throughout the duration of the consultancy.
Profile of the consultant
The ideal candidate for this consultancy should possess the following qualifications:
• Proven experience in IT consulting, with expertise in enterprise architecture, IT industry infrastructure, and organizational change management.
• In-depth knowledge of Office365 and Active Directory
• In-depth knowledge of technology trends, security best practices, IT governance frameworks, and INGO operations.
• Strong analytical and problem-solving skills, with the ability to assess complex technical environments and propose innovative solutions.
• Excellent communication skills, including the ability to convey technical concepts to non-technical stakeholders effectively.
• Relevant certifications or advanced degrees in computer science, information technology, or a related field.
• Inclusion of client testimonials or endorsements from previous projects will be an added advantage.
How to apply
Proposal Submission
Interested consultants or consulting firms are invited to submit their technical and financial offers by 22 March 2024, including a detailed project plan, proposed methodology, team composition, and cost estimates. Please, submit it to LWF Tender tender.geneva@lutheranworld.org, referring to “IT Architecture”.