Ghana AIDS Commission Terms of Reference – Data Quality Assessment 2014 SUMMARY OF SERVICES REQUIRED The Ghana AIDS Commission (GAC) wishes to procure the services of a consultant to conduct a data quality assessment of HIV and AIDS services in Ghana. This assignment will focus on the National Top Four Indicators for HIV in Ghana and shall cover related services across the country. The consultant shall use the harmonized data quality assessment guidelines and tools to conduct a data quality audit and system assessment and develop action plan to improve data quality. 1. BACKGROUND The Ghana AIDS Commission (GAC) was formed in 2000 and established by Act 613 of Parliament in 2002 with responsibility for formulating policies and designing strategies to respond to Ghana’s HIV and AIDS epidemic. The GA provides leadership in high level advocacy for HIV prevention and control, coordinates the national HIV and AIDS response including the design, planning, implementation, monitoring and evaluation of programs. In addition, it mobilizes and manages resources, and fosters linkages among stakeholders including ministries, departments and agencies of government, the private sector, civil society organizations, and donor partners. The GAC leads the implementation of the national HIV and AIDS response under the guidance of a five-year National Strategy. The Ghana National Strategic Plan for HIV and AIDS (NSP) 2011-2015 has been developed to direct the implementation of the national response to HIV and AIDS over the next five years. This plan succeeds the national strategic framework (NSF II) that ended in December 2010. The main focus of the NSP is, reducing by half new HIV infections in the next five years with the virtual elimination of mother to child transmission of HIV as well as sustaining and scaling up the proportion of people living with HIV (PLIHIV) who are on treatment. Thus, the NSP guides the prioritization and targeting of key populations and regions in the country to ensure HIV services are provided where most needed. In line with the 'Three Ones Principles', the GAC as the national authority with multisectoral mandate develops and implements a National Monitoring and Evaluation (M&E) plan to which all partners programs are well aligned. The national M&E system as described in the National HIV and AIDS M&E plan has clearly defined institutional and organizational framework for bottom-up reporting through the decentralized structures. The use of decentralized structures to channel downstream project/program data (from community level) up to feed into national level M&E system is a major strength of the national HIV M&E system. Figure 1 below presents the data flow of the national HIV and AIDS response. Figure 1: Ghana HIV/AIDS M&E system linked with M&E data flows Development Partners GHANA AIDS COMMISSION (GAC) Research, M&E technical committee M&E Division National Database (CRIS, etc) National level programs/projects (MDAs, NGOs) MDAs Regional AIDS Committees MOH / GHS / NACP (RAC) Regional/District level programs/projects (NGOs, CBOs, FBOs, Private sector) MDAs District Offices District AIDS Committees District Health Office (DAC) District level service delivery point (non-clinic) District Response Management Team (DRMT) HMIS and other clinic-based program data Programmatic data (non-clinic based) Evaluations, surveillance data Coordination and dissemination Health facility Health facility The use of a well-structured M&E system can also help to detect and address problems so that program redesign and improvement become standard operating procedures, especially, at the project/program level implementation and provide early evidence of program effectiveness for national level strategic priority setting, policy and programmatic decisions, management and accountability functions. Measuring the success and improving the management of the national response is predicated on the Ghana's Monitoring and Evaluation (M&E) system to produce quality data related to program implementation. However, timely provision of high-quality data/information for decision making at critical points of service delivery and community level, district, regional and national levels remains a major challenge. Therefore, conducting data audit and systems assessment and formulating action plan towards improving the quality of data collection, analysis and use at all levels of national AIDS program is a priority. In view of this, the Ghana AIDS Commission is seeking an independent consultant/firm to assist the Commission to verify the quality of data for top four key indicators at selected sites; and assess the ability of data management systems to collect and report quality data and the quality of services being provided. 2. Objectives of the Assignment  Verify the quality of reported data for key indicators at selected sites and quality of service provided  Assess the ability of data management systems to collect and report quality data.  Develop an action plan to implement corrective measures for strengthening the data management and reporting system and improving data quality. 3. SCOPE OF SERVICES The scope of this consultancy includes:  Desk review of all relevant documents including National HIV and AIDS Strategic Plan, National M&E Plan, technical/program reports of the health sector, civil societies, PEPFAR, private, among others  Design data collection instruments for key data source interviews  Compile list of selected sites/organizations and schedule of work  Conduct key interviews with selected organizations and prepare report of findings on data quality gaps  Conduct data audit and verify reported data for key indicators. The consultant will use the DQA Protocol 2: Data Verification Protocol(s) (paper copy of all relevant worksheets and computer file) to assess the accuracy, reliability, precision, completeness, timeliness, integrity and confidentiality of reported data.  Assess the ability of data management systems to collect and report quality data. The consultant will use the DQA Protocol 1: System Assessment Protocol (paper copy of all relevant worksheets and computer file) to identify capacity gaps and potential data management challenges at service delivery points, programs, district, regional and national levels.  Analyze data quality gaps from all the data sources.  Present the data quality gaps to GAC and key stakeholders 4. DELIVERABLES  Inception report  Inception meeting with GAC and its stakeholders  Draft report of data quality audit and system assessment  Final report  Action plan to improve data quality and M&E systems strengthening  PowerPoint Presentation to stakeholder dissemination meeting 5. DURATION To implement this scope of work, it is anticipated that the consultant will require 40 working days over three months starting from August, 2014. 6. QUALIFICATION The DQA consultant should have the following minimum qualifications:  The firm must have an interdisciplinary team with diverse professional expertise and skills as well as a sound track record in carrying out similar assignments;  The assessment team members must have advanced university degree (Master’s Degree or higher) in the field of public health, social science or such relevant field, including expertise in Health Management Information system  The team leader should have at least, 8 years’ experience in Monitoring and Evaluation activities in Sub-Saharan Africa;  Experience in designing and implementing data quality assurance systems;  Excellent interpersonal skills and demonstrated ability to effectively interact with various stakeholders including government officials, project implementers, project beneficiaries, among others;  Excellent oral communication and writing skills, interpersonal skills, and the ability to work in a team setting with people of diverse backgrounds and points of view.  Demonstrable knowledge of the Ghana national HIV response; and  Proficiency in written and oral English. 7. Management The Research, Monitoring and Evaluation Division of the Ghana AIDS Commission shall be directly responsible for the management of this assignment. The consulting firm shall report to the Director of the division on all pertinent issues relating to the assignment. Ultimate responsibility for the process lies with the Director General of the Ghana AIDS Commission. 8. Mode of Application Interested firms should submit THREE sealed copies each of technical and financial proposals in separate envelopes to the address below. One of the copies must be embossed ORIGINAL with application letter signed accordingly and indicating contact details for TWO REFERENCES (clients of similar assignments). Curriculum Vitae of key staff to be engaged in this assignment must be attached to the technical proposals. Applications must be submitted not later than June 30th, 2014 to: The Director General Ghana AIDS Commission 4th Floor, Ghana Olympic Building Castle Road, Ridge Accra E-mail: [email protected] For further clarification please [email protected] contact Mr. Kyeremeh Atuahene by e-mail: