TERMS OF REFERENCE

1. Background and Context

The Forum for African Women Educationalists (FAWE) is a pan‑African non‑governmental organization established in 1992 to promote gender equality in education by improving girls’ and women’s access, retention, completion, and learning outcomes across Africa. Working through 34 National Chapters and regional‑level engagement, FAWE leverages advocacy, research, programmes, and strategic partnerships to influence education policy and practice at national, regional, and continental levels.

As part of its ongoing digital transformation, FAWE has deployed Microsoft Office 365 and Microsoft Dynamics 365 Business Central to enhance finance, HR, and grants management functions. In alignment with its Strategic Plan, the organization is now prioritizing improved data integration and accessibility, strengthened evidence‑based decision‑making, automated and efficient reporting processes, enhanced data governance and quality, and enhanced analytical capacity among staff.

To advance these goals, FAWE seeks the services of an experienced individual or consulting firm to support the development of an integrated, real‑time data management system that fully leverages existing Microsoft platforms and enables timely, accurate, and actionable insights across the organization. The proposed system is expected to leverage Microsoft 365 technologies to support end-to-end scholarship management, alumni tracking and engagement, and comprehensive monitoring, evaluation, and data visualization.

The Terms of Reference outline the scope, methodology, and deliverables for engaging a qualified consultant to lead this work.

2. Purpose of the Assignment

The purpose of this consultancy is to design and support the development of a unified, automated, and sustainable data management system for FAWE. This includes mapping existing data systems, assessing data needs and gaps, design comprehensive data architecture, integrating M&E functionalities into FAWE’s Microsoft platforms, and developing real‑time dashboards and automated workflows for FAWE and stakeholders. The engagement also entails the development of an integrated scholarship management system within the broader M&E/MIS architecture and aligned with the Microsoft ecosystem.

3. Overall Objective

To design, develop and support the phased implementation of a secure, scalable and  integrated, real-time data and programme management system within FAWE incorporating M&E, Scholarship Management System, Alumni tracker that, leverages on the existing Microsoft environment (Microsoft 365 and Dynamics 365) to  enable real‑time insights, track performance  strengthen evidence‑based decision‑making, and improve the efficiency and transparency of program and scholarship management processes.

4. Specific Objectives

• To conduct a comprehensive Data Ecosystem Mapping of FAWE’s programmatic and operational data to identify gaps, redundancies, and integration opportunities.
• To develop an Organizational Data Architecture roadmap defining standardized data models, governance structures, and system interoperability requirements.
• To design and implement an integrated, real-time Monitoring & Evaluation (M&E) and Programme Management System that enables tracking of programme implementation across FAWE chapters, supports end-to-end scholarship management, and incorporates alumni tracking and engagement leveraging Microsoft technologies, including Dynamics 365 and the Microsoft Power Platform.
• To automate data collection, reporting, and analysis, and develop real-time, customized dashboards that improve timeliness, accuracy in reporting, and alignment of programmatic and financial information for informed decision-making.
• To review existing systems and tools, identify and adopt the most suitable solution(s) for FAWE’s needs, and support the alignment, cleansing, and migration of legacy data into the new integrated system ensuring accuracy, consistency, and continuity.

5. Scope of Work and Key Activities

The consultancy will cover FAWE Regional Secretariat and its National Chapters. Key activities include:

1. a) Data Ecosystem Mapping

• Map all programmatic and operational data sources (digital and manual).
• Identify data gaps, redundancies, inconsistencies, and integration requirements.
• Document existing workflows and dependencies across departments and Chapters.

1. b) Organizational Data Architecture Roadmap

• Develop standardized data models across programmatic, finance, HR, and operations.
• Propose a data governance framework including roles, responsibilities, and quality controls.
• Define system interoperability requirements across Microsoft platforms.
• Develop a roadmap for FAWE’s integrated data infrastructure.

1. c) Review of Existing Systems and Data Migration

• Conduct a comprehensive review of existing systems and tools to assess functionality, data structures, and gaps.
• Recommend and support the selection of the most suitable solution(s) aligned to FAWE needs.
• Lead the alignment, cleansing, and migration of legacy data into the new integrated system to ensure data accuracy, consistency, and continuity.

1. d) M&E System Integration

• Integrate M&E workflows within Dynamics 365 Business Central.
• Build linkages with Power Apps, Power BI, Power Automate, and Dataverse/SharePoint.
• Streamline data flows between programmatic, financial, and operational systems.
• Conduct pilot testing with selected National Chapters.

1. e) Scholarship Management Module:

• Design, develop and implement an end-to-end digital workflow system for the management of scholarship lifecycle i.e., applications, eligibility screening, evaluation, selection, awarding and beneficiary tracking etc. supported by automated reporting and analytics.
• The system should support structured data capture, automated workflows, role-based access for reviewers and selection committees, and integrated dashboards for monitoring and reporting.
• Incorporate AI-enabled capabilities to aid and enhance fairness, efficiency, and continuous improvement in the scholarship selection and decision-making process.

1. f) Alumni tracking and management:

• Develop a unified, secure system to capture, store, and manage comprehensive alumni data across all FAWE programmes, including scholarships and other initiatives.
• Establish mechanisms to track alumni from programme exit through post-engagement stages, capturing education, employment, entrepreneurship, and leadership outcomes over time.
• Build functionalities to support targeted communication, networking, mentorship, events management, and continuous engagement with alumni across regions.
• Ensure seamless integration with existing programme management, scholarship systems, and M&E frameworks to enable data sharing, reporting, and impact tracking.
• Develop interactive dashboards and reporting tools to analyze alumni outcomes, measure programme impact, and support evidence-based decision-making.

1. g) Automation, GIS and Interactive Dashboards

• Automate data collection, cleaning, reporting, and workflow approvals to reduce manual errors and improve timeliness across National Chapters.
• Develop real‑time, GIS‑enabled dashboards for leadership, program teams, and M&E staff to support evidence‑based decision‑making, including geospatial mapping of beneficiaries, institutions, recruitment patterns, and implementation coverage.
• Create interactive visualizations aligned with FAWE’s indicators and reporting frameworks, integrating geospatial layers where relevant to track regional disparities, outreach gaps, and model uptake across countries.

1. h) Training, Documentation, and Knowledge Transfer:

• Conduct training and capacity-building sessions for key staff and system administrators to ensure effective system use and sustainability.
• Develop user and administrator manuals
• Structured knowledge transfer to enable internal teams to manage, maintain, and scale the system independently.
• Orientation and capacity building of the National chapters

6. Implementation Approach

The consultant to lead the process, while ensuring FAWE staff are engaged throughout all phases to support knowledge transfer, system adoption, and sustainability. FAWE’s Knowledge Management Team, Programmes, Finance, IT and other relevant business units will provide continuous monitoring and feedback to refine workflows, dashboards, and reporting. The system will be aligned with organizational priorities to ensure maximum impact of digital investments.

The assignment shall be sequenced into three (3) phases taking an interdependent approach. It should prioritize the establishment of a strong data foundation before system development to minimize duplication, integration risks and long-term redesign costs.

• Phase 1: Data Ecosystem Mapping and Needs Assessment and Organizational Data Architecture Blueprint
• Phase 2: Design and Development of a Robust, future ready M&E, Integrated Scholarship Management System and Alumni tracking and management tool (Utilizing Microsoft 365 power apps and integrating within the Dynamics 365 ecosystem)
• Phase 3: Testing, Capacity Building, and Transition

7. Duration

The assignment is expected to be completed in six (6) months from the date of contract signing.

8. Key Deliverables
9. Inception report and detailed workplan
10. Requirements specification document
11. Comprehensive Data Ecosystem Map

• Detailed documentation of FAWE’s programmatic, operational, and financial data sources.
• Identification of gaps, redundancies, and integration opportunities.
• Visual mapping of workflows and system dependencies across headquarters and selected National Chapters.

4. Organizational Data Architecture Roadmap

• Standardized data models for programmatic, financial, and HR data.
• Defined governance structures, data quality standards, and interoperability frameworks.
• Recommendations for a central, integrated data infrastructure.

5. A fully functional and Integrated M&E System

• M&E processes are embedded in Microsoft Dynamics 365 Business Central.
• Seamless integration with Microsoft Power Platform (Power Apps, Power BI, Power Automate, Dataverse/SharePoint).
• Pilot-tested interoperability across key departments or chapters.

6. A fully functional and integrated scholarship lifecycle management system including

• Digital application forms,
• Reviewer scoring interfaces,
• Automated eligibility checks, selection tracking, award management,
• Reporting and analysis dashboards.
• Audit trails
• An integrated Alumni tracking and management system

7. Automated Data Collection and Reporting Processes

• Streamlined workflows for programmatic and financial data entry, analysis, and reporting.
• Reduced manual processes and improved data timeliness and accuracy.

8. GIS‑enabled and Interactive Dashboards

• Geospatial mapping of program coverage, including beneficiaries, institutions, recruitment patterns, and implementation footprints.
• Interactive dashboards tailored for program managers, M&E teams, and leadership to support real‑time analysis.
• Dynamic visualizations for continuous performance monitoring and evidence‑based decision‑making across countries and regions.

9. Capacity Building and Training Materials

• Staff training sessions on the integrated M&E system and dashboards.
• User manuals, SOPs, and ongoing support structures for sustainability.

10. Final report
11. Roles and Responsibilities
12. Knowledge Management Unit: Provide strategic oversight and endorse recommendations. Coordinate the consultancy assignment and provide programmatic guidance, including organizational data needs, indicators, reporting requirements, stakeholder engagement, and validation of outputs.
13. IT Unit: Support by providing system documentation, facilitating system access, and assisting with technical clarifications and validation as required.
14. Digital Learning & Innovation Unit: Provide insights into integrating the Scholarship MIS with organizational systems and workflow optimization
15. Consultant: Lead analysis, stakeholder engagement, documentation, and delivery of agreed outputs.
16. Expected Outcomes
17. FAWE’s programmatic, operational, and financial data is consolidated, standardized, and accessible in a central digital repository.
18. Real-time, customized dashboards provide leadership and program managers with timely, accurate insights into strategic and operational decisions.
19. Reduced reliance on manual data entry and reporting, leading to faster, more accurate, and aligned programmatic and financial reporting.
20. Standardized data models, governance frameworks, and system interoperability ensure consistent, reliable, and secure data across FAWE operations.
21. FAWE staff are trained to use integrated systems and dashboards effectively, enhancing organizational capacity for monitoring, evaluation, and decision support.
22. Existing platforms (Microsoft Dynamics 365 Business Central and Microsoft Power Platform) are fully leveraged to deliver measurable improvements in operational efficiency and program outcomes.
23. Qualifications of the Consultant

The assignment requires an experienced individual consultant or IT consulting firm with demonstrated expertise in data systems integration, digital transformation, and Microsoft 365 technologies. The ideal consultant/team should meet the following qualifications:

• Advanced academic qualifications in Information Systems, Computer Science, Data Science, Software Engineering, ICT4D, or related fields; Microsoft certifications are an added advantage.
• 7–10 years of proven experience designing and implementing enterprise‑level data systems in NGOs, regional bodies, or multi‑country programs.
• Expertise in Microsoft technologies, including Power Platform (Power Apps, Power BI, Power Automate, Dataverse/SharePoint), Dynamics 365, Office 365 administration, system interoperability, APIs, and workflow automation.
• Strong competency in data architecture, data modelling, and data governance frameworks.
• Extensive experience deploying M&E systems, digital data collection tools, dashboards, automated reporting, and indicator frameworks.
• Advanced analytical and visualization skills, including real‑time dashboards and business intelligence tools (e.g., Power BI).
• Demonstrated successful delivery of at least three similar digital transformation or enterprise system integration assignments, preferably Microsoft 365/Dynamics based, within NGOs or public sector institutions.
• Multidisciplinary team capacity, ability to offer post‑assignment support, complete work within six months, work in a hybrid setup, and fluency in English and French.

12. Application Process

Interested candidates should address their application to the Executive Director and submit to procurement@fawe.org with the subject line “FAWE DATA SYSTEM – MS 365” not later than April 15, 2026:

1. Technical proposal for the assignment, relevant experience, and work plan/schedule
2. CV(s) of the consultant or team
3. Detailed and itemized budget and timeline
4. Three professional references from reputable organizations (Microsoft 365, as central repository for all information).