Consultancy to Develop a Data Analytics and Visualisation System

1.0:  Background

Kenyan Wildlife Conservancies Association (KWCA) is the national membership body for conservancies in Kenya. Our role is to accelerate the growth of equitably governed and effectively managed conservancies to positively impact local communities and wildlife in Kenya. KWCA connects, informs, convenes, and represents conservancies and key stakeholders to support the conservancy movement and the implementation of wildlife conservation efforts.

KWCA currently manages programmatic and membership data across multiple platforms. These various data infrastructure presents challenges for timely access for insights to inform decision-making and reporting on progress. To address these challenges, KWCA seeks to engage a consultant or consulting firm to develop a robust, integrated data analytics and visualization system built on the Microsoft Power Platform (Power BI, Power Automate, Power Apps, and Dataverse). This system will support Monitoring, Evaluation, Accountability, and Learning (MEAL) functions and improve program effectiveness, data consolidation, and evidence-based policy advocacy.

2.0:  Purpose and Objective of MEAL System

2.1:  Specific Objective

• Migrate and consolidate existing datasets into a centralized repository using SharePoint Lists or Dataverse.
• Dashboards and Reporting: Develop dynamic, interactive dashboards using Power BI to visualize key indicators and track progress aligned with the State of Conservancies (SOC) framework.
• Workflow Automation: Use Power Automate to streamline tasks such as data updates, quality alerts, and approval workflows.
• User Access Management: Define role-based permissions for data entry, analysis, and administration.
• Capacity Building: Train KWCA staff on system use, dashboard interpretation, and basic maintenance using Power Apps where needed.
• Sustainability Planning: Provide a sustainability plan including update procedures, backup strategies, and Microsoft 365 licensing considerations.

3.0:  Scope of work

The consultant will be responsible for designing, developing, and deploying a fully functional MEAL system using the Microsoft Power Platform. The following actions are expected:

3.1:  Requirements Analysis and Prototype

• Conduct consultations with KWCA staff to understand data needs, user roles, and system functionality requirements.
• Document system requirements and performance indicators aligned with the M&E Frameworks.
• Design and present a prototype of the system’s architecture, dashboard mockups, and user access levels for review and validation.

3.2:  System Development and Integration

• Build a centralized data repository using SharePoint Lists or Dataverse or any other function to consolidate membership and programmatic data.
• Develop and configure Power BI dashboards to visualize key indicators and trends using dynamic filters (e.g., landscapes, conservancy, county, time period).
• Integrate Power Automate workflows to automate data refresh schedules, trigger alerts for data quality issues, and manage approval flows for new entries.
• Test all modules to ensure system reliability, responsiveness, and performance.

3.3:  Role Definition and UX Design

• Design a user-friendly interface with intuitive navigation, mobile responsiveness, and accessibility features.
• Define and configure user roles and permissions (e.g., data entry staff, analysts, managers) to control system access and functionality.
• Simulate user journeys to ensure that each role can perform their assigned tasks effectively and securely.

3.4:  Training and Documentation

• Develop a user manual and quick-reference guides tailored to different user roles.
• Conduct structured training sessions to equip staff with skills for data entry, dashboard interpretation, and system troubleshooting.

3.5:  Handover and Sustainability

• Prepare a sustainability and maintenance plan, including indicator review schedules, backup strategies, and upgrade procedures.
• Document all system configurations, workflows, and data sources in a final handover package.
• Estimate licensing requirements and any recurring costs related to Microsoft Power Platform components.
• Support the transition of system ownership to KWCA by ensuring all key users are comfortable operating and managing the system.

4.0:  Deliverables

The consultant will be expected to deliver the following:
i.      Validated system prototype and requirements document.
ii.     Fully developed and functional MEAL system built on the Microsoft Power Platform with operational dashboards and automated workflows.
iii.    Staff training sessions completed with reference guides.
iv.    Final report documenting system features, configuration, and maintenance procedures.

5.0:  Reporting Time Frame

The consultancy will be carried out over a period of 30 consultancy days. This duration will cover all phases of the assignment, including system design, development and deployment, staff training, documentation, and final handover.

6.0:  Required Skills and Expertise

• The team/firm should have proven experience in designing and developing MEAL systems using the Microsoft Power Platform.
• Knowledge of environmental or biodiversity information management is preferred.
• Master’s degree in information technology data science, or a related field
• At least ten (10) years of professional experience in in database systems, M&E framework design, and workflow automation.
• Strong programming and data visualization skills.
• Experience in delivering end-user training and documentation.

7.0:  Submission of Proposal

• Interested consultants or firms should submit:
• A technical and financial proposal (clearly marked “KWCA Monitoring, Evaluation, and Learning System”).
• Consultant/firm profile with relevant experience.
• A work plan and budget.

Deadline for submission: June 13, 2025
Email submissions to: [email protected]