Technical Assistance for the Use of MS Office 365 Applications to Facilitate Communication, Information Sharing, and Program Planning
Company Background: Kaizen, A Tetra Tech Company, is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven organizational and institutional performance improvements and establish communities of practice that facilitate peer-to-peer learning and achievement of shared goals. We leverage existing knowledge, technology, and new media, and local peer networks to support local reforms. Since our inception, we have provided support to more than 100 government, private-sector, and non-profit organizations in markets worldwide. We have created solutions that achieve outcomes across a broad range of sectors including education, governance, economic growth, environment and water, energy, and global law enforcement.
Kaizen is part of a four-member consortium, led by Save the Children, implementing the Wadata Resilience Food Security Activity (RFSA) to sustainably improve food security and resilience among extremely poor and chronically vulnerable households in the Zinder region of Niger. Kaizen contributes its expertise in knowledge management, communication, collaboration, learning and adaptation (CLA), and innovation.
Description of Activity: The Wadata Activity, a 5-year, $50M USAID/Bureau for Humanitarian Assistance -funded Resilience Food Security Activity, will support approximately 27,850 households with 195,000 total participants across four communes in the Zinder region (Guidiguir, Damagaram Takaya, Guidimouni, and Mazamni). Wadata will sustainably improve food security and resilience through layered interventions targeted to communities, households, and individuals. Wadata is currently being implemented in 683 rural communities dispersed throughout the four project communes by 50 field agents, 28 supervisors, and 20+ technical coordinators and managers.
At the end of the first two years of intervention implementation, the Wadata Activity conducted a participatory digital capabilities assessment with the staff which investigated the demands (goals and needs) and supply (existing systems and limitations in current digital use, including capabilities and practices) and identified several processes that Wadata could adopt to improve its use of digital through better use of existing digital tools (mobile phones, individual Android tablets and laptops) and applications to facilitate communication, enhance management and achieve its data collection, program delivery, and learning goals.
Notwithstanding limited bandwidth and coverage issues, digital tool use was found to be grossly underutilized and could be greatly improved by establishing workflows/protocols and adapted communication channels. Recommendations were made to improve 1) communication of information for program operations, program activity implementation, and reporting/monitoring 2) digital tool use for information and knowledge sharing and 3) use of digital training and capacity building resources. The majority of Wadata staff have access to MS Office 365 applications including TEAMS and SharePoint. Staff with MS Office 2016 are being migrated to MS Office 365 while some staff are still working with MS Office 2019. TEAMS is currently being used for some meetings and rarely for document exchange/development. The Wadata SharePoint consists of a series of folders where staff can place program documents. Activity planning and implementation tracking is done using simple Excel sheets.
Restructuration of Wadata’s SharePoint site and capacity building for expanded use of SharePoint is addressed by a parallel consultancy for short-term technical assistance while the expanded use of the other MS Office applications is the focus for this consultancy.
Position: Kaizen seeks to recruit a Short-Term Digital Expert to provide remote and/or in person technical support to the Wadata Activity.
Duration: The assignment is expected to start in August and is estimated to take no more than 40 days of effort over 3 months.
Description of Position: The Wadata Activity seeks a qualified expert(s) to assist Wadata staff to better use of Office 365 applications to improve communication, information sharing, and program planning.
Scope of Work:
The consultant will engage in the following activities:
- Support team on the use of the Wadata data collection and database system, IMPACT, by providing Wadata with technical assistance to develop easy to use and simple users guides and/or tutorials and other supporting documents (screen recordings and live session videos) to support and reinforce the training on how to use IMPACT for data collection and create designated channels for the training videos on the Microsoft Stream platform through which team members can access, watch, and download the videos.
- Support Wadata to expand use of TEAMS and its integration with other Office 365 applications. This includes the review and revision of existing channels, the establishment of new channels, development of a training plan and training curriculums which include easy to use and simple users guides and/or tutorials to support Wadata staff in the use of TEAMS and training of key Wadata staff on TEAMS use and management. Training should be tailored to the various roles: Administrator/Owner, Members and Users. Basic Introduction/User training for all Wadata staff on basic use of TEAMS for meetings and sharing of files can be short, pre-recorded sessions that can be auto executed by individuals or used by Administrators or Owners to conduct group training for other staff. In addition to basic training on how to use the site, more in-depth training, including the creation of standard, private and shared channels, team creation, adding and removing members and guests, editing/deleting teams, and other management functions should be developed for core group of Administrators, Owners and Members. The advanced trainings for these groups should be live (in-person or virtual) trainings that cover the modules required for each role respectively.
- Assist Wadata to develop streamlined activity planning and implementation tracking systems incorporating other MS applications such as Outlook (e.g., shared calendars), Planner, FindTime, Forms, and Power Automate. Conduct user testing and troubleshooting after the initial development for “debugging”/updating before user training. Develop staff training materials, including screen recording, videos, and simple user guides for the new systems. Provide live (in-person or virtual) training to a core group of staff on their use.
- Develop one or more systems to visualize and track (i) recommendations for program improvements generated during learning events and field visits, (ii) lessons learned, and (iii) program adaptations. Conduct user testing and troubleshooting after the initial development for “debugging”/updating before user training. Develop staff training materials, including screen recording, videos, and simple user guides for the new systems. Provide live (in-person or virtual) training to a core group of staff on their use.
The activities in this SOW are designed to complement and integrate with digital development activities focused on expanding use of Wadata’s SharePoint site. The consultant will communicate and coordinate the design and advancement of the work on these applications with the other consultant(s) engaged by Wadata for short-term digital technical assistance on SharePoint. Where appropriate the final products from this consultancy should link with the SharePoint site being developed in parallel.
For further information on the context and digital use by and needs of the Wadata program and staff, a copy of the report and recommendations from the preceding digital capabilities and use assessment will be provided.
Description of Deliverables:
- Streamlined activity planning and implementation tracking systems
- Digital systems to visualize and track recommendations for program improvement
- User guides and/or tutorials to support staff in the use of IMPACT, TEAMS and other MS applications (e.g., Outlook, Planner, FindTime, Forms, Power Automate) used in the planning and tracking systems for activity implementation and program improvement.
- Training plan, training curriculums, and user guides and/or tutorials to support training and use of TEAMS by all levels of staff
- Live training for a core group of 15 staff on advanced TEAM functions and management
- Live training for a core group of 20 staff on the activity planning and implementation tracking system and tracking systems for program improvement and the MS applications (e.g., Outlook, Planner, FindTime, Forms, Power Automate) incorporated into these systems
Qualifications and Experience:
- Knowledge of digital tools/methods for program implementation, data collection and analysis, knowledge sharing, and/or learning
- Experience with use of digital capabilities in bandwidth constrained, resource poor, low educational attainment, rural settings
- Demonstrated experience with Microsoft 365, especially SharePoint, TEAMS, Planner, Outlook, and the Power Platform (Power Automate and Power Bi)
- Track record of identifying, designing and deploying innovative digital solutions, particularly in the international development context
- Fluency in written and spoken French
- Experience with digital learning delivery, particularly for adults
Qualified applicants should submit resume/CV outlining their qualifications and suitability for the assignment, a maximum three-page proposal and calendar demonstrating understanding of the Terms of Reference and describing the proposed methodology, samples of previous work as well as contact details for three professional references. Applications are due August 15, 2022. Applications will be reviewed on a rolling basis, and only finalists will be contacted. Kaizen reserves the right to make recruitment decisions or recruit multiple applicants.
At The Kaizen Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. The Kaizen Company is an equal opportunity employer.
For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.
At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.