Expert Digitalization Consultant

1. Organization and program overview

The American Bar Association Rule of Law Initiative (ABA ROLI) is a non-profit organization that has worked for over 25 years in more than 100 countries to promote the rule of law, advance human rights, strengthen judicial institutions, support legal professionals and advance understanding of the law and rights of citizens. To this end, ABA ROLI has established partnerships with a wide range of actors, including institutions in the justice sector, civil society organizations, bar associations, legal aid organizations and lawyers, among others.

With support from the United States Agency for International Development (USAID), and in close cooperation with the organization Search for Common Ground, ABA ROLI is undertaking a multi-year program to support the capacity of civil society organizations and human rights institutions to respond to human rights violations in Niger.

As part of this program, ABA ROLI seeks to work with community paralegals and lawyers to support expanded justice and legal assistance through the deployment of 3 mobile legal aid clinics.

ABA ROLI will improve the effectiveness of services directed to vulnerable populations and communities that lie outside the reach of the permanent Justice Hubs due either to access impediments related to transport costs, infrastructure deficiencies, or insecurity. This assistance will improve understanding of SJIs and will provide direct support to individuals as a means of fostering greater state justice institution accountability. Support for the mobile clinics will address key three access needs: 1) access to the law, 2) access to justice assistance, and 3) access to state justice institutions. Access to the law is delivered through public education and awareness. ABA ROLI will build on Search’s community engagement to increase community understanding of justice pathways beyond those provided by local justice actors, thereby positively influencing local justice providers, while introducing notions of individual rights that are enshrined in national legislation and reinforced through state justice institutions.

To enhance the efficiency and effectiveness of the project, ABA ROLI requires the services of an expert in digitalization. The expert will be responsible for converting the existing paper-based case intake protocols and case management system into a digital format. This conversion will enable community paralegals and lawyers to utilize a digital system for improved case management and access to relevant information. The digital version should be compatible with all sorts of electronic devices ranging from phones, tablets, and computer.

Case in-take protocols and justice assistance case management systems are crucial tools that streamline and enhance the management of cases. These tools will be developed for the benefit of the project justice hubs paralegals and community paralegals but also for the ANAJJ which is the government entity responsible for legal and judicial assistance. These people will be tasked with information collection and inputting the said information in the tool via the selected/approved device(s). The responsible staff members for ABA ROLI and the ANAJJ vested with the responsibility to review and approve the collected information will be determined afterwards. The importance of case management systems for the program is mainly:

1. Efficient case tracking: Case management systems allow for the efficient tracking of cases throughout their lifecycle. They provide a centralized platform to record case details, milestones, documents, and communications. This ensures that case-related information is readily accessible and reduces the risk of misplacement or loss.
2. Improved collaboration: Case management systems facilitate collaboration among teams working on a case. They enable the sharing of case information, updates, and documents in real-time, promoting better coordination and communication. This enhances teamwork, reduces duplication of efforts, and ensures everyone is on the same page.
3. Enhanced organization and documentation: Case management systems offer features to organize and document case-related information systematically. They allow for the categorization, tagging, and indexing of documents, making it easier to locate and retrieve specific information when needed. This saves time, minimizes errors, and improves overall productivity.
4. Workflow automation: Case management systems often come with workflow automation capabilities. They enable the creation of predefined workflows, routing of tasks, and automated notifications, ensuring that necessary actions are taken promptly and efficiently. Automation reduces manual errors, eliminates bottlenecks, and streamlines the overall case management process.
5. Data analysis and reporting: Case management systems collect, and store valuable data related to cases. With built-in reporting and analytics tools, these systems can generate insightful reports, metrics, and visualizations. Such data-driven insights help in identifying trends, monitoring performance, measuring outcomes, and making informed decisions for process improvement and resource allocation.
6. Compliance and security: Case management systems often incorporate security features to protect sensitive case information. They provide access controls, encryption, and audit trails, ensuring that only authorized individuals can access or modify the data. Compliance with industry regulations, data privacy laws, and confidentiality requirements can be better enforced using these systems.
7. Time and cost savings: By automating routine tasks, streamlining processes, and improving overall efficiency, case management systems can result in significant time and cost savings. They reduce paperwork, eliminate manual data entry, minimize errors, and enhance productivity. These systems enable organizations to handle more cases with fewer resources, ultimately increasing operational effectiveness.
8. Improved client/customer satisfaction: Case management systems contribute to improved client or customer satisfaction. With quick access to accurate and up-to-date information, faster response times, and enhanced communication, organizations can provide better service. Clients/customers experience smoother interactions, greater transparency, and a sense of being well-informed about their cases.

Overall, the case management system play a vital role in optimizing case management processes, fostering collaboration, improving efficiency, and ensuring better outcomes in our legal aid services.

1. Job Descriptions/Scope of Work The expert in digitalization will undertake the following tasks:

2. 1. Conduct a comprehensive assessment of the existing paper-based case in-take protocols and case management system utilized by the USAID Adalci activity.
   2. Convert the paper-based case intake protocols and case management system into a digital version.
   3. Develop a detailed plan for the digitalization process, including a proposed timeline, required resources, and key milestones.
   4. Collaborate with the Adalci activity team to identify and prioritize essential features and functionalities for the digital system.
   5. Design and develop a user-friendly and intuitive digital case in-take protocol and case management system, ensuring compatibility with existing technology infrastructure.
   6. Integrate data collection, storage, analysis, and reporting functionalities within the digital system, enabling efficient management and monitoring of cases.
   7. Provide training and capacity-building support to community paralegals and relevant staff on the usage of the digital system.
   8. Develop clear documentation, including user manuals and guidelines, to facilitate the adoption and maintenance of the digital system.
   9. Conduct testing and troubleshooting to ensure the functionality, security, and reliability of the digital system.
   10. Collaborate with ABA ROLI and relevant stakeholders to ensure the digital system complies with data protection and privacy regulations.
   11. Provide regular progress reports and participate in periodic meetings with ABA ROLI to discuss updates, challenges, and recommendations.
   12. Provide ongoing support to ensure a total grasp in the usage of the tool(s).

3. Deliverables

The expert in digitalization is expected to deliver the following:

a. Assessment report of the existing case-in-take protocols and case management system.

b. Digitalization plan, including a proposed timeline, required resources, and key milestones.

c. User-friendly and intuitive digital case-in-take protocol and case management system.

d. Integrated data collection, storage, analysis, and reporting functionalities within the digital system, ensuring the security and confidentiality of sensitive case information in the digital system.

e. Training materials, including user manuals and guidelines for the digital system.

f. Testing and troubleshooting reports.

g. Final report summarizing the digitalization process, challenges encountered, and recommendations for future improvements.

1. Qualifications and Expertise

The expert in digitalization should possess the following qualifications and expertise:

a. Proven experience in digitalizing paper-based systems and developing user-friendly software applications.

b. Strong understanding of data management principles and best practices.

c. Proficiency in relevant programming languages and technologies for system development.

d. Familiarity with legal aid programs or community paralegal initiatives is highly desirable. [TM1][FW2]

e. Excellent communication and collaboration skills.

f. Ability to work independently and deliver high-quality results within defined timelines.

g. Experience in working on USAID-funded projects or similar international development programs is an advantage.

1. Duration and Timeline

The estimated duration of the consultancy is TBD. The timeline for the deliverables will be mutually agreed upon by the expert and ABA ROLI. The tentative timeline for the assignment is as follows:

• Contract commencement: TBD
• Assessment and system design: TBD
• Development and customization: TBD
• Testing and user acceptance: TBD
• Training and documentation: TBD
• Ongoing support and troubleshooting: TBD
• Contract completion: TBD

1. Reporting and Supervision

The expert in digitalization will report directly to ABA ROLI’s DCOP In Niger. Regular communication and coordination will be maintained throughout the consultancy period.

1. Intellectual Property Rights

All intellectual property rights pertaining to the digital system developed during this consultancy will be transferred to ABA ROLI.

1. Budget

2. The budget for the consultancy, including fees, travel (if applicable), and other relevant expenses, will be discussed and agreed upon between ABA ROLI and the selected expert as per ABA ROLI's procurement policies and procedures.

3. Evaluation Criteria

The selection of the expert in digitalization will be based on the following criteria:

a. Relevant experience in digitalization and software development.

b. Understanding of data management principles and best practices.

c. Expertise in legal aid programs or community paralegal initiatives.

d. Proposed methodology and approach for the digitalization process.

e. Budget considerations.

[TM1]It is important that the consultant understands how these systems will be used in the case flow process and how they can contribute to effective case management. This may be a requirement rather than just desirable.

[FW2]Provided the advised information in pages 2 & 3.

How to apply

Application Process

Interested candidates are requested to submit the following documents:

a. Curriculum Vitae highlighting relevant experience and qualifications.

b. Cover letter expressing interest and summarizing relevant expertise.

c. Proposed methodology and work plan for the digitalization process.

d. Budget breakdown, including fees and estimated expenses.

e. References from previous clients, if available.

Applications should be submitted to Niger-Recruitment@americanbar.org no later than July 13th, 2023.

Note: ABA ROLI reserves the right to accept or reject any application and to cancel the procurement process at any time prior to the award of the contract, without incurring any liability or obligation to inform the affected applicant(s) of the grounds for the ABA ROLI's action. Moreover, the above Terms of Reference (TOR) serve as a guideline and can be adjusted or modified to fit the specific requirements of the project.