|
Tenders are invited for Assessment and Development of an Improved Version of the Expo Event Activities Management Information System (Mis). Location: Kigali Deadline: Friday, 18/04/2025 23:59 TERMS OF REFERENCE (ToR) FOR THE ASSESSMENT AND DEVELOPMENT OF AN IMPROVED VERSION OF THE EXPO EVENT ACTIVITIES MANAGEMENT INFORMATION SYSTEM (MIS) Introduction The Private Sector Federation (PSF) is initiating a critical exercise to enhance the effectiveness and efficiency of its digital systems by engaging a qualified consultant to assess and develop an improved version of the existing Expo Event Activities Management Information System (MIS). The current MIS supports essential functions during Expo events, such as exhibitor registration, badge generation and printing. However, the system still faces several challenges, including limited automation, inefficient verification processes, lack of integration with financial systems, and an absence of real-time data reporting and analytics. These limitations impact the smooth coordination of Expo operations and hinder PSFs ability to provide an impeccable experience to participants. This assignment aims to thoroughly evaluate the current MIS, identify both technical and functional gaps, and deliver a comprehensive, secure, user-friendly, and scalable platform. The upgraded system should include enhanced functionalities such as: Exhibitor account management, including the ability to register, manage profiles, and assign staff. Automation of key processes, such as registration, payment verification, and badge issuance. Real-time dashboards and reports for effective event monitoring and decision-making. Visitor ticketing management, allowing visitors to register, pay for, and receive digital tickets, with streamlined validation at entry points. Cars parking management, including registration of vehicle details, real-time monitoring of parking lot occupancy, and integration with access control where applicable. By the conclusion of this engagement, PSF expects a fully functional and modern MIS tailored to Expo event operations. The improved platform should deliver increased automation, enhanced data security, operational transparency, and reduced manual interventionsultimately providing a more professional, efficient, and user-centered experience for exhibitors, visitors, and event organizers alike. Objectives of the Assignment The primary objective of this assignment is to assess the current Management Information System (MIS) used for managing Expo event activities and to design and develop an optimized, next-generation version that significantly enhances system functionality, usability, security, and scalability. The improved MIS should address the existing limitations and introduce advanced digital capabilities that streamline all critical event workflows for both PSF and external users, including exhibitors and visitors. Specifically, the assignment seeks to: Conduct a comprehensive assessment of the existing MIS to identify technical, functional, and usability gaps. Redesign the system architecture to support scalable, modular, and secure operations. Streamline and automate key workflows, including exhibitor registration, staff management, payment verification, and badge issuance. Introduce visitor ticketing management for efficient online and onsite ticket registration, payment, and validation. Incorporate cars parking management with vehicle registration, real-time lot occupancy tracking, and access management. Ensure real-time data reporting, monitoring, and analytics through an interactive dashboard for event oversight. Integrate the system with relevant financial and notification systems for efficient payment processing and communication. Strengthen data protection measures, system integrity, and backup/recovery capabilities. Deliver a modern, user-friendly interface for both administrators and end-users, with multilingual support where needed. By achieving these objectives, PSF aims to enhance operational transparency, reduce manual work, improve user experience, and ensure professional delivery of services throughout the Expo event lifecycle. Scope of Work The selected consultant will be responsible for carrying out a full assessment, design, development, testing, and deployment of an enhanced Expo Event Management Information System (MIS). The scope of work includes, but is not limited to, the following key tasks: Assessment and Gap Analysis Review the current MIS functionalities, workflows, and technical architecture. Identify gaps, limitations, and improvement areas in system performance, usability, security, and data flow. Engage relevant PSF stakeholders and users to gather functional requirements and expectations for the upgraded system. System Design and Architecture Design a scalable, modular, and secure MIS architecture that meets the operational needs of PSF and Expo stakeholders. Ensure flexibility for future enhancements, integration with third-party systems (e.g., financial/payment gateways), and cross-platform accessibility (web and mobile-friendly). Development of Core Modules Exhibitor Management: Enable registration, account creation, and staff assignment for exhibitors. Payment and Verification: Automate payment tracking and integrate with financial systems for real-time verification. Badge Printing and Access Control: Provide digital and physical badge generation for exhibitors, staff, and visitors. Visitor Ticket Management: Facilitate online/offline visitor registration, digital ticket issuance, payment, and validation. Cars Parking Management: Allow real-time vehicle registration, parking allocation, entry/exit control, and space availability monitoring. Notifications & Alerts: Integrate automated SMS/email notifications for confirmations, updates, and reminders. Dashboard and Reporting Develop an interactive dashboard for PSF management to monitor event metrics in real time. Provide customizable reporting tools for data analysis, summaries, and decision-making. Security, Backup, and Recovery Implement industry-standard security protocols for data protection and user access management. Set up a reliable backup and disaster recovery plan to ensure data integrity and system continuity. Testing and Quality Assurance Conduct comprehensive system testing (unit, integration, and user acceptance tests). Incorporate stakeholder feedback and fix bugs prior to system launch. Training and Documentation Provide user training sessions for PSF staff and administrators. Deliver complete system documentation, including user manuals, technical documentation, and maintenance guidelines. Deployment and Support Deploy the final system in a live environment, ensuring smooth transition from the existing platform. Offer post-deployment technical support during the warranty period to address any issues or enhancements. Module 1: Exhibitor Registration, Badge Generation, and Printing Management This module is central to the smooth operation of the Expo, providing an automated system for managing exhibitors, their registration, and badge issuance. Exhibitor Registration: The system will enable exhibitors to create and manage their profiles, including submitting detailed information such as organization name, staff details, and proof of payment. Exhibitors will also be able to upload supporting documents directly into the system. Badge Generation: Upon successful registration and payment verification, the system will automatically generate badges for all approved staff members. The badge will contain essential data, including the exhibitors company logo, staff members name, and a QR code for access validation. Badge Printing: The system will automate the badge printing process, with integration into printers for real-time badge production. The system will track the status of badge printing and notify both the exhibitor and PSF staff when badges are ready for collection. Notification System: Automated email and SMS notifications will be sent to exhibitors confirming registration, payment verification, and badge availability. These notifications will ensure a seamless flow of information to the exhibitors. Module 2: Expo Visitor Tickets Management This module addresses the management of visitor entry to the Expo, automating ticket sales, validation, and access control. Ticket Sales and Purchase: The system will allow visitors to purchase tickets via USSD Application accessible by dialing *779#, generating a unique ticket code upon payment confirmation. Multiple payment gateway methods shall be supported, including mobile money [MTN & Airtel]. Ticket Validation: Visitors will receive an SMS containing a unique payment code. Upon arrival at the entrance, the system will enable to validate the ticket through a mobile application or by using turnstile keypad. Successful validation will trigger the opening of the gate or turnstile for entry. Automated Ticket Management: The system will automate ticket generation, ensure real-time tracking of ticket sales, and provide instant reports for event organizers. It will manage ticket refunds or re-issuances in the event of lost or invalid tickets. Integration with Real-Time Dashboards: A dashboard will allow PSF to monitor ticket sales, entry points, and validate real-time data. The dashboard will offer insights into visitor traffic, ticket sales trends, and other relevant statistics. Module 3: Cars Parking Management This module manages parking allocations for different categories of vehicles during the Expo, ensuring a smooth, organized, and automated process. It includes multiple options based on the type of attendee, with the necessary payment or exemption procedures based on predefined criteria. Parking Allocation Options: Option 1: Registered Exhibitors (Free Parking with Conditions) Tender Link : https://www.jobinrwanda.com/job/terms-reference-tor-assessment-and-development-improved-version-expo-event-activities
|
