Short-Term Consultancy for Assessment of CommCare Data Collection & Case Management System

Assignment Brief
Anera seeks to recruit an experienced consultant to conduct an independent assessment of its CommCare-based data collection and case management system. The consultant will review the design, performance, and functionality of the system, identify gaps and challenges, and provide actionable recommendations for improvement. The assessment will also determine whether CommCare is the most suitable platform for Anera’s current and future needs, considering the complexity of its education and livelihoods programming.
The consultant will work closely with the Project, MEAL, and IM teams, provide technical guidance, and develop both short- and long-term recommendations for platform optimization.
The ultimate aim of this assignment is to ensure that Anera’s data systems are reliable, efficient, and capable of supporting advanced case management, high-quality reporting, and evidence-based decision-making across large-scale youth programming in Lebanon.

Background
Anera is seeking an expert to assess the current platforms used for data collection in projects requiring advanced case management. Historically, Anera used Apricot solutions. While this platform enabled straightforward case management, it was expensive, not Arabic-friendly, and lacked offline functionality. Despite these limitations, it supported effective case management for several years. Following consultations, Anera transitioned to CommCare for data collection and case management, complemented by Power BI for data analysis and reporting. This transition was led by a Regional IM Consultant in collaboration with the MEAL team.

Project Overview
Project Brief
The project supports vulnerable youth and adolescents across Lebanon by enhancing access to quality education and livelihood opportunities. It focuses on developing technical, vocational, and life skills while promoting retention in learning programs. Through community engagement, targeted training, and digital tools such as CommCare for data management, the project seeks
to:

• Improve learning outcomes
• Promote employability
• Empower youth to pursue sustainable livelihoods
• Ensure accountability, evidence-based monitoring, and continuous improvement

Core Components

• Non-Formal Education (YBLN): Literacy & numeracy (Levels 1 & 2) as a foundation for vocational training.
• Competency-Based Training (CBT): Short/medium-duration certified vocational courses with employability and life skills.
• Youth Functional Skills (YFS): Soft skills training, including English, financial literacy, and IT/digital skills.
• Cash for Work (CfW): 40-day temporary employment for 75% of CBT graduates.
• Employment Services: Linking youth to jobs post-training or CfW.
• Advanced Training: Specialized upskilling for top CBT performers (200–400 hours).
• Business Start-Up: Micro-business support for youth projects, including training mentorship, and seed funding.
• Life Skills & Civic Engagement: Leadership, healthy lifestyles, civic engagement, and youth-led initiatives.
• Qudwa Initiative: UNICEF/MoSA social and behavioral change plan addressing harmful practices (child marriage, child labor, violence).

The program typically reaches a minimum of 3,000 youth per year across multiple projects applying similar approaches.
Case Management Summary
(This is a high-level overview. Further details will be explained to the selected consultant during
a dedicated session.)

1. Registration Forms

• Core Forms: Course, Beneficiary, Teacher, Partner
• Linking Structure:
  • Course form connects to Beneficiaries, Teachers, and Partners via drop-down lists or record IDs.
  • Separate Beneficiary, Teacher, and Partner forms are referenced in the Course form.
• Purpose: Ensures systematic linkage of participants, instructors, and partners to each course for accurate tracking and reporting.

2. Follow-Up Forms

• Created under each course for continuous monitoring of enrolled beneficiaries.
• Examples: Attendance tracking, pre/post assessments, career guidance forms.
• Purpose: Tracks individual progress, supports case management, and enables data-driven decision-making for youth employability support.

Outcome: This structured system provides clear linkages between courses, participants, trainers, and partners, enabling effective monitoring, reporting, and data visualization.

Current Issues with CommCare Platform
While functional, the CommCare application has presented several challenges affecting data integrity and usability:

• Data Disappearance/Reappearance: Dates and entries intermittently disappearing and reappearing.
• Performance Issues: General slowness and inefficiency.
• Incorrect Data Mapping: Example: data from CBT courses appearing under YFS courses.
• Trainer/Student List Errors: Trainers showing as students; student names missing; dropouts still listed as active.
• Form Issues: Difficulty removing students from the "Edit Courses" form.
• Data Visibility Problems: Beneficiaries’ information not consistently displayed.
• Data Exporting Limitations: Exporting data requires significant manual work, reducing efficiency and increasing the risk of errors.

(This is a partial list. Additional issues will be explained during the applicant briefing.)

Scope of Work 
The consultant will be expected to:
1. Project Familiarization

• Meet with the Project, MEAL, and IM teams to understand project needs and the existing CommCare application.

2. Platform Assessment

• Review the design and functionality of the CommCare application.
• Identify gaps and challenges affecting data quality and case management.

3. Deliverables
The consultant is expected to produce and deliver the following outputs:

• Diagnostic Report & Workplan (e.g.methodology, risks, access requirements, timeline).
• As-Is Architecture Map + Data Model/Data Dictionary (entities, relationships, field definitions, IDs) with Prioritized Issue Log (a ranked list of system issues to be fixed, starting with the most critical)
• Delivery of Quick Wins: fix priority defects in the live CommCare app during the engagement.
• Option Appraisal & Roadmap:
  • Assess CommCare suitability and propose alternatives if needed.
  • Provide short- and long-term recommendations for system improvement and optimization.
• Recommendations & Implementation Guidance
  • Propose practical improvements to the current CommCare application.
  • Identify which issues can be resolved within the existing design: Provide guidance for the Regional IM Consultant and project teams on implementing changes.
• Training/Handover Package (if applicable): Include instructions, documentation, and guidance for staff to maintain and manage the system effectively.

Success Metrics
The consultant’s work will be considered successful if:

• Data is accurate and reliable – records are correct, complete, and stable.
• Data is easy to use – exports and reports can be generated quickly without manual fixes.
• System works smoothly – forms, dashboards, and lists display correctly and errors are minimized.
• Clear documentation is provided – includes a simple data dictionary, a list of key issues, and guidance for staff.
• Recommendations for the future – a practical roadmap on whether to improve CommCare or consider alternatives.
   

Timeline & Payment Terms

• Consultant to propose a detailed timeline with phases, including but not limited to:
  • Discovery → Diagnosis → Quick Wins → Option Appraisal & Roadmap →Training/Handover (if required).
• Assignment must be completed within 2 months maximum.
• Milestone-based payments tied to deliverables (e.g., diagnostic report, data dictionary, quick wins, roadmap).

Application Requirements

Applicants should submit:

• A description of their experience with CommCare and other case management platforms.
• Two relevant references.
• Examples of similar, complex case management projects they have designed or implemented.
• A technical proposal outlining their approach to conducting this assignment.
• A timeline for completing the assignment.
• A budget/financial proposal.

Additional Notes

• A briefing session will be organized before application submission to explain project complexity and expected connectivity between forms and data points.
• Relevant documentation will be shared with shortlisted applicants.