Terms of Reference: Development of National Event Management System (Ems) Under One Health Approach for 7-1-7 Indicators Monitoring – Rwanda at WHO Country Office for Rwanda (Deadline: 15 August, 2025)

REPRESENTATIVE OFFICE FOR RWANDA

Tel.: (250) 788307870

E-mail: afwcorw@who.int

P.O. Box 1324, Kigali, Rwanda

TERMS OF REFERENCE (ToR)

Development of the National Event Management System (EMS) Under One Health Approach for 7-1-7 Indicators Monitoring and Evaluation

1. Background

Rwanda has demonstrated exceptional leadership in strengthening its public health surveillance systems to ensure early detection and timely response to public health threats across human, animal, and environmental health sectors. The country’s commitment to the One Health approach is evidenced through the implementation of integrated surveillance systems that recognize the interconnectedness of human, animal, and environmental health.

The current surveillance architecture includes the Integrated Disease Surveillance and Response (IDSR) system for human health, which has been instrumental in enabling early detection, rapid response, and timely reporting of priority diseases. Additionally, Rwanda has successfully deployed the Impuruza System, a nationwide electronic Community Event-Based Surveillance (eCEBS) platform developed collaboratively by the Rwanda Biomedical Centre (RBC) and HISP Rwanda. This system captures real-time alerts from community and facility levels across multiple sectors.

Building upon these foundations and recognizing the need for a comprehensive One Health surveillance system, Rwanda is committed to implementing the 7-1-7 target framework – a global initiative that aims to detect health emergencies within 7 days, notify within 1 day, and respond within 7 days. This framework requires robust event management capabilities that can seamlessly integrate data from multiple surveillance systems and provide real-time monitoring of key performance indicators.

To achieve this vision, the Rwanda Biomedical Centre, in partnership with WHO Rwanda, seeks to develop a comprehensive National Event Management System (EMS) that will serve as the central hub for managing public health events throughout their entire lifecycle. The EMS will integrate with four critical surveillance systems: the human health electronic Integrated Disease Surveillance and Response (eIDSR) system, the Impuruza Event-Based Surveillance (EBS) system, the animal health eIDSR system, and the Epidemic Intelligence from Open Sources (EIOS) system.

This integrated approach will ensure that Rwanda’s public health response is timely, coordinated, evidence-based, and aligned with international best practices for disease surveillance and epidemic preparedness under the One Health framework.

2. Objective of the Consultancy

The primary objective of this consultancy is to design, develop, test, deploy, and support a fully interoperable National Event Management System (EMS) that operates under the One Health approach, integrates with four existing surveillance systems, and provides comprehensive 7-1-7 indicators monitoring and evaluation capabilities for effective public health event management across human, animal, and environmental health sectors.

3. Scope of Work

3.1 System Architecture and Design

3.1.1 One Health Integration Framework

• Conduct a comprehensive technical review of all four existing systems (human health eIDSR, Impuruza system for Event-Based Surveillance (EBS), animal health eIDSR, and EIOS) for interoperability alignment
• Design a unified One Health data architecture that supports seamless integration across human, animal, and environmental health sectors
• Define standardized data models and metadata structures for cross-sectoral event management
• Establish interoperability protocols ensuring real-time data exchange between all integrated systems

3.1.2 7-1-7 Framework Implementation

• Design a 7-1-7 monitoring framework with automated tracking of detection, notification, and response timelines
• Develop key performance indicators (KPIs) aligned with 7-1-7 targets
• Create automated alert mechanisms for 7-1-7 milestone tracking and escalation
• Implement performance dashboards for real-time 7-1-7 indicators monitoring

3.1.3 Threshold Configuration System

• Develop a configurable threshold management system for both human and animal health eIDSR systems
• Create automated threshold monitoring algorithms that trigger event generation when thresholds are exceeded
• Implement threshold definition interfaces for different disease conditions across sectors
• Establish threshold validation and approval workflows

3.2 System Development and Integration

3.2.1 Core EMS Platform Development

• Develop the EMS platform using DHIS2 Tracker or compatible open-source technologies optimized for One Health surveillance
• Configure comprehensive case management workflows covering the entire event lifecycle
• Implement role-based access control across administrative levels and sectoral boundaries
• Develop secure multi-channel communication systems (SMS, Email, Web notifications)

3.2.2 Four-System Integration Architecture

1. Human Health eIDSR Integration

• Establish real-time data feeds from the human health eIDSR system
• Implement automated event generation when disease thresholds are exceeded
• Configure threshold indicators for priority diseases in human health
• Develop validation workflows for threshold-triggered events

1. Impuruza EBS System Integration

• Integrate confirmed events from multiple sources, including:
  • Community-based surveillance
  • Health facilities
  • Animal health facilities
  • Environmental monitoring points
  • Schools and educational institutions
  • Points of Entry (PoE)
  • Pharmacies and pharmaceutical outlets
  • Laboratories (human, animal, environmental)
  • Media scanning alerts
  • Hotline reports
• Implement event verification and validation workflows
• Configure automated event escalation mechanisms

1. Animal Health eIDSR Integration

• Establish integration with animal health surveillance systems
• Implement automated event generation for animal diseases exceeding thresholds
• Configure One Health event correlation algorithms
• Develop cross-sectoral event linkage capabilities

1. EIOS Media Scanning Integration

• Integrate with Epidemic Intelligence from Open Sources (EIOS) system
• Implement automated media scanning event processing
• Configure event verification workflows for media-detected events
• Establish signal verification and validation protocols

3.3 Advanced Analytics and Reporting

3.3.1 7-1-7 Dashboards Development

• Develop comprehensive 7-1-7 performance dashboards with real-time indicators
• Create sector-specific dashboards for human, animal, and environmental health
• Implement executive-level dashboards for senior management
• Design mobile-responsive dashboards for field-level monitoring

3.3.2 Weekly Epidemiological Bulletin Generation

• Develop an automated weekly epidemiological bulletin generation system
• Create standardized reporting templates for One Health events
• Implement data visualization tools for epidemiological analysis
• Configure automated distribution mechanisms for stakeholders

3.3.3 Advanced Analytics Capabilities

• Implement predictive analytics for event forecasting
• Develop risk assessment algorithms for One Health events
• Create trend analysis tools for epidemiological patterns
• Implement geospatial analysis capabilities for event mapping

3.4 Interoperability and Standards Compliance

3.4.1 Standards Implementation

• Develop APIs aligned with FHIR, HL7, and One Health standards
• Implement DHIS2 Web API integration protocols
• Ensure compliance with international health information exchange standards
• Establish data quality and validation frameworks

3.4.2 Security and Authentication

• Implement OAuth2 authentication and authorization protocols
• Establish secure communication channels (HTTPS/TLS encryption)
• Develop audit trails and logging mechanisms
• Implement data privacy and protection protocols

3.5 Deployment and Capacity Building

3.5.1 System Deployment

• Conduct comprehensive User Acceptance Testing (UAT) across all integrated systems
• Deploy EMS on the Ministry of Health production environment
• Perform integration testing with all four surveillance systems
• Conduct performance optimization and scalability testing

3.5.2 Training and Knowledge Transfer

• Develop comprehensive user manuals and training materials for the One Health approach
• Conduct Training of Trainers (ToT) sessions for system administrators
• Implement cascade training programs for end-users across sectors
• Provide specialized training for 7-1-7 indicators monitoring

3.5.3 Post-Deployment Support

• Establish technical support protocols and help desk services
• Implement system maintenance and update procedures
• Provide ongoing technical assistance and troubleshooting
• Conduct regular system performance monitoring and optimization

4. Deliverables

1. Comprehensive System Architecture Document incorporating One Health framework, 7-1-7 indicators monitoring, and four-system integration specifications
2. Fully Functional EMS Platform deployed on the Ministry of Health production environment with complete One Health integration capabilities
3. Four-System Integration Documentation including:
   • Human health eIDSR integration specifications and APIs
   • Impuruza EBS system integration protocols
   • Animal health eIDSR integration framework
   • EIOS media scanning integration documentation
4. Threshold Configuration System with comprehensive threshold management capabilities for both human and animal health systems
5. 7-1-7 Monitoring Framework including:
   • Real-time 7-1-7 indicators dashboards
   • Automated performance tracking systems
   • Key performance indicator (KPI) monitoring tools
6. Weekly Epidemiological Bulletin System with automated generation and distribution capabilities
7. Advanced Analytics Platform with predictive analytics, risk assessment, and geospatial analysis capabilities
8. Comprehensive Training Package including:
   • User manuals for all system components
   • Training materials for the One Health approach
   • ToT session materials and reports
   • E-learning modules for continuous capacity building
9. Quality Assurance Documentation including:
   • UAT reports and feedback incorporation
   • Performance testing results
   • Security assessment reports
10. Post-Implementation Support Plan with detailed maintenance and support protocols
11. Final Comprehensive Project Report documenting all aspects of system development, integration, and deployment

5. Technical Requirements

5.1 Core Technical Specifications

• Compliance with open standards (FHIR, HL7, DHIS2 Web API, One Health standards)
• RESTful APIs with secure authentication (OAuth2) and encryption (TLS 1.3)
• Real-time data exchange capabilities with fault tolerance and retry mechanisms
• Scalable architecture supporting high-volume data processing
• Mobile-responsive design for multi-device accessibility

5.2 Integration Requirements

• Seamless integration with all four specified surveillance systems
• Real-time data synchronization capabilities
• Automated event generation and escalation mechanisms
• Cross-system data validation and quality assurance
• Backup and disaster recovery protocols

5.3 Performance Requirements

• System availability of 99.9% or higher
• Response time of less than 3 seconds for standard queries
• Support for concurrent users across multiple sectors
• Automated backup and data recovery capabilities
• Comprehensive logging and monitoring systems

5.4 Security Requirements

• End-to-end encryption for all data transmissions
• Role-based access control with multi-level authentication
• Comprehensive audit trails and activity logging
• Data privacy compliance with national and international standards
• Regular security assessments and vulnerability testing

6. Required Competencies

6.1 Technical Expertise

• Minimum 12 years of experience in health information systems development
• Proven expertise in DHIS2 platform development and customization
• Demonstrated experience in One Health surveillance system integration
• Strong background in 7-1-7 framework implementation and monitoring
• Experience with real-time data processing and analytics systems
• Essential: Proven track record of delivering complex health system integrations within accelerated timelines (8-12 weeks)

6.2 Health Systems Experience

• Extensive experience in public health surveillance and emergency response systems
• Proven track record in outbreak response and epidemic management systems
• Experience with multi-sectoral health system integration projects
• Strong background in health information standards and interoperability
• Experience with SMS-based and mobile health applications
• Essential: Experience with rapid deployment methodologies and agile development in health systems

6.3 Organizational Experience

• Proven ability to work with Ministries of Health, WHO, UNICEF, and similar organizations
• Experience in capacity building and training program implementation
• Demonstrated success in large-scale health system deployment projects
• Strong project management capabilities with complex stakeholder management
• Experience in African health system contexts, preferably in East Africa
• Essential: Demonstrated ability to mobilize experienced development teams rapidly for intensive project delivery

6.4 Team Composition Requirements for Accelerated Timeline

• Minimum team size of 8-10 experienced professionals working concurrently
• Dedicated project manager with health systems experience
• Lead system architect with DHIS2 and One Health expertise
• Integration specialists (minimum 2) for four-system integration
• Frontend/dashboard developers (minimum 2) for 7-1-7 monitoring interfaces
• Quality assurance specialists for concurrent testing
• Training specialists for rapid knowledge transfer

7. Required Documents for Submission

7.1 Technical Documentation

• Comprehensive technical proposal addressing all scope requirements
• Detailed system architecture and integration approach
• 7-1-7 framework implementation strategy
• One Health integration methodology

7.2 Experience Documentation

• Portfolio of similar One Health surveillance system projects
• Evidence of successful DHIS2 platform implementations
• Case studies of 7-1-7 framework implementations
• Client testimonials and project references

7.3 Team and Organizational Documentation

• Detailed CVs of all proposed team members
• Organizational chart and role definitions
• DHIS2 certifications and professional accreditations
• Proof of business registration and legal compliance

7.4 Financial Documentation

• Detailed financial proposal with milestone-based payment structure
• Cost breakdown for all deliverables and activities
• Currency and payment terms specifications

8. Accelerated Workplan Overview (8 Weeks)

Phase	Duration	Key Activities	Deliverables
Phase 1: Inception & Requirements	Week 1	Intensive stakeholder engagement, rapid requirements gathering, and existing system analysis	Inception report, consolidated requirements document
Phase 2: System Design & Architecture	Week 2	One Health architecture design, 7-1-7 framework design, integration planning, technical specifications	System architecture document, integration specifications
Phase 3: Core Development & Integration	Weeks 3-5	Parallel development of EMS platform and four-system integration, threshold configuration, API development	Functional EMS platform with integrated systems
Phase 4: Analytics & Testing	Week 6	7-1-7 dashboards development, bulletin generation, UAT, performance testing	Analytics platform, testing reports, validated system
Phase 5: Training & Deployment	Week 7	Training delivery, system deployment, go-live support, user acceptance	Training materials, deployed system, go-live confirmation
Phase 6: Support & Handover	Week 8	Post-deployment support, documentation finalization, project closure, knowledge transfer	Final documentation, support framework, project completion

9. Evaluation Criteria

Criteria	Weight (%)	Description
Technical Approach	40%	One Health integration strategy, 7-1-7 framework implementation, system architecture
Relevant Experience	25%	Similar project portfolio, DHIS2 expertise, One Health system experience
Team Composition	15%	Team qualifications, role alignment, and technical expertise
Financial Proposal	15%	Cost effectiveness, payment structure, value for money
Implementation Plan	5%	Project timeline, risk management, and quality assurance

10. Reporting Structure

10.1 Primary Reporting Lines

• Rwanda Biomedical Centre (RBC) – Public Health Surveillance & Emergency Preparedness and Response (PHS&EPR) Division
• WHO Rwanda – Emergency Preparedness and Response (EPR) Technical Team

10.2 Secondary Stakeholders

• Rwanda Agriculture and Animal Resources Development Board (RAB)

11. Risk Management Framework

Risk Category	Specific Risks	Mitigation Strategies
Timeline Risks	Accelerated delivery pressure, resource constraints	Experienced team mobilization, parallel development tracks, and daily monitoring
Technical Risks	Integration complexity, system performance	Early prototyping, phased integration, and continuous testing
Operational Risks	Stakeholder coordination, rapid user adoption	Daily stakeholder check-ins, intensive training approach
Quality Risks	Compressed testing cycles, documentation gaps	Concurrent testing, automated quality checks, experienced QA team
Resource Risks	Team availability, budget constraints	Pre-contracted expert teams, contingency resources, and milestone-based payments

12. Quality Assurance Framework

12.1 Development Standards

• Agile development methodology with regular sprint reviews
• Code review processes and version control systems
• Automated testing protocols and continuous integration
• Documentation standards and knowledge management

12.2 Testing Protocols

• Unit testing for individual system components
• Integration testing for multi-system interoperability
• User acceptance testing with stakeholder validation
• Performance and security testing protocols

12.3 Acceptance Criteria

• Functional requirements compliance verification
• Performance benchmarks achievement
• Security standards compliance
• User satisfaction and usability metrics

13. Communication and Coordination

13.1 Governance Structure

• Steering Committee: Senior representatives from RBC, MOH, WHO, and key stakeholders
• Technical Working Group: Technical experts from all integrated systems
• User Advisory Group: End-users from human, animal, and environmental health sectors

13.2 Accelerated Communication Protocols

• Daily stand-up meetings during development phases (Weeks 3-6)
• Weekly progress reports to all stakeholders
• Real-time communication through a dedicated project management platform
• Emergency escalation procedures for critical issues
• 24/7 communication channels during deployment week (Week 7)

14. Payment Terms

14.1 Accelerated Payment Schedule (8 Weeks)

• 30% upon contract signing and inception report approval (Week 1)
• 30% upon delivery of system architecture, integration framework, and core system development (Week 3)
• 25% upon successful deployment, UAT completion, and training delivery (Week 7)
• 15% upon final documentation delivery and post-implementation support plan (Week 8)

14.2 Payment Conditions

• Accelerated payment structure to support intensive resource deployment
• All payments are subject to deliverable acceptance by RBC and stakeholder approval
• Daily milestone tracking with weekly payment milestone reviews
• Performance incentives for early delivery of key milestones
• Penalty clauses for delays beyond the 8-week timeline
• Final payment retention pending successful system performance evaluation after 2 weeks of live operation

15. Time frame for consultancy

This consultancy will take about two (2) months starting from the date of signature of the contract.

16. How to apply?

Your offer comprising of technical and financial proposal shall be submitted to WHO ONLY through the following e-mail address: afwcorwbids@who.int not later than 15 August from the date of publication