Consultant to Develop Terms of Reference for the Procurement of a Business Intelligence System to Increase the Analytical and Statistical Capacity of the Montenegrin Judiciary

UNDP Montenegro has been actively cooperating with the Ministry of Justice of Montenegro since 2004 in the implementation of several projects in the area of the rule of law reform, funded by different donors (Kingdom of Norway, the Netherlands, the United Kingdom, UN funds, etc.). Furthermore, UNDP Montenegro has been supporting the Ministry of Justice in the creation and realization of the key strategic documents, including the Strategy and Action plan for the reform of judiciary (2007-2012 and 2014-2018) and Action Plans for the implementation of measures defined by the Chapters 23 and 24 as well as support to development of ICT Strategy for Judiciary 2016-2020 and 2021-2023. 

UNDP is supporting the Country in improving the efficiency of Justice system through the use of ICT. This Project is supported by the Kingdom of Norway and will support implementation of the Strategy for the Information-Communication Technologies for the Justice System for the period 2021-2023. This Strategy envisages continuity and extension of the scope of application of the information-communication technologies, through establishment of a user-friendly judicial information system, which should contribute to the strengthening of administrative capacities of the justice system, increasing its efficiency in providing data and services to the institutions and citizens, and in ensuring more efficient cooperation with other justice systems, EU institutions, institutions of EU Member States and international organizations. 

The interventions proposed with this action are highly relevant in the current Montenegro context as they: (i) Further the EU Integration process; (ii) build on recent project interventions; (iii) enhance the status and coverage of the current Judicial information system for better statistical analysis; (iv) introduce improvements to the ICT Infrastructure and (iv) support the implementation of the ICT Strategic framework.
All subsystems of the Montenegrin judiciary have separate software solutions for data processing and analysis. Therefore, there was a need to implement BI (Business Intelligence) system that would enable processing and analysis of data generated from databases of four subsystems – Courts, Prosecutor’s Office, Ministry of Justice, Human and Minority Rights and Institute for Enforcement of Criminal Sanctions.

The current judicial information system has limited technical and human resources for data collection, processing and analysis of statistical reports. These reports are an important tool for reporting on the state of the judiciary to domestic institutions and international bodies, and above all, to the institutions of the European Union.

Continued strengthening of these capacities is necessary due to several reasons. The reporting function of the existing judicial subsystems should include monitoring of key indicators (according to CEPEJ – European Commission for the Efficiency of Justice) that did not exist at the time of the development of the first generation of the judicial information system. Existing reports and the methodology of their preparation are often not enough for managers in judicial institutions to identify bottlenecks in the business processes they manage in a timely manner, and to adopt appropriate corrective or preventive measures. A fast and simple reporting process is necessary for the Ministry of Justice, Human and Minority Rights, the Judicial Council, the Prosecutorial Council, the Supreme Court of Montenegro and the Supreme State Prosecutor’s Office of Montenegro to monitor the situation in their areas of competence and make timely decisions to improve efficiency, quality of work of the judiciary and the strengthening of its accountability.

Judicial statistical reports are becoming an important tool used by other state institutions and international bodies, and in this regard require the inclusion of additional data sets and the production of statistical reports that should be used to adopt various strategic plans, action plans and other important documents for Montenegro.

The existing subsystems of the judicial information system are designed and implemented in such a way as to enable the recording of a significant amount of data that enables monitoring of the work of individual judicial institutions, especially courts, but also the judiciary as a whole. However, the reporting function of the new Judicial Information System (JIS) needs to be further improved through the upgrade and development of the subsystem, in order to obtain complete statistical reports according to the recommendations of the European Commission for the Efficiency of Justice, but also according to the needs of judicial and other institutions.

Objectives of the assignment:  

The objective of this assignment is to engage a consultant who will, in cooperation with the relevant institutions, specify the needs of DWH/BI reporting system, review information resources of judicial institutions and give project proposals based on the experience, given that judicial institutions do not have enough experience and human resources related to the development of such a complex project task.

Improvements are needed in the following areas:

• Monitoring the quantity and efficiency of the work of judicial institutions (especially resolving old and backlog cases, monitoring the foreseeable time limits for resolving cases, control of time management checklists, etc.);
• Monitoring the quality of work of judicial institutions.
• Structure of human resources, occupancy of judicial institutions, monitoring of time.
• Criteria for their work and evaluation of their work.
• Monitoring the structure of crime and misdemeanor sanctions, especially in the area of special interest to Montenegro and according to the priorities set by the European Union in the accession process, including detention measures, criminal sanctions in the field of criminal and misdemeanor offenses.
• Judicial and prosecutorial administrations, and monitoring of financial indicators of the work of judicial institutions.
• Occupancy of IECS capacities and other data relevant to the process of execution of criminal sanctions.

The main precondition for the good functioning of the Business Intelligence (BI) system is that the database of the BI solution itself, generated from the databases of the justice subsystem, contains quality data. Based on the mentioned data, reports, checks and warnings will be created and implemented as standardized reports in BI.
Thus, the project includes the implementation of solutions for Business Intelligence (BI) and Data Warehouse solutions (DWH), which means:

1. Procurement of licenses
2. Meeting functional requirements
3. Fulfillment of technical requirements
4. Testing
5. Trainings
6. Putting the system into production and completing the project

In the process of drafting the document, it will be necessary to organize a couple of workshops and live meetings with representatives of judicial institutions. The consultant is expected to come to the workshops and meetings, while information gathering, analysis and specification writing can be done through the online platform.
In the event of a worsening pandemic situation, working meetings can be organized through online platforms.

Job content: 

Under the supervision of the UNDP Programme Manager and in consultation with the relevant institutions, the consultant will perform the following tasks:

• Analysis of the existing draft version of DWH/BI system requirements specification;
• Identify issues and explain/propose modifications in the draft DWH/BI system requirements specification;  
• Execute analysis of beneficiaries needs and users demands for reporting through workshop and meetings;  
• Prioritize and identify key requirements for each information system;
• Specify additionally other system components required for system administration and data integration and data analysis;
• Execute needs and analysis of licensing and software;
• Integrate the expressed needs into existing draft DWH/BI system requirements specification.

The expected results: Under the supervision of the UNDP Programme Manager and in consultation with the relevant institutions, the consultant is expected to deliver the following result:

• Proposal for DWH/BI and reporting system requirements specification.

Time duration and travel: The local consultant will be engaged under individual contract, during the period November 01, 2021 – March 31, 2022 The consultant should work from home with a visit to Podgorica.

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission and strategic goals of UN/UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to lead strategic planning, results-based management and reporting;
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Excellent communication skills, facility in working with teams and capacity to compose clear and readable narrative reports;
• Demonstrates ability to manage complexities and work under pressure, as well as conflict resolution skills;
• Excellent organizational and time management skills;
• Knowledge Management and Learning;
• Shares knowledge and experience; 
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills; 
• Ability to perform a variety of standard tasks related to Results Management, including collecting of documentation, data entering, preparation of revisions, filling, provision of information; 
• Ability to provide input to business processes re-engineering, implementation of new systems;
• Excellent inter-personal and communication skills; 
• Ability to work independently and in a team.

Education:

• Advanced degree in Information Technology/Computer Science/Information Systems, or related, is an advantage; 

Experience:

• Minimum 10 years of working experience in the field of information systems design and development;
• Experience in public information systems development, implementation and usage is an advantage; 
• Experience in the area of information system related to Data Warehouse (DWH) and Business Intelligence (BI) systems as lead implementation specialist;
• Proven record of implementation of DWH/BI systems in judicial institutions, as technical project/implementation lead;
• Having a certificate related to DWH or BI would an advantage (Oracle Database SQL Certified Expert, Oracle Business Intelligence Foundation Suite 11g Certified Implementation Specialist);
• Experience in analysis of data and processes in the judicial domain in the neighboring countries would be an advantage;
• Good understanding of various software architectures and database systems; 

Language: 

• Fluency in English and Montenegrin language.

Criteria for selection:

Combined Scoring method will be used. When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: (i) responsive, compliant, acceptable, and (ii) having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

• Technical criteria weight – 70% (Background and education 10%; Relevant previous experience 20%; Substantial knowledge/Required competencies 30%; Required language 10%);
• Financial criteria weight – 30%.

Only offerors obtaining a minimum 490 points for technical criteria will be considered for the financial evaluation. For more information on procurement methodology for Individual Contractors, please refer to Procurement Notice.

Application procedure:

Interested applicants are requested to submit their applications by October 26, 2021 by using the Apply now button. The application should contain CV or P11 that can be downloaded at https://www.me.undp.org/content/montenegro/en/home/jobs.html. Please note that UNDP jobsite system allows only one uploading of application document, so please make sure that you merge all your documents into a single file.

Only the short-listed applicants will be contacted and requested to submit a letter of interest including a price quotation indicating the lump sum (in EUR) requested for the work envisaged in the section “Description of Responsibilities”.