Terms of Reference (ToR) - Feasibility study

Context and justification

As globalization continues to intensify, the risk of pandemics and epidemics transcending national boundaries grows, underlining the importance of an efficient surveillance system. The Surveillance Outbreak Response Management and Analysis System (SORMAS) is an open-source digital tool that started in 2015 as a research project at the Epidemiology Department of the Helmholtz Centre for Infection Research (HZI (Helmholtz Zentrum für Infektionsforschung)) in cooperation with Nigerian partners specifically for the control of epidemics worldwide. The system that allows not only the routine disease surveillance but also the detection and control of outbreaks and epidemics, has evolved into a fully functional tool and it is currently in scale up phase.  

However, the successful implementation of SORMAS hinges on a comprehensive understanding of each country's unique context, including their public health infrastructure, technological capacity, and cultural factors that could impact the uptake and use of the system.

General objective

The main objective is to conduct a feasibility study and needs assessment to evaluate the potential for the successful introduction of SORMAS into [country]. This entails understanding the existing public health landscape, key stakeholders, technology infrastructure, and potential barriers to implementation to devise suitable strategies for SORMAS introduction.  

Specific objectives

The specific objectives are as follows:

• Conduct a technical audit of existing epidemic surveillance and response systems, including assessment of policies, guidelines, standard operating procedures (SOPs) and information technology infrastructure;

• Identify the strengths, weaknesses, opportunities and challenges of current epidemic surveillance and response systems, focusing on areas where SORMAS can add value, such as epidemic detection, contact tracing and data analysis;

• Develop a mapping of key players involved in epidemic surveillance and response, including health directorates and/or institutes, technical and financial partners, NGOs, and other relevant organizations;

• Assess the capacity and readiness of identified actors to adopt and implement the SORMAS tool, including their technical, logistical, financial, and human resource capacities, and willingness to collaborate in the scaling-up process.

• Identify opportunities for integrating and expanding the SORMAS tool into the national health information system (like DHIS2) and other digital health platforms, as well as defining a framework for integrating the SORMAS system into national health information systems to ensure sustainability;

• Draw up a roadmap with recommendations for SORMAS expansion, including a detailed 5-year budgeted action plan using the Digital Square TCO tool1, timetable, and resource requirements, considering the local context and priorities.

• Identify and analyze ways of mobilizing and securing domestic and external resources likely to finance the system.

Expected results

The final report on the feasibility of introducing SORMAS has been produced and is available. It includes, but is not limited to, the following elements:

• A diagnostic analysis of existing surveillance systems, technology infrastructure and the country's capacity to introduce the SORMAS system.

• A mapping of key stakeholders, including avenues for mobilizing financial resources

• A program proposal to introduce SORMAS with a budget and an indicative timetable.  

Expected deliverables

• Final report summarizing the results of the study, including analysis of current monitoring systems, results of mapping of key players as well as a roadmap for SORMAS implementation, including recommendations for system introduction, a detailed budgeted action plan, timetable, and resource requirements, considering local context and priorities.

Approach and methodology

Desk review 

• Documentary review of relevant literature, policies, guidelines, and SOPs relating to epidemic surveillance and response, and analysis of existing information technology infrastructure for data collection, analysis, and communication.

Field mission

• Interviews with institutional stakeholders (Directorates of the Ministry of Health and Public Hygiene and Institutes of Health and Hygiene), Technical and Financial Partners, NGOs involved in epidemiological surveillance at all levels of the health system (central, regional, district, beneficiary

• Mapping of key players involved in epidemic surveillance and response, assess their capacity and readiness to adopt and implement SORMAS, including their technological capabilities, resources, and willingness to collaborate.

Analysis and report writing

• Data analysis, drafting and submission of report  

Validation  

This phase might require an in-country presence, or it could be done online

• Presentation validation of the report to relevant stakeholders  

Calendar

We propose the mission to have the following minimum phases:

• In-country or online

Team composition

To be adapted