TERMS OF REFERENCE DEVELOPMENT OF THE FOOD SAFETY MANAGEMENT DATABASE APPLICATION FOR THE DAIRY SECTOR ACTORS IN SAMTSKHE-JAVAKHETI REGION OF GEORGIA BACKGROUND: The SDC-funded Alliances SJ program is being implemented in Akhaltsikhe, Aspindza and Adigeni municipalities of Samtskhe-Javakheti region. It is a market development program aimed at the beef and dairy sub-sectors and works principally with service providers, input suppliers, processors and intermediaries in order to develop in a way which benefits small-scale livestock producers. AIM Alliances SJ seeks a competent and qualified programmer to develop proper Food Safety Management database application with the support of the consulting Company. For 2 dairy enterprises as a pilot and provide them with the follow up technical advice. The product is anticipated to be commercially viable for use by other potential clients as well and aims to improve record keeping practices reflecting everyday operations, namely documenting information related to: •Quality control of incoming milk as well as other ingredients and finished products •Traceability measures •Suppliers’ control •Raw materials and finished products movement including recording traceability data •Processing operations •Compliance with food safety regulations and best practices The application is anticipated to be operable on client-server technology as well as on standalone computers. ACTIVITIES: 1. Internet conference with the consulting company and the two dairy processing organizations to develop an action plan and design the general framework of the database application in accordance with the Food Safety regulations and best practices. The framework is intended to be based on general food safety management concept, and will cover data to be entered into the database, forms to be completed, reports to be produced, search criteria/tools to be set up, etc. as well as requirements in relation to the interface of the application. Software interface is anticipated to be in Georgian (with the option of switching to English) and as simple and user-friendly as possible to be used by the operators with basic computer literacy. 2.Introduction of the first draft version of database to the consulting company and the dairy entities to obtain their feedback on that. 3.Internet Conference with consulting company and the dairy entrepreneurs to review the comments, improvements required for the database completion. 4.Address consulting company/ Clients’ comments, making the relevant changes to the software. 5.Software testing by consulting company and clients. 6.Addressing failings/weaknesses of the application if there are some, identified during the program testing; finalizing sufficient software product with user friendly interface. 7.Developing concise software manual in English, including information on hardware and software requirements, application installation, instructions for effective use, etc. 8.Internet (online) Presentation of the final product to the Alliances SJ and KK programs. 9.Installation of the application at pilot clients’ sites 10.Data import-export function between useful office products (excel, access, word) 11.Provision of follow-up training, technical advice and consultations to bring entities into compliance of the program usage. RESULTS: Development of the English language based (that can easily have different languages added in Unicode), user-friendly food safety management database application will enable the client dairy company to have: •Documented traceability system and improved access to food safety and quality related information reflecting its everyday operations. •Improved control on safety and quality of incoming raw materials and finished products. •Improved knowledge and awareness of market actors how to better manage/control food safety and hygiene issues in dairy entities •Effective record keeping system. RESOURCES: Alliances staff will assist with organization and provide additional manpower when required. ACCOUNTABILITY: Mercy Corps Alliances Program Managers and Food Safety Portfolio Manager. SELECTION CRITERA: •Qualifications •Links to professional organizations and international certification bodies •Experience of similar operations •Database management system to be used by the application •Tentative level of effort (number of man/days) needed to complete the project (precise level of effort and dead-lines will be agreed upon completion of activity #1) •Daily rate (USD) for the different activities Keywords: Database Programming