Scope of Work (SoW): Data Entry/Encoding – Consultants & Agencies

Scope of Work (SoW): Data Entry/Encoding – Consultants & Agencies

1. Background

AIFT undertakes multiple evaluations and assessments (baseline, midline, endline, thematic studies, etc.) under its education initiatives. These exercises generate large volumes of data that require accurate, confidential, and timely digitization. To support this, AIFT intends to engage individual consultants or data processing agencies to undertake data entry/encoding activities across different geographies.

2. Objectives of the Assignment

The engagement aims to ensure accurate entry, cleaning, and preparation of field-collected data for analysis, thereby contributing to evidence-based reporting and program improvement.

3. Scope of Work / Key Responsibilities

The consultant or agency will be responsible for:

1. a) Digitally entering data from survey forms, interview transcripts, or monitoring templates into prescribed formats (e.g., MS Excel, Google Sheets, SurveyCTO, ODK).

b) Volume of the work: 300 -500 questionnaires (tools of Grade 6-10 for DE Projects & tools of 3-8 for LAMP Projects). The volume of the work shall vary from time to time and also based on the specific needs of the projects.

1. Verifying the completeness and consistency of data before and after entry.
2. Conducting basic data cleaning tasks such as removing duplicates, correcting formatting issues, and flagging inconsistencies.
3. Organizing datasets with appropriate coding, structure, and identifiers.
4. Following data protection and confidentiality protocols as mandated by AIFT.
5. Coordinating with the MEL team to address clarifications or inconsistencies.
6. Submitting progress updates and final cleaned datasets within stipulated timelines.
7. AIFT will provide hard copies of questionnaires/tools.

4. Deliverables

• Complete and accurate entry of all assigned datasets/forms.
• Cleaned and organized datasets submitted in agreed formats.
• Summary report detailing completion status, issues identified, and resolutions.

5. Timelines

The assignment is expected to be completed within the desired period of time/weeks, depending on the volume of data. A detailed timeline will be finalized upon contracting.

6. Key Criteria/Qualifications

For Individual Consultants:

• Minimum 1–2 years of relevant experience in data entry, preferably in the development/education sector.
• Proficiency in MS Excel, Google Sheets, and familiarity with data platforms like SurveyCTO /ODK.
• Strong attention to detail and confidentiality.
• Prior experience handling education-related datasets (preferred).

For Agencies:

• Proven experience in managing large-scale data entry/processing assignments in the development sector.
• Adequate staffing capacity to handle high-volume, time-bound tasks.
• Familiarity with digital data platforms and cleaning protocols.
• Mechanisms in place to ensure quality control, confidentiality, and timely delivery.

7. Payment Terms

1. Payment will be made based on submission and approval of deliverables by the MEL team.
2. Invoices must be accompanied by a deliverable completion summary and data quality check report.
3. Applicable taxes will be deducted at source as per Indian law.

8.     Payment Terms

Last date of response submission- 23^rd September 2025

Interested Individual / Agency, fill-up the required details in the Google Form link below: EOI (Expression of interest) : Data Entry/Encoding Services