Case Study - Gathering requirements for a Management Information System

Client

Habitat for Humanity International (HFHI) is a globally recognized non-profit organization dedicated to addressing housing challenges and homelessness worldwide. Since its inception in 1976, HFHI has supported over 22 million people in more than 70 countries. With a strong commitment to Monitoring, Evaluation, Accountability, and Learning (MEAL), HFHI ensures its programs are impactful, data-driven, and accountable to stakeholders.

Opportunity

HFHI sought to develop an advanced Management Information System (MIS) to optimize its MEAL processes in the EMEA region. The project was divided into two phases:

1. Review and Analysis of Current Systems

We conducted a thorough evaluation of HFHI’s existing systems, identifying good practices, gaps, and areas for improvement across Ethiopia, Malawi, Zambia, Côte d’Ivoire, and Uganda. Use cases were mapped, and functional requirements were outlined to guide the MIS development.

2. Selection of a Web-Based Solution

By researching market solutions, we recommended suitable vendors that aligned with HFHI’s requirements. This phase included vendor mapping, total cost of ownership (TCO) comparison, and tool testing to ensure optimal functionality and user satisfaction.

Approach

The project followed a structured, phased approach designed to thoroughly assess, develop, and implement a MIS tailored to HFHI’s needs.

In Phase 1, we conducted an in-depth review and analysis of HFHI’s existing systems and practices within the EMEA region. This included a detailed examination of data collection, storage, and analysis processes across selected countries and projects. We identified gaps, highlighted good practices, and documented functional requirements for a MEAL-focused MIS. A key activity was process mapping, which showcased typical data scenarios and pinpointed opportunities for automation. Insights from peer organizations were also integrated to benchmark against industry standards and learn from their successes and challenges.

Phase 2 centered on the selection of a web-based MIS solution. Through extensive research, we identified potential vendors and evaluated their solutions against HFHI’s defined requirements. Vendor mapping and cost comparisons were conducted to ensure the chosen system offered value and met the organization’s operational needs. A detailed scoring guide was developed to streamline vendor assessment, and shortlisted tools underwent configuration testing to verify functionality and compatibility. This rigorous evaluation process empowered HFHI to make a well-informed decision on their preferred vendor.

This hands-on and collaborative approach ensured that HFHI’s MIS development was grounded in evidence, aligned with user needs, and set up for long-term success.

Outcomes

Our collaborative effort with HFHI resulted in:

• A detailed user requirements report outlining MEAL system needs.
• Comprehensive vendor mapping with cost comparisons and scoring.
• Insights into system development scenarios (single application, multiple applications, hybrid platforms) to inform strategic decision-making.

This project enabled HFHI to make informed choices for their MIS, ensuring a scalable, cost-effective, and user-friendly solution to support their mission across the EMEA region.

Technologies used