FSC Information Management Meeting

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Transcript FSC Information Management Meeting

FSC Information Management
Tool Objectives
• Creation of a web-based application to be used
by IM Officers for information management &
global reporting
• Evidence based decision making & reporting
• Global comparability of data collection and
• Predictable and reliable analysis & information
• Identify gaps and needs for humanitarian
Agreement on reporting purposes
1. Saving Lives
2. Restoring Livelihoods
3. Protecting Livelihood
4. Market Stabilization
5. Stabilizing Vulnerable
1. Saving lives
2. Saving and restoring
3. Seasonal support to
4. Market stabilization
Number of beneficiaries
Target categories
B/N sex / age (if possible)
– Lead agency … who will be responsible for reporting
– Implementing partner(s)
Location + implementing partners
Activity / Project title
Time period (what dates, in what frequency)
Focal point
– Pooled funds mentioned, e.g. CHF > compulsory for lead agencies to report)
Funding status
Modality (food / goods / cash / vouchers / training / services) > specify
– Cash or voucher value
– Kcal (if there is food component, e.g. based on organisation’s calculation that 100$
equates to XXX kcal; this is needed to ensure comparability between food and C&V)
Agreement on minimum geographic
IM reporting levels
(location vs. admin levels)
• Default is GAUL, but if there is a locally agreed GIS data set,
use the admin level used by UNCT / HCT
• Mandatory to know the location of activity at best to the
partner’s knowledge
• Monthly reporting; in general minimum L3 required
• Camps (IDP, informal settlements…):
– Example from SS: informal camps require response wider than a
camp it self
– Example from Somalia: Mogadishu divided to 16 districts (L4)
– Camp as “virtual district”?
– > L3 + possibility to mark camps and major urban centres as
different to other locations
Agreement on planning and reporting
 Need to specify into activity
 Outputs vs outcomes/impacts
Report group – standard reporting unit:
 People
 Open HH conversion - including interventions on livestock/other goods
(unique for every country)
Basic/standard reports:
 Achieved vs planned – % (of a particular period)
 Gap:
- achieved/target (assessed) - % - time period depends on activity/purpose
- planned/target – forecasting
Agreement on minimum
requirements of the reporting tool
Ability to:
• Constantly update assessed figures
• Categorize/aggregate members’ activities under the purposes
(cumulative effect not applicable to saving lives purpose)
• Take into account that the response strategy is
• Differentiate number of responses from number of people
• Differentiate timing of reporting by needs/purposes (i.e.
saving lives – weekly/monthly reporting)
• Promote complementary overlap
Specific inputs at activity level
• Food – ration/basket – Kcal (Kcal and g/PP/day)
• Voucher – ration/basket – Kcal
• Cash – basket/cash value - Kcal
• Goods – need to specify agricultural inputs: i.e. fertilizer
(quantity/HH - Kg), tools (type/quantity/HH), seeds (quantity/HH –
g), vaccines (number of animals/type of animal/location – to be
approximately converted into number of HH and then people)
* Need to use Kcal as a common measurement unit to allow
* All inputs need to be converted into HH – people
* Possibility to add qualitative info in a comment box – produce ad hoc
Ad Hoc analyses
• Use pivot table for ad hoc analysis – possibility
to enquire data, use multiple filters and
answer questions
• It allows flexibility – not too complex
• Data can be drawn out to produce graphs and
trend analysis
• Should be given to CC/IMOs - used to answer
particular questions
Mapping Protocol
• Gap: actual/target – planned/target
• Use of a common colouring for maps – use the Somalia FSC Tool
• Title – very clear specifying objective and month
• Logo – generic food security cluster logo + name of the country
• Clear legend – highlight what the percentage mean
• 4 maps: actual/monthly; forecast until the end of the time
period; planned with the magnitude and planned if there is
additional funding
• Magnitude indicator (symbols) not to be used in the saving lives
• IDPs camps recognized as districts should be marked
• Dot map
Day 3 – Agenda Items
EPIC Presentation
Revision of Response Objectives/Purposes
User Access/ Data Entry Process
Development of User Manual
Date for Tool Review Missions
Revision of Afghanistan/Pakistan Comments
EPIC (Emergency Preparedness
Integration Centre):
Portfolio of tools to bring information from ground to databases, tools display
information in a geo-reference style/layering
• Layers: locations (warehouses, offices, guest houses, airports), staff
tracking, vehicle trafficking, airplane tracking
• Capability to zoom in, profiling for particular area, information display
(name, street, description, waybill, stock), create tables and graphs of georeferenced information, contact staff directly through Lync/Skype
• Geo-fencing: geographic outline in which action can be taken, ex. send
message to all users within particular territory.
• Incident: text/picture field, any type of assessment for geo-reference, ex.
 Potential use for gFSC: overlay global with local clusters.
Revised Response Objectives/Purposes
Saving Lives
Saving and Restoring Livelihoods
Seasonal Support to Vulnerable Populations
Market Stabilization
*Livelihood component – differentiate between emergency and early
recovery phases
* Sequencing changed – start at HH level as first measurement unit
User Access/Data Entry Process
Internal Cluster Users: (within global domain network of the cluster)
• Administrator (gFSC): Set-up, customization, shape files, standardization figure
for i.e. livestock, may also correct data.
• Supervisor (IMO/CC): Validation/data correction (a second check); access to
• User: Data entry/reports
*monthly reports/plans provided by partners are not entered into database until
approved by IM
External Users:
• Partner User: Data entry for own activities in their organization (agencies login
for publishing own reports)
• Donor: Reports (limited to what they fund)
• Visitor? Ask cluster secretariat or look at standard reports
*Inclusion of Audit System- records who/when makes changes to records
*Agree on what information to share with OCHA (i.e. dashboards and dot maps).
*At global level – there is a need for comparability across
User Manual
• Developed by professional author, since extremely time-consuming.
• Focal point, core to cluster at field level, must be able to understand
• Manual must also be thought of as learning tool-user friendly.
• Background
• Definition
• How to use: info to be aware of, functionality
Implementation of timeline of tool’s development by gFSC
• Meeting with ITC for road map (Tomorrow) possibilities/advantages of various contract
models within and outside WFP, explore regional capacity and resources
• Tool Review Mission: use of tool for some time to determine what works well and what can
be added/improved to make more user friendly over 2 review periods.
• March: programming begins
• Once project developed ‘how to’ of manual can be developed.
• Tentative deadline: An initial version of the tool (including framework, sample of country
info) to be shared with partners during the April 16-18 Meeting.
• Second Review: Input from countries after exposure to tool and feedback ‘reality check’
• Finalize
• Third Review- October
• Develop TORs for Global FSC Reporting Group
Revision of Afghanistan/Pakistan Comments
Functionality Requirements:
 Easy to use/ad-hoc reporting accessible
 Easily printable reports- direct exporting?
 Good track record, strong presence in marketplace-refers to a recognized
platform, to be provided for by IT
 Good performance for users, including remote users, when generating
reports or queries-especially important at global level.
 Vendor able to provide strong support for questions/problems:
-ICT/Host: provide technical recommendation on security &
platform, maintenance of servers, connectivity-no down time.
- gFSC: standardization, advocacy, help desk (user to keyboard),
Focal point- customization of tool ready for field
use, manual,
training (appropriate use of tool, management
for timeline of
tool’s development)
-Programmer/company- support for bugs in code, development
mistakes (assure tool working appropriately)
 Relatively inexpensive- 50-60k?
 Stable product
Revision of Afghanistan/Pakistan Comments
Technical Specifications:
 Runs from web browser
 Ability to generate queries and formal reports
 Pre-run reports viewed on web
 Save queries and reports to run later, including ad-hoc
 Creates graphics, charts, pivot tables etc.
 Runs against Access and SQL Server Files
 Exports data, reports to Excel
 IT/End users can generate queries/standardized
reports, more detailed analysis
X Creates email reports (could be discussed with IT)