FSC Training on FSC IM Tool X Month 2015

OVERVIEW OF THE TRAINING Why a FSC IM Tool? FSC Reporting Reporting Planned Activities Reporting Monthly Actuals Reports and Maps Actual Monthly Update Matrix Tools: Human interest stories

FSC Reporting Why report to FSC? Enhanced coordination: gaps and response Automated analysis of activities via IM tool FSC can advocate for members Inclusion into FSC products (3W Maps) Accountability to donors Why report to FSC?

FSC Reporting Who should report to FSC? Example1: DFID – WFP – Cooperating Partner Example 2: USAID – NGO 1 Example 3: Consortium: ECHO – NGO 2 as Lead – NGO 3 as sub-awardee

PRINCIPAL RECIPIENT FSC Reporting Who should report to FSC? Example1: DFID – WFP – Cooperating Partner Examples 2: USAID – NGO 1 Example 3: Consortium: ECHO – NGO 2 as Lead – NGO 3 as sub-awardee PRINCIPAL RECIPIENT

FSC Reporting Assessments Analysis and Advocacy Targets Planning Information Actuals Analysis and Advocacy Who is responsible for each?

FSC Reporting Partners Responsibility to FSC Assessments Targets Planning Information Actuals Analysis and Advocacy Partners Responsibility to FSC

Needs Assessments & Analysis Planning Information Needs Assessments & Analysis Targets Planning Information Actuals Analysis and Advocacy Why would planning information be important to the FSC

Planning Information What? When? How? - Planning Matrix Template Whenever an agency has new activities Whenever plans are modified How? Complete Planning Matrix template and submit to FSC IMO, info@country.foodsecuritycluster.net

Planning Information Refer to Remember Sheet in the Planning Matrix Excel Document for a definition of each of the categories and indication of which categories are mandatory or non-mandatory. This information should be communicated with partners throughout the training, for each of the training slides in this presentation. Partners complete a planning sheet, using the planning matrix for each planned activity in their overall programme. Cluster IMO enters planning information in the IM Tool.

Drop Down Boxes: Implementation Start Date, Implementation End Date

Drop Down Box: Funding

Drop Down Box: Strategic Objective, Priority Activity Category (see next slide)

Priority Activity Category FSC Strategic Objective Priority Activity Category Ensure Access to Food   Food Distribution Conditional Cash Cash for Work Rehabilitate and Protect Livelihoods   Inputs distribution Distribution of goods/services On 3W sheet referred to as “Objective” & “Activity Type”

Drop Down Boxes: Response Purpose, Resilience Strategy, Modality

All free text: These cells may be empty depending on the modality

Planned Inputs

Refer to Input Catalogue (gFSC IM Tool User Manual, Annex 2) for more examples All of the above inputs would most likely not be distributed in one operation but they have been included on this table as examples

Practicum Practice completing the planning matrix: Organization: Your organization Response Purpose: Relief Activity Description: Distribution of Food Modality: Food Start Date: August 2015 Rural/Urban: Rural End Date: November 2015 Targeted Beneficiary Group: Residents Funding: Funding Received Unit of Counting: Individuals Donor: Undisclosed Vulnerability Group: Women Strategic Objective: Ensure Access to Food Input: 2 kilos of rice Priority Activity Category: Food distribution

Practicum Practice completing the planning matrix: VDC Planned Number of Beneficiaries Sirdibas 750 Manbu 1,500 Gumda 500

Monthly Reporting Assessments Analysis and Advocacy Targets Planning Information Actuals Analysis and Advocacy

Monthly Reporting When? Reporting deadline: 10th of each month. e.g. From the 1- 10th partners should submit the actual values for the interventions that were implemented during the previous month.

Log In

Managing the IM Tool URL: https://imtool.foodsecuritycluster.net/ 2) Username/Password (case sensitive) to log in. 3) My Account: Change Password/Email Address

Actual Monthly Update > Select Operation

Actual Monthly Update > Select Operation

Actual Monthly Update > Update Beneficiaries & Livestock Reached

Actual Monthly Update > Update Beneficiaries & Livestock Reached

Approval Status

Nothing to report for the month

Connect to Internet

Practicum Login with your credentials: https://imtool.foodsecuritycluster.net/

Practicum Enter actuals for: Activity: “Distribution of Food: August 2015 – November 2015, Food” Month: August 2015 Geographical areas: Gumda: 50 Manbu: 600 Sirdibas: 700

Upload data from Excel

Upload data from Excel

Upload data from Excel

Upload data from Excel Save the file to your computer

Upload data from Excel

Upload data from Excel

Upload data from Excel

Upload data from Excel

Practicum Download excel file and enter actuals for: Activity: “Distribution of Food: August 2015 – November 2015, Food” Month: September 2015 Geographical areas: Gumda: 375 Manbu: 400 Sirdibas: 375

Reports Planned Response by geographic area Partner Actual Response by geographic area 3) Target Report by geographic area 4) Actual/Target Values 5) Plan/Targets Values All reports are on a monthly basis, unless strategic objectives have been aggregated. Explain meaning and added value of each report/map (refer to gFSC IM tool user manual)

Reports > Planned Response Replace with more up to date example?

Reports > Planned Response (by Response Purpose) Replace with more up to date example?

Reports > Planned Response (by Response Purpose) If the total cluster response has been activated you will also be able to filter the data by one or more organizations, donors, activities and implementing partners, however it is not mandatory to filter the data by any of these categories. Sort the data alphabetically or numerically by clicking on the column titles.

Reports > Planned Response (by Modality) Replace with more up to date example?

Reports > Partner Actual Response (by Response Purpose)

Reports > Target Report

Reports > Actual/Target Values Report

Reports > Plans/Target Values Report

Reports/Maps Actual/Plans Actual/Targets Plans/Targets Partner Presence % Beneficiaries by geographic area By Response Purpose, FSC Strategic Objective, Modality, Targeted Beneficiary Group Aggregation of strategic objectives when applicable Aggregation:Aggregation of strategic objective by months over which the planning values and actuals values will be summed up.  Strategic objectives are agregated when the effect of a distributed input (e.g. seeds, vouchers) applies over a period of time. For reports/maps regardless of which month is selected the planning and actual values for aggregated objectives are summed based on the months selected for aggregation.

Report > Actual/Planned

Map > Actual/Planned (by Response Purpose) The system will automatically produce basic maps (so less GIS skills needed from IM Officers to be able to produce a few standard reports). Replace maps with cluster examples if possible Iraq

Map > Actual/Planned (by Targeted Beneficiary Group) Somalia

Map> Actual/Planned By Modality (Ukraine)

Report > Actual/Target

Map > Actual/Target (by Strategic Objective) FSC Information Management Tool South Sudan

Report > Plan/Target

Map > Plan/Target Strategic Objective Niger

View Settlements View settlements as points on map colored according to assistance reached

Production of Maps by Different Administrative Layers

Production of Maps by Different Administrative Layers Map at admin 1 (region)

Production of Maps by Different Administrative Layers Map at admin 1

Partner Presence

Partner Presence

Partner Presence

Partner Presence

Partner Presence

Practicum Pull up reports and maps for your organization. Export data to excel

Map > Actual/Planned (by response purpose) The system will automatically produce basic maps (so less GIS skills needed from IM Officers to be able to produce a few standard reports). Replace maps with cluster examples if possible

Map > Actual/Target (by strategic objective) The system will automatically produce basic maps (so less GIS skills needed from IM Officers to be able to produce a few standard reports). Replace maps with cluster examples if possible

(by strategic objective Map > Plan/Target (by strategic objective The system will automatically produce basic maps (so less GIS skills needed from IM Officers to be able to produce a few standard reports). Replace maps with cluster examples if possible

Actual Monthly Update Matrix As an alternative to the IM Tool, partners may submit monthly updates through the actual monthly update matrix.

Most of this information is already collected by the planning matrix, however to identify the operation it is mandatory to include some information , marked with a *

Make reference to the planning matrix-emphasize that the same vulnerability category that was planned for must be reported on in the actual monthly update

Way Forward Monthly Planning Matrix, including plans August 2015- December 2015, to be sent by 26 August to: info.nepal@foodsecuritycluster.net Starting 1 September Actual monthly updates entered by partner in the IM Tool Deadline: 10th of following month For Support Contact: FSC IMO: info.country@foodsecuritycluster.net

Thank you! Questions?