Day 7 – TC520 Technical Communication Systems: Understanding and Improving the Role of Information & Communication Systems (ICS) in Humanitarian Relief Systems (HRS) Professor Mark Haselkorn 14E Loew Hall html Office Hours: Tues/Thurs 10–11 AM and by appointment TC 520 Class Notes 2/15—Haselkorn Winter 2005

Overview for Today Work in project teams; Progress Report; Feedback Clarify presentation/paper structure Expand outline Provide examples and references under outline topics Finish preparing progress report (including management plan) Present report Feedback and discussion TC 520 Class Notes 2/15—Haselkorn Winter 2005

Questions What is the outline of our presentation and paper? What points will be made under each part? What examples and references will be used to support these points? How will the teams and overall project be managed? Who is responsible for what? Where does each team stand right now? What feedback can we provide to help guide each team’s activities over the coming weeks? TC 520 Class Notes 2/15—Haselkorn Winter 2005

Upcoming Assignments 2/22 More team activities and progress focused on the presentation/pape 3/1 Pull it all together, go over presentations, give feedback, and give time for final preparations 3/8 Presentations 3/14 Papers due TC 520 Class Notes 2/15—Haselkorn Winter 2005

Overall Themes/Tensions for the Paper 2/8 Information ecology Increased central coordination (intra & inter), efficiency, standards, common advocacy, accountability, assessment, lessons learned, knowledge management Long-term, proactive strategy, create infrastructure Lack of technology infrastructure Diversity, flexibility, individual volunteer motivation, non-profit, individual expertise and experience Short-term, rapid response, project- based funding TC 520 Class Notes 2/8—Haselkorn Winter 2005

Purpose (revised) The purpose of this presentation/paper is to point the humanitarian relief sector towards a strategy of policy, action and funding that will enable relief organizations to better employ ICS both to (1) address international emergencies and (2) better capture and apply lessons from past disaster response efforts to future ones. This ICS strategy is discussed in three interrelated areas: (1) within NGOs and other relief agencies (intra-agency), (2) across NGOs and other relief agencies (inter-agency), and (3) interactions between humanitarian systems and their environments (e.g. political, cultural, geographical, sector). Our goal is to support the development within NGOs and other relief agencies of a human and technology infrastructure that will enable relief workers to not only conduct their complex work today, but to do it better tomorrow. TC 520 Class Notes 2/15—Haselkorn Winter 2005

Inter-agency Intra-agency Inter-agency Environments TC 520 Class Notes 2/8—Haselkorn Winter 2005 Environmental Breakdown

Issue Breakdown Information Management and Use Strategies (technical communication, information ecology, user-centered processes, etc.) Centralization vs. Localization (efficiency, standards, accountability/ flexibility, localization, motivation) Short-term vs. Long-term (project-based funding, rapid response/shared infrastructure, lessons learned, knowledge management)

Goal Breakdown Use ICS to: –Respond better to current international emergencies –Learn better from past emergencies –Prepare better for future emergencies

Outline (idealized version 1) I.Introduction A.Purpose statement B.Background II.Intra-agency A.Introduction B.Management strategy C.Centralization and localization D.Long-term strategies and short term responses III.Inter-agency A.Introduction B.Management strategy C.Centralization and localization D.Long-term strategies and short term responses IV.Environments A.Introduction B.Management strategy C.Centralization and localization D.Long-term strategies and short term responses V.Conclusions

Intra-agencyInter-agencyEnvironment ICS Management Centralization vs. Localization Long-term vs. Short-term

Some Questions Does the same structure really work for each section? What sub-issues would fit under each section? Who will be responsible for each part? What about the three major goals?

Outline (idealized version 2) I.Introduction A.Purpose statement B.Background II.Intra-agency A.Introduction B.Responding to current emergencies C.Learning from past emergencies D.Planning for future emergencies III.Inter-agency A.Introduction B.Responding to current emergencies C.Learning from past emergencies D.Planning for future emergencies IV.Environments A.Introduction B.Responding to current emergencies C.Learning from past emergencies D.Planning for future emergencies V.Conclusions

Intra-agencyInter-agencyEnvironment Respond better Learn better Prepare better

Common Conclusions about Humanitarian Relief Systems Need ICS focused not on technology but on how people use information to accomplish their goals. This can help HROs overcome communication and logistical barriers. Need for increased central coordination (without sacrificing what motivates individual volunteers and non-profit organizations) Need for standards (within diversity) Need for proactive strategy (in support of reactive operations/emergency response— flexible but not ad hoc) TC 520 Class Notes 2/8—Haselkorn Winter 2005

More conclusions Need for better advocacy Need for better accountability and assessment Need for knowledge management and dissemination of lessons learned—moving from being primarily a “doing” organization to equally being a “knowledge” organization TC 520 Class Notes 2/8—Haselkorn Winter 2005