1. Pillar 4a Information management
18/03/2015
Pillar 4a Information management
IM Toolkit project
Introduction
Presentation of structure of the presentation:
Background of IM project
Nutrition IM Toolkit conceptual framework
Proposed categories
Group work
Information Management

2. 1.Background of IM project
18/03/2015
1.Background of IM project
First part of presentation based on IM project
Background and Objectives
Expected Outcomes
Progress so far
Information Management | 1. Background of IM project
Information Management

3. Background and Objectives
18/03/2015
Background and Objectives
Current IM system functional but requires improvement to meet the needs
RRT members build on existing IMO
Some tools have been developed: GNC website
Gaps in global standards guidance and systems to support IM at country and global level
GNC strategic plan : IM/KM strategic area of priority
GNC IM toolkit
Strengthen GNC capacity to support National Cluster’s IM functions
Existing IM system and initiatives
Needs for improved IM system was raised in several meetings since 2011
Gaps:
Global standards; guidance and system to support IM at country and global level
no prioritization and vetting system to control information sharing
No guideline for what are the best mechanisms or platforms for sharing the different types of information
Strategic Plan ( ) identifies Information and Knowledge Management (IM/KM) as one of four strategic areas of priority for Including development, review and dissemination of the GNC IM Toolkit, and guidance on its use
Objective: “strengthen the capacity of the Global Nutrition Cluster to support national cluster information management functions by developing and reviewing the GNC IM Toolkit, including guidance on its use, and by developing an IM training package”
Information Management | 1. Background of IM project
Information Management

4. Information Management | 1. Background of IM project
18/03/2015
Expected Outcomes
Desk Review  Recommendations on how to develop the toolkit
Development of the toolkit
Development of a training package for the IMOs
Desk review: to answer the following key questions
What are the main IM tools used at country level?
What is the quality of the tools used?
What is the feasibility for scaling up the use of these tools?
What type tools have been successfully integrated (policy and practice)?
Toolkit based on recommendations + countries experience
Training package for IMO in nutrition. Complementary to the JIMT
Information Management | 1. Background of IM project
Information Management

5. Information Management | 1. Background of IM project
18/03/2015
Progress so far
Literature review and interviews
Recommendations:
Conceptual framework
Adapt & create tools and guidance
Use external resources (OCHA; IASC; WASH IM Toolkit...)
Develop and keep up to date a data base with all tools available
Outcomes:
Tools data base
Literature review:
Background info on IM: OCHA and IASC requirements
GNC IM strategy developed in oct 2014 for
GNC existing tools and systems from the website
Other sector’s IM toolkits (WASH; Protection; Education)
Interviews:
IM task force for expectations
GNC CT: highlighted the need for a CF that would explain the critical need for information to be properly managed in emergency
NCC not contacted: It was decided that country clusters would be involved once consensus is reached on the conceptual framework, the structure of the toolkit and therefore the type of tools to develop
Recommendations:
conceptual framework that explains: why IM is so critical in humanitarian settings?; the role of all stakeholders and the information flow; and the structure of the toolkit
Adapt existing relevant tools and develop the missing ones according to country experience + guidance for each tool
Use ext resources AND ensure specificities of nutrition are taken into consideration
Tools Data base 1. to support the development of the toolkit and 2. in the future to follow up of the tools (date of last update; contact person that developed the tool; link to source; basic explanation of what is the tool…)
Information Management | 1. Background of IM project
Information Management

6. 2. Nutrition IM Toolkit Conceptual framework
18/03/2015
2. Nutrition IM Toolkit Conceptual framework
Context and Concepts
HPC Timelines for rapid onsets and protracted crisis
What is Information management
Why is it so important
Role and Responsibilities
Objectives
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

7. Context and Concepts 2005 The cluster approach
18/03/2015
Context and Concepts
Emergencies
Rapid Onset Vs
Protracted crises
2005 The cluster approach
To enhance the quality of humanitarian approach
2011 The Transformative agenda
Leadership; Coordination and Accountability
Cluster Activation
Under-nutrition
Context:
2005 Cluster approach to enhance quality of humanitarian approach
2011 Transformative agenda = set of actions to transform the way humanitarian community respond to emergencies
3 key areas: leadership coordination and accountability
Key element of transformative agenda: System wide emergency activation L3
Based on
Scale
Complexity
Urgency
Lack of existing national response and coordination capacities
Existing response mechanisms no longer address the humanitarian needs
We are in the context of emergencies: and emergencies can be either Rapid onsets Vs protracted crises (or both)
The type of emergency has an influence on the needs of the population the timeline and the way the humanitarian community responds (ex: Sudan; Syria; Philippines..)
Sudan the conflict endangers a population already affected by high rates of acute malnutrition. In Syria, the conflict has massive consequences on infant and young child feeding practices and child survival and development. In the Philippines, after the typhoon Haiyan, the level of destruction left some people in a total incapacity to feed themselves or their children.   To ask Sudan, Syria and Philippines one sentence for each situation that reflects the different type of emergencies and the impact on nutrition.
Nutritional emergency: no specific definition, but thresholds usually based on levels of AM (i.e : WHO thresholds.) the focus on anthropometric and mortality underplays the role of IYCF or MND…
Nutritional emergency
MND
IYCF
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

8. Humanitarian Programme Cycle
18/03/2015
Humanitarian Programme Cycle
HPC
5 elements coordinated
Needs assessment and analysis
Strategic response planning
Resource mobilization
Implementation and monitoring
Operational review and evaluation
Incorporates response for sudden onset to on-going responses
HPC
Key element of Transformative agenda
HPC is another key element of TA
It serves as a guide for all crises. It is designed to revitalise the way in which humanitarian actors coordinate responses to meet the needs of people affected by disasters and conflicts
Coordinated series of actions to prepare; manage deliver humanitarian intervention. It consists of five elements coordinated in a seamless manner, with one step logically building on the previous and leading to the next
The HPC does not distinguish rapid / slow onset emergencies. They incorporate response to sudden-onset emergencies within an on-going response framework and, in doing so, offer a unified approach to all forms of emergency response
At the heart of the HPC are the 2 enablers are coordination and Information management
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

9. What is Information Management?
18/03/2015
What is Information Management?
Humanitarian information management is the systematic process of collecting, collating, storing, processing, verifying, and analysing data and information, and disseminating relevant information to humanitarian stakeholders.
IM cycle
Information management underpins each phase of the HPC and helps connect phases by carrying enriched information from one to another. If the HPC is to run smoothly, information managers need to coordinate closely, particularly at the inter-sectorial level.
Link with Knowledge management:
Information collected through IM system contributes to producing knowledge.
Information can be described as knowledge when it is transferred and used by an individual or team. Knowledge gained can be used to generate new information
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

10. Information Management | 2. Nutrition IM Toolkit Conceptual framework
18/03/2015
Why is IM so important?
Information management support effective humanitarian response in emergencies
Developing systems and tools
To capture key indicators in under-nutrition, IYCF, MND;
To assess programme coverage and quality
To enable effective coordination and link the different phases of HPC
IM improves the capacity of stakeholders for analysis and decision making through strengthened collection, processing, interpretation and dissemination of information at the intra and inter-cluster level. Information is in this sense the foundation on which decision-making for a coordinated and effective response is based.
To ensure that relevant information related to a humanitarian emergency is provided to the right person at the right time in a usable form to facilitate situational understanding and decision-making
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

11. Nutrition situation: AM/CM/IYCF/MND
18/03/2015
Information needs
Coordination
Pre crisis
Needs
Capacities
Response monitoring
Rapid Onset
Slow Onset
Reminder of the key phases of the HPC:
Needs assessment and analysis;
Strategic response planning;
Resource mobilization;
Implementation and monitoring;
Operational review and evaluation
Rapid and slow onsets time frames
Type of information needed above the diagram
Nutrition specific information below the diagram. Need to agree on
What are the specific type of information we need in nutrition
When along the HPC
The IM toolkit will propose tools and systems on how to
Collect  store  analyse  Report  Share
Information (according to the IM cycle)
And this will enable the NCC to fulfil their functions (next slide)
Nutrition situation: AM/CM/IYCF/MND
Guidance and policies
Nutrition assessments: AM/IYCF/MND
Key indicators
Joint assessments
Nutrition surveys: SMART; IYCF; MN
Quality of data
Quality of intervention
Coverage
Gap analysis
Activity report
Key indicators monitoring
Capacity building
preparedness
Visualisation and dissemination
Nutrition cluster
Information Management

12. Roles and Responsibilities
18/03/2015
Roles and Responsibilities
CLA
Cluster functions:
Support service delivery
Inform strategic decision making
Planning and strategy development
Advocacy
Monitoring and reporting implementation of cluster strategy
Contingency planning / Preparedness / capacity building
Government
IMO
PARTNERS
Cluster functions
At the country level, the aim is to strengthen response through predictability, accountability, and partnership by ensuring better prioritization and defining roles and responsibilities of humanitarian organizations. Information management and analysis are key in this regard.
Consequently, the core functions of a cluster at the country-level are:
Supporting service delivery
Informing strategic decision-making of the HC/HCT for the humanitarian response
Planning and strategy development
Advocacy
Monitoring and reporting the implementation of the cluster strategy and results; recommending corrective action where necessary
Contingency planning/preparedness/capacity building in situations where there is a high risk of recurring or significant new disaster and where sufficient capacity exists within the cluster
CLA: to ensure IM capacity and systems are in place
Partners: are expected to share information and to engage in the process of developing/adapting and then reporting into agreed IM system
Government: key partners: IM systems should build on existing systems
IMO: responsible to facilitate and guide the cluster and cluster lead agency towards a reliable and predictable response through the provision of evidence based strategic and operational information (i.e.: nutrition sector coverage and programming results).
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

13. Information Management | 2. Nutrition IM Toolkit Conceptual framework
18/03/2015
Goal
To provide tools and guidance to IMOs, Nutrition Country Clusters and partners to properly collect and manage data during emergencies to support effective coordination of the response
Objectives of the toolkit:
To provide tools and guidance for preparedness (include contingency and capacity building)
To provide tools and guidance to assess the needs (for decision making)
To provide tools and guidance to assess the capacities (planning and strategy development)
To provide tools and guidance to monitor the response (service delivery; agreed timeframes formats; reports)
To provide tools and guidance for coordination
Transition:
Wrap up of main points that lead to the different categories
Transformative agenda: leadership coordination accountability
HPC with its 5 coordinated elements to strengthen humanitarian response
At the hear of the HPC coordination and IM
Importance of IM to provide the right info at the right moment to the right person to enable NCC to fulfil their functions, go from one step of the HPC to another and ultimately support an effective humanitarian response
All this with a proper involvement of stakeholders
 Effective IM = effective coordination = effective response
Information Management | 2. Nutrition IM Toolkit Conceptual framework
Information Management

14. Information Management | 3. IM Toolkit proposed categories
18/03/2015
Proposed categories
Needs assessment and Analysis
Strategic Response Plan
Resource Mobilisation
Implementation and Monitoring
Operational review and evaluation
Capacity Building; Guidance and useful links
Knowledge management
Third part of presentation: Proposed categories and outlines of the toolkit linked to
HPC + 2 additional and linked to core cluster functions
Categories and subcategories
A. Needs assessment and analysis
A1. Information and data
A2. Emergency response preparedness
A3. Needs assessment and analysis
B. Strategic response plan
C. Resource mobilisation
D. Implementation & monitoring
D1. General templates and tools
D2. Monitoring and evaluation
D3. Reporting and communication
E. Operational review and evaluation
F. Capacity building; Guidance & useful links
G. Knowledge management
Information Management | 3. IM Toolkit proposed categories
Information Management

15. A. Needs Assessment and Analysis
18/03/2015
A. Needs Assessment and Analysis
Cluster function:
Support service delivery
Inform strategic decision making
Planning and strategy development
Advocacy
6. Preparedness
A1. Information and data
COD & FOD
3Ws/4Ws
Metadata
How to ensure quality of data?
Inter-sector matrix
A2. Emergency response preparedness
Risk Profiling
Minimum and advanced preparedness actions
A3. Needs assessment and analysis
A1 = type of information used in Nutrition
Common operational data and fundamental operational data (COD and FOD for IMO)
3W/4W: recommended templates, what information to include, how and when to update and ensure that it includes all projects
Metadata and guidance on how to review the quality of secondary data
Inter-sector matrix and information from other clusters (where to find useful information)
A2 =
Information Management | 3. IM Toolkit proposed categories
Information Management

16. A. Needs Assessment and analysis
18/03/2015
A. Needs Assessment and analysis
A3. Needs assessment and analysis
Evidence; humanitarian needs overview
Assessments (MIRA; rapid nutrition; surveys i.e.: SMART)
Severity ranking; prioritisation of needs (Dashboards)
Qualitative data analysis
Key indicators; question banks; methods for collection
Capacity mapping
caseload  
This will support cluster functions 2, 3 and 4. In this sub-category, tools, templates and guidance on assessment methods, reports dissemination and databases, type of information to include in assessments databases and what outputs should be produced to facilitate decision making.
NB:
Indicators will be linked to the Humanitarian indicator’s registry
Attention, keep in mind that the tools we speak here are tools to
collect – store – analyse – report – share
To enable effective coordination
i.e.: all tool for SMART should not appear here, links to recommended methods yes
And survey databases where we can collate all results to enable analysis.
Information Management | 3. IM Toolkit proposed categories
Information Management

17. B. Strategic Response plan
18/03/2015
B. Strategic Response plan
Country strategy
Cluster plans (objectives; activities and projects)
Tools to support decision making for strategic objectives; indicators and targets
Tools and guidance on how to develop an M&E framework
Cluster function:
Inform strategic decision making
Planning and strategy development
This section will support cluster function 2 and 3. It will provide guidance and tools to ensure the cluster have access to up-to-date information to establish needs and develop response plan. There will be tools to calculate the caseload according to the population profile and prioritisation tools to inform response locations. Usually the IMO is responsible for the generation of these documents in collaboration with partners and coordination mechanism.
NB: The M&E framework should be developed simultaneously with the SRP (even if reported on later) with a strong involvement of IMOs in order to ensure alignment of the 2 distinct but linked documents. (The guidance will include what indicators to select; how indicators should be monitored; engage with partners; define roles and responsibilities, timeframe…)
Information Management | 3. IM Toolkit proposed categories
Information Management

18. C. Resource Mobilisation
18/03/2015
C. Resource Mobilisation
Financial tracking services (OCHA)
Guidance on tools for allocation of CHF (+ monitoring)
Pooled funds
Financial analysis template
CMAM costing tool
Cluster function
1. Supporting service delivery
4. Advocacy
5. Monitoring and reporting implementation
This category will support cluster function 1, 4 and 5. Tools and templates will be proposed to identify financial opportunities and funding gaps. And guidance to monitor the use of allocated funds.
Information Management | 3. IM Toolkit proposed categories
Information Management

19. D. Implementation and Monitoring
18/03/2015
D. Implementation and Monitoring
D1. General templates and tools
Administrative documents, TOR for IMO; CC; SAG; TWG…
Cluster performance monitoring
Hand over; meeting management
Shared drives; information storage
D2. Monitoring and evaluation
Measure quality and impact; reporting tools
Humanitarian response monitoring framework
Partners reporting templates
BMS code violation template; reporting tools
D3. Reporting and communication
Cluster function
Support service delivery
Inform strategic decision making
Planning and strategy development
Advocacy
NB:
- Measure quality impact and reporting tools:
Coverage surveys guidance and tools  CMN
Humanitarian response monitoring framework: periodic monitoring report and humanitarian dashboard
Same comments the for A. needs assessment and analysis:
Attention, keep in mind that the tools we speak here are tools to
collect – store – analyse – report – share
To enable effective coordination
i.e.: all tool for coverage surveys should not appear here, links to recommended methods yes
And survey databases where we can collate all results to enable analysis identify gaps and share results are to be here
Information Management | 3. IM Toolkit proposed categories
Information Management

20. D. Implementation and Monitoring
18/03/2015
D. Implementation and Monitoring
D3. Reporting and communication
Response monitoring tool
Dashboards, bulletins, graphics, GIS maps
Gaps analysis (including capacity mapping updates)
Websites
Communication model
Cluster function:
Support service delivery
Inform strategic decision making
Planning and strategy development
Advocacy
This subcategory will support cluster functions 1, 2, 3 and 4. Tools and guidance will help the IMO to ensure partners report their achievements, how to avoid duplication in reports, define reporting tools and partner’s engagement. How to improve the quality of reporting and ensure partners know how and when to report…
GIS stands for?
Information Management | 3. IM Toolkit proposed categories
Information Management

21. E. Operational review and evaluation
18/03/2015
E. Operational review and evaluation
Cluster function
5. Monitoring and reporting the implementation of cluster strategy and results
6. Contingency and preparedness
Operational peer review
Interagency humanitarian evaluation
Specific nutrition evaluation
Information Management | 3. IM Toolkit proposed categories
Information Management

22. F. Capacity Building, Guidance and useful links
18/03/2015
F. Capacity Building, Guidance and useful links
Cluster function
Support service delivery
Monitoring and reporting
6. Contingency, capacity building
Technical guidance
Training packages links briefs to global projects
Implementation Standards
Assessment guidance
This category will support the cluster function 6. Guidance, up-to-date training packages and links will be proposed to ensure all sources for capacity building are available at country level.
Information Management | 3. IM Toolkit proposed categories
Information Management

23. G. Knowledge Management
18/03/2015
G. Knowledge Management
Cluster function
Support service delivery
Inform strategic decision-making
Planning and strategy development
Advocacy
Monitoring and reporting
Contingency, preparedness, capacity building
KM case studies
Lessons learnt and experience sharing
Example of tools from country clusters
This category will be dedicated to the Knowledge management products developed at global and country level. Case studies examples and experience sharing documents will collected here by theme and country.
Information Management | 3. IM Toolkit proposed categories
Information Management

24. Questions? Collect Emergencies Information management
18/03/2015
Questions?
Collect
Emergencies
Information management
Rapid and slow onset emergencies
Share
Knowledge management
Cluster functions
Coordination
Nutrition emergency
IM cycle
HPC
Does that make sense?
The concepts and the CF?
a better understanding on what IM
entails and what this means for Nutrition and the broad areas of the toolkit
along the HPC and cluster functions and why those are important
Reporting
Transformative agenda
Quality
Analysis
Communication
Information Management
Information Management

25. Information Management | 4. Group Work
18/03/2015
Group Work
A. Looking at the time line
1/ What information is needed in nutrition ?
2/ When do we need each information?
B. Review the toolkit categories
Relevance; example of tools;
Do all categories meet the needs and fulfil the gaps (what gaps are missing?)
Finally, group work for feed back on the categories
feedback on whether the concept makes sense, whether
they agree with the suggested areas, what are the gaps and suggestions from
them
Information Management | 4. Group Work
Information Management