1. Global Framework of Humanitarian Information Management (session 4) Information in Disasters Workshop Tanoa Plaza Hotel, Suva, Fiji June 2011 1

2. 1.Briefly define information management (IM) 2.IM and the cluster approach and IASC task forces 3.IM Preparedness Session Objectives

3. The Information Management Continuum Collection Processing Dissemination Analysis

4. Information Management & the Humanitarian Architecture “IM and the Cluster Approach”

5. Humanitarian Reform / Cluster Approach Intended to make humanitarian assistance more reliable, predictable and accountable. During the first pilot of the cluster approach (Pakistan ‘05) the clusters had no plan for managing and coordinating information. This led to the IASC IM Working Group Operational Guidance on Coordinated Assessments, and Various tools and services (Who Does What Where (3W), Humanitarian Information Centres (HIC) etc.)

8. IASC Information Management Task Force The IM Task force was a subsidiary body of the IASC until July 2011. It was one of 7 groups that were institutionalized. The TF will continue its work and process policy guidance through the IASC for their endorsement Key outputs Op. Guidance Note – IM and the Cluster Approach Op. Guidance Note – Common Op. Datasets/Fund. Op. Data. Op. Guidance on Coordinated Assessments

9. “Operational Guidance on Responsibilities of Cluster/Sector Leads and OCHA in Information Management” Endorsed by IASC in late 2007 Cluster Leads: Responsible for IM needs WITHIN their cluster Are to ensure that adequate IM Capacity exists in their cluster OCHA: Responsible for ensuring effective IM BETWEEN clusters and support operational analysis Convene an IM Network of IM cluster focal points WIDTH DEPTH Info Mgt and the Cluster Approach

10. Shelter Protection O C H A 47% of “We Love Refugee” staff have completed the Protection Training Info Mgt and the Cluster Approach WASH Logistics Shipment #438 has left Dubai 1 day later than expected due to problems at customs The Shelter Cluster will distribute 1,000 Plastic Sheets in District A by next week. UNHCR is partnering with the LNGO “We love Refugees” in District A

11. Info Mgt and the Cluster Approach Responsibilities of Cluster/Sector leads at the country level with the support of Cluster members are: Cluster/Sector lead agencies shall allocate the necessary human and financial resources for IM. Each cluster shall appoint an IM focal point, who should have sufficient expertise and an ability to work with different partners and clusters. While it is important that there is one IM focal point per Cluster/Sector, humanitarian partners are encouraged to share IM resources and capacities within and across clusters at the country level where appropriate to promote harmonization and economies of scale. Cluster/Sector IM focal points should contribute to inter-cluster IM coordination led by OCHA, and support efforts to ensure coherence and coordination between intra and inter cluster information management initiatives. Cluster/Sector IM focal points are responsible for ensuring adherence to global—and taking into account national—IM norms, policies and standards. Global level clusters and OCHA can be called upon for IM expertise, operational support, general guidance, training materials and funds as appropriate. Cluster/Sector IM focal points will work with OCHA to establish the systems and processes needed for effective information sharing with cluster partners related to inter-cluster coordination and cross-cluster programming. Cluster/Sector leads are responsible for generating up-to-date cluster specific information (e.g. contact lists, meeting minutes, standard forms, policy or technical guidance, datasets, needs/gap analysis, etc.) and sharing it with OCHA in order to support inter- cluster data sharing. If needed, Cluster/Sector leads are responsible for establishing a data confidentiality and privacy policy within their cluster, which ensures that sensitive, personally identifiable datasets are suitably anonymized. Cluster/Sector leads should ensure all information is age and sex disaggregated where appropriate.

12. Info Mgt and the Cluster Approach The minimum set of predictable standardized information products to be produced by OCHA in collaboration with clusters/sectors and made available to all are: Contact directories of humanitarian partners and IM focal points; Meeting schedules, agendas and minutes of coordination meetings chaired by the Humanitarian Coordinator or OCHA; Who does What Where (3W) database and derivative products, such as maps; Inventory of relevant documents on the humanitarian situation, i.e. mission reports, assessments, evaluations, etc; Inventory of relevant common Cluster/Sector data sets, including population data disaggregated by age and sex; Data on the humanitarian requirements and contributions (through the Financial Tracking System); A country-specific or disaster specific humanitarian web-portal; Situation Reports; and Mapping products.

13. Info Mgt and the Cluster Approach The minimum services to be provided by OCHA and made available to clusters/sectors are: A space where the humanitarian community can access information resources; Maintenance of common datasets that are used by the majority of sectors/clusters; Geospatial data and analysis relevant to inter-cluster/sector decision making; Management of the collection and dissemination of all inter-cluster information; Advocacy for data and information sharing within the humanitarian community as well as the adoption of global data standards; Provision of technical IM advice to clusters/sectors on survey design for needs assessments and/or other significant external data collection exercises; Access to schedules, agendas and minutes of cluster/sector coordination meetings.

14. Discussion Are there some discrepancies or gaps between the UNFPA Guidelines on Data Issues in Humanitarian Crisis Situations and the humanitarian IM architecture?

15. Discussion “… because of this universal importance of data that no specific cluster, sub-cluster or even working group has thus far been foreseen within the humanitarian community to focus on data issues.” - Forward “In view of the diversity of humanitarian situations, there are no standard methods for conducting IRAs.” – pg 34 Potential gaps: No mention of Information Management Working Groups No mention of the Operational Guidance Note No mention of the work of the Needs Assessment Task Force More emphasis on the need for age/sex disaggregated data during acute and chronic phases on emergencies.

16. IM and data Preparedness Common Operational Datasets: Information Management Working Group Data standards Needs Assessments: Methodology, SOPs, capacity, Data Management Contingency Planning Build Capacity Awareness Raising on available global resources including access to space- based information

17. DatasetMandatory Data Characteristics Humanitarian Profile (disaggregated by admin level and populated place) -Internally Displaced -Non-displaced affected -Host family/resident community affected -Refugee -Dead -Injured -Missing Population Statistics -Total population by admin level (Individuals) -Total population by admin level (Number of Households) –- - Age -Sex -Average family size by admin level -Unique identifier Administrative Boundaries (Geographic) admin level 1, 2, 3, 4 -Unique identifier (P-Code) -Name Populated Places (Geographic) -Unique identifier (P-Code) -Names -Size classification -Population statistics -Status if capital of administrative division -Type (Village, spontaneous settlement, collective center, planned settlement) Transportation Network (Geographic) -Roads (Classified by size) -Railways -Airports/helipads -Seaports Hydrology (Geographic) -Rivers (Classified by size) -Water bodies Hypsography (Geographic) -Elevation -Resolution Common Operational Datasets Common operational datasets are predictable, core sets of data needed to support operations and decision-making for all actors in a humanitarian response.

18. Fundamental operational datasets are datasets required to support multiple cluster/sector operations and complement the common operational datasets. These datasets are characterized by thematic areas (such as education facilities) and are made available as soon as possible after the onset of an emergency given availability. Fundamental Operational Datasets

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