Information Management WFP Logistics, We Deliver

Lesson Plan: Information Management LEARNING OBJECTIVES: By the end of the session, participants will be able to: Describe the importance of information in emergencies Describe the types and sources of information across the supply chain Describe the logistics information management process Structure Timing Activities Introduction 5 minutes Explain lesson objectives Importance of Information in Emergencies 10 minutes Discuss the emergency cycle and the relevance of information and information exchange throughout the entire emergency cycle. Data to Information in the Supply Chain Provide an overview of the steps from data collection to information, and the principles, functions and categories of information management Exercise: Information Needs 35 minutes  In groups, list information needs for first few weeks of an emergency, consider internal and external requirements, (Information needed, where to get information from, who to provide information to?) Information across the Supply Chain 15 minutes Discuss the sources of logistics information in emergencies, and the types of information and methods of tracking information across the supply chain. Information Management Process Discuss the gathering logistics specific data, analysis and information generation, methods for dissemination and IM tools as well as reporting and M&E. Lesson End/Plenary EVALUATION / RECAP QUESTIONS: The facilitator should ask the questions below, or similar questions to the class to recap the lesson to ensure participants have understood the lesson content. What are the principles, functions and categories of information management? What are the information needs in the phases of an emergency? What are sources of logistics information? Total Lesson Length 90 minutes   This slide is for the facilitators reference only. This slide should be hidden from the workbook and from the class presentation DO NOT PRINT IN WORKBOOK DO NOT DISPLAY IN CLASS

Lesson Objectives By the end of this lesson, you will be able to: Describe the importance of information in emergencies 1 2 Describe the types and sources of information across the supply chain 3 Describe the logistics information management process

Emergency Cycle: Information Management Operation Reporting Logistics Plan of Action Response Recovery Logistics Assessment Event Preparedness Mitigation Logistics Preparedness Build-up on Experience

Importance of Information in Emergencies Increased Stakeholder Capacity Foundation for Decision Making Supports Coordination Links phases of the Disaster Cycle

Open information exchange Benefits Challenges Common situational awareness Technical issues Better use of resources Political issues Builds relations Timeliness of data collection & release Supports future cooperation Unclear priorities Creates a culture of exchange Confidentiality concerns Sustains communication Culture of guarding information

From Data to Information Data Collection Collation/ Filtering Analysis Information

Information in Emergencies Information Questions Is it our responsibility? How can it be shared? Is it operational? What is the source?

Logistics Information Open information exchange Seasonal Affects Freight Forwarder Ocean Ports Mills Ports River Ports Logistics Services Transporters Warehousing Local Market International Food Transport Hub Health National Airports Goods Non-Food Logistics Fuel DO NOT PRINT IN WORKBOOK Helipads Logistics Information Shelter Storage Facilities Road Rail Transport Network Customs River Entry Points Overland To Country Government Corridors In Country Activity Area Other 3W Time/Costing Partnership Humanitarian Org Storage Maps Capacity Dedicated Fleet

Information in the Supply Chain Information Functions Principles Tracking Standardized Measure Performance Accurate & Relevant Control & Reporting Current Evidence based decision-making Information Categories Internal External

Discussion – Supply Chain Information Flow Discuss and list per group the information needed to manage and control your Supply Chain (procurement, transport, warehousing): What kind of information do you need? Who do you get the information from? Who do you provide information to? 15 minutes to prioritize 15 minutes to present/discuss DO NOT PRINT IN WORKBOOK

Information Across the Supply Chain PURCHASE ORDER or RELEASE NOTE (Prepositioned) MODE SELECTION CUSTOMS CLEARING & FORWARDING SOURCING & PROCURMENT NEED IDENTIFIED TALLY SHEET WAYBILL ISSUED DISPATCH COMMENCED LOADING AUTHORIZATION ENTERED DIRECT DELIVERY DISTRIBUTION or WAREHOUSE TALLY SHEET WAYBILL SIGNED DRR PREPARED WAYBILL ENTERED DISPATCH REPORT CARGO DELIVERED RECEIPT ENTERED DRR PRINTED INVOICE PAYMENT MODULE INVOICE PAYMENT REQUEST PAYMENT FOR SERVICE

Tracking and Tracing Trace Track Control

Reporting and Evaluation Monitoring Evaluation Reporting Performance

Information in Emergencies Maps ConOps Situation Reports Forms SOP’s Dashboards Meeting Minutes Infographics

Logistics Cluster Lead in IM Operational Support Collection & Dissemination Info Sharing Platform

Information Management Process Info Dissemination Website Data Gathering Maps Infrastructure Specific Logistics Reports Analysis/Info Generation Relief Commodities Bulletins / SITREPs Databases Fuel GIS Customs Tools for Coordination Web Platform Info for Logistics Coord Meetings Aviation Commodities Programme Requests Cargo Prioritization Customs Information Guide

DO NOT PRINT IN WORKBOOK Recap Lesson Recap Lesson Questions: 1 What are the principles, functions and categories of information management? DO NOT PRINT IN WORKBOOK 2 What are the information needed during an emergency? 3 What are the sources of logistics information?

Questions