Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Management On UNDAC Missions

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Is IM just a fad?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) What is Information Management?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Pakistan Earthquake Command Center, Muzaffarabad - Pakistan. The tasking board summed up a frustrating day for rescue crews in Pakistan. One helicopter on an aid mission crashed killing all aboard while all other badly needed medical evacuation. All other flights where cancelled. [Date picture taken: 10/16/2005] © Edward Parsons/IRIN

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) An IM definition:  The management of the systems, activities, and data that allow information to be effectively acquired, stored, processed, accessed, communicated, and archived.  IM includes the manipulation, re-organization, analysis, graphing, charting, and presentation of data for specific management and decision-making purposes.  Typically, a fundamental distinction is made between textual information and data (i.e. raw numbers).

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) When does IM start?  At what point of the mission should you start thinking about IM?  How will you collect information? From where?  How will you handle the information?  Who are the users/decision makers?  IM plan?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Why is information management a critical task for the UNDAC team on mission ?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information key element of planning/decision-making (Non-)Availability of information affects response quality Information in disasters is chaotic (constantly changing, patchy, conflicting, questionable) Not enough to forward data – has to be processed Information increases probability of donor support Information is vehicle for networking/useful product Improves understanding/dispels rumors End-users require UNDAC’s objectivity Proper IM enhances UNDAC’s credibility/influence IM is central component of coordination => OCHA’s responsibility to ensure appropriate IM

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Challenge: Information demand  supply in sudden-onset disasters Information gap Time Information Information required Information available

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Challenge: Quality Control  Time Pressure Credible Reliable Accurate Timely

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Decision Making

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Management Basics Purpose: To provide accurate information in a timely manner, in the appropriate format, with necessary precision to those who need it. Information Management is a continuous process.

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Management Continuum Data Collection Data Collation/ Processing Data Analysis Information Dissemination Decisions

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Definitions from the UNDAC Handbook Data: Words, numbers and other characters with a structureInformation: Data made useful, meaningful, relevant and understandable to particular people at particular times and places, for particular purposes

Components of Information Management Data = raw figures: 5 cases of cholera in town A 32 buildings totally collapsed in town B Information = interpreted data as result of collation and comparison with related data: 5 cases of cholera in town A, limited capacity for medical treatment available Only 2 of the 32 buildings in town B were inhabited at the time of the earthquake Knowledge – experience added by expert analysis: cholera is endemic in this region - 5 cases of cholera in town A is 15% less than last years as a result of improved hygiene measures One of the two collapsed buildings in town B is a concrete structure which requires heavy USAR, the other is a brick/wood building and local population is already searching the site

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Management STEPSEXAMPLEFUNCTION Facts/EventsDeaths DataNumber of deathsCollect and Count IndicatorMortality RateCalculation InformationRates by sex, age, location Analysis KnowledgeTime trends, comparison with other areas Interpretation Decision MakingDecisions (impact, severity) Assessing options

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Management Chain InputThroughputOutput CollectAnalyseDisseminate Process

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Collection: important concepts Collect Process AnalyseDisseminate Input Throughput Output Baselines Primary data Secondary data

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) What kind of data/information does the UNDAC team have to process and in which format does it come?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) –National/local capacity/assets –Needs, vulnerabilities, priorities –Contributions & commitments –National/local/international response –Humanitarian actors, contacts –Situation, impact, secondary hazards –Schedules (meetings, assessments, planned activities) –Media contacts/orientation –Infrastructure, logistics, constraints –Security/safety –Coordination fora –Contingency plans –Standing Operating Procedures (SOPs) –Maps and photos –Historical hazard info –Baseline data –Climatic conditions –Donor interests –Political/cultural sensitivities –Military presence –Relief entry data (customs, etc.)

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Where/Who do we get information from?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Sources Levels –On-site –Regional cities –Capital City –Regional Organizations –Geneva –Donor capitals –Virtual Sources –Donors/embassies –LEMA –Militaries/rebels –Humanitarian responders –Affected population/civil society/elders/religious ldrs –OCHA-Geneva/UNDAC Team –IFRC/NGOS –Other teams - FACT/DART –UN agencies –Local service providers –Media –Sitreps/assessments/reports –Internet –Libraries/researchers/institutes

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Sources

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Reliability and Credibility Exercise

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Bias & Its Affects  Personal Bias  Professional Bias  Cultural Bias  Language Bias  Others?  What impact can bias have?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) How do we get data/information? Manual Collection (e.g. Assessments, meetings) Government (negotiations usually required) Cluster obligations / Agencies Reception Centre(s) submission VOSOCC Being Creative Toilet key

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) When collecting…  Know the question you’re trying to answer  Don’t reinvent the wheel - strengthen existing structures  Focus only on what’s needed  Think about why people should give you the information

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Processing: important concepts Collect Process AnalyseDisseminate Input Throughput Output Standardise Store Retrieve

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) How would you organize incoming data/information to facilitate the analysis process?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Processing/Collation  Enter, reformat and clean data  Compile  Verify quality (or lack thereof)  Storage, assign metadata  Archiving, back-up, retrieval

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) When Processing/Collating…  Focus on the value added  Create (or make use of) standard products and avoid ad hoc ones  Consider speed over perfection  Balance resources and time management

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Analysis: important concepts Collect Process AnalyseDisseminate Input Throughput Output Create information products Validate Contextualise Balance dilemmas

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Analysis  Video on “brains”“brains”  The skill of recognizing the underlying details of important facts or patterns that are not always readily visible.  Separate the matter into key parts, essential elements; break things down; consider the details; identify causes/key factors or features/possible results.  To scrutinize information or data with the intention of identifying patterns, trends or anomalies to solve existing problems  Spatial, Statistical, Contextual, Political, Socio-economic, Others?  Involve experts!

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Information Products –Sitreps, appeals –Meeting minutes, press releases –Briefings/daily meetings/telephone conferences – , fax, SMS, correspondence –Interviews –Maps, charts, lists, photos, video, data bases, reports, fact sheets –Pigeon-holes, log books, binders, notice boards –Websites, Virtual OSOCC, Reliefweb

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Maps? –Haiti: 5,000 paper maps in first month –Need for simple maps: clean reference maps, situational maps, 3W maps, etc. –Resources? MapAction and/or OCHA OCHA Regional Offices Online – Google Earth, Google My Maps, etc Offline – PPT Mapping – Base line data is essentional C.O.D. (and F.O.D.) policy at the IASC level

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination: important concepts Collect Process AnalyseDisseminate Input Throughput Output Create a working information loop Target audiences

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) When disseminating…  Consider copyright, language, policy (i.e. security)  Provide feedback to the information sources  Use the most appropriate technology  Acknowledge information sources (in an appropriate way)  Use existing stakeholder channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Who Uses UNDAC Information Products?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Users of UNDAC IM Products OCHA RC & UNCT/HCT Donors/UNDAC-sending countries/embassies Humanitarian actors (UN agencies, NGOs, etc.) Affected population National/local authorities Media (local/intl. press, IRIN, Reliefweb, etc.) National and foreign military, rebel groups UNDAC system (Lessons Learned) General public/civil society Research institutions/academics Private sector Others??

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels  Notice boards  Meetings  Pigeon holes  Circulation lists  Briefing packs  Online platforms

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA)

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Dissemination Channels: Social Media

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Responsibilities So, does UNDAC have to do everything?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) OSSOC UNHCR Geneva NGOs WFP NGOs WFP Rome NGOs UNDAC OCHA New York Humanitarian Coordinator Sec Gen OCHA Coordinator CMOC CJTF USAID/ DART Ambassador Donor Govt’s NGOs UNICEF New York UNICEF NGOs National Authorities Cluste rs Cluster National RC IFRC ICRC Responsibilities for IM?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) The KEY guiding document.... “Operational Guidance on Responsibilities of Cluster/Sector Leads and OCHA in Information Management” Endorsed by IASC in late 2008 Informs OCHA and the Cluster Lead Agencies of what their responsibilities are

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) 4 Key Provisions: Cluster Leads: 1.Responsible for IM needs WITHIN their cluster 2.Are to ensure that adequate IM Capacity exists in their cluster OCHA*: 1.Responsible for ensuring effective IM BETWEEN clusters and support operational analysis 2.Convene an IM Network of IM cluster focal points Make sure others present & own elements

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Common Problems Is Information Management easy?

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Practical Solutions to IM problems Information management as a value added service Convince partner to share Add value to information Disseminate quickly Partner sees net benefit

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Practical Solutions to IM problems Keep information ‘living’ – information changes quickly IM is an active process – be proactive in working with it (e.g. when you first arrive, find out what people want) Are we communicating what we need to? Data are not enough. Give Data some meaning – make them visual, engaging, readable, decipherable

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Practical Solutions to IM problems Set it up for easy interpretation Make ‘deals’ with information. If you have information agencies will want to get it. Bring donors on board early Much of the information exists in people’s heads. Get on the phone with them MAKE RELATIONSHIPS! (i.e. network) Be realistic – Haiti ExampleHaiti Example

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) IM Help? OCHA Country Office OCHA Regional Office OCHA HQ (Information Services Section, etc) On the ground partners (including development) Government Volunteers (e.g. manning reception center in Pakistan) The techie “crowd”

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) The Crowd? Example: UNDAC / VOSOCC

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Conclusion Know your audience! Chose collection formats to facilitate collation Tie to action, don’t get lost in forms Aim for timely & relevant & accurate & credible information Make a separate IM plan of action => UNDAC mission essentially UNDAIC mission

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA) Make sure your information products communicate the most essential situation information effectively

Field Coordination Support Section Office for the Coordination of Humanitarian Affairs (OCHA)