Informing solutions together Myitkyina, Myanmar, 14 th and 15 th March 2013 Camp Profiling Workshop Natalia Baal, Profiling Advisor Ivan Cardona, Information Management Specialist

Informing solutions together DAY ONE 14 th March

Informing solutions together Technical & coordination support for profiling processes upon request Interagency service: DRC, NRC-IDMC, IOM, UNHCR, OCHA, UNFPA and Special Rapporteur for the Human Rights of IDPs What is JIPS? Activities: – Field support – Training & capacity building – Methodology & tool development – Advocacy

Informing solutions together Learn from experiences of partners during the camp profiling pilot exercise Clarify and agree upon camp profiling system (including roles and responsibilities) Revise camp profiling tools (including camp level questionnaire) Discuss JIPS proposal for other profiling opportunities in Kachin Workshop Objectives Output documents (of workshop and JIPS mission): revised questionnaire, accompanying manual, revised data entry template, camp profiling concept note, ‘strategy options’ discussion document

Informing solutions together …and here The profiling process We are here …and here

Informing solutions together DATA COLLECTION & FIELD ORGANIZATION Conduct staff training Conduct pilot exercise Finalise tools Conduct data collection

Informing solutions together Objectives (emergency assessment v/s situation monitoring) Difficult parts of the form (e.g. population data, assistance received, gaps, livelihoods, CCCM) Information sources (multiple, identification, unsystematic) Coordination (who’s covering where?) Data collection (self-administration, timing, access, training) Data processing and analysis (capacity, coordination, data entry principles) Reporting and dissemination (report plan) Lessons Learnt from pilot

Informing solutions together Data collection/enumerator capacity: need for thorough training before data collection and accompanying manual to the questionnaire to limit different interpretations and ensure data collected as systematically as possible Camp level questionnaire: need to review to avoid answers being ‘guessed’ and ensure ‘right’ questions are asked to the to the ‘best’ sources; reduce ambiguous/incomplete questions and answer options; ensure version control across partners; how to handle sensitive questions Manual: need manual for technical definitions/indicators, guidance for communication/introduction from enumerator to interviewee (reasons for data collection etc.); Data processing: need for data entry and cleaning training to deal with missing data, verification etc. Translation: challenging for data collection and data entry as currently no standard translation of questionnaire and data entry in English Agency buy-in: need to strengthen support from regional and capital level leadership; ensure profile addresses need of different partners; need to strengthen support/trust from external organizations Data flow responsibilities: collection, entry, analysis, dissemination More lessons learnt (discussed during workshop)

Informing solutions together Provide a regularly updated OVERVIEW of the situation in camps hosting internally displaced persons (IDPs) Consolidate information for ADVOCACY efforts on behalf of IDPs living in camps Indicate need for more detailed thematic ASSSESSMENTS Strengthen COORDINATION of camp level information collection, analysis and response Support CAPACITY BUILDING for camp managers over-time Camp Profiling Objectives (agreed during workshop) Camp profiling is not: detailed needs assessment, household level profiling, OR emergency/rapid assessment

Informing solutions together Camp master list Camp profiling process/structure (How JIPS sees it) Assistance providers Camp level questionnaire ??

Informing solutions together 1)Camp overview 2)Multiple and appropriate information sources 3) Community level questionnaire 4) Regular updates 5)Consensus of roles & responsibilities 6)Framed under CCCM cluster 7)Clearly communicated limitations Camp profiling process (continued)

Informing solutions together Since camp profiling is limited, it can be complemented by other profiling initiatives: 1) Comprehensive sample-based profiling Comprehensive picture in and out of camps Household survey of IDP sample & focus group discussions Identification of forced displacement Intentions for durable solutions 2) IDP registration support Individual level information collected at the household level Capacity building for camp management focal points Identification of forced displacement 3) Movement tracking system (not recommended at present) Other profiling options…

Informing solutions together Concern about capacity level /expertise available of both international and national staff for data collection methods (e.g. focus group discussions); also a concern for measuring technical indicators Multiple sources of camp profiling: challenges of some of the sources, particularly assistance provided in NGCAs Concern about trust/use of results from all partners, especially given the efforts put into profiling activities Before embarking on ‘other profiling options’ need to review existing information from shelter assessments, food security assessments etc. to identify information gaps. Also thorough evaluation of camp profiling process to ensure we learn from experience. Need to strengthen coordination among information management units/staff in Kachin; proposal for IM working group Need to ensure all partners benefit fro profiling exercises: information sharing and clarification of data flows Opportunity for cross-camp analysis (e.g. GCAs vs. NGCAs) if camps profiled at similar time and if data analysis capacities are in place Feedback? Comments? (from workshop discussions)

Informing solutions together Camp profiling: roles & responsibilities What?How?Who? Overall coordination Develop concept note Develop workplan for overall process Share both with all partners (Yangon & Myitkyina) UNHCR/DRC with JIPS support CCCM CCCM Coordinator Geographic distribution of camp level data collection Discuss internally and Camp profiling meeting first week of April Consolidate in matrix responsible agency per camp and share with implementing group KBSS, KBC, Shalom, DRC, RANIR, UNHCR, KMSS CCCM Coordinator Training & finalising tools (questionnaire, manual..) Questionnaire group work during current workshop Manual (draft based on final questionnaire) Translate and translate back in Myanmar and Kachin Training: A) Deliver training of trainers (ToT) and develop training strategy B) Field training of enumerators / data collectors Share final tools to ALL using same version Questionnaire and manual: ALL PARTNERS with JIPS support Translation: DRC from English into Myanmar. UNHCR from English into Kachin. Then swap. ToT and training strategy: UNHCR IM unit and DRC with JIPS support Field training: those trained by ToT CCCM coordinator

Informing solutions together Camp profiling: roles & responsibilities What? How?Who? Data collection of camp level questionnaire Active enumeration (i.e. interviewer interviews key informants don’t leave questionnaire to be self-administered to improve reliability of data) Frequency of camp profiling update: 6 months According to geographic responsibilities: KBSS, KBC, Shalom, DRC, RANIR, UNHCR, KMSS + Others who want to join the process Data entry from camp level questionnaire Develop and share database and deliver data entry training (including data security principles) Revise data entry template Enter data from completed questionnaires following data collection, and send to UNHCR IM unit Consolidate entered data from partners UNHCR/soon to be established IM WG? With support from JIPS/MIMU? UNHCR with support fro JIPS/MIMU? Data collection partners do their own data entry, depending on capacities UNHCR/soon to be established IM WG

Informing solutions together Camp profiling: roles & responsibilities What? How?Who? Data collection: Geographic data from camp master list Link Camp list database to camp profiling database based on camp P-codes Fill ‘GPS gaps’ in camp master list through camp profiling activities UNHCR UNHCR supported by OCHA and ALL camp profiling partners Data collection: 3Ws at camp level Assistance providers actively share information on camp level Camp profiling partners actively outreach to others to share this information All relevant assistance providers through CCCM/MIMU/OCHA? ALL camp profiling partners Data processing & analysis Cleaning of consolidated data from partners Develop ‘one camp’ analysis plan Develop ‘cross-camp’ analysis plan Implement analysis every 6 months UNHCR Soon to be established IM WG with support from JIPS, MIMU? OCHA? UNHCR – with support from OCHA? MIMU?

Informing solutions together Camp profiling: roles & responsibilities What?How?Who? ReportingDevelop report plan for multiple sources Consolidate information from different sources and produce report (merge databases) Creating maps with camp location visible for reports Produce pdf reports of individual camp profiles UNHCR/ soon to be established IM WG with input from others OCHA UNHCR/ soon to be established IM WG DisseminationTo partners (Kachin and Yangon) To partners outside Myanmar To donors To camps CCCM coordinator OCHA OCHA/CCCM Camp profiling partners

Informing solutions together Lessons learnt from pilot Objectives and structure Other profiling options Roles and responsibilities Day one - wrap up Tomorrow….the questionnaire!

Informing solutions together DAY TWO 15 th March

Informing solutions together Camp level Questionnaire 1)Questionnaire principles used to review existing camp profiling form 2)Presentation of JIPS proposed new form and group work 3)Feedback and agreement on changes

Informing solutions together Camp level Questionnaire Questionnaire design principles used to review camp level form: Community v/s household level questions Complementarity with other information sources Structure, logic and flow (for interviewer and interviewee!) Enumerator instructions (different in form and manual) Open/closed question and answer structure Systematic use of information sources Be specific and avoid ambiguities User-friendliness and comprehension

Informing solutions together Questionnaire: Group Work Split into groups to discuss new questionnaire Report back to big group and agree on changes Chocolate from Switzerland for every good idea!

Informing solutions together Wrap up Lessons learnt from pilot discussed Objectives for camp profiling agreed Revised structure of camp profiling process presented Roles and responsibilities discussed New questionnaire developed Other complimentary profiling options discussed

Informing solutions together JIPS continued support: Share ‘tidied-up’ PPT with workshop participants Develop camp profiling concept note, including roles & responsibilities Implement agreed upon changes to questionnaire Draft accompanying enumerator manual and analysis plan Support UNHCR and DRC with ToT Debrief in Yangon for buy-in and input Camp profiling partners: Myitkyina: Consideration of roles & responsibilities discussed and collective camp profiling meeting in first week of April Yangon: Input to process and support to partners in Myitkyina Next Steps/Action points:

Informing solutions together