1. Day 9 – TC520 Technical Communication Systems: Understanding and Improving the Role of Information & Communication Systems (ICS) in Humanitarian Relief Systems (HRS) Professor Mark Haselkorn 14E Loew Hall 543-2577 markh@u.washington.edu http://faculty.washington.edu/markh/TC520/tc520. html Office Hours: Tues/Thurs 10–11 AM and by appointment TC 520 Class Notes 3/1—Haselkorn Winter 2005

2. Overview for Today In support of presentation/paper sections, work together on analyzing HRS; Present draft versions of sections; Feedback; Coordination of presentation Explore range and nature of HR systems Clarify how we analyze these systems Explore examples and their use in presentation/paper Review current versions of presentations Provide feedback Discuss next week’s presentation TC 520 Class Notes 3/1—Haselkorn Winter 2005

3. Questions What is the range of HR systems that we can address in our presentations and papers? How will we analyze these systems? How will we apply perspectives from TC (e.g. human- centered design) and information ecology to our analysis of and recommendations about HR systems? What examples will we be using? Which teams will use what examples? Where does each section stand right now? What is our overall plan to create coherence across the various sections? What other feedback can we provide to help guide next week’s final presentations? TC 520 Class Notes 3/1—Haselkorn Winter 2005

4. Upcoming Assignments 3/8 –Presentations (6:30 – 7:45) 3/14 –Papers due TC 520 Class Notes 3/1—Haselkorn Winter 2005

5. Embracing Interdependence: Effective and Responsible Action in Our Organizations and the World November 14-16, 2005 Hyatt Regency San Francisco San Francisco, California, USA Interdependence binds us together in a single destiny, yet we aren't always aware of the web of connections that shape our world. As we gain understanding of the systems we are a part of, we become both more effective in responding to challenges and more accountable to others for the current and future results of our choices. At this conference, participants will: Gain skills for leveraging the interdependencies in their organizations and beyond See and think differently about the complex systems in which they work and live Experience how systems thinking and new ways of talking and listening can improve outcomes Network with a community of people dedicated to designing sustainable solutions instead of quick fixes Learn how to make a difference on a personal, organizational, and global level At this year's event, we will explore and participate in a variety of methods that contribute to and engender the accomplishment of our mutual goals in an increasingly interdependent world. When we embrace new ways of seeing and thinking about the complex systems we live and work in, and learn to go beyond the boundaries that prevent us from working together, we can not only improve our organizational effectiveness but also contribute to the well-being of the larger systems we are a part of as well. TC 520 Class Notes 3/1—Haselkorn Winter 2005

6. Inter-agency Intra-agency Inter-agency Environments TC 520 Class Notes 2/8—Haselkorn Winter 2005 Layers of Humanitarian Sector

7. Issue Breakdown Information Management and Use Strategies (technical communication, information ecology, user-centered processes, etc.) Centralization vs. Localization (efficiency, standards, accountability/ flexibility, localization, motivation) Short-term vs. Long-term (project-based funding, rapid response/shared infrastructure, lessons learned, knowledge management) TC 520 Class Notes 3/1—Haselkorn Winter 2005

8. Intra-agencyInter-agencyEnvironment ICS Management LornaLori Centralization vs. Localization Colin?Lusi Long-term vs. Short-term LornaAnthony Troy’s focus on donor communication? Ario’s on interactions with local governments? Does environmental section fit this outline? TC 520 Class Notes 3/1—Haselkorn Winter 2005

9. -HRS needs technology, but they also need a well managed, user- centered ICS. If managed well, a system can be greater than the sum of its parts (find a quote/example of this.) A well managed ICS for HRS = helping more people, and helping them better, and at a reduced cost. -Current situation example: (find a good one) -Target situation example: New tsunami warning system (elaborate) Technology: the equipment that detects a tsunami in the ocean and sends an electronic signal ICS: the system that gets the word out to all the people in harms way Why is inter-agency ICS important to the humanitarian sector? How should it be managed and used? (From Lori’s outline) TC 520 Class Notes 3/1—Haselkorn Winter 2005

10. Range of HR ICS Preparedness Rescue Response Recovery Development TC 520 Class Notes 3/1—Haselkorn Winter 2005

11. Warning System “Putting in the sensors is the easy part. The difficult part here would be coordination between emergency-response agencies in the region. Then, you have to deal with education, preparedness and training issues.” –Harley Benz, USGS National Earthquake Information Service Seattle Times, 12/28/2004, pg. A3. Other ICS-related issues? TC 520 Class Notes 3/1—Haselkorn Winter 2005

12. Warning System Maintaining infrastructure Assessing risk Determining level of trust in information Considering competing interests (tourism) Knowing appropriate audience Understanding information culture Having an information dissemination plan Maintaining that plan Planning for strategic management and use of ICS TC 520 Class Notes 3/1—Haselkorn Winter 2005

13. Warning System How would we approach this? TC 520 Class Notes 3/1—Haselkorn Winter 2005

14. Commodity Tracking System TC 520 Class Notes 3/1—Haselkorn Winter 2005 Our Results As a result of the efforts of Aspiration, the following tools are now available to help nonprofits: The Food And Commodity Tracking System (FACTS) allows humanitarian aid agencies to track and report on commodities they distribute in developing countries. FACTS provides for seamless accountability by tracking commodities from the point that an agency takes possession of goods to the end-recipient and produces standard reports required by most donors. The data can be easily manipulated for a full range of internal reporting needs as well, replacing time- consuming processes formerly done using pen and paper. As a web-based or stand alone tool, this solution enables communication within an organization in a much easier manner than previously possible and accommodation of the multiple environments where humanitarian aid organizations work. ++++++++++++++++++++++++++++++ Major weakness: “Poor Workflow Integration”—Reynolds, 2004.

15. Humanitarian Logistics System Mobilization Procurement Logistics and Tracking Reporting Increase “velocity” More comprehensive information More timely information Enhance collaboration Enhance institutional memory Improve return on donation FunctionsBenefits

16. Biggest Issues (from our perspective) User confusion No clear communication strategy No adaptation to organizational politics No adaptation to the communication culture Would require a major coordinated design effort across the entire sector Others?