1. ICT in Emergency Response & Recovery Workshop
16-18 March 2015
Freiburg, germany

2. Warm-up Quiz
What are two important ways to conserve battery life on a device?
What is the recommended process for modifying fields where data has already been collected?
What do you do when you receive the error “Maximum number of licenses reached?” when logging onto iForm on your iOS device?
What’s the problem with this form?

3. UPLOADING EXISTING DATA
Day 3 – SESSION 1

4. UPLOADING EXISTING DATA
Design the form where the data will be uploaded in iForm
Create 1 record so the excel data feed can be downloaded – the column headers need to be captured
Download the XLS file of the record you created in Step 2.
Paste the data you would like to upload into the appropriate rows of the sheet you just downloaded in step 3
Save this file as a CSV
Upload CVS to the form (The “Upload CVS file” option can be found in the “List” view of the form where the data will be uploaded.
Voila! The data should be able to be seen in the iForm database.

5. Introduction to Bartender
Day 3 – Session 2.1

6. What is a Barcode?
A barcode is an optical machine-readable representation of data relating to the object to which it is attached. 

7. What is a Bartender?
Bar Tender is the main design and print application software for barcodes.

8. WHERE WERE WE?
Day 3 – Session 2

9. AH yes… DISASTER HITS!!
SETTING THE SCENE: An emergency has occurred and your organization would like to respond with a blanket (shelter/NFI/food) distribution to the host and IDP households staying in a nearby region.
UPDATE: Registration is complete – but program participants need some form of identification.

10. Background of “The problem”
Most programs involve multiple interventions with the same individuals and time can be lost identifying the program participant
“Beneficiary fatigue” caused by always repeating the same verification information
Tokens can be forged
Double counting beneficiaries i1 i2 i3 i4 i5

11. Benefits: barcoded ID card
Program participants identified simply by scanning their difficult-to-forge barcoded ID
Increased efficiencies mean that aid can reach more people in less time
ID template with standard information can be pre-positioned for quick deployment in emergency settings

12. Solution: barcoded ID card
Adding photographs to ID can lower risk of fraud
Register once, reuse always
Faster follow up intervention registration (one beep)
If designed properly and approved by proper channels, ID can be used as a temporary ID card in areas where permanent, government-issued ID has been lost or damaged
Figure 1: Sample beneficiary registration card

13. What do I need? Software to generate the barcodes
Your list of beneficiaries in an excel or access file
Paper
Paper options
Lamination
Hardware / software to scan the barcode
In many cases, software to link the barcode to the data

14. Create an ID card
Create ID cards based on registration data from the workshop
Open BarTender and let’s get to work!

15. OPEN BARTENDER

16. Bartender - Printing
When you open Bartender you will see a dialog box with the following question – “What would you like to do?” If you are creating a new document select “Start a new Bartender Document”.
If you are opening an existing template select “Open an existing Bartender Document”
If you are creating a new document then select a blank template
Select the printer (can be PDF)
Specify the custom settings

17. Beneficiary Card Template
Modify the data connection to the Excel file that you downloaded in the prior step
Click on the “Database” icon in the tool bar

18. Beneficiary Card Template
Select “Picture” menu
Specify your DropBox Path that is configured for your iForm profile

19. Prepping Excel Sheet Find the Photo Attribute in the table
Edit the URL that is listed in each of the fields so that everything in the beginning is deleted up to the word ‘field’. Continue to edit and remove everything from the end of the entry starting from .jpg. So you should be left with something that looks like the following: field_ e1d9f86a3e.jpg

20. Beneficiary Card Template
Using the navigation option below you can preview your data

21. Beneficiary Card Template
You can preview how it will look when printing using the “Preview” button on the toolbar

22. Beneficiary Card Template
If you want to change the “Date” format
Select Date element
Right Click
Select “Properties”

23. Beneficiary Card Template
Select “Date Type” tab
Under Pattern update the option for the date or you can select one of the standard formats

24. Beneficiary Card Template
You may receive the following message if one of the photos is not found in the DropBox folder (This is due to a photo not being taken when registering the beneficiary)
Click “Continue”

25. Other uses for Bartender
Pre-positioned (barcoded or otherwise) IDs
Vouchers (barcoded or otherwise)
Staff IDs or business cards (barcoded or otherwise)
Analysis of photos taken using iFormBuilder (easier matching of before and after photos)
Other?

26. Opportunities/Benefits: Barriers/Weaknesses:
Toolkit: Registration cards, tokens with barcodes
Technologies: Barcoded cards, BarTender software, Barcode reader*
Countries: Philippines, Mali, Haiti, Burkina, others
Opportunities/Benefits:
Unique IDs from the get go
Track HH through response
Fraud reduction
Prepositioning of templates
No hardware needs
Other?
Barriers/Weaknesses:
Software purchase ($370)
One license per computer
Need to learn the software
Still need printer
Need to remember in response
Other?
Opportunities:
Affected populations can be linked to a barcode immediately. This avoids repeat registrations and speeds up processes
Easy to track households through multi-year response programs where households are targeted with a series/sequence of services;
Reduction of fraud: barcodes can be linked to photos or other qualifying information
Prepositioning of standard cards an option (soft- or hardcopy), or CPs can modify themselves
No need for expensive hardware
Limits:
Need to purchase BarTender software (US$ 370 per license)
One computer per license, and it is preferred to print from this computer for barcode quality
Need to learn to use the software – even though it is simple and intuitive
May still need a printer to print the cards if not prepositioned
Need the mindset to think of the registration cards in case of a major emergency
Fill out by hand, use barcode later.