1. For Effective and Coordinated Response
The 5W Process
For Effective and Coordinated Response

2. 5W – What it means
5W is an acronym that stands for Who’s doing What, Where, When and for Whom
Some agencies, clusters/sectors use 3W, others use 4W. Others include Why to make it 6W
5W is a component of information management for effective, coordinated response, activity and gap analysis.

3. 5W – Rationale
5W data is essential for advocacy and resource mobilization for education
5W data can help to eliminate duplications, to inform decisions, and help actors (donors, government, responders) to ask better questions.

4. 5W – Information Sources
Updates from Sector/EiE networking meetings
Sectoral/Working Group briefings
Through monitoring mission reports.
Through the use of the 5W template
Through reports and online dashboards
Much more.

5. Responsibility and Reporting
OCHA works with Cluster and/or Sector Information Management Officers (IMOs) to design tools or templates to collect 5W data
The partners provide their respective Cluster or Sector IMOs with updated data on their planned, ongoing or completed activities, the location of these activities and related timelines on a regular basis
The IMO oversee the compilation of data from all the partners into one matrix, checks, verifies and cleans it to rid it of errors and outliers, analyses it, and oversees its internal and external dissemination
The IMOs work with the Cluster/Sector coordinators on clearance processes before such data is reported to OCHA or disseminated using any dissemination platforms.

6. 5W – Who? WHO – the participating entities Reporting/Data entry date
Reporting entity details (name and acronym)
Entity type (auto-populated)
Implementing partner details – selected from lists.
New ones added to the lists when they join to keep the tool updates.
Donor particulars – selected from lists. important for analysis purposes
Attempt as much as possible to fill all fields. We endeavor to avoid leaving fields blank.

7. 5W – What?
WHAT
Education core commitment – access, quality, system strengthening
Activities – as agreed upon in the HRP, draw from the core commitment, output indicators and units (auto populated based on selection
HRP Objectives, Units Planned/Delivered
Status – Planned, Ongoing or Completes.
This is essential as it enables analysis by activity status.
Also enables filtering to determine and/or forecast the planned against completed interventions, and analyze the gaps.
Included ‘Planned, not funded’ and ‘Terminated’

8. 5W – Where?
The Administrative Units – from highest level to facility/site. Country  State  Local Government Authority  Ward  Community or Site  Facility
Important to enable responders know the extent of work planned, done or ongoing by location.
Prevents concentration of support in one area. It could lead to wastage while other areas have unmet needs
Geospatial data, specifically in the form of GPS coordinates is very important
The two fields ‘Latitude’ and Longitude and auto populated
Use every opportunity to record coordinates at the schools/facilities you visit

9. Geograpgical Data
Geospatial data is geo-referenced or location-specific data. It is data that is geographically tagged to a place on the earth’s surface.
Forms of geo-spatial data include:
- Polygons (for instance a lake or forest),
- Lines (for instance a road or river) or
- X,Y points (a school, borehole, or clinic).
Let’s look at the following illustration

10. Forms of Geospatial Data
Image Source

11. X,Y Points X,Y points are also called GPS coordinates
GPS coordinates represent the location of a feature in terms of latitudes and longitudes.
Every feature on earth can be tagged to a specific location in terms its longitudes and latitudes
Latitudes are imaginary lines that run from east to west. Longitudes run from north to south.
The terms ‘northings’ and ‘eastings’ are some times used to denote the above, respectively.

12. Collecting GPS Data
Collection of GPS coordinates can be done using a GPS receiver or a smartphone
A GPS Receiver points to more than one satellites to collect the coordinates with the highest precision levels
Collection of coordinates needs to be done outside a building, and with little or not obstruction
Limitation: they’re expensive for most partners to afford.

13. Almost all smartphones have embedded GPS’.
Apps provides friendly interfaces to collect the GPS coordinates using smartphones.
Android users – download the Simple GPS Display
iOS users – launch the Compass app
Windows users – search for an app in Windows Store

14. Why GPS Coordinates?
To accurately represent schools and other features of interest, e.g. IDP camps, police posts, health centers, etc. on maps
To produce maps and visuals (info-graphics) which can be understood easily without using lots of text.
To facilitate seamless geographical analysis and facilitate easy access to the beneficiaries and location of education facilities of interest.

15. 5W – When and for Whom The implementation period For Whom
A breakdown of the beneficiaries, people reached or to be reached.
SADD – Sex and Age Data Disaggregation
Take note of auto-calculated attributes

16. Essential

17. Humanitarian Data Exchange (HDX)
The Humanitarian Data Exchange (HDX) is an open platform for sharing data.
The goal of HDX is to make humanitarian data easy to find and use for analysis.
HDX allows members of the humanitarian community to contribute datasets in different formats – CSV, XLS, SHP, Zip, and much more.

18. Humanitarian ID (HID)
In any humanitarian crisis, an accurate contact list is critical to ensure effective response
Humanitarian ID provides a centralized authentication service for use by the humanitarian community.

19. Data Collection and Analysis - KOBO Toolbox
Quickly collecting reliable information in a humanitarian crisis is the critical link to saving the lives of the most vulnerable. KoBo Toolbox is a suite of tools for field data collection for use in challenging environments.

20. IM Coordination Forums - IMWG
IMWG: Information Management Working Group (IMWG) is an open forum of information management focal points from clusters/sectors and humanitarian organizations. Purpose: To strengthen humanitarian information management to support improved decision making in emergency preparedness and response.
IM Coordination Forums - IMWG

21. Contacts
Richard Sennoga Education Sector Information Management Officer Education in Emergencies Working Group - Nigeria Seconded by iMMAP Inc., Tel , Skype - richsenoga