1. TOPS/FSN Network Food Security Conference September 19-23, 2011 Maputo, Mozambique an integrated information management system McAID

2. Slide 2 Content 1. About McAID 2. Current uses 3. Potential uses 4. Experiences 5. Challenges 6. Cost ($$$)

3. Slide 3 1.1 Introduction McAID is a software database system. The title is the short form of Mother and Child Aid. It is developed by the Management Information System (MIS) unit of the USAID funded Food Security program of Save the Children’s Bangladesh Country Office. It is an electronic centralized tracking and reporting system that facilitates program management to monitor program achievements over the program LOA. 1. About McAID

4. Slide 4 1. About McAID 1.2. McAID Generations 1.2.1 McAID (2004-2010) It was first developed during the Jibon-O-Jibika (DAP) program where it was primarily used for program beneficiary registration, MCHN service delivery, food distribution and warehouse inventory records throughout the program period. 1.2.2 New Generation McAID (2010+) McAID system structure has been revised and introduced to operate for the newly awarded Food Security (MYAP) program called Nobo Jibon (2010-2015) considering the operational perspectives related to hardware availability, involvement of non-specialist staff at the community levels, and improved data communication protocols.

5. Slide 5 2. CURRENT USES 2.1 Data Gathering  Beneficiary Registration  Volunteer Registration  Service Records  Food Distribution  Commodity Accounting  Progress Monitoring  Monitoring Check List Most of the primary records (like beneficiary registration, service, food) are gathered by front line program staff using Smartphones Laptops or desktop computers with GPRS modem are also used to collect primary records or reporting purposes. McAID system is currently in use for the following primary data gathering needs -

6. Slide 6 2. CURRENT USES 2.2 Data Sharing across Operations 2.2.1 Beneficiary Registration for Service Delivery Program beneficiaries for all interventions under Nobo Jibon are registered by using Smartphones, and receive a unique ID for tracking them throughout the program period. Volunteer (VHC) visits beneficiary HH and fills out selection format FF fills out registration format where network is not available FF filters appropriate selections VHC handovers selection format to FF Field Facilitator (FF) visits HH based on information on the selection format Field Facilitator validates data provided by VHC through physical verification 16 digit Identification number produced by McAID database. Service FF does registration at McAID using Mobile where network is available Monthly Registration List MIS unit prints nutrition cards McAID output McAID Input General Next Level I/O from Smartphone I/O from Computer

7. Slide 7 2. CURRENT USES 2.2 Data Sharing across Operations 2.2.2 Service Delivery and Food Distribution For all program beneficiaries receiving program support based on criteria set in the program proposal and/or operational guidelines. Primary inputs are recorded by field-based staff such as Field Facilitators. Eligible beneficiaries receiving food rations as a conditional transfer on a monthly basis. Primary inputs are recorded by the staff designated as Field Officer-Commodity or Food Distributors. Service sessions are conducted on a monthly basis at community level Service status reports are acknowledged by the I-P team leaders Registration Food Distribution FF filters registered IDs on McAID using mobile who have attended service sessions. McAID aggregates service status reports at the end of the month. McAID output McAID Input General Operatio n Next Level I/O from Smartphone I/O from Computer Previous Level

8. Slide 8 2. CURRENT USES 2.2 Data Sharing across Operations 2.2.3 Commodity Accounting Commodity inventory status is tracked based on transactions made at warehouse level. Such tracking starts upon in country arrival of the commodities, documented in a Bill of Lading, through closing of the inventory ledger for the respective Bill of Lading. Importation Summary AER BL Survey Inventory Waybill Reconstitution Stack Card Summary Transaction Muster List Plan DAM Waybill Summary Service Food Distribution McAID output McAID Input Next Level I/O from Smartphone I/O from Computer Previous Level

9. Slide 9 2. CURRENT USES 2.2 Data Sharing across Operations 2.2.4 Progress Monitoring Progress for activities/outputs is tracked centrally based on inputs recorded by the implementing and technical partners against targets established annually or for the overall program. McAID output McAID Input I/O from Computer M&E staff and I-P team leaders are given on-line authorization for data update at the relevant levels. Subsequent authorizations to the achievements are given by the higher level authorities. Results are aggregated by month, quarter, year, upazila, district, or implementing partner. Deputy Chief of Party (DCOP) approves activity progress data online Technical Coordinators verifies activity progress data online McAID aggregates results by month, quarter, year, upazila, district, or implementing partner MIS unit inserts yearly targets for each I-R activities online I-P Team Leader reviews activity progress data online Technical Officer M&E collects activity progress data and inserts into McAID online

10. Slide 10 2. CURRENT USES YES NO Example ValidationProcessDecision Age between 181 to 630 days 2.3 Data validation at source SourceData Date of Birth Registration Date Age Setting up cut off values, for data validation purpose, is flexible in McAID. It can be modified to fit operational contexts. McAID compares the inserted value with the cutoffs set for validation upon receiving records from user. McAID accepts records that pass positively through decisions set against validation only

11. Slide 11 2. CURRENT USES 2.4 Beneficiary Tracking….. 2.4.1 Nobo Jibon program interventions Mother and Child Health and Nutrition (MCHN) Improved health and nutritional status children under five years and pregnant/lactating women. Target Households: 186,930 Mother and Child Health and Nutrition (MCHN) Improved health and nutritional status children under five years and pregnant/lactating women. Target Households: 186,930 SO1 Market-based Production and Income Generation (Livelihood) Poor and extremely poor households have increased production and income. Target Households: 80,000 Market-based Production and Income Generation (Livelihood) Poor and extremely poor households have increased production and income. Target Households: 80,000 SO2 Disaster Risk Reduction (DRR) Households in targeted communities protect their lives and assets and quickly resume livelihood activities following natural disasters. Target Households: 373,470 Disaster Risk Reduction (DRR) Households in targeted communities protect their lives and assets and quickly resume livelihood activities following natural disasters. Target Households: 373,470 SO3

12. Slide 12 2. CURRENT USES 2.4 Beneficiary Tracking….. SO3 373,470 2.4.2 Integration of Nobo Jibon strategies SO1 186,930 A strategy is in place for the efficient integration of sectors to achieve greatest impact for poor households. SO2 80,000 Ante Natal careGrowth PromotionFood DistributionCourt Yard Session Beneficiary For all program beneficiaries receiving program support based on criteria set in the program proposal and/or operational guidelines.

13. Slide 13 2. CURRENT USES 2.4 Beneficiary Tracking….. 2.4.3 Registration produces unique ID In order to become a service recipient one needs to be registered under at one approved criteria as set by the proposal. ID refers basic information 0102050200000087 Name, Address, HH, etc Upon registration beneficiary receives a unique ID. ID refers to basic information of the beneficiary as well as used for tracking records for that beneficiary.

14. Slide 14 2. CURRENT USES 2.4 Beneficiary Tracking….. 2.4.4 Tracking of Service recipient Unique ID also it refers to all instances, whenever recorded, as a recipient for associated program support. Summaries are used to reflect performance of the program over the period. ID refers associated interventions 0102050200000087  IDSO1SO2SO3  0304150100000199 0206500100004657   IDs are summarized to show performance January-2011  MonthSO1SO2SO3  February-2011 March-2011      

15. Slide 15 2. CURRENT USES 2.5 Data Communication District Office Central Office Data Center Upazilla Office Registration Service Distribution Warehouse Private Network 1 Central Office 3 District Offices 9 Upazilla/Hub Offices 8 Warehouse Offices Nearly 2,000 Service Sites Over 250 staffs

16. Slide 16 Devices Smart phone DesktopLaptop Firewall Router Server Data Center IPNGO SC Guests HO/CMU Users 2. CURRENT USES 2.6 Access to Data Center A valid user can access at least all reports. Only authorized users can perform input or modification of the records. Any internet-enabled computing devices including Smartphones can access McAID site through the URL http://119.148.6.44. http:// Basically, a Data Center is a centralized repository, management, and dissemination of data and information. It is a restricted access area containing automated systems that constantly monitor server activity, Web traffic, and network performance.

17. Slide 17 3. POTENTIAL USES 3.1 Hosting Multiple Program MIS: Data Center Sharing McAID application and database can be used for hosting multiple program MIS within or across Save the Children. This will enable a client agency or program team to share efficient performance of a high profile Data Center and it’s relevant administrative support. McAID offline and online modules can be contextually combined to deliver database management across agency. McAID Data Center at SC HQ Firewall Router Server //agencyA/ProgramA //agencyA/ProgramB //agencyB/ProgramA //agencyB/ProgramB Agency A: Communication Protocol http://119.148.6.44/agencyA/ProgramA http://119.148.6.44/agencyA/ProgramB Online hub office Smartphone with Online McAID Online McAID HQ-MIS Agency A Agency B: Communication Protocol http://119.148.6.44/agencyB/ProgramA http://119.148.6.44/agencyB/ProgramB Offline hub office PDAs with Offline McAID Offline & Online McAID HQ-MIS Agency B

18. Slide 18 3. POTENTIAL USES 3.2 McAID Data Matrix Data Matrix module of McAID can be used for facilitating different program management to design their data requirements flexibly and startup data collection through PDAs or Smartphone instead of developing separate systems.  Program  Period (Year, Month, Quarter)  Enumerators  Response layers  Enumerators vs Response layers  Indexing Step I Defining Program Basic  Question to define a variable  Answer options  Response mode  Data types  Sequence  Skip rules  Derivatives (and scope) Step II Prepare Questionnaire Applied for various program data gathering Applied for Registration and Commodity accounting data gathering McAID Data MatrixRnC Data Matrix  Name of the report  Monthly, yearly, ad hoc  Display fields  Summary fields Step III Defining reports

19. Slide 19 4. EXPERIENCES Increased Experiences with GSM mobile based data management  Data accuracy, availability, security.  Access to information from different operation.  Utilization of micro level data.  Data validation at source. Overall, a centralized system has accelerated efficiency to overall management of program data and in line operations. Decreased  Total time required for preparing next level operation depending on primary level operation.  Data compilation time and efforts.  Paper trailed documentation.  Reduced knowledge based staff dependencies at lower levels as opposed to maintain a distributed system (offline).

20. Slide 20 5. CHALLENGES Challenges & Action/Recommendations There are pockets where network is found often interrupted or become slower. Communication with service provider to let them optimize & monitor network performance in those pockets. Ongoing challengesAction/Recommendation Power scarcity to charge mobile phones sufficiently. Procurement of solar panels for cluster office operations from where staff can charge their mobile phones. Small font; faded screen during bright sunny day light. Searching for handsets within $150 to overcome this challenge.

21. Slide 21 6. COST ($$$) Operation Cost (in USD) for McAID Cost FactorsUnitsUnit CostsTotal Cost OfflineOnlineOfflineOnline Setup (Capital cost) Windows PDA & battery accessories100555-55,500- Smartphone & Internet SIM100-148-14,800 Laptop per Hub Office91,000-9,000- Modems per Hub Office9-70-630 District database server systems37,000-21,000- Central database server systems*17,00020,0007,00020,000 Firewall, Antivirus*17,000 Operation (Recurrent cost) Monthly activation Charge1,200-5-6,000 Dedicated bandwidth12350 4,200 Total103,70052,430 Total operational cost for McAID Offline and Online modules are calculated considering 12 months operation where there are 9 Hub offices under 3 districts and 100 front line staffs. Note that, in cases if system is shared via hosting services then online cost for some of the line items (*) can be reduced fully/partially (see slide 17).see slide 17

22. Slide 22 THANK YOU……