TOPS/FSN Network Food Security Conference

TOPS/FSN Network Food Security ConferenceSeptember 19-23, 2011Maputo, Mozambique

an integrated information management system

McAID

McAID

Content

1. About McAID2. Current uses3. Potential uses4. Experiences5. Challenges6. Cost ($$$)

1.1 IntroductionMcAID 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

1. About McAID

1.2. McAID Generations1.2.1 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.

2. CURRENT USES

2.1 Data Gathering

Beneficiary RegistrationVolunteer RegistrationService RecordsFood DistributionCommodity AccountingProgress MonitoringMonitoring 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 -

2. CURRENT USES

2.2 Data Sharing across Operations2.2.1 Beneficiary Registration for Service DeliveryProgram 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 appropriat

e selections

VHC handovers selection

format to FF

Field Facilitator (FF) visits HH based on information on the

selection formatField Facilitator validates data

provided by VHC through physical

verification16 digit Identificatio

n 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

2. CURRENT USES

2.2 Data Sharing across Operations2.2.2 Service Delivery and Food DistributionFor 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 Distributi

on

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

nNext

Level

I/O from

Smartphone

I/O from

Computer

Previous

Level

2. CURRENT USES

2.2 Data Sharing across Operations2.2.3 Commodity AccountingCommodity 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 Distributi

on

McAID

output

McAID

InputNext

Level

I/O from

Smartphone

I/O from

Computer

Previous

Level

2. CURRENT USES

2.2 Data Sharing across Operations2.2.4 Progress MonitoringProgress 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

onlineTechnical

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

onlineTechnical Officer

M&E collects activity progress data and inserts into McAID online

2. CURRENT USES

YES NOExample

ValidationProcess DecisionAge

between 181 to 630

days

2.3 Data validation at source

Source Data

Date of BirthRegistration Date Ag

e

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

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

SO1 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

SO3

2. CURRENT USES

2.4 Beneficiary Tracking…..

SO3373,470

2.4.2 Integration of Nobo Jibon strategiesSO1186,930A strategy is in place for the

efficient integration of sectors to achieve greatest impact for poor households.

SO280,000

Ante Natal care

Growth Promotion

Food Distribution

Court Yard SessionBeneficiary

For all program beneficiaries receiving program support based on criteria set in the program proposal and/or operational guidelines.

2. CURRENT USES

2.4 Beneficiary Tracking…..2.4.3 Registration produces unique IDIn 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.

2. CURRENT USES

2.4 Beneficiary Tracking…..2.4.4 Tracking of Service recipientUnique 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 aID SO1 SO2 SO3

a0304150100000199

0206500100004657a

a aIDs are summarized to show performance

January-2011 aMonth SO1 SO2 SO3

aFebruary-2011

March-2011x

x a

aa

xx

2. CURRENT USES

2.5 Data Communication

District OfficeCentral OfficeData 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

Devices

Smart phone Desktop Laptop

FirewallRouter

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.

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

3. POTENTIAL USES

3.2 McAID Data MatrixData 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

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).

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 challenges Action/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.

6. COST ($$$)

Operation Cost (in USD) for McAIDCost Factors Unit

sUnit Costs Total Cost

Offline

Online

Offline

Online

Setup (Capital cost)Windows PDA & battery accessories 100 555 - 55,500 -

Smartphone & Internet SIM 100 - 148 - 14,800Laptop per Hub Office 9 1,000 - 9,000 -Modems per Hub Office 9 - 70 - 630District database server systems 3 7,000 - 21,000 -Central database server systems* 1 7,000 20,00

0 7,000 20,000

Firewall, Antivirus* 1 7,000 7,000 7,000 7,000Operation (Recurrent cost)

Monthly activation Charge 1,200 - 5 - 6,000

Dedicated bandwidth 12 350 350 4,200 4,200Total 103,7

0052,43

0

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).

THANK YOU……

TOPS/FSN Network Food Security Conference

Documents

Transcript of TOPS/FSN Network Food Security Conference