Information Management for Humanitarian Response: an Introduction

1. Information Management for Humanitarian Response:an Introduction Rhonda DavisOffice for Foreign Disaster Assistance United States Agency for International DevelopmentJeff HenigsonOffice of Emergency ProgramsUnited Nations Children’s Fund Dennis KingHumanitarian Information Unit United States Department of State

2. Introduction Structure of the Presentation Part One: Structured Humanitarian Assistance Reporting (SHARE) Part One: Structured Humanitarian Assistance Reporting (SHARE) Part Two: Humanitarian Information Centers Part One: Structured Humanitarian Assistance Reporting (SHARE) Part Two: Humanitarian Information Centers Part Three: Best Practices Excerpts from the Symposium on Best Practices in Humanitarian Information Management and Exchange

3. Part One Humanitarian Information and the SHARE Approach

4. No single organization or entity has all of this information The SHARE Approach Information in Humanitarian Emergencies Information is critical from the earliest stages of a humanitarian emergency: • locations and numbers of affected people • locations and numbers of affected people • the extent and distribution of damage and needs • locations and numbers of affected people • the extent and distribution of damage and needs • the locations of assistance projects and other resources • locations and numbers of affected people • the extent and distribution of damage and needs • the locations of assistance projects and other resources • the factors affecting the security of the affected population and assistance workers Time is of the essence Integrating data from different humanitarian sectors and organizations can increase the quality of data analysis available to decision-makers and improve the efficiency of humanitarian operations.

5. The SHARE Approach Basic Information Reporting Standards Date/Time Stamp (date the information was collected and frequency - date range) Date/Time Stamp (date the information was collected and frequency - date range)Geo-reference (region, country, 1st administrative unit, 2nd administrative unit, population centre, latitude / longitude) Date/Time Stamp (date the information was collected and frequency - date range)Geo-reference (region, country, 1st administrative unit, 2nd administrative unit, population centre, latitude / longitude) Source of information (provider - collector) Date/Time Stamp (date the information was collected and frequency - date range)Geo-reference (region, country, 1st administrative unit, 2nd administrative unit, population centre, latitude / longitude) Source of information (provider - collector) Information about the data (measurements, methodology, terms, etc.)

6. Building an information system based on P-codes

7. Note that each administrative level location… has a corresponding code Using the SHARE Approach Place codes in humanitarian information systems Place codes, or P-codes, are unique numeric, alphabetical, or alphanumeric identifiers of populated places. They help overcome the confusion associated with multiple names for the same place, or multiple places with the same name. The units combine to form a single P-code: AN.02.16.00.249 Note that P-codes should be developed prior to the onset of a humanitarian emergency.

8. Map with codes along with town names Map with codes along with town names Map with codes along with town names

9. The P-code linksinformation about thevillage,convoys, andhousing damage The P-code linksinformation about thevillage,convoys, The P-code linksinformation about thevillage, Data coding facilitates the analysis of information

10. P-codes applied: Who is doing WhatWhere

11. P-codes facilitating cross-sectoral data analysis...

12. The SHARE Approach Institutionalizing SHARE in the humanitarian community The SHARE Approach was developed and promoted by the Geographic Information Support Team (GIST). Guidelines Inter-Agency Standing Committee US Census Bureau OFDA Proposal Guidelines Humanitarian Information Centers

13. Part Two Humanitarian Information Centers

14. Humanitarian Information Centers Defining HICs Humanitarian Information Centers (HIC) are information centers that are set up in the field during humanitarian crises to serve the data and information needs of the humanitarian community. HICs serve multiple roles during humanitarian crises: data coordination points data processing centers data dissemination platforms information resource centers

15. Humanitarian Information Centers Functions: HICs as Data Coordination Points Humanitarian organizations responding to a humanitarian emergency require a common set of base data and humanitarian data about the crisis area, e.g. the location of: settlementsrefugees and internally displaced personsroads, railways, and airstripshospitals and public health facilitiesrivers, streams, and other waterwaystopographic features and elevation

16. Humanitarian Information Centers Functions: HICs as Data Coordination Points (2) Humanitarian organizations benefit from specific information about the location and activities of other humanitarian agencies responding to a crisis. Humanitarian organizations benefit from specific information about the location and activities of other humanitarian agencies responding to a crisis. Recall that specialists in humanitarian information management often refer to this as “Who is doing What Where” reporting or “Who What Where” reporting.

17. HumanitarianInformationCenter Humanitarian Information Centers Humanitarian organizations can deliver--in person or electronically--humanitarian data and “who what where” reports to an HIC. The HIC serves as a data coordination point. Functions: HICs as Data Coordination Points (3)

18. Humanitarian Information Centers Functions: HICs as Data Processing Centers HICs often have to process data they receive from humanitarian organizations in order to make the data useful to other agencies. For example, HIC staff members might input data into a settlements database.

19. Humanitarian Information Centers Functions: HICs as Data Processing Centers (2) One of the main roles of HICs is to promote data standards within the humanitarian community. This might involve encouraging humanitarian organizations to support the SHARE approachto add geographic coordinates to their datato use place codes, or p-codesto employ a common metadata standard Because HICs are based in the field, they are in a unique position to promote the use of common data standards in the humanitarian community.

20. Humanitarian Information Centers Functions: HICs as Data Dissemination Platforms HICs can output data and information products in a number of ways. An HIC might deliver a settlements database via any of the following methods: Diskette or CD-Rom hand-delivered or mailed Hard copy (e.g. printed) hand-delivered or mailed Compressed file sent via electronic mail

21. Humanitarian Information Centers Functions: HICs as Data Dissemination Platforms Information can also be disseminated via the Internet...

22. Humanitarian Information Centers Functions: HICs as Data Dissemination Platforms Or uploaded to a specialized data repository….

23. Humanitarian Information Centers Because HICs are actually deployed in the field, staff members of humanitarian organizations can visit an HIC to: Functions: HICs as Information Resource Centers Request data, maps, and other information products Register their organizations and services Meet with other humanitarian agencies Pick up correspondence Output their own data via printers and plotters The primary function of an HIC is to serve the information needs of humanitarian organizations in the field.

24. Humanitarian Information Centers AfghanistanAfghanistan Information Management Service (AIMS)http://www.aims.org.pk Horn of AfricaData Exchange Platform for the Horn of Africa (DEPHA) http://www.depha.org KosovoHumanitarian Community Information Center (HCIC)http://www.reliefweb.int/hcic/ Occupied Palestinian TerritoriesHIC for the occupied Palestinian territories (oPt-HIC) http://www.reliefweb.int/hic-opt/ Sierra LeoneSierra Leone Information System (SLIS)http://www2.reliefweb.int/sle/hic/sierra_leone_information_system.htm Web sites of existing HICs

25. Part Three Best Practices in Humanitarian Information Exchange and Management

26. Best Practices Operational Principles for Humanitarian Information Management and Exchange Accessibility Accessibility Inclusiveness-- i.e., transparency Accessibility Inclusiveness-- i.e., transparency Inter-operability Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Relevance-- i.e., Practicality Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Relevance-- i.e., Practicality Objectivity Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Relevance-- i.e., Practicality Objectivity Timeliness Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Relevance-- i.e., Practicality Objectivity Timeliness Sustainability Accessibility Inclusiveness-- i.e., transparency Inter-operability Accountability Verifiability Relevance-- i.e., Practicality Objectivity Timeliness Sustainability Humanity

27. Best Practices Providing Products and Services Establish field-based HICs to serve as a neutral information broker and provide value-added products and services to the field-based humanitarian community Establish field-based HICs to serve as a neutral information broker and provide value-added products and services to the field-based humanitarian community Assess and Define User Needs and create information products/services that support decision making Establish field-based HICs to serve as a neutral information broker and provide value-added products and services to the field-based humanitarian community Assess and Define User Needs and create information products/services that support decision making Consult data providers as well as affected populations when designing products Establish field-based HICs to serve as a neutral information broker and provide value-added products and services to the field-based humanitarian community Assess and Define User Needs and create information products/services that support decision making Consult data providers as well as affected populations when designing products Create and disseminate templates for sectoral assessments and analysis

28. Best Practices Maintaining Data and Information Quality Maintain and promote data and information standards, such as SHARE. Use and catalog metadata. Keep it simple Maintain and promote data and information standards, such as SHARE. Use and catalog metadata. Keep it simple Geo-referencing data during collection allows GIS analysis and creation of displays/maps to effectively communicate information to decision makers Maintain and promote data and information standards, such as SHARE. Use and catalog metadata. Keep it simple Geo-referencing data during collection allows GIS analysis and creation of displays/maps to effectively communicate information to decision makers Use templates to speed data collection Maintain and promote data and information standards, such as SHARE. Use and catalog metadata. Keep it simple Geo-referencing data during collection allows GIS analysis and creation of displays/maps to effectively communicate information to decision makers Use templates to speed data collection Define ambiguous terminology. Identify methodologies and indicators

29. Best Practices Preparedness Collect and analyze baseline data before and throughout the emergency Collect and analyze baseline data before and throughout the emergency Maintain preparedness “toolboxes” containing operating procedures, database templates, training materials, manuals, etc. both on-line and off-line (CD-ROMs) Collect and analyze baseline data before and throughout the emergency Maintain preparedness “toolboxes” containing operating procedures, database templates, training materials, manuals, etc. both on-line and off-line (CD-ROMs) Preserve institutional memory, document datasets with meta-data, and define an exit strategy

30. Best Practices Developing and Maintaining Partnerships Maximize resources by expanding partnerships with national governments, UN agencies, NGOs, private sector and research organizations Engage local and national actors (NGOs, civil society) in information projects and build and strengthen national capacity Maximize resources by expanding partnerships with national governments, UN agencies, NGOs, private sector and research organizations Engage local and national actors (NGOs, civil society) in information projects and build and strengthen national capacity Promote trust and transparency through linkages and use distributed networks and neutral portal repositories to assist with information sharing Maximize resources by expanding partnerships with national governments, UN agencies, NGOs, private sector and research organizations

31. Best Practices Use of Technology Use appropriate technology for widest use and dissemination Use appropriate technology for widest use and dissemination Disseminate information products through multiple platforms and mechanisms ie. Internet, CD-ROM, diskette, hard copy, etc. Use appropriate technology for widest use and dissemination Disseminate information products through multiple platforms and mechanisms ie. Internet, CD-ROM, diskette, hard copy, etc. Use open data formats and inter-operable technologies Use appropriate technology for widest use and dissemination Disseminate information products through multiple platforms and mechanisms ie. Internet, CD-ROM, diskette, hard copy, etc. Use open data formats and inter-operable technologies Promote technology training and awareness

32. Information Management for Humanitarian Response We will now proceed with a short, 60 question exam on the presentation. Thanks for your attention! Just kidding! ;-)