Ukraine FSC Training on FSC IM Tool 12 March 2015 OVERVIEW OF THE TRAINING • • • • • What is the FSC? Why a FSC IM Tool? FSC Reporting Reporting Planned Activities Reporting Monthly Actuals using the FSC IM Tool • Reports and Maps • Actual Monthly Update Matrix What is global Food Security Cluster? https://www.youtube.com/watch?v=x2wifpLS-Ig Food Security Cluster Information Management When an emergency strikes, among the responsibilities of a country-level Food Security Cluster is to: Coordinate partner responses to ensure that planning and implementation of food security responses avoid gaps and duplications, and are comparable and timely to affected populations. Information Management is essential 4. FSC Information Management Role of IM Officer • Fundamental to the job is the ability to collect and analyse data as well as to present information in a way that is easily understood by the cluster members. • Sometimes this is through graphic means such a mapping but also through tables, charts, and narrative writing. Other times it involves discussing the information directly with the decision makers. Why a FSC IM Tool? MANY FSC CLUSTERS Why a FSC IM Tool? MANY DIFFERENT TEMPLATES 5. FSC Information Management Tool The Purpose of the FSC IM Tool • Make data collection, processing and response analysis globally comparable and standardized • Make setting up a country-FSC IM System faster • Allow Global Support Team provide support more efficiently (standardized systems) • By producing project reports and maps the IM tool will visualize gaps and overlaps of partner responses • Forward-looking (planning info), allows for more detailed analysis • Confidentiality Avoid duplication of humanitarian assistance, especially considering issues of food availability, access and utilization. Consistent information sharing will facilitate project tracking and monitoring, and result in evidence based decision making for strategic intervention and improved implementation. History of Tool Development • Based on Somalia Food Security Cluster IM Tool (first version in 2011), and South Sudan IM Tool, now taken to global scale 5. FSC Information Management Tool Users • • • • Country-level Food Security Clusters Partners Donors User support at global level FSC Reporting Why report to FSC? Enhanced coordination: gaps and response Automated analysis of activities via IM tool Accountability to donors Reporting Inclusion into FSC products (3W Maps) Requirement for HRP FSC can advocate for members FSC Reporting Who should report to FSC? Example1: DFID- WFP – Cooperating Partner Example 2: USAID – NGO 1 Example 3: Consortium: ECHO – NGO 2 as Lead – NGO 3 as sub-awardee FSC Reporting Who should report to FSC? Example1: DFID – WFP – Cooperating Partner PRINCIPAL RECIPIENT Examples 2: USAID – NGO 1 Example 3: Consortium: ECHO – NGO 2 as Lead – NGO 3 as sub-awardee FSC Reporting Assessments Analysis and Advocacy Actuals Targets Planning Information FSC Reporting Assessments Analysis and Advocacy Partners Responsibility to FSC Actuals Targets Planning Information Planning Information Assessments Analysis and Advocacy Actuals Targets Planning Information Planning Information What? - Planning Matrix Template When? - Whenever an agency has new activities - Whenever plans are modified How? - Complete Planning Matrix template and submit to firstname.lastname@example.org, cc email@example.com Planning Information Partners complete a planning sheet, using the planning matrix for each planned activity in their overall programme. Cluster IMO enters planning information in the IM Tool. FSC Strategic Objective Ensure immediate access to food for the most vulnerable groups affected by the conflict Priority Activity Category 1. Provision of food, cash/vouchers to targeted beneficiaries 2. Provision of agriculture inputs (animal feed, spring and vegetable crop packages) Planned Inputs Input Unit of Measure Input Type Input Class Planned Quantity per Beneficiary Unit Input MAIZE (SEED) CSB+ OIL VACCINE Unit of Measure KGS KGS L DOSES Input Type IMPROVED Input Class CERTIFIED Planned Quantity per Beneficiary Unit RABBIES 15 8 3.6 1 Practicum Practice completing the planning matrix: Organization: Your organization Priority Activity Category: Provision of food, cash/vouchers to targeted beneficiaries Activity Description: Distribution of Food Response Purpose: Relief Start Date: February 2015 Modality: Food End Date: May 2015 Rural/Urban: Rural and Urban Funding: Completed Targeted Beneficiary Groups: Hosts/Residents Donor: Undisclosed Unit of Counting: Individuals Strategic Objective: Ensure immediate access to food for the most vulnerable groups affected by the conflict Input: Standard Food Basket Monthly Reporting Assessments Analysis and Advocacy Actuals Targets Planning Information Monthly Reporting When? Reporting deadline: 10th of each month. e.g. From the 1- 10th partners should submit the actual values for the interventions that were implemented during the previous month. Log In Managing the IM Tool 1) URL: https://imtool.foodsecuritycluster.net/ 2) Username/Password (case sensitive) to log in. 3) My Account: Change Password/Email Address Actual Monthly Update > Select Operation Actual Monthly Update > Select Operation Actual Monthly Update > Update Beneficiaries & Livestock Reached Actual Monthly Update > Update Beneficiaries & Livestock Reached Actual Monthly Update > Nothing to Report for the month Practicum Login with your credentials: https://imtool.foodsecuritycluster.net/ Username: yourname Password: Yourname123 (e.g. Marisa123) Practicum • Enter actuals for: Activity:“Distribution of Food: February 2015 – May 2015, Food” Month: February 2015 Geographical areas: Volnovaskyi: 500 Artmivsk: 550 Sloviansk: 350 Reports 1) Planned Response by geographic area 2) Partner Actual Response by geographic area 3) Target Report by geographic area Reports > Planned Response Reports > Planned Response (by Response Purpose) Reports > Planned Response (by Modality) Reports > Partner Actual Response (by Response Purpose) Reports > Target Report Reports/Maps 1) Actual/Planned: Beneficiaries by geographic area • By Response Purpose, FSC Strategic Objective, Modality, Targeted Beneficiary Group 2) Actual/Target: Beneficiaries by geographic area • By Response Purpose, FSC Strategic Objective, Modality, Targeted Beneficiary Group • Aggregation of strategic objectives for all reports/maps when applicable Report > Actual/Planned Map > Actual/Planned (by response purpose) Map > Actual/Planned (by Strategic Objective) Report > Actual/Target Map > Actual/Target Practicum • Pull up reports and maps for your agency. • Export data to excel Actual Monthly Update Matrix As an alternative to the IM Tool, partners may submit monthly updates through the actual monthly update matrix. Way Forward • Monthly Planning Matrix to be sent to: firstname.lastname@example.org, cc email@example.com • Actual monthly updates entered by partner in the IM Tool • Deadline: 10th of following month • For Support Contact: FSC IMO, Frankline Echerue firstname.lastname@example.org Thank you!