TOPS/FSN Network Food Security Conference

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

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

3. 1. About McAID 1.1 Introduction McAID is a software database system. The title is the short form of Mother andChild Aid. It is an electronic centralized tracking and reporting system that facilitates program management to monitor program achievements over the program LOA. 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.

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 NoboJibon (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. 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. 2. CURRENT USES 2.1 Data Gathering McAID system is currently in use for the following primary data gathering needs - • Beneficiary Registration • Volunteer Registration • Service Records • Food Distribution • Commodity Accounting • Progress Monitoring • Monitoring Check List

6. Monthly Registration List FF does registration at McAID using Mobile where network is available 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 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 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. FF fills out registration format where network is not available FF filters appropriate selections Service

7. 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 Operation Next Level I/O from Smartphone I/O from Computer Previous Level 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. Service sessions are conducted on a monthly basis at community level Registration Service status reports are acknowledged by the I-P team leaders 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. Food Distribution

8. Service Importation Inventory Transaction Waybill AER Muster List Plan Reconstitution BL DAM Stack Card Survey Waybill Food Distribution Summary Summary Summary McAID output McAID Input Next Level I/O from Smartphone I/O from Computer Previous Level 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.

9. Deputy Chief of Party (DCOP) approves activity progress data online McAID aggregates results by month, quarter, year, upazila, district, or implementing partner Technical Coordinators verifies activity progress data online I-P Team Leader reviews activity progress data online Technical Officer M&E collects activity progress data and inserts into McAID online MIS unit inserts yearly targets for each I-R activities online McAID output McAID Input I/O from Computer 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. 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.

10. Source Age between 181 to 630 days Registration Date YES NO Age Date of Birth 2. CURRENT USES 2.3 Data validation at source Setting up cut off values, for data validation purpose, is flexible in McAID. It can be modified to fit operational contexts. Example Data Process Validation Decision 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. SO1 SO2 SO3 Mother and Child Health and Nutrition (MCHN) Improved health and nutritional status children under five years and pregnant/lactating women. Target Households: 186,930 Market-based Production and Income Generation (Livelihood) Poor and extremely poor households have increased production and income. Target Households: 80,000 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 2. CURRENT USES 2.4 Beneficiary Tracking….. 2.4.1 Nobo Jibon program interventions

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

13. ID refers basic information 0102050200000087 Name, Address, HH, etc 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. 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. ID refers associated interventions ID SO1 SO2 SO3 0102050200000087 a a 0304150100000199 a 0206500100004657 a a IDs are summarized to show performance Month SO1 SO2 SO3 January-2011 a a a February-2011 a x x March-2011 x a x 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.

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

16. Users SC HO/CMU Guests IPNGO Devices http:// Smart phone Desktop Laptop Data Center Firewall Router Server 2. CURRENT USES 2.6 Access to Data Center 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. Any internet-enabled computing devices including Smartphones can access McAID site through the URL http://119.148.6.44. A valid user can access at least all reports. Only authorized users can perform input or modification of the records.

17. McAID Data Center at SC HQ Firewall Router Server //agencyA/ProgramA //agencyA/ProgramB //agencyB/ProgramA //agencyB/ProgramB 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. HQ-MIS Agency B HQ-MIS Agency A Agency B: Communication Protocol http://119.148.6.44/agencyB/ProgramA http://119.148.6.44/agencyB/ProgramB Agency A: Communication Protocol http://119.148.6.44/agencyA/ProgramA http://119.148.6.44/agencyA/ProgramB Offline hub office PDAs with Offline McAID Offline & Online McAID Online hub office Smartphone with Online McAID Online McAID

18. McAID RnC Data Matrix Applied for various program data gathering Applied for Registration and Commodity accounting data gathering • Program • Question to define a variable • Period (Year, Month, Quarter) • Answer options • Enumerators • Response mode Step III Defining reports Step I Defining Program Basic • Response layers • Data types Step II Prepare Questionnaire • Enumerators vs Response layers • Sequence • Indexing • Skip rules • Derivatives (and scope) • Name of the report • Monthly, yearly, ad hoc • Display fields • Summary fields 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. Data Matrix

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

20. 5. CHALLENGES Challenges & Action/Recommendations Ongoing challenges Action/Recommendation 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. 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. 6. COST ($$$) Operation Cost (in USD) for McAID 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).

22. THANK YOU……