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

an integrated information management system

McAID

McAID

Slide 2

Content

1. About McAID

2. Current uses3. Potential uses

4. Experiences

5. Challenges

6. Cost ($$$)

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

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.

Slide 5

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 -

Slide 6

2. CURRENT USES

2.2 Data Sharing across Operations

2.2.1 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

Volunteer (VHC) visits beneficiary HH and fills out selection format

FF fills out registration format

where network is

not available

FF fills out registration format

where network is

not available

FF filters appropriat

e selections

FF filters appropriat

e selections

VHC handovers selection

format to FF

VHC handovers selection

format to FF

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

selection format

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

selection format

Field Facilitator validates data

provided by VHC through physical

verification

Field Facilitator validates data

provided by VHC through physical

verification16 digit Identificatio

n number produced by McAID database.

16 digit Identificatio

n number produced by McAID database.

Service

Service

FF does registration at McAID

using Mobile where

network is available

FF does registration at McAID

using Mobile where

network is available

Monthly Registration List

Monthly Registration List

MIS unit prints nutrition cardsMIS unit prints nutrition cards

McAID

output

McAID

Input

General

Next

Level

I/O from

Smartphone

I/O from

Computer

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 sessions are conducted on

a monthly basis at

community level

Service status reports are

acknowledged by the I-P

team leaders

Service status reports are

acknowledged by the I-P

team leaders

Registration

Registration

Food Distributi

on

Food Distributi

on

FF filters registered IDs on McAID using mobile who have attended service

sessions.

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 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

Slide 8

2. CURRENT USES

2.2 Data Sharing across Operations

2.2.3 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.

ImportationImportation

SummarySummary

AERAER

BLBL

SurveySurvey

InventoryInventory

WaybillWaybill

ReconstitutionReconstitution

Stack CardStack Card

SummarySummary

TransactionTransaction

Muster ListMuster List

PlanPlan

DAMDAM

WaybillWaybill

SummarySummary

ServiceService

Food Distributi

on

Food Distributi

on

McAID

output

McAID

Input

Next

Level

I/O from

Smartphone

I/O from

Computer

Previous

Level

Slide 9

2. CURRENT USES

2.2 Data Sharing across Operations

2.2.4 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

online

Deputy Chief of Party (DCOP)

approves activity progress data

online

Technical Coordinators

verifies activity progress data

online

Technical Coordinators

verifies activity progress data

online

McAID aggregates results by

month, quarter, year, upazila,

district, or implementing

partner

McAID aggregates results by

month, quarter, year, upazila,

district, or implementing

partner

MIS unit inserts yearly targets for each I-R activities

online

MIS unit inserts yearly targets for each I-R activities

online

I-P Team Leader reviews 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

Technical Officer M&E collects

activity progress data and inserts into McAID online

Slide 10

2. CURRENT USES

YES NO

Example

Example

ValidationProcess Decision

Age between

181 to 630 days

2.3 Data validation at source

Source Data

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

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

SO1SO1 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

SO2SO2 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

SO3SO3

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2. CURRENT USES

2.4 Beneficiary Tracking…..

SO3373,470

2.4.2 Integration of Nobo Jibon strategiesSO1186,930

A 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.

Slide 13

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.

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 a

ID SO1 SO2 SO3

a0304150100000199

0206500100004657

aa a

IDs are summarized to show performance

January-2011 a

Month SO1 SO2 SO3

aFebruary-2011

March-2011

xx a

aa

xx

Slide 15

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

Slide 16

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.

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/ProgramA

//agencyA/ProgramB//agencyA/ProgramB

//agencyB/ProgramA//agencyB/ProgramA

//agencyB/ProgramB//agencyB/ProgramB

Agency A: Communication Protocol

http://119.148.6.44/agencyA/ProgramA

http://119.148.6.44/agencyA/ProgramB

Online hub

office

Online hub

office

Smartphone

with Online

McAID

Smartphone

with Online

McAID

Online

McAID

Online

McAID

HQ-MIS

Agency A

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

Offline

hub office

PDAs with

Offline

McAID

PDAs with

Offline

McAID

Offline &

Online

McAID

Offline &

Online

McAID

HQ-MIS

Agency B

HQ-MIS

Agency B

Slide 18

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 BasicStep I Defining Program Basic

? Question to define a variable? Answer options? Response mode? Data types? Sequence? Skip rules? Derivatives (and scope)

Step II Prepare QuestionnaireStep II Prepare Questionnaire

Applied for various program

data gathering

Applied for Registration and Commodity accounting data gathering

McAIDMcAID

Data MatrixRnC

Data Matrix

? Name of the report

? Monthly, yearly, ad hoc

? Display fields

? Summary fields

Step III Defining reportsStep III Defining reports

Slide 19

4. EXPERIENCES

IncreasedIncreased

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.

DecreasedDecreased 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).

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 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.

Slide 21

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 - 14,800

Laptop per Hub Office 9 1,000 - 9,000 -

Modems per Hub Office 9 - 70 - 630

District database server systems 3 7,000 - 21,000 -

Central database server systems* 1 7,000

20,000 7,000 20,000

Firewall, Antivirus* 1 7,000 7,000 7,000 7,000

Operation (Recurrent cost)

Monthly activation Charge1,20

0 - 5 - 6,000

Dedicated bandwidth 12 350 350 4,200 4,200

Total 103,700

52,430

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).

Slide 22

THANK YOU……