Toolbox #2

Implementation

Why do the toolbox?

Checklist TOOLBOX 1- SELF ASSESSMENT   TOOLBOX 2- IMPLEMENTATION TOOLBOX 3 - USING YOUR INFORMATION

✔

These tools are based upon the rich experiences of people and organizations that have used the Ushahidi instance. The following toolboxes are crucial to your success!

Toolbox #2 Implementation

This toolbox will help you implement your project using the Ushahidi/Crowdmap instance : •  Review of your work from Toolbox #1 •  Choosing the platform that will work best for your project (Ushahidi or Crowdmap) •  Understanding and planning roles and responsibilities •  Think about information inflows and outflows •  Plan a verification process that will link directly to action •  Create a marketing plan •  Build a feedback loop •  Plan for a volunteer team •  Plan and implement training for your members and partners

Project  Goal/Objec/ves/an/cipated  impact  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  Reasons  for  mapping  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  Partnerships  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  Informa/on/Communica/on  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  Marke/ng  Media  Plan    ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  Technology  Assessment    _______________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  ________________________________________________________________________________________________________________  

The  database  will  auto-­‐generate  the  following:    

I  would  like  to  make  changes…    

Let’s  move  on!    

Before moving into toolbox 2, here is a review of your work from the assessment toolbox….

   

•  Allows  you  to  set  up  your  own  deployment  of  the  Ushahidi  Pla?orm  without  having  to  install  it  on  your  own  web  server  

•  Does  not  require  installaCon  •  Fastest  and  simplest  installaCon  of  the  Ushahidi  pla?orm.  •  Built  to  handle  informaCon  coming  out  of  a  crisis.  •  No  need  for  a  developer  •  Fewer  plug-­‐ins  •  Open  data  /  unable  to  password  protect  

 Learn  more  on  the  website  

Which one will work best for you project?

TIPS: A technology developer (or tech savvy person) can install your Ushahidi instance and you or other team members can install Crowdmap. There is a very comprehensive Ushahidi User guide, that will help take you every step of the way.

Choosing the platform that will work best for your project

     •  A  pla?orm  for  organizaCons  with  more  tech  experience.  •  Needs  to  be  downloaded  to  your  own  server  •  A  good  fit  for  a  project  that  has  tech  experience  and  

developer  support.  •  Allows  for  customizaCon.    •  You  can  own  the  data    

Check  out  the  demo…..    

TIPS:  Community  users  believe  that  defining  roles  and  responsibiliCes  early  in  a  Ushahidi  project  is  very  important  to  it’s  success.    

Let’s  collaborate!    STOP  HERE  and  consider  having  a  workshop  with  your  partners  and  audience  to  agree  upon  

roles  and  responsibili@es  for  your  project!!!  

Planning roles and responsibilities for your project will depend on the size of your project. Choose the option that best fits your project:

LARGE    

medium    

small  

Planning  a  country-­‐wide  project,  one  that  involves  many  partners,  or  will  be  collecCng  large  amounts  of  informaCon  

Crisis  Mapping  à  HaiC,  Libya  ElecCon  Monitoringà  Kenya/Uganda  

Planning  a  small  audience  outreach  program  to  collect  and  share  with  a  single,  specific  community  

Unsung  Peace  Heroes/Building  Bridges      

Short-­‐term  deployment  with  one  to  three  volunteers.  Lower  targets  for  volume  and  outreach.  

 I  Vote  Because  -­‐  hZp://ivotebecause.ca/    

Understanding Roles/Responsibilities

Here are some example roles from other deployments:

1)  To the right examples- ->

Example TOR’s Leadership Lessons Learned Roles in Crisis icon     Roles in Election

Monitoring

Project  Manager  (PM)   Responsible  for  keeping  the  coordinators  up  to  date  on  the  project,  monitor  acCviCes,  and  communicate  what  needs  to  be  done  for  the  project.  Will  organize  meeCngs,  dra_  agendas  and  reports.      

Admin  Coordinator   Has  direct  access  to  the  Ushahidi  pla?orm  and  is  responsible  for  overseeing  the  approval  of  reports.  Selects  a  small  team  with  access  to  this  site.  Will  be  responsible  for  idenCfying  mistakes  in  reports.    

Technology  Coordinator   O_en  a  technical  advisor  who  is  responsible  for  managing  all  technical  problems.  For  example,  will  change  categories,  basemaps,    &  sms  syncing  programs  Works  with  a  PHP  Developer  and/or  GIS  expert.  Not  all  projects  require  a  PHP  or  GIS  expert,  especially  if  you  are  using  Crowdmap.    

Volunteer/Training  Coordinator   He/she  will  keep  track  of  the  volunteers  and  will  coordinate  the  division  of  volunteers  (ex,  mappers,  monitors  and  admins).  Requires  three  different  tasks:  recruiCng,  training  and  coordinaCng.      

Media/Outreach  Coordinator   Responsible  for  the  pla?orm  messaging  to  the  crowd/community  and  media  and  manages  relaConships  with  journalists  and  general  media  in  general.  You  may  have  two  people  on  this  team  one  for  the  community/crowd  and  another  for  the  media/journalists.  Works  closely  with  the  PM  on  the  media/outreach  strategy.  

Emergency  Response  Coordinator   For  Crisis  related  Projects:  Responsible  with  a  team  to  constantly  monitor  and  process  reports  to  idenCfy  emergencies  and  to  provide  informaCon  to  responders.  Communicates  closely  with  the  project  manager  or  core  team.    

This  is  not  a  complete  list!  Consider  having  a  workshop  with  your  partners  and  audience  to  agree  upon  roles  and  responsibili@es  for  your  project!!!  

Understanding Roles/Responsibilities (large project example)

Role    (drop  down  box+  write  in)   Partners  (drop  down  box+  write  in)     Responsibility  (write  in)     Tasks  or  Specidic  act    (write  in)-­‐      

Community users from other deployments recommend a leadership team. Who will be part of your leadership team?

Planning Roles and Responsibilities

Job TOR’s Partner Agreements (MOU, etc.)

Learn more… icon     TOR job description

When  responding  to  a  crisis,  you  will  likely  need  to  plan,  recruit  volunteers,  and  build  partnerships  at  the  same  @me.    We  recommend  the  following  resources:    -­‐   The  StandbyTaskForce-­‐  hZp://blog.standbytaskforce.com/    -­‐   The  CrisisMappers  Network  www.crisismappers.net/        -­‐   The  Ushahidi  Manual    -­‐   wiki.ushahidi.com  

Planning Roles and Responsibilities Crises and Emergencies

One  of  the  most  appealing  reasons  to  use  Ushahidi/Crowdmap  is  the  potenCal  to  improve  communicaCon  and  informaCon  flow  between  groups  &  to  improve  knowledge  among  communiCes  and  to  help  people  make  decisions.  The  next  few  slides  will  help  you  create  the  informaCon  flows  using  Ushahidi/Crowdmap,  but  first  think  about  how  you  will  analyze  and  feedback  informaCon:    1)  How  will  you  analyze  your  informaCon?  

   2)  How  will  you  feedback  informaCon?    

Planning Information & Communication Flows

Examples  

Ushahidi  or  Crowdmap  Pla?orm  

The ‘crowd” or public community People who will freely send in information from an open community who are unknown to the program . For example; affected people during a crisis, citizens during an election. (need more examples here!)

A trusted or bounded community Individuals or Groups that are part of the community and also part of known set of reporters to the platform. For example: NGO workers reporting to a UN system, election monitors reporting into the system. Pre-identified trusted community members sending in human rights information, and even known first responders during a disaster.

Partners  who  will  send  &  receive  

informa@on  

Other organizations/partners- Organization that are partners involved in the program. This can be the organization that represents a bounded community (ex. Election monitoring group, UN Cluster, consortium) They can also be organization that wish to received analyzed information as well. ( Media/Journalists)

Ushahidi/Crowdmap Platform- This is where information from the group above will come into and will also be the location where analyzed or processed information may come from. Within this platform there may be more people involved to process/analyze and present information back to the wider community. Remember that on major part of the platform is internet and web-based!

Planning Information & Communication Flows Examples of the parts and groups that will help make up your information system

Determining information flows in the Usahahidi instance

Ushahidi/Crowdmap  Pla?orm  

Ushahidi  Map/Website  categories    layers    reports    staCsCcs  

 

Partners  who  will  send    

informa@on  

Other  groups  such  as  interna@onal  media  

Your thoughts?

EXAMPLES  

UNDP/OCHA COLOMBIA HAITI CRISIS MAP LIBYA CRISIS MAP

Planning Information & Communication Flows

Incoming Information Feedback loops and return of information

(is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? ) Drag your partners/group into the shapes- (auto-generated from assessment)

Add more partners….

Drag the arrows to show where the information will enter

Planning Information & Communication Flows Create the information flow and system that will best fit your project

Here  is  a  recap  of  your  informaCon  communicaCon  strategy  from  the  assessment  toolbox  

How do you plan to collect information the information you wish to map on the Ushahidi platform?

List the specific types of information that you will collect for your project:

make  changes    

Let’s  move  on!    

Information / Communication

     Face  to  Face       Radio       Other________________       Other________________  

     Email       Call  Center       Voice  Message       Facebook  

     SMS       Web       TwiNer       Smart  phone  apps  

Informa/on     How  will  it  be  collected?  

 (drop  down  or  write  in..)  

XXX  camp   sms,  phone  

XXXX  hospital   sms,  phone  

CATEGORY  

Camp  LocaCons  

Hospital  (funcConing)  

How  will  this  informa/on  be    categorized?  

Informa/on     How  will  it  be  communicated  out?    (drop  down  or  write  in..)  

Refugee  camp  locaCons  in  X  region   UN  cluster  map,  SMS  alert,    

FuncConing  hospitals  in  Y  region   UN  Health  map,  Cluster  meeCng  

How  will  this  informa/on  be  communicated  out?  

EXAMPLE: You are quickly setting up a crisis map. Your goal is to identify the location of refugee camps to share who/what/where maps and share information about hospitals/ and clinics at UN Cluster meetings so organizations can plan shelter and health services.

The information for the UN meeting will be maps with refugee locations and functioning hospital locations

Categories you can create are “Camp Locations” and “Hospitals (functioning)”

Now think about how this information will feasibly be collected. a) crowd information b) NGO individuals reporting into the system.

1  

2  

3  

1  2  3  

Information & Categories Before creating / choosing categories, first understand how you will use the information

Add information types to the diagram that you just created

Have  you  completed  the  feedback  loop?  More  /ps…..  

(is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? ) Drag your information types next to the red and green arrows above (auto-generated from assessment)

.

Schema@c  diagram  from  Slide  11  inserted  here.    

Informa/on    OUT  (drop  down?)    

Auto  inserted  from  slide  13  

As  above  

Informa/on  IN  (drop  down)  

Auto  inserted  from  slide  13  

As  above  

Adding Information & Feedback Loops

Action & Response

Here are some ways that deployments have verified information: • You have the information from multiple reliable sources • You have two or more text messages from different phone numbers about the same incident. • Someone on your team has spoken with the person on the ground to get more detailed information about the report. • On of the providers of information is a partner or part of your “trusted network”

What is a trusted network?

Twitter challenges

Example verifications icon     The Guide to

verification

What  will  be  the  rules  to  verify  a  report?  (enter  text  here)        If  you  have  large  numbers  of  reports  coming  in  all  at  once,  how  will  you  prioriCze  which  ones  to  verify  quickly?        How  will  you  train  your  teams  on  how  to  verify?  (enter  text  here)      TIPS: If there is any doubt about a report, a good first step would be to mark the report as unverified, until you have the opportunity to investigate further.

Verifying Information One of the challenges of using a crowdsourcing tool is verification. When information enters the Ushahidi/

Crowdmap platforms you or your team will need to verify and confirm reports.

TIPS: How large is the area that you will place information on the map? (country, region, city, community)?

Consideration #1: What is the scope or size of your project. Do you plan to collect information for an entire country, a city, or just a community?

Consideration #2: Is there a map that exists of the areas that you are interested in? Some maps services may not have the area mapped. You should always check. If it does not exist? What are the next steps? What are your options? Ushahidi has 4 available providers, if you have a developer you can have them add another map to better fit your needs. The only customizable map is OpenStreetMap (OSM) Check out the following map providers here:

I  can’t  find  a  map  for  my  project  …..    Visual  Earth  

Choosing the Right Map When  using  Ushahidi  or  Crowdmap  your  verified  reports  will  be  placed  on  a  map.  

You  will  need  to  choose  a  map  that  best  fits  the  needs  of  your  project.  

If your project involved receiving messages from the “crowd” or the open community, it is very important that you have a clear message and strategy about what type of information you would like people to send in, and for what purpose you will be using the information.

Here  are  some  things  to  think  about:      HOW  DO  PEOPLE  ALREADY  BROADCAST  INFORMATION  TO  ONE  ANOTHER?  Think  about  the  ways  that  people  communicate  with  one  another  about  informaCon.    If  the  community  that  you  want  to  send  in  message  watches  television,  reads  the  newspaper,  or  listen  to  the  radio,  this  may  be  a  very  effecCve  way  to  inform  people  of  your  project  and    why  you  want  them  to  send  you  informaCon.      KEEP  IT  SIMPLE  Don’t  forget  about  face  to  face  communicaCons!    Think  about  how  people  can  spread  the  word  in  local  meeCngs,  through  community  leaders,  and  other  basic  communicaCon  pathways.      TRUST    If  you  are  asking  people  to  provide  sensiCve  informaCon  how  can  you  create  trust  so  that  they  will  feel  safe  and  comfortable  to  provide  informaCon?  Who  will  help  you  achieve  this?  (community  leaders,  etc)  and  how  long  will  it  take?    TIMELINE  Think  carefully  about  the  Cme  it  will  take  to  launch  your  campaign.    If  you  are  planning  on  using  different  media  plan  for  Cme  to  contact  radio  staCons,  money  for  prinCng  fliers,  and  more  Cme  to  build  relaConships  and  trust  with  community  leaders  who  may  promote  your  project.      SMS  USE  The  presence  of  mobile  networks  does  not  always  mean  that  people  will  easily  and  freely  SMS  text.  If  you  expect  most  of  your  informaCon  to  come  by  SMS  ,  invesCgate  whether  or  not  people  are  literate,  feel  comfortable  texCng,  etc.      COST    Although  using  more  media  channels  increase  your  campaign,  it  will  likely  also  increase  the  cost  of  your  project.    One  inexpensive  and  very  effecCve    way  is  to  use  community  leaders  and  community  organizaCons  but  this  requires  Cme  and  trust-­‐  which  you  may  not  always  have  especially  during  an  emergency  or  crisis.        

TIPS:  Many  users  believe  in  the  importance  of  advance  outreach  via  media  coverage,  adverCsing,  workshops  &  demonstraCons.  

Messaging / Campaign How will people find out about your initiative?

The specific words that you use in your campaign message will not only determine the type of messages you received, but will also influence the expectations of the users or “crowd”. Here are some examples of successes and challenges.

Needs    Accurate  Content  here!  

This  message  generated  thousand  of  messages,  but  one  of  the  challenges  was  the  large  number  of  needs.  In  addiCon  many  people  believed  that  if  they  texted  in  their  need,  that  there  would  always  be  a  response.    

This  web  banner  was  one  of  many  message  that  Building  Bridges  use  to  have  people  map  peace  iniCaCves  around  the  world.  

Needs  content  here  for  snowmageddon  

MORE  EXAMPLES  

The Message What will you actually say?

HERE  ARE  SOME  THINGS  TO  THINK  ABOUT    • If  you  decide  not  to  respond,  then  it  is  extremely  important  that  you  make  this  clear  to  your  audience  to  ensure  that  there  are  no  expectaCons  around  the  project  or  that  there  is  no  informaCon  gathering  system  that  you  cannot  or  are  not  set  up  to  meet.    

• How  will  you  ensure  that  there  are  not  expectaCons  around  the  project  or  informaCon  gathering  system  that  you  cannot  or  are  not  set  up  to  meet?  

• Do  you  have  a  communicaCon  plan  when  you  are  unable  to  fulfill  the  promise  of  response  that  you  messaged  out  in  the  past?    

• How  will  you  return  the  informaCon  to  the  community/local  district/those  who  provided  so  that  they  can  use  it  for  decision  making  or  program  intervenCon?  

HERE  ARE  SOME  EXAMPES  OF  USER  EXPERIENCES    (please  help  with  content  here!!!)    

TIPS: There are different ways to manage expectations, like conducting local media campaigns, or sending automatic responses to messages saying "thank you for message, now the message will be processed", and so on. (Anahi)

Managing the Expectations of your Partners & Audience When using the Ushahidi/Crowdmap platform, people often expect a response

How will people find out about your initiative? What communication pathways will you use?

TIPS:  If  you  have  Cme,  we  recommend  that  you  touch  base  with  your  partners  and  users  to  see  how  they  will  interpret  your  message.    

Write down some sample messages that you will you for your campaign

How will you manage expectation from communities and the crowd?

Messaging / Campaign How will people find out about your initiative?

Volunteers / Data Handling Team The human resources needed to run the platform

To be completed soon. Please add ideas here!

Training

THANK YOU FOR COMPLETING TOOLBOX #2!

Please save this file and add your name to the title, then return it to support@ushahidi.com or wiki.ushahidi.com

You will receive a report from Toolbox #2 to use in your project.

In your email please send comments on how you would like this tool improved or changed!

Thank you for being a very important part of Ushahidi’s User community!

Appendix

Local  AssociaCons  

     Local  Responders-­‐  police,  redes  social        Agencies/Intl  Orgs-­‐  PDP,  defenseria,  NGO,  UN  

Key  node(s)  -­‐ Trusted  by  community  -­‐ Trusted  by  the  system    Community  

Individual(s)   Pla?orm  SIHCE  SIDCE  

Key  Components  -­‐ Fact  -­‐ Request  -­‐ DocumentaCon  -­‐   Proof  of  Support  

PlaYorm  Administrators  -­‐ Informa@on  management  -­‐ Maintain  flow  of  informa@on  from  nodes  to  commiNee  -­‐   technical  knowledge  to  maintain  plaWorm  infrastructure  

Government  -­‐ Governor  -­‐ Secretariats  -­‐ Advisors      

Public  Advocacy  RecommendaCons  

Rapid  response  CommiZee  -­‐ validate/monitor/and  analyze  informaCon  -­‐   local  organizaCons  rapidly  respond    -­‐ Coordinate  &  collecCvely  present  informaCon  to  government  -­‐ key  representaCve  of  organizaCons  

-­‐     

CollecCve  Report  

Policy  

Monitoring  

Individual  Agency  Recommenda/ons  

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