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McAID. McAID. an integrated information management system. TOPS/FSN Network Food Security Conference. September 19-23, 2011 Maputo, Mozambique. 1. About McAID. 2. Current uses. 3. Potential uses. 4. Experiences. 5. Challenges. 6. Cost ($$$). Content. 1. About McAID. 1.1 Introduction. - PowerPoint PPT Presentation
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TOPS/FSN Network Food Security ConferenceSeptember 19-23, 2011Maputo, Mozambique
an integrated information management system
McAID
McAID
Slide 2
Content
1. About McAID2. Current uses3. Potential uses4. Experiences5. Challenges6. Cost ($$$)
Slide 3
1.1 IntroductionMcAID 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 Generations1.2.1 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 Operations2.2.1 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
FF fills out registration format
where network is
not available
FF filters appropriat
e selections
VHC handovers selection
format to FF
Field Facilitator (FF) visits HH based on information on the
selection formatField Facilitator validates data
provided by VHC through physical
verification16 digit Identificatio
n number produced by McAID database.
Service
FF does registration at McAID
using Mobile where
network is available
Monthly Registration List
MIS 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 Operations2.2.2 Service Delivery and Food DistributionFor 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 status reports are
acknowledged by the I-P
team leaders
Registration
Food Distributi
on
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
Operatio
nNext
Level
I/O from
Smartphone
I/O from
Computer
Previous
Level
Slide 8
2. CURRENT USES
2.2 Data Sharing across Operations2.2.3 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.
Importation
Summary
AER
BL
Survey
Inventory
Waybill
Reconstitution
Stack Card
Summary
Transaction
Muster List
Plan
DAM
Waybill
Summary
Service
Food Distributi
on
McAID
output
McAID
InputNext
Level
I/O from
Smartphone
I/O from
Computer
Previous
Level
Slide 9
2. CURRENT USES
2.2 Data Sharing across Operations2.2.4 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
onlineTechnical
Coordinators verifies activity progress data
online
McAID aggregates results by
month, quarter, year, upazila,
district, or implementing
partner
MIS unit inserts yearly targets for each I-R activities
online
I-P Team Leader reviews activity progress data
onlineTechnical Officer
M&E collects activity progress data and inserts into McAID online
Slide 10
2. CURRENT USES
YES NOExample
ValidationProcess DecisionAge
between 181 to 630
days
2.3 Data validation at source
Source Data
Date of BirthRegistration Date Ag
e
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
SO1 Market-based Production and Income Generation (Livelihood) Poor and extremely poor households have increased production and income.Target Households: 80,000
SO2 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
SO3
Slide 12
2. CURRENT USES
2.4 Beneficiary Tracking…..
SO3373,470
2.4.2 Integration of Nobo Jibon strategiesSO1186,930A 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 recipientUnique 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 aID SO1 SO2 SO3
a0304150100000199
0206500100004657a
a aIDs are summarized to show performance
January-2011 aMonth SO1 SO2 SO3
aFebruary-2011
March-2011x
x 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/ProgramB
//agencyB/ProgramA
//agencyB/ProgramB
Agency A: Communication Protocol
http://119.148.6.44/agencyA/ProgramA
http://119.148.6.44/agencyA/ProgramB
Online hub
office
Smartphone
with Online
McAID
Online
McAID
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
PDAs with
Offline
McAID
Offline &
Online
McAID
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 Basic
? Question to define a variable? Answer options? Response mode? Data types? Sequence? Skip rules? Derivatives (and scope)
Step II Prepare Questionnaire
Applied for various program
data gathering
Applied for Registration and Commodity accounting data gathering
McAID
Data MatrixRnC
Data Matrix
? Name of the report? Monthly, yearly, ad hoc? Display fields? Summary fields
Step III Defining reports
Slide 19
4. EXPERIENCES
Increased
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.
Decreased 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 - 14,800Laptop per Hub Office 9 1,000 - 9,000 -Modems per Hub Office 9 - 70 - 630District database server systems 3 7,000 - 21,000 -Central database server systems* 1 7,000 20,00
0 7,000 20,000
Firewall, Antivirus* 1 7,000 7,000 7,000 7,000Operation (Recurrent cost)
Monthly activation Charge 1,200 - 5 - 6,000
Dedicated bandwidth 12 350 350 4,200 4,200Total 103,7
0052,43
0
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……
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