key aspects of the different information systems presentation

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Unit: Food Security Information Systems and Networks Lesson 3: Improving Food Security Information Systems

Key aspects of the different information systems

concerned with food security analysis

Magdi Latif Regional Knowledge and Information Management Officer

Partnership, Advocacy and Capacity Development Department

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INTRODUCTION

Decision makers need access to reliable and up-to-date information on the overall food security situation. This lesson will help you to assess key aspects of the different information systems concerned with food security analysis. It also presents a ‘process’, which can be adapted to take into account the country specific context.

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PLANNING THE ASSESSMENT

Information needs are continually changing: the depth of information needs has

increased. (There is more awareness of the linkages between nutrition, food security and livelihoods). The need to understand the dynamic

aspects of food security has also increased.

The assessment process needs to examine the links between the provision of information and its use.

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Now it is also important to understand: the institutional context and capacities within which information systems or networks operate; the relationship between information generation and action.

INFORMATION GENERATION

In the past, the major focus of the development of Food Security Information Systems has been on the technical aspects of information systems.

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In order to understand the relation between information generation and action, an assessment should also explain:

INFORMATION GENERATION

The decision making processes around food security actions

Who the key stakeholders and decision makers are

If and how information is used for making those decisions

To what extent the information provided is demand-driven, which is an essential aspect for the sustainability of the FSIS.

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Are in-country food security information systems efficient, effective and relevant to changing circumstances?

The assessment process should answer important questions such as:

Do they meet information needs?

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1) Assessing the demand for food security information

3) Comparing demand and supply to identify limitations, overlaps and gaps

2) Assessing the existing supply of food security information

4) Assessing the institutional environment

5) Developing a strategy to strengthen the food security information systems

Steps in this assessment process are:

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Example. The creation of a team to assess the national food security information systems leading to the definition of a strategy and operational work plan at country level. This action plan should: • focus on the key strengths and opportunities in the existing systems that need to be protected and promoted, and • prioritize the key weaknesses and constraints that need to be addressed.

Who should be invited to participate in the team?

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The assessment will provide. a common vision for the future orientation

and policy linkages of the information network; options for coordination mechanisms.

This should lead to a consensus on: how to improve the quality of information; and how information can be better used.

(to guide the actions most relevant to different country contexts).

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ASSESSING THE DEMAND

STEP 1: Assessing the demand for food security information

Example: droughts and poverty – short term versus long term concerns Note: Different food security interventions may be needed in countries where food insecurity is primarily the consequence of recurrent shocks (such as drought) as opposed to countries where chronic poverty is a primary cause of hunger. Different types of food security information will be needed to support decisions on interventions.

Starting point: an analysis of the national food security situation. By reviewing the incidence, nature and causes of food insecurity and

vulnerability, you should understand the priorities for food security policy and programme formulation. You should then identify the related information needs.

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Different stakeholders may interpret and see food insecurity differently..

The needs expressed by the stakeholders highlight different food insecurity concerns.

It is necessary to establish a consensus that accommodates all valid perspectives.

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The analysis of the national food security situation should help to identify key areas of concern, where food security interventions may be needed.

The assessment team must now determine:

who the key actors in responding to the food security situation are; and what their primary information needs as users of

the food security information system might be.

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For more information, please see the Annex “Stakeholder analysis”. It can help to identify and rank the main user groups.

• Policy makers & their advisers in government

• Government officials, parliamentarians and their technical staff at the national/sub-national level

• Local government authorities

• Civil society

• The donor community

• Mass Media

• Researchers

• Training institutions

• Private sector

Who are the primary users of a food security information system?

The demand for information comes from a diverse group of stakeholders:

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The team will then need to identify and prioritize the major types of information that these user groups require.

Information priorities for different user groups

User groups Information priorities & frequency

How adequate and accessible is current information

Primary Users e.g. Policy makers

Secondary Group e.g. Mass Media

Tertiary Group e.g. Civil Society

The information captured during the discussion can be presented in a table:

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ASSESSING THE SUPPLY

You need to assess: quality, timing, and format

in which food security information is made available in the country.

STEP 2: Assessing the existing supply of food security information

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Make a general inventory of existing food security data and information. In fact, each country will have different types of information systems, generating different information products, which need to be described.

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For each of the providers of food security-related data and information identified, the following assessment criteria should be covered:

Purpose for which data and information is collected or analyzed

Coverage and level of disaggregation

Types of data collected

Periodicity and coverage of data collection

Data management procedures

Information products

Means of communication

Main users

Financing arrangements

Strengths and weaknesses

Please see Annex “Data Sheet”, to look at an example on how to record this information.



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COMPARING INFORMATION DEMAND WITH SUPPLY

The assessment team should analyze the information produced against the articulated users’ information needs. This analysis should answer the following key questions:

STEP 3: Comparing demand and supply to identify limitations, overlaps and gaps.

Is data/information missing and/or overlapping?

What are the limitations of the information supplied to the users?

Is the data/information appropriate to the users’ needs?

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User-Producer Matrix

Name of information system

Output generated

What are the user groups’ information needs?

Is it appropriate to the users’ needs?

Identified Information system e.g. Nutrition

Identified Information system e.g. Health

A matrix can bring together the results of the demand side analysis with the supply side analysis:

COMPARING INFORMATION DEMAND WITH SUPPLY

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ASSESSING THE INSTITUTIONAL ENVIRONMENT

The team looks at institutional roles and responsibilities. An analysis of the institutional environment should consider:

STEP 4: Assessing the institutional environment

The institutional mandates

Mechanisms for Information sharing

The degree of integrated analysis among institutions

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An assessment of institutional mandates and inter-institutional linkages will reveal gaps and/or duplication in roles and activities.

Please see Annex “Institutional Mechanisms and Mandates ”, for a checklist of questions can help you analyze institutional mandates and inter-institutional linkages.

Which institutions have a mandate for food security policy development and implementation of food security activities?

Is there is an institution that has the mandate to serve as the focal point for food security activities?

Is inter-sectoral work seen to add value to the work of individual institutions?




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Given the cross-sectoral nature of food security issues, information should be shared among institutions for integrated food security analysis.


Mechanisms for Information sharing

Please see Annex “Information sharing among institutions and organizations ”, for a checklist of

questions can help you analyze the degree of information sharing and the constraints to improved cooperation.




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Even if there is a culture of information sharing, there is still a requirement to provide an integrated analysis.


Integrated analysis

Please see Annex “Integrated analysis for food security information ”, for a checklist of questions

can help you assess the current arrangements for joint analysis and identify opportunities for improving this collaboration.




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DEVELOPING A STRATEGY

All the previous steps in the process should provide the basic material to develop a strategy to strengthen national food security information systems.

STEP 5: Developing a strategy to strengthen food security information systems

Please see Annex “SWOC analysis ”, for more information.

One useful tool for synthesizing the evidence gathered and drawing out recommendations is to conduct a SWOC analysis.




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Recurrent themes from assessments in many countries have been identified. These include:

Institutional constraints

Technical constraints

Financial constraints

Lack of political commitment

Examples of possible activities might include: •Institutional changes to achieve greater integration within and across sectors and ministries •Initiatives in the areas of data collections & management •Use of new technology •Human capacity building •Investments in new equipment and software


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The successful implementation of such a strategy for strengthening food security information systems is highly dependent on the commitment of key political decision-makers to provide adequate and continued support.


Key components of a strategy to strengthen FSIS include defining:

• A priority set of data and information outputs, coverage, and periodicity

• An institutional framework and coordination mechanisms

• An action plan, budget and identification of available resources

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EXAMPLES OF FSIS ASSESSMENTS AND RECOMMENDATIONS

A typical assessment report might include the following sections:

Background and introduction

Summary of situation analysis of food security and vulnerability concerns

Users’ information needs

Institutional mandates for food security and vulnerability information

Inventory of stakeholders: information producers and users

Priority gaps and weaknesses in meeting priority information needs

You may look at examples from Lesotho, Samoa, Fiji (pdf documents) to see how food security information systems have been analyzed, and the type of recommendations that have been made.

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SUMMARY

An assessment of a food security information system should start by analyzing the overall food security situation in the country and identifying the range of stakeholders with the power and interest to improve food security. You need to examine what data and information these users need to support

their decision making. Next you should make an inventory of data and information provided by

existing information systems, assessing quality, timing and format. A comparison of the users’ information needs with the supply of data and

information will identify gaps, overlaps and redundancies. You should also consider institutional mandates and inter-institutional

linkages, and the opportunities for integrated analysis. This assessment should then form the basis for developing a strategy to

strengthen the food security information systems and/or networks.

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LEARNING OBJECTIVES

At the end of this lesson you will be able to:

identify the steps needed to assess different information systems concerned with food security analysis, in terms of their relevance and performance; and understand how to take advantage of identified strengths and how to address weaknesses in the food security information systems (FSIS).

Education

key aspects of the different information systems presentation