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TRANSCRIPT
McAID Mother & Child AID System
Presentation for
Commodity Tracking System Consultation Workshop Washington DC
17-18 March 2014
It is a mobile web based software
database system designed to gather
& manage primary data from remote
locations through GSM/CDMA-
supported mobile handsets or
internet modems.
McAID is an information
management system designed,
developed & implemented by the
staff at SC/Nobo Jibon MIS unit.
SLIDE 2
Nobo Jibon (“New Life”) is a USAID funded MYAP (2010-2015) food security program awarded to Save the Children
in Bangladesh. The program aims to reduce food insecurity and vulnerability to natural disasters for 191,000 households
in 11 sub-districts of Barisal Division in Bangladesh.
Tracking beneficiary electronically.
Facilitate information management efficiently for
both food and non-food driven program aid
interventions.
GOAL
OBJECTIVE
SLIDE 3
Aggregate performance data centrally.
Reduce paper-trailed compilation burden.
Time saving & cost effective data management.
Accurate, consistent, time sensitive reporting.
Streamline accountability and internal control.
+ 43 Laptop + 03 Regional Server
+ 01 Central Server
+ 150 PDA
Technology
+ MCHN RegN
+ Unique ID
+ Bar coded Card
+ Distribution Plan
+ Print Muster Roll
+ Distribution Data
+ RegN Update
+ RSR
+ B/L
+ Survey
+ DAM
+ Waybill
+ LAR
+ WH Stock
+ MCHN Service Data
+ Nutrition Tracking
+ HH Profile
+ LH RegN & Serv.
+ FFW RegN & Serv.
+ Output Matrix
+ Data warehousing
- Bar coded Card
- Nutrition Tracking
+ MIS based GIS
+ IPTT
+ KM
Data Management
2010 August
2013 April
2005 September
2006 February
2006 April
2008 June
+ ActiveSync Internet
+ 500 Smartphone + Data Center - Laptops - PDA - Regional Server
SLIDE 4
Challenges Solution(s)
Beneficiary
profile
management
Digitization of
registration
forms into
offline database
Unique ID for
registered
Beneficiary
Printing &
Distribution of
ration card
Beneficiary
Identification
at FDP
Registration
status update Offline
transcription of
updated status
thru Laptop
Faster
distribution
status reporting
(RSR)
Distribution
planning and
recording at FDP
thru Laptop
Ration
validation
for service
at FDP
Combined
nutrition and
ration card
Faster &
accurate
beneficiary
status update
Reconciliation of
monthly MCHN
performance
report
Faster, accurate
reporting of
commodity
stock (CSR)
B/L, Survey,
DAM, Waybill,
LAR recording
Commodity
status
reporting
Nutrition
status
recording at
PDA
MCHN
monthly
status report
Interfacing
implementing
partners (NGO)
with McAID data
center
GSM Mobile & web
based platform for
primary data
gathering
Capture HH profile
data, tracking of
overlapping
beneficiaries,
monitoring
implementation
progress Modification of
registration and
service modules that
fits registration for
food and non food
interventions
Maximizing use of
technology for
decision making at
local level based
on data driven
performance
Data warehousing that
allows aggregation and
archiving information
through running SQL job
schedules
Use of GIS tools and
techniques that allow
end users to visualize
performance over
geographical boundaries
SLIDE 5
SLIDE 6
Longer time for error
rectification (2/3 months)
Highly paper based,
Taken more than 10 days for
distribution planning and to
initiate a distribution phase.
Accounting of backlog ration,
causing significant deviation
between ‘MCHN service’
coverage report versus
‘distribution status’ report.
No real time data, rather
user had to wait till the
compilation of paper based
data
•Reduced time for error
rectification (<1 month)
•Less paper based; compared
to manual process
•Taken more than 7 days for
distribution planning and to
initiate a distribution phase.
•Risks of loosing data at
offline device
•Reduced compilation burden
•Scope of onsite data
validation, increased data
accuracy
•More real time data
compared to manual process
•Reduced time for error
rectification (5-7 days)
•Least paper based; compared
to PDA/Laptop offline
process
•Time for distribution
planning is reduced to 1 day.
•Removed risks of loosing
data
•Removed compilation burden
•Removed manual reporting
•Maximized opportunity for
the end users to use real
time data more frequently
for decision making.
Manual process PDA/Laptop
Offline process Smartphone
Online process
Step 1 - www.mcaid.info
Step 2 -
Step 3 - Choosing Program…..
User Log in credentials…
‘User Name’ and ‘Password’ are the credentials for a user who access to
the system. These are also used to let system determine access rights of
the user. For example, an ‘administrator’ gets the maximum rights that
includes data modification across agency/program or within the partitions
of the program data. A ‘guest’ user access the system with a ‘read only’
rights across all its data partitions. On the other hand, a front line staff can
access only the partition being assigned for that staff.
Only ‘administrator’ and ‘guest’ user have the privilege to access info of all
the programs/agencies archived thru McAID. Otherwise, system routes the
user to respective program/agency that the user is given athurized to
access.
Guest user login - User Name: guest; Password: 123
SLIDE 7
Web forms/pages designed for ‘mobile’ devices are different than that designed for ‘desktop’ devices. This is to make forms more user friendly while working at devices with smaller screens.
Web forms at Desktop device Web forms at Mobile device
SLIDE 8
Distribution
Commodity
Administration
Coverage
MIS based GIS
Reporting
Registration
Service
Staff
Used to initialize program, service or criteria, look up list, Reporting month activation, defines SQL job schedules, various cut offs to manage data validation at entry points etc.
Administration
Used to initialize name of geographical locations, catchment, basic household demographics, etc.
Coverage
Facilitates pre-formatted reports, executes SQL job schedules to archive aggregated numbers periodically and reports activity performances.
Reporting
Facilitates new beneficiary registration (with unique ID), HH profile, editing of beneficiary status, catchment, card printing etc.
Registration
Captures service records delivered among the program participants, aggregates service coverage at different levels/periods.
Service
KM
Defines basic profile of staff across agencies who are associated with project data management, reporting and/or supervision.
Staff
Facilitates archiving and sharing of photos, files, stories, reports and various project-materials.
KM
Initializes activity location names for GPS coordinates, grouping and labeling of themes to produce thematic maps, facilitates plotting of program info over base maps. Designed to facilitate open data goals initiatives of USAID Policy Framework (2011-2015).
MIS based GIS
Facilitates food distribution data recording, distribution list, waybills, outlets, distribution plan, etc.
Distribution
Facilitates accounting and reconciliation of commodity inventory; B/L specific transactions that are done at different operation levels for various purposes, captures loss records etc.
Commodity
SLIDE 9
SLIDE 10
Commodity
Distribution
HH/Beneficiary
SLIDE 11
Dist. Plan
Registration
Food Prog Non Food Prog
Ben Criteria
Muster List
Distribution
HH/Beneficiary
Ben Criteria
Loss LAR
DMCR DAM
Commodity
WH-FDP
FDP-WH
WH-WH
WH-Others
Others-WH
Non-Food Serv.
Ration/Criteria
B/L
Survey
Stack at WH
Food Serv.
SLIDE 12
HH/Beneficiary
Program Basic
Program Basic Define program or the lead activity for which beneficiaries will be
enrolled for receiving program deliveries. In case the status is set as ‘N’ (No)
then system does not allow to refer
that program name through the
combo list contents.
‘Parent Program’ is a Boolean field
that allows system to open multiple
programs under one parent program
if a program is flagged as Parent
Program (Yes).
Registered beneficiaries profile are
printed if the ‘List mode’ is set to
Beneficiary. Otherwise, the House hold
profiles are printed during
distribution.
SLIDE 13
HH/Beneficiary
Program Basic
Geographical Boundaries
Geographical Boundaries Set names of the geographical boundaries where the program
interventions are to be operated. e.g. District, Sub-District, Village etc.
There is provision to capture
demographic profile for the
geographical boundaries.
‘HH Count’ leads the registration
process. HH codes are generated
to initiate registration in a village.
The maximum number
representing HH Code in a
village should not exceed the
number typed as HH count for
that village.
SLIDE 14
HH/Beneficiary
Program Basic
Geographical Boundaries
Service/Criteria
Service or Criteria Define one or more types of services to be delivered among the
beneficiaries thru a program or lead activity. Services are also considered
as ‘Criteria’.
SLIDE 15
‘Exit Profile’ stores info related to reasons
and date of beneficiary who graduates
from the program. This process will take
into effect only for the criteria, for which
this property is set to ‘Yes’.
‘Food Entitlement’ is a Boolean flag that helps system to determine
which cases should be considered for food operation. In other words,
a non food criteria are not processed for food related operation.
When this is set as ‘Yes’ then prescribed ‘Ration Size’ for that criteria
is applied to calculate ration quantities (see SLIDE 30).
HH/Beneficiary
Program Basic
Geographical Boundaries
Service/Criteria
Catchment Names
Catchment Names Define local names of the hubs from where beneficiaries will be reaching
out to receive program deliverables or services.
e.g. Beneficiary receives MCHN services from
their nearest service site know as EPI site.
Therefore, EPI sites are considered as
catchment for MCHN services. On the other
hand FDP is considered as catchment for
Food distribution where one FDP covers
several EPI sites.
SLIDE 16
HH/Beneficiary
Program Basic
Geographical Boundaries
Service/Criteria
Catchment Names
Service Provider
Service Provider This includes basic profile of a service provider who performs voluntary
job to deliver services among the beneficiaries from a catchment.
Objective of having
demographic profile of the
volunteers is to track
beneficiary status over the
period. Volunteers are mostly
preferred to identify
beneficiaries within the
communities.
SLIDE 17
Registration data (mobile)
HH/Beneficiary
Program Basic
Geographical Boundaries
Service/Criteria
Catchment Names
Service Provider
Program Basic
Service/Criteria
Geographical Boundaries
Catchment Names
Service Provider
Registration Interface at
Smartphone
Unique identification code (ID) for the
beneficiary is generated upon successful
submission of registration info. There is a
defined convention while creating beneficiary
ID (See SLIDE 35).
SLIDE 18
Registration data
requirements is not
static in McAID. It has
a dynamic structure to
make necessary
adjustments while
fixing registration
fields.
HH/Beneficiary
Program Basic
Geographical Boundaries
Service/Criteria
Catchment Names
Service Provider Inner side….
Upper side…. Ration months are
calculated for the
beneficiary and printed
over the card.
Ration month is
perforated upon
delivering ration…
Signature of the staff who
authorizes enrollment of the
beneficiary into program
ID Card (e.g. MCHN)
(MCHN) Nutrition Card Layout
Registration data (mobile)
SLIDE 19
An identification card is printed
with registration info of
beneficiary and is handed over
to the respective beneficiary.
Service information are
plotted over the card
during service delivery
Commodity
Commodity Names
Commodity Names Define name of the commodity along with other basic info.
SLIDE 20
Commodity
Commodity Names
Warehouse Names Add warehouses.
Warehouse Names
SLIDE 21
0
2000
4000
6000
8000
10000
12000
14000
16000
18000
0
5000
10000
15000
20000
25000
30000
35000
IY 1 IY 2 IY 3 IY 4 IY 5
Commodity
Commodity Names
Commodity Resource Level Basic info related to LOA tonnage and equivalent monetary records are
captured.
Warehouse Names
Resource Level
‘Estimated ‘columns represent the
amount being approved through the
proposal.
‘Revised’ columns represent the
amount ordered through the CF.
‘Actual’ columns represent the
amount received through the BL
invoice. This is aggregated
automatically when BL records are
available into the system.
Having LOA resource info
helps program team to
track and analyze resource
level obtained across FY;
do necessary adjustments
accordingly in order to
maximize resource through
forth coming PREP.
SLIDE 22
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
Bill of Lading Necessary info related to every commodity consignments are captured.
These info are used not only to
determine marine losses but also
to reconcile FY wise resource
level over the LOA. Also serves
tracking of commodity stock in
terms of equivalent monetary
values.
SLIDE 23
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
Arrival Survey Survey related info are captured for every in country consignments.
These info are used not only to
filter marine losses but also to
account transportation losses
when cargoes are reached to the
destination warehouses.
Arrival Survey
In country arrival status are derived (‘read only’) based on basic info corresponding to the
survey made for the containers. Therefore, it sets a control over obtaining the numbers
that to be used at subsequent levels.
SLIDE 24
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
Waybill Commodity dispatched ‘from’/‘to’
warehouses are captured thru the
waybills set forth for the transactions.
Arrival Survey
Waybill
User needs to make minimum
entries for updating waybill info in
the system; making data updating
process easier, faster, accurate.
Shipments that are
available in stock will
appear ‘only’ in the list.
Dispatch info recorded
corresponding to the
required shipment only.
Dispatch records can be deleted if there is no receive
records corresponding to the waybill..
SLIDE 25
Entries are captured in a controlled
fashion; reduces risks of human
errors.
DAM
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
DAM: Dispatch Authorization Commodities are dispatched based on
authorization, if given, for the transaction
thru Dispatch Authorization Memo.
Arrival Survey
Waybill
Data validation techniques ensure
accounting controls over
subsequent transactions.
Overall ‘Dispatched’ status
are updated automatically as
per entries made thru
waybills. Total dispatch made
thru waybills cannot exceed
DAM authorized limit.
Delivery period can not
become prior to the period
set forth for DAM.
SLIDE 26
DAM
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
Reconstitution Transaction records related to commodity
reconstitution are captured.
Arrival Survey
Waybill
Data validation techniques ensure
accounting controls over
subsequent transactions.
‘Loss Kgs’ are derived upon
submission of units Recovered
thru reconstitution process.
Units that are entered as
Slack/Torn or Wet/Infested thru
‘waybills’, are automatically
filtered and become viable for
reconstitution. Otherwise, stack
cards are filtered with relevant
details.
Reconstitution
SLIDE 27
DAM
Commodity
Commodity Names
Warehouse Names
Resource Level
Bill of Lading
Loss & Adjustment Commodity loss records are captured.
Arrival Survey
Waybill
Summaries are automatically
filtered based on entries made
through Reconstitution, Waybill or
Stack related processes. Therefore,
these are read only.
Reconstitution
LAR
LAR reference number and
associated entries are inserted
in order to endorse increase or
removal of units at inventory
level
SLIDE 28
2. Transports that carries
food (trucks, boats, etc.)
can neither reach to the
service sites nor HHs
HH
FDP
Service
Site
WH
X X
Distribution
FDP List & Catchment
4 Warehouses cover 278 FDPs. 1900
MCHN service sites are covered by
278 FDPs. Through this way 100,000
beneficiaries are reached every
month through distribution.
Having catchment defined at the
system is essential to automate
filtering beneficiary info, preparing
muster list, reconciliation of ration
requirements by WH, etc.
FDP List & Catchment This defines operational relationships between warehouse, (WH)
distribution points (FDP) and the service delivery points at community
level.
1. FDPs are easily accessible
thru transports (trucks,
boats, etc.) that carries food
3. HHs
receive
services
from their
nearest
service
sites
4. HHs nearby the services site
queuing to a prescribed FDP for
receiving food on the
distribution day.
SLIDE 29
Distribution
FDP List & Catchment
Having ration entitlement defined at
the system helps to automate
reconciliation of ration by
beneficiary category during
preparation of the distribution plan.
Ration Entitlement This represents quantities by type of commodities prescribed as ration
corresponding to a service or criteria.
Ration Entitlement
SLIDE 30
Distribution
FDP List & Catchment
Muster List It contains recipient IDs who received services and thus become eligible
for food. It also calculates ration quantities as per the proportion being
allocated for the criteria for which the recipients have received services.
Ration Entitlement
Muster List An automatic process that determines
the contents for the Muster list is
known as Specification process
initiated through mobile.
Once the list is prepared then the
Specification process aggregates
‘commodity type’ and ‘criteria’ specific
summaries corresponding to FDPs.
Automation for Muster list, saved several days,
removed paper trailed documentation as well
as increased accuracy of the ultimate contents
of the list.
SLIDE 31
Distribution
FDP List & Catchment
Distribution Plan This holds reconciliation of the ration quantities to be distributed among
the groups of ration recipient in an FDP. These info are aggregated
automatically from the contents of the muster lists. Finally, the
‘Distribution plan’ also holds the date of the distribution for the FDP
along with name of the distributor, based on logistic arrangements. Ration Entitlement
Muster List
Distribution plan Planning process is performed by the
concerned staff over the web site using
internet modems from the local office.
Printed version (.pdf) of the plan holds
signature image of the concerned staff in order
to ensure it’s prudent use thru subsequent
transactions.
SLIDE 32
Distribution
FDP List & Catchment
Ration Entitlement
Muster List
Distribution plan
Distribution data (mobile)
Distribution Interface at
Smartphone
Service recipient IDs
are filtered out of all
the registered
beneficiaries belonging
to the selected
catchment (Service
Site).
User needs to use the
check box to identify
who has appeared for
receiving food.
SLIDE 33
Distribution
FDP List & Catchment
Ration Entitlement
Muster List
Distribution plan
Distribution data (mobile)
Search Waybill for
editing at Smartphone
Waybill data (mobile)
Edit/Update Waybill info at
Smartphone
Search for the waybill
with waybill number.
Reference fields are kept
‘read only’ during editing
the waybill info,
therefore, no risk of
being changed.
Waybill transactions are
made for shipments
corresponding to
respective Bill of Lading.
SLIDE 34
Rationale behind ID convention
Beneficiary ID, when interpreted, needs to represent local address of the
beneficiary.
One HH can hold more than one beneficiaries.
Within one HH one beneficiary may receive more than one program support
at a time.
Beneficiaries are assigned with one HH Code during registration.
HH can be moved within a village, which will not be considered as migration.
New registration is initiated for the migrating HH since new HH added to the
migrated community.
District
Sub-District
Union
Village
Household
Beneficiary
Beneficiary
Beneficiary
99 99 99 99 99999999
99 99 99 99 99999
Beneficiary ID
Household ID
IDs are created automatically upon successful submission of the registration info.
SLIDE 35
Beneficiary info are tracked with
the help of beneficiary ID.
Beneficiaries are assigned for
multiple programs.
SLIDE 36
Step 2
Beneficiary ID is
selected
corresponding to
program for tracking
program specific
records.
Step 3
Tracking info nodes
are used to track
records
corresponding to
activities for which
tracking is initiated.
Step 1
Beneficiary ID is
filtered.
SLIDE 37
Project/Activity
Location Data A discrete location for
project and activity. e.g.
EPI sites, FDP, collection
point, warehouse etc.
Thematic Data Demographic
indicators, built
infrastructure,
environmental feature.
e.g. shelter, killa,
vulnerability, etc
Project Data Project operational
performance data. e.g.
Registration, MCHN
service delivery, FFW, etc
SLIDE 38
GPS coordinates for program activity locations
are captured using Smartphones. Under this
feature GPS for all FDP, Warehouse, etc., are
collected.
Program locations that perform similar type of
activities, are grouped into one category and
labeled with a name (for example, FDP,
warehouse etc). GPS coordinates for all the
locations under that group are captured.
Adding more groups or locations can be done
as per requirements.
GPS for Activity/Location
SLIDE 39
Several attributes can be defined for project
activity/location. Attributes are used for
monitoring progress or achievement at the
location during a period.
Location attributes
Added attributes for the selected
distribution point
Performance of the locations are often
found better visualized/interpreted over the
period when attributes are analyzed thru
GIS.
Attributes often revised. New attributes can
be added or old attributes can be removed
at any time points depending on interest.
SLIDE 40
GIS techniques are used to
explore catchments for the
selected location along with
location attributes.
Location catchment
This is to visualize how the
locations are spread over
the regions geographically.
Selected
FDP
Service
Site
Users don’t have to have
skills of using GIS
specialized systems.
SLIDE 41
Project performance summaries are auto archived into database
that linked with GIS shapes. User can plot over geographic Base
maps to explore performance across geographical hierarchies
(Central, Dist, sub-Dist, etc).
Performance: numbers at grid Performance: GIS Maps
SLIDE 42
Output Matrix
IPTT
Registration
Service
Service Acknowledgement
Muster List
Distribution Plan
Distribution
(FDP) RSR
(Central) RSR
DAM/Waybill/LAR
WH MSR
CSR
Graduation
Beneficiary List
Custom report follows pre-defined
format to produce summaries for a
specific operation level. May contain
signature images of the concerned
staff who are made responsible for
reporting.
Summaries are aggregated and
archived into database. These are
presented through the Performance
dashboard. This allows users to
explore summaries at different period
and operation level and extract tables
into excel for analyze on an ad hoc
basis.
Report Types
SLIDE 43
Custom report
follows pre-defined
format to produce
summaries for a
specific operation
level. May contain
signature images of
the concerned staff
who are made
responsible for
reporting.
SLIDE 44
Specimen signature
of the staff is
preserved at
database while
preparing staff
profile.
Summaries are aggregated and archived
into database. These are presented
through the Performance dashboard. This
allows users to explore summaries at
different period and operation level and
extract tables into excel for analyze on a
ad hoc basis.
Summaries are exported to Excel
for ad hoc analysis.
Hyperlinks are used to explore
next level summaries
Various options and drop down
contents are used to aggregate
preferred summaries.
SLIDE 45
User organizes the counts
that are downloaded from
McAID performance
dashboard. Then initiates to
analyze and reorganize the
numbers as per
requirements, e.g. charts,
tables, etc.
SLIDE 46
This feature is frequently used by
the front line supervisors to
analyze performance of the staff
under supervision. Therefore,
contributes to improve
implementation towards quality
deliveries.
Performance summaries are plotted
over GIS maps to produce
performance or thematic outputs.
GIS shapes are used as links to
explore performance for the next
operation level.
SLIDE 47
Designing of this requirements, in
McAID, is made dynamic; user can
define what performance reporting
are they interested to explore over
the period using GIS tools.
IPTT counters are aggregated
and archived automatically into
database. Counters for IPTT
are formulated according to
the definition set at PIRS.
Automation of IPTT
reporting has saved
time, increased
accuracy since numbers
are obtained by the
system automatically,
no matter how
complex the counting
method is in nature.
SLIDE 48
Designing of IPTT related
reporting is dynamic at McAID.
It allows user to add new
intermediate results or allows
to do necessary adjustments of
its’ counting methods as per
requirements.
22 IPTT indicators, out of 62, are reported directly through McAID.
1. Operation Period An operation period is defined by
a period, which is equivalent to the
reporting period for a specific
operation. This could be a month,
week, bi-week etc.
Period of an operation
McAID accepts primary entries (to
be reported) within an operation
period if that period is found active.
Otherwise, system denies to receive
entries or unauthorized editing.
One operation period is activated
after deactivating previous operation
period. Therefore, new entries for
the running operation period are
accepted only thus all entries that
are committed under old operation
period are protected.
SLIDE 49
Types of operation
2. Data Partition Data partition allows user to access and
modify only the specific portion of the
record set that are assigned for that user.
If the operation period is turned off then
user cannot modify records within
respective data partition.
SLIDE 50
3. Signatory Level Authentication If reported numbers are endorsed by a signatory then modification is not permitted by anyone other
than the signatory who has endorsed the report. McAID supports maximum 4 layers for signature
authentication.
SLIDE 51
(P)repared by
(R)eviwed by
(V)erified by
(A)pproved by
Allowed to modify records before it is signed out by the level 2
Allowed to modify records after it is signed out by the level 1 and before level 3
Allowed to modify records after it is signed out by the level 2 and before level 4
Allowed to modify records after it is signed out by the level 3
4. User group permission All users of McAID belongs to a group.
Every user group is given limited
access rights to the system. User can
make new entries within a form if the
given permission allows user to make
new entries at that form.
SLIDE 52
SLIDE 53
McAID has also demonstrated a
proven capacity to facilitate
efficient information management
support across Save the Children
in Bangladesh.
Agency Program
Nobo Jibon
PROSHAR
Agriculture &
Nutrition Extension
Project (ANEP)
FtF Aquaculture
McAID services are offered at a
minimum cost to other
organizations. Costs are shared
to cover bandwidth, server
maintenance and associated staff
time to provide consultancy or
training support.
SLIDE 54
Over 500,000 beneficiary
reached directly during 2010-
2013 through the McAID
supported agencies and
program (food and non-food)
Over 100,000 beneficiaries are
reached through ration.
Agency Program Food Non-Food Total
SC NJ 266,945 112,063 379,008
ACDI/VOCA PROSHAR 32,984 48,139 81,123
World Fish FtF 36,058 36,058
iDE ANEP 6,631 6,631
Total 299,929 202,891 502,820
Over 200,000 beneficiaries are
reached through all services.
Data are gathered from, remotely
located, around 3,000 service sites a
400 food distribution sites.
Commodity accounting is performed for more than 1,500 MT food and for 10 warehouses.
Reach over Monthly -
Agency Program Food Non-Food Total
SC NJ 2,879,907 244,745 3,124,652
ACDI/VOCA PROSHAR 659,322 768 660,090
World Fish FtF - 130,890 130,890
iDE ANEP - - -
Total 3,539,229 376,403 3,915,632
Beneficiaries (as of February 2014)
Services (as of February 2014)
Distribution
Distribution
SLIDE 55
Registration
FF does HH
visits and
physical
verification if
HH is eligible or
not
FF does
registration
recording thru
McAID web
using
Smartphone
McAID validates registration info that has
-met beneficiary criteria
-met age-specific cut offs/ranges etc
-met catchments service site, Village, HH etc
-are made within a valid reporting period
McAID produces
unique ID
number upon
successful
submission of the
registration info
MIS unit prints
cards for the
beneficiaries and
reprint sequence
is shown on the
card
Nutrition cards
are handed over
to upazilla team
office
FF handovers
cards to the
concerned
beneficiaries
FF submits re-
print request for
the lost cards
thru McAID
using
Smartphones
Only one reprint
request can be
submitted at a
time
Service
-Beneficiary appears at service site with ID cards
-Service records are plotted over the cards (date,
weight, etc)
-FF records service info for corresponding ID into
McAID using Smartphone
FFW/CBGP
schedules are
conducted at
community level
Registered
active
beneficiaries
appear on the
service sites
-Service summaries and list of recipients are
processed by McAID automatically
-Service reports are verified by TO, TL
-TL acknowledges service reports by putting
electronic signature thru McAID web
Distribution
Service contract
with local
transporter
Selection of FDP
as per selection
criteria
WH issues
waybills
FD receives
commodity at FDP
FD prepares FDP
- Beneficiary appears with ID card & stands in queue
- FD validates card with the info at muster list
- Beneficiary receives food and put RTI and the card
is perforated.
FD updates distribution
records into McAID
web using Smartphone
FD returns residue commodity
thru Waybills
Commodity
Manager Issues
DAM
FD processes service at
McAID using Smartphone
data to produce Muster list.
McAID produces FDP/WH
wise Distribution Plan
Distribution Plan is
APPROVED by the
respective component
Manager thru McAID web
Waybill records
are updated at
McAID
Service Service records Food at FDP Queue at FDP Food recording Food Distribution
SLIDE 56
Remarks FF = Field Facilitator; FD = Food Distributor; FDP = Food Distribution Point; DAM = Dispatch Authorization Memo;
TL = Team Leader; WH = Warehouse; TO = Technical Officer; CBGP = Community Based Growth Promotion;
MIS = Management Information System; RTI = Right Thumb Impression
Administrative controls
Accounting Controls
Service
SLIDE 57
Cost Factors Units Unit 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 3 4,500 - 13,500 -
Central database server 1 4,500 4,500 4,500 4,500
Application database Server 1 4,500 4,500 4,500 4,500
Firewall, Antivirus 1 2,000 2,000 2,000 2,000
Operation (Recurrent cost)
Monthly Bandwidth (1 MB) 12 78 78 936 936
Internet connectivity (months) 1,200 - 5 - 6,000
Total 90,566 32,736
Comparison of setup
and operation cost for
McAID with offline and
online modules are
measured; considering
12 months operation
where there are 9 Hub
offices under 3 districts
and 100 front line staff.
Contact
Nazmul Kalam
Senior Manager – Commodity & MIS
Nobo Jibon – Food Security Program
Save the Children in Bangladesh
email: [email protected]