| 27 | | ''HCT and other response agencies supply periodic update of 4W information'' |
| 28 | | |
| 29 | | 1. Sarvodaya contacts the UN RCO to request for access with HCT permissions |
| 30 | | 1. UN RCO creates an account with Org Admin permissions (incl. feature to import & export 4W) |
| 31 | | 1. Sarvodaya access the ShaRe system and login |
| 32 | | 1. Click on import 4W /eden/req/4W/import |
| 33 | | a. In the filter option select the particular Event in dropdown |
| 34 | | a. Click Export 4W (or download sample) |
| 35 | | i. will present a CSV file to save |
| 36 | | i. name the file and save on personal computer |
| 37 | | i. if no records, then give empty CSV with headers |
| 38 | | 1. add their relief 4W data to the CSV file |
| 39 | | a. save as sarvodaya_4W_20170605.csv |
| 40 | | a. click on import 4W |
| 41 | | a. Browse for the 4W on their personal computer |
| 42 | | a. upload to ShaRe through /eden/req/4W/import |
| 43 | | a. Once again select the Event in the dropdown |
| 44 | | a. click Export to get a fresh copy of CSV with the Sarvodaya 4W data |
| 45 | | 1. the next day, 24 hours later |
| 46 | | a. Access the ShaRe system and login |
| 47 | | a. click on import 4W /eden/req/4W/import |
| 48 | | a. Browse the laptop to find the updated spreadsheet |
| 49 | | a. Uploads the new file as sarvodaya_4W_20170606.csv |
| 50 | | a. ShaRe system identifies some errors in the data |
| 51 | | a. fix the errors and repeats the upload again |
| 52 | | a. after successful upload, use the filter option again to get a new CSV |
| | 28 | |
| | 29 | ''In the HCT Phase, HCT members/Response agencies supply needs information through both periodic updates and in ad-hoc, as-required manner.'' |
| | 30 | |
| | 31 | A need is a requirement (of items including food, clothing, skills, cash for work etc.) caused by an immediate or prolonged disaster. |
| | 32 | |
| | 33 | In ShaRe Hub, each need is entered as a “row”. Each row is determined by the location (DS Division, GN Division), affected people and required response (“item”). The overall form as a whole reflects the “Group” of needs as determined by the location (Province and District). |
| | 34 | |
| | 35 | The user organisation: |
| | 36 | |
| | 37 | 1. Logs into the platform |
| | 38 | 2. Selects “Needs” - “Create” from the menu bar |
| | 39 | 3. Needs Entry form is opened: |
| | 40 | a. Enters the relevant information into the first fields (Disaster/Province/District/Date if different to date that the entry is occuring/Summary of Needs/Issue-Cause) ''note: Organisation is automatically filled with the user’s organisation as determined at registration.'' |
| | 41 | b. Enters one or more “needs entries” (one needs entry per row as defined by differences in location, number or type of affected people, and the required response (“items”) |
| | 42 | c. Completes any other relevant fields in the field (uploading of documents such as Letters of Request from authorities, showing government verification and contact details on the ground, delivery addresses) |
| | 43 | d. Saves the entry and is taken to the Needs Summary Table. |
| | 44 | 4. To edit a need, the user: |
| | 45 | a. Opens the Needs Summary Table |
| | 46 | b. Selects “Edit” button in the column to the left of the appropriate row |
| | 47 | c. Selects the pencil icon on the right side to edit the row |
| | 48 | ''Note: Only the organisation that created a need and the system administrator can edit a need.'' |
| | 49 | |
| | 50 | |
| 55 | | ''The Divisional Secretariat (DS) Office mobilizes a rapid joint assessment team (including members of HCT) in areas affected by flooding and landslides to determine the immediate response needs of the affected communities. They identify across the selected sector-response areas: Shelter and NFI, WASH, Health, Food Security, Protection, and Education.'' |
| 56 | | [[br]] |
| 57 | | There are 3 separate stories with |
| 58 | | 1. [#story1 ShaRe-APPs] Using the ShaRe interfaces, mobile & desktop enter requests from the field |
| 59 | | 1. [#story2 Calling a hotline] for a staff member, at an EOC, to enter the data in to ShaRe using available interfaces |
| 60 | | 1. [#story3 Spreadsheets] (XLS, CSV) files to record the data and then upload to ShaRe |
| 61 | | |
| 62 | | [[br]] |
| 63 | | [=#story1]'''ShaRe-APPs: Self-registration of relief assistance (Agency)''' |
| 64 | | |
| 65 | | 1. DS Office team visits all '''Flood''' affected villages in the District (L2 area) |
| 66 | | a. they assessed for any gaps in protection considerations and immediate assistance that can be provided for the IDPs |
| 67 | | a. in Division-A, they realize the need for WASH and Medicine |
| 68 | | a. A member of the evaluation team, with Request Logger role, accesses the system to record the need |
| 69 | | i. He records that WASH and basic medicine required for 56 families |
| 70 | | i. provides a breakdown of male & female and also by age groups: elders, adults, children, children-under-5 |
| 71 | | i. indicates the church and villages name where the affected families are currently seeking shelter (location of the activity is marked on the map) |
| 72 | | i. Submits the relief request record to the system. |
| 73 | | 1. UNICEF response team member |
| 74 | | a. Sees the request from the DS office, in the ShaRe system, and commits to the WASH request item |
| 75 | | a. identifies two WASH suppliers and contracts them to build and operate |
| 76 | | a. The activity is marked as “committed” for the WASH request item in the ShaRe system |
| 77 | | a. Information Officer updates their own 4W database (i.e. for supplying 4W to ShaRe through CSV import) |
| 78 | | [[br]] |
| 79 | | [=#story2]'''Hotline Call Center: Shelter equipment for landslide victims''' |
| 80 | | |
| 81 | | 1. DS team visits the '''Landslide''' site in Haputale |
| 82 | | a. identifies that 12 families have lost their homes and need shelter |
| 83 | | a. Calls the Gov National hotline (0112 555 1212) to request for assistance |
| 84 | | 1. Hotline staff, with Request_Logger role, answers the call |
| 85 | | a. Accesses the system and is presented with the Request form |
| 86 | | a. She asks the following questions to record the information |
| 87 | | i. Who am I speaking with? Local-Gov-Official provides his name |
| 88 | | i. How can we contact you? Tells his mobile number |
| 89 | | i. What is your affiliation and designation? Local Gov-Official |
| 90 | | i. What is your need? I need shelter equipment for 12 families, All of them need tents (or a facility), bedding, water, latrines; there are 18 women, 12 men, 3 children (< 5 yrs), 5 children (> 5 yrs), 5 elderly are in the group |
| 91 | | i. Where are the victims located? About 100m from the Olive Hiltop hotel; Haputhale, Uva Province |
| 92 | | i. She opens the map to find the location and marks it on the map |
| 93 | | i. '''selects next operation = "advertise request"''' |
| 94 | | a. She enters all the data and submits the request |
| 95 | | a. Upon submission |
| 96 | | i. Local-Gov-Official receives an SMS with the Request reference code and URL to view the entry |
| 97 | | 1. email & SMS is sent out to registered Div-Gov-Official (Divisional) with role = Request_Approver |
| 98 | | 1. Div-Gov-Official, aware of the situation |
| 99 | | a. clicks on the URL in the email to login and access the request |
| 100 | | a. she reviews the details and clicks the Approve button |
| 101 | | a. Upon approval an email is sent out to all the registered Donors (Suppliers) with the Request URL |
| 102 | | 1. Oxfam manager (HTC member) |
| 103 | | a. Finds out that the warehouse at the their Kandy office has all the requested items. |
| 104 | | a. The manager access the system to set the request status = committed |
| 105 | | a. The manager calls the "shelter management team" to prepare for dispatch |
| 106 | | a. Confirms with the the warehouse clerk with the equipment preparation |
| 107 | | a. Prints a delivery note from the system with the contact details of recipient (Gov-Official) and the delivery location information |
| 108 | | a. When the delivery truck leaves the warehouse, the manager updates the system to set the request status = dispatched (SMS is sent to the Gov-Official with the status update) |
| 109 | | 1. Local-Gov-Official |
| 110 | | a. Receives the equipment and the Oxfam personnel set it all up |
| 111 | | a. He calls the Gov National hotline (0112 555 1212) to report that the request has been completed |
| 112 | | 1. Gov hotline staff |
| 113 | | a. asks the Local-Gov-Official for the request reference code |
| 114 | | a. finds the request in the system |
| 115 | | a. sets the request status = complete |
| 116 | | a. the system sends an email to designated Evaluators in the respective Division check on the supplies |
| 117 | | 1. Oxfam shelter management team leader |
| 118 | | a. takes a few photos with his phone |
| 119 | | a. uploads them through the comments section of the particular request (no login required) |
| 120 | | 1. Evaluator, with Communications role, visits the location after 24 hours |
| 121 | | a. she takes photos with her mobile handheld |
| 122 | | a. returns to her desk to access the particular request (view only & comment only) |
| 123 | | a. uploads the photos and writes a comment commending the donor and expressing 4 out of 5 star satisfaction. |
| 124 | | 1. A Citizen Journalist (e.g. from [http://groundviews.org/ Groundviews]) |
| 125 | | a. finds the request in the system |
| 126 | | a. writes a short comment on the status and uploads a photo (no login required) |
| 127 | | |
| 128 | | [[br]] |
| 129 | | [=#story3]'''Spreadsheet: upload bulk Requests''' |
| 130 | | 1. DS Office teams assess the '''Drought''' affected villages in Northern Province |
| 131 | | a. They collect all data with paper and pen in standard forms |
| 132 | | a. All return to the office to enter the data into predefined XL sheet (each person with own copy). |
| 133 | | a. They each email that spreadsheet to the DS Office |
| 134 | | 1. DS Office staff member |
| 135 | | a. Inspects the data to make amendments |
| 136 | | a. Accesses ShaRe system and login |
| 137 | | a. uploads each one of the XL sheets into ShaRe |
| | 53 | |
| | 54 | |
| | 55 | Organisations can commit to deliver some or all of the items required, and/or reach some or all of the people affected within that overall need. |
| | 56 | |
| | 57 | The user organisation: |
| | 58 | |
| | 59 | 1. Logs into the platform |
| | 60 | 2. Selects “Needs - View”, opening the Needs Summary Table |
| | 61 | a. The user selects the “Commit” button next to the desired need in the table |
| | 62 | b. Opens commitment form (activities/4W entry form) with the relevant information automatically copied from the needs form into the same fields in the commitment form: |
| | 63 | i. Disaster |
| | 64 | ii. Location data |
| | 65 | iii. Summary of Needs |
| | 66 | iv. Issue/Cause |
| | 67 | v. The specific row of the need that is being committed to. |
| | 68 | c. The user selects the “edit” option on the right of the need information (row) |
| | 69 | i. The user changes the values of fields related to the response commitment they desire to make. These include: |
| | 70 | 1. People Affected / Number |
| | 71 | 2. Item Category / Item / Unit / Quantity |
| | 72 | 3. Any other relevant information above or below the needs row (including contact details, addresses for delivery etc) |
| | 73 | ii. Note: |
| | 74 | a. If the user commits to the total amount of people/items in the needs entry, then the need is “Fully committed”. |
| | 75 | b. If the user commits to a smaller amount of the people/items in the needs entry, then the need is “Partially committed”. Other users can commit to these needs to fill the gaps. |
| | 76 | c. Users can cancel their commitments if required, and the system will revise the figures accordingly. |
| | 77 | d. Users can mark the response as “complete” once the real-life need is met. For commitments with multiple organisations responding, this requires communication with the organisation that entered the need before marking the need as “complete”. |
| | 78 | |
| 140 | | ''The UN RCO and other HCT members will publish periodic Sitrep and 4W reports. Also provide links to important information and documents.'' |
| 141 | | |
| 142 | | 1. UN RCO staff |
| 143 | | a. Accesses ShaRe and login |
| 144 | | a. Opens the Statistics & Reporting tool (e.g. /eden/req/req/report) |
| 145 | | a. Generates District-wise request, supply commit, and logistical status summaries |
| 146 | | a. Starts a new Sitrep blog for the particular event |
| 147 | | a. writes the Sitrep and formats the blog to publish it |
| 148 | | 1. ShaRe messaging |
| 149 | | a. Upon publishing the Sitrep with Headline is posted on social media |
| 150 | | a. Sitrep-RSS feed is updated with the new blog |
| 151 | | 1. UN RCO staff |
| 152 | | a. receives a map (PNG) file of the latest flood inundation |
| 153 | | a. Clicks on Event and the Photos to upload the image |
| 154 | | a. Edits the homepage to show the image in the banner area |
| | 81 | In the HCT Phase, HCT members/Response agencies supply information on activities through both periodic updates and in ad-hoc, as-required manner. |
| | 82 | |
| | 83 | Entering 4W activities uses the same form as making a commitment; however, the 4W activity is entered without an associated “need” within the platform and so does not have pre-inputted data in the form. |
| | 84 | |
| | 85 | The user organisation: |
| | 86 | |
| | 87 | 1. Logs into the platform |
| | 88 | 2. Selects “4W” - “Create” from the menu bar |
| | 89 | 3. 4W Activity Entry form is opened: |
| | 90 | a. Enters the relevant information into the first fields (Disaster/Implementing Partners/Donors/Province/District/Date if different to date that the entry is occuring/Summary of Needs/Activities) ''note: Organisation is automatically filled with the user’s organisation as determined at registration.'' |
| | 91 | b. Enters one or more “Activity entries” (one activity entry per row as defined by differences in location, number or type of beneficiaries, and the response conducted) |
| | 92 | c. Completes any other relevant fields in the field (uploading of documents such as Letters of Request from authorities, contact details on the ground, delivery addresses) |
| | 93 | d. Saves the entry and is taken to the 4W Activities SummaryTable. |
| | 94 | 4. To edit a 4W Activity, the user: |
| | 95 | a. Opens the 4W Activities Summary Table |
| | 96 | b. Selects “Edit” button in the column to the left of the appropriate row |
| | 97 | c. Selects the pencil icon on the right side to edit the row |
| | 98 | ''Note: Only the organisation that created an activity and the system administrator can edit a need.'' |
| | 99 | |
| | 100 | === Entering Situational Update === |
| | 101 | '''RCO to update''' |
