BluePrint: Sahana Relief and Rehabilitation (ShaRe) Hub

User Guidelines

Introduction

The solution is a ​Humanitarian Country Team (HCT) relief and rehabilitation activity coordination platform. It extends to the wider humanitarian community, government and the public. The main uses include:

• Managing relief
  • requests - authorized users to report a request
  • suppliers (donors) -
    • commit supplies
    • dispatch (goods/services),
    • monitor the delivery & return of supplied (logistics)
• Reporting
  • publish situational-reports and management summary reports
  • display of relief activities in list form, on a geographical map

Real Need for Eden

The real need for a solution was recognized during the onset of the 2017 Southwest Monsoon instigated flood and landslide events in Sri Lanka. The ​UN Resident Coordinators Office (RCO) of Sri Lanka, supported by the UN Office for the Coordination of Humanitarian Affairs (OCHA) ​Regional Office for Asia and the Pacific (ROAP), developed a simple 3W (“Who does What Where”) template.

• 3W was:
  • simple and intended to capture the responding agencies activities and responding locations
  • reflected on a map of Sri Lanka as a visual aid.
  • eventually adapted into a 4W (“Who does What Where, and When”)
• 4W was:
  • an enhancement to capture other details such as donors, responsible agencies and implementing partners.
  • exceeding the capacity of the RCO to conduct mapping of the 4W (i.e. only the raw data was released)
  • reliant on the manual regular distribution of the template, followed by manual “cleaning” of the data.

The HCT in the Lessons Learned Action Plan of 2017, determined that the Sahana EDEN platform should be explored as an option to improve these methods. The ShaRe Hub would be developed as an Eden template that can be deployed to server other HCT and UN RCO teams in other countries.

Value to the Humanitarian Community

1. Improve the current system of information sharing in disaster response among responding agencies
2. Act as an information sharing platform for the public and media on the humanitarian community’s response activities
3. Potential resource mobilization tool for joint agency projects or emergency relief activities

Complementing and Similar solutions

Solution	Description	Responsible actors
​riskinfo.lk	“A public platform for GIS data to support development in Sri Lanka” including OpenStreetMap data etc. Launched 21 December 2017	Disaster Management Centre (DMC) supported by the World Bank through the Global Facility for Disaster Risk Reduction (GFDRR)
​dmc.gov.lk	Static, text-based website which hosts various statistics and information databases. Difficult to navigate.	Disaster Management Centre (DMC)
​ndrc.gov.lk	Similarly, organisational site like DMC. Website updated in late 2017 to improve navigation and include “Contingency Planning” features (lists of standardised kits, data for district disaster response plans, and a relief registration function). However, while a member of the public can log a relief request on the website, there is no platform on which to view the progress of these requests or any other form on interaction with the NDRSC or other actors.	National Disaster Relief Services Centre (NDRSC)
​desinventar	A Hazard and risk-profile site with country-specific information	International platform hosted by UNISDR, supported by others including UNDP
​PRISM	Platform for Real-time Information and Situation Monitoring (PRISM) uses satellite imagery to capture impacts of a hazard on a community (e.g. Sri Lanka drought, floods) (a) Baseline Data Layer — provides basic information from official statistics such as population data and socio-economic indicators; (b) Climate Layer — compiles satellite data showing meteorological drought (rainfall anomaly) and agriculture drought (Standardised Precipitation Index and Vegetation Health Index); and (c) Impact Layer — delivers insights derived from the combination of baseline and climate layers such as area of crops affected and number of persons at risk of food insecurity.	World Food Program (WFP), Ministry of Disaster Management
​Smart Response	Provides a cloud platform for declaring a disaster and for organizations to commit to various relief activities	International platform as part of the ​disaster accountability project

Stakeholders

1. Super-Users:
   1. Resident Coordinators Office, Sector Leads and Co-Leads
   2. HCT members (e.g. UN-RCO, Oxfam, World Vision)
      1. Previous users of the HCT 3-4W system
      2. mostly include coordination members and their designated Information Management Officers (if any)
      3. Authorized user with permissions assigned to manage organizations, sites (warehouses, drop-off points), contacts, resources (kits), requests, suppliers, logistics (track delivery), publish management summary reports
2. Secondary users (Specific actors may have log-in, can view sanitized/raw data, interact with requests)
   1. Wider humanitarian community (others involved in relief provision or other responses)
   2. Government
      1. Ministry of Disaster Management bodies
      2. Disaster Management Centre / Emergency Operations Centre)
   3. Includes a request manager (a Community-authorized user with permissions to log and update requests)
3. General population, media (National/International), affected population
   1. No log-in - can view sanitized data
   2. report requests through call centre or hashtagged SMS

Roles and Capabilities

Permissions

C = Create, R = Read, U = Update, D = Delete

Role	Responsibilities	Permissions
Administrator (SysAdmin)	* upkeep and maintenance of the system * assign roles and grant permission to all users including HCT Orgs, ad-hoc donors (suppliers), and ad-hoc request loggers * customize the homepage CMS with on going event information [note] - designated member(s) of the HCT	C,R,U,D - information related to all active module features and functions
Organization Administrator (Org Admin)	* manages the organization specific information (sites/facilities/warehouses) * define supply items/kits/packages * manage org specific users (e.g. Request Logger & Request Approver) [note] - HCT organizations like Oxfam, IOM, UNICEF	C, R, U, D - user, organization, supplier item, requests, & logistics
Request Logger	* search, initiate and update requests [note] - members of the HCT organizations or wider humanitarian community	C, R, U, D request
Request Approver	* search and update request status {verified, approved} [note] - designated organization members; e.g. IOM conducting initial assessments	R, U requests (see note)
Donor (Supplier)	* manage supply items (cash or goods), packs, & kits * provide services (e.g. medical, engineering, WASH) * commit to requests * manage collection & delivery logistics [note] - they are different from Org Admin because Donors (Suppliers) cannot CRUD other users, organization information	C, R, U, D organization only (i.e. cannot manage facilities, sites, warehouses), supply items (packs * kits) U - requests (i.e. commit)
Rapporteur	* manage sitreps, documents, and other CMS information	C, R, U, D CMS and Documents R - request, supply, & logistics
Anonymous (no login)	* view requests and see the status of aid commitments * request to become a Request_Logger or Donor (Supplier) * Provide micro-blogs (images and text as reports	R - requests, supplies, sitreps W - user registration

Menus

• Everyone can see Home, User, Language & Help menu items
• In addition to the menu items in the table, the Administrator can see the default Eden Admin menus (e.g. messaging, etc)
• Default - as a value in a table cell implies the default table listing of the records
• Learn about Application Menus
• Developer guidelines on Menus
• Main menu items: request, supply, sitreps, more, & admin

Role	Requests	Supply	Sitreps	More	Administration
Administrator	All	All	All	All	All
Org Admin	Default - Create & Import	Commitments Items - Create & Import Catalogs - Create & Import Item Categories - Create & Import	Default - Create & Import	Organization Facilities Documents	Users - Create & Import
Request Logger	Default - Create & Import - Commitments
Request Approver	Default - Approve
Donor (Supplier)	Default - Commitments	Items - Create & Import		Organization Documents
Rapporteur	Default	Default	Default - Create & Import	Documents
Anonymous	Default		Default

User Stories

View a compilation of all the user stories or browse through the listing of user stories listed below.

During the disaster

1. Declare a new event to start a new Event in ShaRe and modify the homepage with the particular event specific information
2. HCT Upload 4W data using a standard CSV file that is updated with information to then upload to ShaRe
3. Getting the Gov data on relief and rehabilitation needs (requests) into to ShaRe; through 3 ways
   1. Using ShaRe mobile and desktop interfaces (or forms) to login and enter the data
   2. Call a hotline to reach a EOC that processes the call to enter the data into ShaRe as a request and request updates
   3. Spreadsheet, reformatted and defined, for individuals to fill in data and then import (upload) into ShaRe
4. Publishing sitreps & managing content to provide the latest information to the public and the humanitarian community

Pre disaster

1. Registering an HCT Organization to make use of ShaRe with Org-Admin previledges

Requirements

<Group requirements in subsections, e.g. _{etc.> <​http://en.wikipedia.org/wiki/Requirements_analysis requirements> <Identify different types of requirements:>}

Functional

In the order of priority

1. collect and present the 4W data efficiently for decision support
   1. Form for authorized organization to download the 4W CSV template
   2. Same form to upload the CSV file with updated data
   3. resolve any duplicates or errors in the data
   4. generic tool for developing sector and location wise reports
2. improve DS and GN reporting;
   1. two options: CSV upload or ShaRe forms
   2. CSV upload:
      1. CSV template download
      2. Upload CSV with updates
   3. ShaRe forms: mobile and desktop apps
3. Reporting
   1. Generate pivot tables and charts
   2. Publish and manage location and organization specific situational-report blogs
   3. Upload Event specific photos and documents; then refer to them through hyperlinks (e.g. homepage, sitreps)

1. run a call center to log requests and activities
   1. log requests with purpose and needs
   2. augment the log with request items
   3. approve to open for donor commits

Optional

1. news feed
   1. summary stream of twitter channels
   2. filter by hastags

Non-functional

​http://en.wikipedia.org/wiki/Non-functional_requirements

ShaRe will allow for:

1. Response organizations to share their data through a platform

Interoperability

• Depending on a structured spreadsheet (CSV) file agreed upon by the HCT community and Government

Standards

System Constraints

Design

<Where relevant include alternative design options>

Use Case Diagrams

1. HCT upload 4W CSV files with updates of request and donor supply details
2. Call Center (EOC) log requests, Gov DS, GA, or other humanitarian organization to record requests
3. Commit & Supply request items, if a humanitarian organization wants to directly manage the supply of aid with ShaRe
4. Publish Sitreps and Summary reports, using blogs, document, and photo manager
5. Managing users, registering HCT organizations and other ShaRe users

Data Model

Builds on the following modules and concepts:

• Organization
• Requests
• Supplies (Items and People)
  • Item catalogs
  • Categories ???
• Content Management System ??? (CMS) for Sitreps with periodic blogs of response summaries
• Documents for maintaining a repository of images and PDF like documents
• Messaging for sending and receiving email, SMS, Twitter, etc posts
• User Management for Organizations to manage their item catalogs and user base.

Aid request data elements

• Numerical values
  • Age categories: elderly, adults, children (> 5), children (< 5)
  • Gender categories: Male, Female

Workflows

1. Org call center or individual on-site to create requests (desktop app)
2. Government needs assessment with aid requests (CSV upload)
3. HCT update 4W activity details (CSV upload)
4. HCT publish Sitreps and manag relevant content (documents & photos)

Site Map

<for User Interface solutions>

Wireframes

User Interface: ​http://www.sharehub.lk/

Technologies

Current Implementation

<Leave open for a list of existing implementation of this solution in Sahana Eden:> <*a brief description of the implementation (date/time, name, design options chosen)> <*a link to the code> <*list of deployments of the implementation> <*links to case studies> <*short analysis of achievements/problems>

Sri Lanka UN-RCO & HCT

ShaRe for the Humanitarian Country Team - Sri Lanka is a project sponsored by the United Nations Resident Coordinator Office (UN-RCO). The need for ShaRe, in Sri Lanka, stems from the past major flood event experiences in 2016 and 2017. Analysis of the lessons learned realized the need for a Sahana solution. The project began in January 2018 and the first instance is scheduled to finish by the second quarter of this year. The implementation is made possible through funding from the UN-RCO in Sri Lanka.

Planned Implementation

<List of goals for your implementations which you (include your name/github repo/IRC handle) are currently working on>

Future Extensions

List of features which could be included, but are outside of the scope of this extension

• HDX outputs of the data
• Hashtagged SMS for submitting requests

Outstanding Questions

Questions about the features or design that require clarification

Do you need to model sectors and sub-sectors with hierarchy?

Eg. Child Protection, Animal Protection, Gender-based Violence Protection to all be sub-sectors of the overarching “Protection” sector?

How do we know whether a request is authentic?

• Requests generated by an organization could be considered valid because they are requesting based on some kind of a needs assessment (hopefully!) and the organization takes responsibility for accountability of the received goods based on such requests.
• Requests that are made by community-level individuals, whether its a Local Government Official (e.g. Gramaseveka Niladari) or any other official or a community leader, then there would be a slight hesitantation from potential 'donors'. Not to imply that the official is lying, but it's well experienced that sometimes government officials exaggerate the post-disaster needs so that they could cover up ongoing development-related needs. For example, if the GN division A has 100 households and 50 of them need support to build toilets, and from floods only 10 toilets were damaged, there is a possibility that the official would report 60 damages so he could cover up an existing need through disaster relief.

Do you need to use UN-OCHA symbols?

​http://www.unocha.org/story/ocha-launches-500-free-humanitarian-symbols

• In what context and with what functions or features ?

References

• ​United Nations 4W for Palestine

Current Status

​Fit-gap analysis for UN RCO project

Available features

Missing features

Prototype

Other

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