BluePrint: Sahana Relief and Rehabilitation (ShaRe) Hub

User Guidelines

Introduction

The solution is a ​Humanitarian Country Team (HCT) relief and rehabilitation activities coordination platform. It would 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

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

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

User 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)
Communication Officer	* 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, Language & Help menu items
• Default, typically implies Read (or view only) in table and map layouts and view individual records

Role	Request	Supply	SitRep	More
Administrator (SysAdmin)	All	All	All
Organization Administrator (Org Admin)	Default	All	Default	Organization Facilities
Request Logger	Default Create	Default	Default	None
Request Approver	Default Approvals	None	None	None
Donor (Supplier)	Default	Default	None	Organization Facilities
Communication Officer	Default Create	None	None	None

User Stories

View a compilation of all the user stories

Categorized listing of user stories:

Submit requests

1. Shelter equipment for landslide victims - 12 families have lost their homes and need tents, bedding, latrines, and other essentials.

Requirements

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

Functional

Non-functional

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

Interoperability

Standards

System Constraints

Design

<Where relevant include alternative design options>

Use Case Diagrams

Listing of specific use case diagrams:

1. Registering HCT Organization, Requester, and Supplier
2. Log and validate an aid request
3. Commit to an aid request, supply items, and confirm delivery
4. Filter & drill-down to view specific 4W reports
5. Publish Sitreps and Summary reports

Data Model

(e.g. EER or class diagrams)

Aid request data elements

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

Workflows

<Diagrams or Pseudocode>

Site Map

<for User Interface solutions>

Wireframes

<for User Interface solutions>

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>

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

<Links to external resources>

Current Status

​Fit-gap analysis for UN RCO project

Available features

Missing features

Prototype

Other

---

BluePrint