Ukraine FSC
Training on FSC IM Tool
12 March 2015
OVERVIEW OF THE TRAINING
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What is the FSC?
Why a FSC IM Tool?
FSC Reporting
Reporting Planned Activities
Reporting Monthly Actuals using the FSC IM
Tool
• Reports and Maps
• Actual Monthly Update Matrix
What is global Food Security
Cluster?
https://www.youtube.com/watch?v=x2wifpLS-Ig
Food Security Cluster
Information Management
When an emergency strikes, among the responsibilities of a country-level
Food Security Cluster is to:
Coordinate partner responses to ensure that planning
and implementation of food security responses avoid
gaps and duplications, and are comparable and timely
to affected populations.
 Information Management is essential
4. FSC Information Management
Role of IM Officer
• Fundamental to the job is the ability to
collect and analyse data as well as to
present information in a way that is easily
understood by the cluster members.
• Sometimes this is through graphic means
such a mapping but also through tables,
charts, and narrative writing. Other times it
involves discussing the information directly
with the decision makers.
Why a FSC IM Tool?
MANY FSC CLUSTERS
Why a FSC IM Tool?
MANY DIFFERENT TEMPLATES
5. FSC Information Management Tool
The Purpose of the FSC IM Tool
• Make data collection, processing and response analysis
globally comparable and standardized
• Make setting up a country-FSC IM System faster
• Allow Global Support Team provide support more
efficiently (standardized systems)
• By producing project reports and maps the IM tool will
visualize gaps and overlaps of partner responses
• Forward-looking (planning info), allows for more detailed
analysis
• Confidentiality
Avoid duplication of humanitarian assistance, especially
considering issues of food availability, access and utilization.
Consistent information sharing will facilitate project tracking
and monitoring, and result in evidence based decision making
for strategic intervention and improved implementation.
History of Tool Development
• Based on Somalia Food Security Cluster
IM Tool (first version in 2011), and South
Sudan IM Tool, now taken to global
scale
5. FSC Information Management Tool
Users
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Country-level Food Security Clusters
Partners
Donors
User support at global level
FSC Reporting
Why report to FSC?
Enhanced
coordination:
gaps and
response
Automated
analysis of
activities via
IM tool
Accountability
to donors
Reporting
Inclusion into
FSC products
(3W Maps)
Requirement
for HRP
FSC can
advocate for
members
FSC Reporting
Who should report to FSC?
Example1:
DFID- WFP – Cooperating Partner
Example 2:
USAID – NGO 1
Example 3:
Consortium: ECHO – NGO 2 as Lead – NGO 3 as
sub-awardee
FSC Reporting
Who should report to FSC?
Example1:
DFID – WFP – Cooperating Partner
PRINCIPAL
RECIPIENT
Examples 2:
USAID – NGO 1
Example 3:
Consortium: ECHO – NGO 2 as Lead – NGO 3 as
sub-awardee
FSC Reporting
Assessments
Analysis and
Advocacy
Actuals
Targets
Planning
Information
FSC Reporting
Assessments
Analysis and
Advocacy
Partners
Responsibility to FSC
Actuals
Targets
Planning
Information
Planning Information
Assessments
Analysis and
Advocacy
Actuals
Targets
Planning
Information
Planning Information
What?
- Planning Matrix Template
When?
- Whenever an agency has new activities
- Whenever plans are modified
How?
- Complete Planning Matrix template and
submit to frankline.echerue@wfp.org, cc
elena.rovaris@wfp.org
Planning Information
Partners complete a planning sheet, using the planning
matrix for each planned activity in their overall programme.
Cluster IMO enters planning information in the IM Tool.
FSC Strategic
Objective
Ensure immediate
access to food for the
most vulnerable
groups affected by the
conflict
Priority Activity Category
1. Provision of food, cash/vouchers to targeted
beneficiaries
2. Provision of agriculture inputs (animal feed,
spring and vegetable crop packages)
Planned Inputs
Input
Unit of Measure
Input Type
Input Class
Planned Quantity per Beneficiary Unit
Input
MAIZE (SEED)
CSB+
OIL
VACCINE
Unit of Measure
KGS
KGS
L
DOSES
Input Type
IMPROVED
Input Class
CERTIFIED
Planned Quantity per Beneficiary Unit
RABBIES
15
8
3.6
1
Practicum
Practice completing the planning matrix:
Organization: Your organization
Priority Activity Category: Provision of
food, cash/vouchers to targeted
beneficiaries
Activity Description: Distribution of Food
Response Purpose: Relief
Start Date: February 2015
Modality: Food
End Date: May 2015
Rural/Urban: Rural and Urban
Funding: Completed
Targeted Beneficiary Groups:
Hosts/Residents
Donor: Undisclosed
Unit of Counting: Individuals
Strategic Objective: Ensure immediate
access to food for the most vulnerable
groups affected by the conflict
Input: Standard Food Basket
Monthly Reporting
Assessments
Analysis and
Advocacy
Actuals
Targets
Planning
Information
Monthly Reporting
When?
Reporting deadline: 10th of each month.
e.g. From the 1- 10th partners should submit the
actual values for the interventions that were
implemented during the previous month.
Log In
Managing the IM Tool
1) URL: https://imtool.foodsecuritycluster.net/
2) Username/Password (case sensitive) to log in.
3) My Account: Change Password/Email Address
Actual Monthly Update > Select
Operation
Actual Monthly Update > Select
Operation
Actual Monthly Update > Update
Beneficiaries & Livestock Reached
Actual Monthly Update > Update
Beneficiaries & Livestock Reached
Actual Monthly Update > Nothing to
Report for the month
Practicum
Login with your credentials:
https://imtool.foodsecuritycluster.net/
Username: yourname
Password: Yourname123 (e.g. Marisa123)
Practicum
• Enter actuals for:
Activity:“Distribution of Food: February 2015 –
May 2015, Food”
Month: February 2015
Geographical areas:
Volnovaskyi: 500
Artmivsk: 550
Sloviansk: 350
Reports
1) Planned Response by geographic area
2) Partner Actual Response by geographic
area
3) Target Report by geographic area
Reports > Planned Response
Reports > Planned Response (by Response
Purpose)
Reports > Planned Response (by
Modality)
Reports > Partner Actual Response (by
Response Purpose)
Reports > Target Report
Reports/Maps
1) Actual/Planned: Beneficiaries by geographic area
• By Response Purpose, FSC Strategic Objective, Modality,
Targeted Beneficiary Group
2) Actual/Target: Beneficiaries by geographic area
• By Response Purpose, FSC Strategic Objective, Modality,
Targeted Beneficiary Group
• Aggregation of strategic objectives for all reports/maps
when applicable
Report > Actual/Planned
Map > Actual/Planned
(by response purpose)
Map > Actual/Planned
(by Strategic Objective)
Report > Actual/Target
Map > Actual/Target
Practicum
• Pull up reports and maps for your agency.
• Export data to excel
Actual Monthly Update Matrix
As an alternative to the IM Tool, partners may submit monthly
updates through the actual monthly update matrix.
Way Forward
• Monthly Planning Matrix to be sent to:
frankline.echerue@wfp.org, cc
elena.rovaris@wfp.org
• Actual monthly updates entered by partner
in the IM Tool
• Deadline: 10th of following month
• For Support Contact: FSC IMO, Frankline
Echerue frankline.echerue@wfp.org
Thank you!