McAID
an integrated information
management system
TOPS/FSN Network Food Security Conference
September 19-23, 2011
Maputo, Mozambique
Content
1. About McAID
2. Current uses
3. Potential uses
4. Experiences
5. Challenges
6. Cost ($$$)
Slide 2
1. About McAID
1.1 Introduction
McAID is a software database system. The title is
the short form of Mother and Child Aid.
It is an electronic centralized tracking and
reporting system that facilitates program
management to monitor program achievements
over the program LOA.
It is developed by the Management Information
System (MIS) unit of the USAID funded Food
Security program of Save the Children’s
Bangladesh Country Office.
Slide 3
1. About McAID
1.2. McAID Generations
1.2.1 McAID (2004-2010)
It was first developed during the Jibon-O-Jibika (DAP) program where it was
primarily used for program beneficiary registration, MCHN service delivery, food
distribution and warehouse inventory records throughout the program period.
1.2.2 New Generation McAID (2010+)
McAID system structure has been revised and introduced to operate for the newly
awarded Food Security (MYAP) program called Nobo Jibon (2010-2015)
considering the operational perspectives related to hardware availability,
involvement of non-specialist staff at the community levels, and improved data
communication protocols.
Slide 4
2. CURRENT USES
2.1 Data Gathering
McAID system is currently in use for the
following primary data gathering needs Beneficiary Registration
Most of the primary
records (like beneficiary
registration, service,
food) are gathered by
front line program staff
using Smartphones
Volunteer Registration
Service Records
Food Distribution
Commodity Accounting
Progress Monitoring
Monitoring Check List
Slide 5
Laptops or desktop
computers with GPRS
modem are also used to
collect primary records
or reporting purposes.
2. CURRENT USES
2.2 Data Sharing across Operations
2.2.1 Beneficiary Registration for Service Delivery
Program beneficiaries for all interventions under Nobo Jibon are registered by
using Smartphones, and receive a unique ID for tracking them throughout the
program period.
Volunteer (VHC)
visits beneficiary HH
and fills out
selection format
Monthly
Registration List
MIS unit prints
nutrition cards
VHC
handovers
selection
format to FF
16 digit
Identification
number
produced by
McAID
database.
Service
Slide 6
Field Facilitator (FF) visits HH based
on information on the selection
format
FF does
registration
at McAID
using Mobile
where
network is
available
McAID
output
Next
Level
Field Facilitator
validates data
provided by VHC
through physical
verification
FF fills out
registration
format
where
network is
not available
McAID
Input
I/O from
Smartphone
FF filters
appropriate
selections
General
I/O from
Computer
2. CURRENT USES
2.2 Data Sharing across Operations
2.2.2 Service Delivery and Food Distribution
For all program beneficiaries
receiving program support based on
criteria set in the program proposal
and/or operational guidelines. Primary
inputs are recorded by field-based
staff such as Field Facilitators.
Eligible beneficiaries receiving food
rations as a conditional transfer on a
monthly basis. Primary inputs are
recorded by the staff designated as
Field Officer-Commodity or Food
Distributors.
McAID
McAID
output
Slide 7
Next
Level
Input
I/O from
Smartphone
Registration
Service sessions
are conducted on
a monthly basis
at community
level
FF filters registered IDs
on McAID using mobile
who have attended
service sessions.
Food
Distribution
Service status
reports are
acknowledged by
the I-P team
leaders
McAID aggregates
service status reports
at the end of the month.
General
Operatio
n
I/O from
Computer
Previous
Level
2. CURRENT USES
2.2 Data Sharing across Operations
2.2.3 Commodity Accounting
Commodity inventory status is tracked based on transactions made at warehouse
level. Such tracking starts upon in country arrival of the commodities, documented
in a Bill of Lading, through closing of the inventory ledger for the respective Bill of
Lading.
Importation
Inventory
Transaction
AER
Waybill
Muster List
BL
Reconstitution
Survey
Stack Card
Service
Plan
DAM
Waybill
Summary
Summary
McAID
output
Slide 8
Next
Level
McAID
Input
I/O from
Smartphone
Summary
Previous
Level
I/O from
Computer
Food
Distribution
2. CURRENT USES
2.2 Data Sharing across Operations
2.2.4 Progress Monitoring
Progress for activities/outputs is tracked centrally
based on inputs recorded by the implementing
and technical partners against targets
established annually or for the overall program.
Deputy Chief of Party
(DCOP) approves
activity progress data
online
Technical
Coordinators verifies
activity progress data
online
M&E staff and I-P team leaders are given on-line
authorization for data update at the relevant
I-P Team Leader
levels. Subsequent authorizations to the
reviews activity
progress data online
achievements are given by the higher level
Technical Officer
authorities.
M&E collects activity
progress data and
inserts into McAID
online
Results are aggregated by month, quarter,
year, upazila, district, or implementing
partner.
Slide 9
McAID
output
McAID
Input
I/O from
Computer
McAID aggregates
results by month,
quarter, year,
upazila, district, or
implementing
partner
MIS unit inserts yearly
targets for each I-R
activities online
2. CURRENT USES
2.3 Data validation at source
Setting up cut off values, for data validation purpose, is
flexible in McAID. It can be modified to fit operational
contexts.
Source
Data
Registration Date
Date of Birth
Process
Validation
Age
Age between
181 to 630
days
McAID compares the inserted value with the
cutoffs set for validation upon receiving
records from user.
McAID accepts records that pass positively
through decisions set against validation only
Slide 10
Decision
YES
NO
2. CURRENT USES
2.4 Beneficiary Tracking…..
2.4.1 Nobo Jibon program interventions
SO1
Mother and Child Health and
Nutrition (MCHN)
Improved health and
nutritional status children
under five years and
pregnant/lactating women.
Target Households: 186,930
Slide 11
SO2
Market-based Production
and Income Generation
(Livelihood)
Poor and extremely poor
households have increased
production and income.
Target Households: 80,000
SO3
Disaster Risk Reduction
(DRR)
Households in targeted
communities protect their lives
and assets and quickly
resume livelihood activities
following natural disasters.
Target Households: 373,470
2. CURRENT USES
2.4 Beneficiary Tracking…..
SO2
80,000
2.4.2 Integration of Nobo Jibon strategies
SO1
186,930
A strategy is in place for the efficient
integration of sectors to achieve greatest
impact for poor households.
For all program beneficiaries
receiving program support based
on criteria set in the program
proposal and/or operational
guidelines.
Slide 12
SO3
373,470
Ante Natal care
Growth Promotion
Food Distribution
Beneficiary
Court Yard Session
2. CURRENT USES
2.4 Beneficiary Tracking…..
2.4.3 Registration produces unique ID
In order to become a service recipient
one needs to be registered under at one
approved criteria as set by the proposal.
Upon registration beneficiary receives a
unique ID. ID refers to basic information
of the beneficiary as well as used for
tracking records for that beneficiary.
ID refers basic information
0102050200000087
Name, Address,
HH, etc
Slide 13
2. CURRENT USES
2.4 Beneficiary Tracking…..
2.4.4 Tracking of Service recipient
Unique ID also it refers to all instances, whenever recorded, as a recipient for
associated program support. Summaries are used to reflect performance of the
program over the period.
ID refers associated interventions
ID
SO1
0102050200000087
a
0304150100000199
0206500100004657
a
SO2
SO3
a
a
a
IDs are summarized to show performance
Month
January-2011
February-2011
March-2011
Slide 14
SO1
SO2
SO3
a
a
x
a
x
a
a
x
x
2. CURRENT USES
2.5 Data Communication
1 Central
3 District
9 Upazilla/Hub
8 Warehouse
Office
Offices
Offices
Offices
Warehouse
Upazilla Office
Private
Network
Data Center
Central Office
Nearly 2,000
Service Sites
Distribution
District Office
Service
Registration
Slide 15
Over 250
staffs
2. CURRENT USES
2.6 Access to Data Center
Basically, a Data Center is a centralized repository, management, and
dissemination of data and information. It is a restricted access area containing
automated systems that constantly monitor server activity, Web traffic, and network
performance.
Users
Any internet-enabled computing devices
Devices
IPNGO
including Smartphones can access McAID
Smart
site through the URL http://119.148.6.44.
Desktop
Laptop
phone
SC
http://
Data Center
Guests
Firewall
Router
Server
Slide 16
HO/CMU
A valid user can access at least all reports.
Only authorized users can perform input or
modification of the records.
3. POTENTIAL USES
3.1 Hosting Multiple Program MIS: Data Center Sharing
McAID Data Center
at SC HQ
Firewall
Router
Server
McAID application and database can be used for hosting multiple
program MIS within or across Save the Children. This will enable
a client agency or program team to share efficient performance of
a high profile Data Center and it’s relevant administrative support.
McAID offline and online modules can be contextually combined
to deliver database management across agency.
//agencyA/ProgramA
HQ-MIS
Agency B
HQ-MIS
Agency A
//agencyA/ProgramB
//agencyB/ProgramA
//agencyB/ProgramB
Slide 17
Online hub
office
Smartphone
with Online
McAID
Online
McAID
Offline
hub office
PDAs with
Offline
McAID
Agency A: Communication Protocol
Agency B: Communication Protocol
http://119.148.6.44/agencyA/ProgramA
http://119.148.6.44/agencyA/ProgramB
http://119.148.6.44/agencyB/ProgramA
http://119.148.6.44/agencyB/ProgramB
Offline &
Online
McAID
3. POTENTIAL USES
3.2 McAID Data Matrix
Data Matrix module of McAID can be
used for facilitating different program
management to design their data
requirements flexibly and startup data
collection through PDAs or Smartphone
instead of developing separate systems.
Step I Defining Program Basic
Data
Matrix
Slide 18
? Program
? Period (Year, Month, Quarter)
? Enumerators
? Response layers
? Enumerators vs Response layers
? Indexing
McAID
RnC
Applied for
Registration and
Commodity accounting
data gathering
Step II Prepare Questionnaire
? Question to define a variable
? Answer options
? Response mode
? Data types
? Sequence
? Skip rules
? Derivatives (and scope)
Data
Matrix
Applied for
various program data
gathering
Step III Defining reports
? Name of the report
? Monthly, yearly, ad hoc
? Display fields
? Summary fields
4. EXPERIENCES
Experiences with GSM mobile based data management
Overall, a centralized system has accelerated efficiency to overall management of
program data and in line operations.
Increased
 Data accuracy, availability, security.
 Access to information from different
operation.
 Utilization of micro level data.
 Data validation at source.
Decreased
 Total time required for preparing next
level operation depending on primary level
operation.
 Reduced knowledge based staff
dependencies at lower levels as opposed
to maintain a distributed system (offline).
 Data compilation time and efforts.
 Paper trailed documentation.
Slide 19
5. CHALLENGES
Challenges & Action/Recommendations
Ongoing challenges
Action/Recommendation
There are pockets where network is
found often interrupted or become
slower.
Communication with service provider
to let them optimize & monitor network
performance in those pockets.
Power scarcity to charge mobile
phones sufficiently.
Procurement of solar panels for cluster
office operations from where staff can
charge their mobile phones.
Small font; faded screen during bright
sunny day light.
Searching for handsets within $150 to
overcome this challenge.
Slide 20
6. COST ($$$)
Operation Cost (in USD) for McAID
Total operational cost for
McAID Offline and Online
modules are calculated
considering 12 months
operation where there are 9
Hub offices under 3 districts
and 100 front line staffs.
Note that, in cases if system is
shared via hosting services then
online cost for some of the line items
(*) can be reduced fully/partially (see
slide 17).
Cost Factors
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 systems
3
7,000
-
21,000
-
Central database server systems*
1
7,000
20,000
7,000
20,000
Firewall, Antivirus*
1
7,000
7,000
7,000
7,000
1,200
-
5
-
6,000
12
350
350
4,200
4,200
103,700
52,430
Operation (Recurrent cost)
Monthly activation Charge
Dedicated bandwidth
Total
Slide 21
Units
THANK YOU……
Slide 22