Reporting & dissemination
Produce WASH sector dashboard and bulletin
The robustness of the analysis plan, indicator definitions and calculations, and means of data collection, compilation, and cleaning – covered in the preceding Chapters – comes into play: provided these are in place, it will be easy to update and semi-automatise our reporting tools and products. That will minimise the time spent on basic reporting, and allow the IMO to focus on other more strategic tasks.
The coordination tool kit includes a WASH Dashboard Manual to help create static and dynamic dashboards, a WASH Bulletin Briefing Sheet and templates, basic gap analysis templates and information on the reporting requirements of OCHA, including the IM Product Catalogue.
WASH Dashboard
A dashboard is typically used to illustrate some key information about the response to an emergency, for instance it can show the progress of a Cluster against targets for a particular intervention. Dashboards are produced on a cyclical basis by the coordinating agency during a response but is it also useful for the WASH Cluster to produce operational dashboards in tandem with the cycle of 4W submissions by partners (per week or month) and share this with partners and the wider community.
The production of a cyclical dashboard is useful for many reasons:
- It helps to illustrate the importance of defined targets to partners;
- It encourages WASH partners to supply 4W information;
- It acts as an advocacy tool; and
- It helps to identify both gaps and over-provision of interventions in the Cluster.
WASH Bulletin
A bulletin/newsletter will contain more text than the dashboard and this is where the Cluster can unpack issues that are arising both thematically and geographically. A bulletin is a good advocacy tool where ‘news’ from partners can be added. A bulletin would normally be produced less frequently than a dashboard, and would typically:
- Highlight the urgent needs but also the achievements.
- Add news items from partners so that they can use the bulletin as an advocacy tool.
- Add pictures, maps and graphs to tell the response story.
Reporting to UNICEF and OCHA sitreps
The Cluster response tracking systems will feed into overarching response tracking systems maintained by OCHA and UNICEF, and which will vary slightly from context to context. It is critical to clarify information requirements, format, and frequency, and to factor this into the Cluster’s system design.
Reference and support materials are maintained both by OCHA and the CLA, and can be accessed via the links below:
- OCHA Humanitarian Monitoring resources can be found here: https://www.humanitarianresponse.info/en/programme-cycle/space/page/monitoring-overview
- UNICEF Humanitarian Performance Monitoring Toolkit contains useful examples and approaches, notably to quality monitoring, and can be found here: http://www.unicefinemergencies.com/downloads/eresource/HPM.html
Where possible UNICEF Humanitarian Performance Monitoring indicators should be aligned with the WASH SOF or HRP indicators, this can allow the use of the Cluster W-tool for activity reporting, and thus minimise reporting obligations for partners.
Disseminate response updates to relevant audience
Monitoring and gap analysis reports must not only be communicated to OCHA and UNICEF, but also reach all relevant humanitarian actors. Due to the large amount of information circulated in modern emergencies response, dissemination channel and format must be carefully chosen so it reaches its target without overloading partners with information.
Websites
Depending on the type of emergency, an operational website can be hosted by OCHA or UNHCR, or both. The IMO should be given rights to manage the WASH Cluster page on the OCHA (https://humanitarianresponse.info) site. In addition, the IMO should work closely with the UNHCR IMO to upload information on the UNHCR site if applicable for that situation (http://data.unhcr.org). In some contexts, alternate platforms may exist (governmental, pre-existing, etc.).
In all situations a basic minimum operational information (contacts, meetings, strategy, standards, assessments, progress reports, etc.) should be available and regularly updated, and the site should be widely promoted e.g. link in email signatures, etc.
Translation Services
During emergencies it may be necessary to create IEC material or other publications in local languages and dialects. Translating personnel can be hired locally or via an organisation such as Translators Without Borders. Assess translation needs: is a technical translation needed or will hiring local translators fulfil the needs at the time?
Social Media
Many organisations are using social media as part of their overall dissemination strategy but social media tools can also be very useful in emergency situations. Ask partners what they are using during the emergency, for instance a local twitter account may be a very useful way to disseminate emergency information.
SMS for Communications
In some emergency situations SMS may be the best way to share data, both in sending information and receiving information. There are many service providers specifically targeting humanitarian situations. Consult on best practice with colleagues, many responders have experience in using SMS in countries prone to disasters. Beware of hidden costs.
URL Shorteners
It is often necessary to share links to various websites. The links may be long and seemingly unrelated to the location that the link points too. Use a URL shortener to create a shorter link to completed web addressed.
QR Codes
A QR code is a type of barcode which can be used to direct people to key information. The end-user needs a device (smart phone or tablet) with a camera. QR codes can be used to share assessments which have been uploaded, share maps, latest statistics, latest contact lists, GPS locations, vCards/business cards and WiFi codes. They can be added to name badges at major meetings so that people can instantly scan contacts to their phones. At a Cluster meeting a sheet of paper with QR codes can be shared with links to all the relevant new WASH material online. The end-user does not need to be online to scan a card; they can de-code it at a later date.
Image Hosting Services
There are some applications that require photos/images to be hosted in the cloud before you can add them to the application. These include some web-mapping platforms and interactive image tools (ThingLink). Be aware that some image sharing sites make your photos public so check terms and conditions before uploading sensitive material.