Data Inventory Draft Technical Report

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6.2Planning of operations: NGOs Module

It is a simple module providing information on the NGOs cooperating with FAO in emergency projects. Detailed information on NGOs would be extracted from FPMIS that is developing a database including this information. Through the link with other modules of FPMIS, NGOs might also be associated to projects and countries. Potentially, this module could identify the specific area of action of the NGOs (district or town). The link with GIS could assist visualizing the presence of NGOs in a user selected area.

6.2.1Functionalities

Provides lists of NGOs operating in a given area
Provides lists of projects with associated NGOs
Provides historical information on NGOs
Display geographic distribution of the NGOs by activity

6.2.2Data Inputs

NGO database from FPMIS (contacts, category, budget, no. of projects …)
Project information from FPMIS
Administrative units from SALB
Towns & villages data from VMap0

6.2.3General Structure

Interface with FPMIS
Copy of SALB 2nd level administrative layer (or direct link with GeoNetwork)

This module can be enhanced by extending the NGO module of FPMIS to include information on the specific areas of action of the various NGOs. It would be important in case of intervention to know which NGO can be contacted for technical and logistic support.

6.3Planning of operations: Procured Items Module

This module aims at supporting decisions about types and quantities of items to be delivered to the beneficiaries using the knowledge and experience of past interventions. It could also be used as monitoring tool for projects and emergency actions. The emergency officers can retrieve quantitative information on items delivered to each country by the projects operating in the given context. The availability of the dates of Purchase Order and the date of payment provide an indication of the expected delivery time, which is important information to estimate the promptness of the interventions. Costs of the items and costs of the shipment & handling are also available. With the availability of other information such as the areas where items were delivered, the technical specifications and costs of the procured items and data on NGOs/institutions in charge of the distribution, considerations could be made about the resources required for future interventions.

6.3.1Functionalities

Provide lists of items delivered to the beneficiary countries by the different projects in the selected time intervals
Calculate average (estimated) delivery time for selected items
Calculate estimated costs of delivery
Verify the frequency of emergency interventions in selected areas
Identify local suppliers by area (subject to the release of supplier information from the FAO Procurement Services)
Generic logical, statistical and algebraic calculator

6.3.2Data Inputs

FAO Oracle Procurement Database (Project code, Country, Order date, Date of payment authorization, Items, Supplied quantities, Unit prices, Total amount, Supplier)
Project’s data from FPMIS (Project code, Budget, Donor/Funding source, Country, Type of project, Duration, Starting date, End date)
NGO’s Database from FPMIS (Name; Code)
Country’s administrative layer from SALB (Country code, Country Name, 1^st level admin Code, 1^st level admin Name, 2^nd level admin Code, 2^nd level admin Name)

6.3.3General Structure

Components:

Interface with FPMIS and FAO Oracle Procurement Database
Copy of SALB 2^nd level administrative layer (or direct link with GeoNetwork)

This module can be enhanced by maintaining at least two datasets which are currently not available in a form suitable for data processing:

A table including the technical specifications of the delivered items associated to the purchase order. This information is available in most of the records of the FAO Oracle Procurement Database as scanned images or MS-Word documents
The administrative unit (province, district or commune) where the items are finally shipped. This would allow identifying the population that has benefited from the interventions. This information might be contained in the project document or other related documents most probably available within the FPMIS database.

6.4Planning of operations: Seed Distribution Module

This is an example on how the outputs generated by one module can be used by another module. The Seed Distribution module extends the functionalities of the module described in section 6.1 (Procured Items) to verify the expected date of delivery of seeds coincides with the sowing period calculated for the area of interest. With the future availability of the Seed Information System it would be possible to match the variey of seeds to deliver with the ones effectively produced in the area of interest.

6.4.1Functionalities

Functions included in the Procured Items module
Cross checking the estimated delivery time and the sowing period of the crop calendar
Finds best suited seed for the selected areas (subject to the availability of the Seed Information System)

6.4.2Data Inputs

Data required for the Procured Items module
Crop calendar from GIEWS & Emergency Coordinators (Periods of sowing and harvesting by crop and – possibly - by admin unit)
Seed data from WIEWS-SIS

6.4.3General Structure

The figure below shows a schema indicating the structure of the module. Functionalities and inputs includes in the Procured Items modules are implied and not reported in this diagram. The “optimization model” could be developed within this module to find alternative seed varieties matching agro-ecological conditions (GIEWS), availability of seeds in the area of interest (WIEWS) and estimated delivery date (FAO Oracle Procurement Database).

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