McAID Mother & Child AID System

Presentation for

Commodity Tracking System Consultation Workshop Washington DC

17-18 March 2014

It is a mobile web based software

database system designed to gather

& manage primary data from remote

locations through GSM/CDMA-

supported mobile handsets or

internet modems.

McAID is an information

management system designed,

developed & implemented by the

staff at SC/Nobo Jibon MIS unit.

SLIDE 2

Nobo Jibon (“New Life”) is a USAID funded MYAP (2010-2015) food security program awarded to Save the Children

in Bangladesh. The program aims to reduce food insecurity and vulnerability to natural disasters for 191,000 households

in 11 sub-districts of Barisal Division in Bangladesh.

Tracking beneficiary electronically.

Facilitate information management efficiently for

both food and non-food driven program aid

interventions.

GOAL

OBJECTIVE

SLIDE 3

Aggregate performance data centrally.

Reduce paper-trailed compilation burden.

Time saving & cost effective data management.

Accurate, consistent, time sensitive reporting.

Streamline accountability and internal control.

+ 43 Laptop + 03 Regional Server

+ 01 Central Server

+ 150 PDA

Technology

+ MCHN RegN

+ Unique ID

+ Bar coded Card

+ Distribution Plan

+ Print Muster Roll

+ Distribution Data

+ RegN Update

+ RSR

+ B/L

+ Survey

+ DAM

+ Waybill

+ LAR

+ WH Stock

+ MCHN Service Data

+ Nutrition Tracking

+ HH Profile

+ LH RegN & Serv.

+ FFW RegN & Serv.

+ Output Matrix

+ Data warehousing

- Bar coded Card

- Nutrition Tracking

+ MIS based GIS

+ IPTT

+ KM

Data Management

2010 August

2013 April

2005 September

2006 February

2006 April

2008 June

+ ActiveSync Internet

+ 500 Smartphone + Data Center - Laptops - PDA - Regional Server

SLIDE 4

Challenges Solution(s)

Beneficiary

profile

management

Digitization of

registration

forms into

offline database

Unique ID for

registered

Beneficiary

Printing &

Distribution of

ration card

Beneficiary

Identification

at FDP

Registration

status update Offline

transcription of

updated status

thru Laptop

Faster

distribution

status reporting

(RSR)

Distribution

planning and

recording at FDP

thru Laptop

Ration

validation

for service

at FDP

Combined

nutrition and

ration card

Faster &

accurate

beneficiary

status update

Reconciliation of

monthly MCHN

performance

report

Faster, accurate

reporting of

commodity

stock (CSR)

B/L, Survey,

DAM, Waybill,

LAR recording

Commodity

status

reporting

Nutrition

status

recording at

PDA

MCHN

monthly

status report

Interfacing

implementing

partners (NGO)

with McAID data

center

GSM Mobile & web

based platform for

primary data

gathering

Capture HH profile

data, tracking of

overlapping

beneficiaries,

monitoring

implementation

progress Modification of

registration and

service modules that

fits registration for

food and non food

interventions

Maximizing use of

technology for

decision making at

local level based

on data driven

performance

Data warehousing that

allows aggregation and

archiving information

through running SQL job

schedules

Use of GIS tools and

techniques that allow

end users to visualize

performance over

geographical boundaries

SLIDE 5

SLIDE 6

Longer time for error

rectification (2/3 months)

Highly paper based,

Taken more than 10 days for

distribution planning and to

initiate a distribution phase.

Accounting of backlog ration,

causing significant deviation

between ‘MCHN service’

coverage report versus

‘distribution status’ report.

No real time data, rather

user had to wait till the

compilation of paper based

data

•Reduced time for error

rectification (<1 month)

•Less paper based; compared

to manual process

•Taken more than 7 days for

distribution planning and to

initiate a distribution phase.

•Risks of loosing data at

offline device

•Reduced compilation burden

•Scope of onsite data

validation, increased data

accuracy

•More real time data

compared to manual process

•Reduced time for error

rectification (5-7 days)

•Least paper based; compared

to PDA/Laptop offline

process

•Time for distribution

planning is reduced to 1 day.

•Removed risks of loosing

data

•Removed compilation burden

•Removed manual reporting

•Maximized opportunity for

the end users to use real

time data more frequently

for decision making.

Manual process PDA/Laptop

Offline process Smartphone

Online process

Step 1 - www.mcaid.info

Step 2 -

Step 3 - Choosing Program…..

User Log in credentials…

‘User Name’ and ‘Password’ are the credentials for a user who access to

the system. These are also used to let system determine access rights of

the user. For example, an ‘administrator’ gets the maximum rights that

includes data modification across agency/program or within the partitions

of the program data. A ‘guest’ user access the system with a ‘read only’

rights across all its data partitions. On the other hand, a front line staff can

access only the partition being assigned for that staff.

Only ‘administrator’ and ‘guest’ user have the privilege to access info of all

the programs/agencies archived thru McAID. Otherwise, system routes the

user to respective program/agency that the user is given athurized to

access.

Guest user login - User Name: guest; Password: 123

SLIDE 7

Web forms/pages designed for ‘mobile’ devices are different than that designed for ‘desktop’ devices. This is to make forms more user friendly while working at devices with smaller screens.

Web forms at Desktop device Web forms at Mobile device

SLIDE 8

Distribution

Commodity

Administration

Coverage

MIS based GIS

Reporting

Registration

Service

Staff

Used to initialize program, service or criteria, look up list, Reporting month activation, defines SQL job schedules, various cut offs to manage data validation at entry points etc.

Administration

Used to initialize name of geographical locations, catchment, basic household demographics, etc.

Coverage

Facilitates pre-formatted reports, executes SQL job schedules to archive aggregated numbers periodically and reports activity performances.

Reporting

Facilitates new beneficiary registration (with unique ID), HH profile, editing of beneficiary status, catchment, card printing etc.

Registration

Captures service records delivered among the program participants, aggregates service coverage at different levels/periods.

Service

KM

Defines basic profile of staff across agencies who are associated with project data management, reporting and/or supervision.

Staff

Facilitates archiving and sharing of photos, files, stories, reports and various project-materials.

KM

Initializes activity location names for GPS coordinates, grouping and labeling of themes to produce thematic maps, facilitates plotting of program info over base maps. Designed to facilitate open data goals initiatives of USAID Policy Framework (2011-2015).

MIS based GIS

Facilitates food distribution data recording, distribution list, waybills, outlets, distribution plan, etc.

Distribution

Facilitates accounting and reconciliation of commodity inventory; B/L specific transactions that are done at different operation levels for various purposes, captures loss records etc.

Commodity

SLIDE 9

SLIDE 10

Commodity

Distribution

HH/Beneficiary

SLIDE 11

Dist. Plan

Registration

Food Prog Non Food Prog

Ben Criteria

Muster List

Distribution

HH/Beneficiary

Ben Criteria

Loss LAR

DMCR DAM

Commodity

WH-FDP

FDP-WH

WH-WH

WH-Others

Others-WH

Non-Food Serv.

Ration/Criteria

B/L

Survey

Stack at WH

Food Serv.

SLIDE 12

HH/Beneficiary

Program Basic

Program Basic Define program or the lead activity for which beneficiaries will be

enrolled for receiving program deliveries. In case the status is set as ‘N’ (No)

then system does not allow to refer

that program name through the

combo list contents.

‘Parent Program’ is a Boolean field

that allows system to open multiple

programs under one parent program

if a program is flagged as Parent

Program (Yes).

Registered beneficiaries profile are

printed if the ‘List mode’ is set to

Beneficiary. Otherwise, the House hold

profiles are printed during

distribution.

SLIDE 13

HH/Beneficiary

Program Basic

Geographical Boundaries

Geographical Boundaries Set names of the geographical boundaries where the program

interventions are to be operated. e.g. District, Sub-District, Village etc.

There is provision to capture

demographic profile for the

geographical boundaries.

‘HH Count’ leads the registration

process. HH codes are generated

to initiate registration in a village.

The maximum number

representing HH Code in a

village should not exceed the

number typed as HH count for

that village.

SLIDE 14

HH/Beneficiary

Program Basic

Geographical Boundaries

Service/Criteria

Service or Criteria Define one or more types of services to be delivered among the

beneficiaries thru a program or lead activity. Services are also considered

as ‘Criteria’.

SLIDE 15

‘Exit Profile’ stores info related to reasons

and date of beneficiary who graduates

from the program. This process will take

into effect only for the criteria, for which

this property is set to ‘Yes’.

‘Food Entitlement’ is a Boolean flag that helps system to determine

which cases should be considered for food operation. In other words,

a non food criteria are not processed for food related operation.

When this is set as ‘Yes’ then prescribed ‘Ration Size’ for that criteria

is applied to calculate ration quantities (see SLIDE 30).

HH/Beneficiary

Program Basic

Geographical Boundaries

Service/Criteria

Catchment Names

Catchment Names Define local names of the hubs from where beneficiaries will be reaching

out to receive program deliverables or services.

e.g. Beneficiary receives MCHN services from

their nearest service site know as EPI site.

Therefore, EPI sites are considered as

catchment for MCHN services. On the other

hand FDP is considered as catchment for

Food distribution where one FDP covers

several EPI sites.

SLIDE 16

HH/Beneficiary

Program Basic

Geographical Boundaries

Service/Criteria

Catchment Names

Service Provider

Service Provider This includes basic profile of a service provider who performs voluntary

job to deliver services among the beneficiaries from a catchment.

Objective of having

demographic profile of the

volunteers is to track

beneficiary status over the

period. Volunteers are mostly

preferred to identify

beneficiaries within the

communities.

SLIDE 17

Registration data (mobile)

HH/Beneficiary

Program Basic

Geographical Boundaries

Service/Criteria

Catchment Names

Service Provider

Program Basic

Service/Criteria

Geographical Boundaries

Catchment Names

Service Provider

Registration Interface at

Smartphone

Unique identification code (ID) for the

beneficiary is generated upon successful

submission of registration info. There is a

defined convention while creating beneficiary

ID (See SLIDE 35).

SLIDE 18

Registration data

requirements is not

static in McAID. It has

a dynamic structure to

make necessary

adjustments while

fixing registration

fields.

HH/Beneficiary

Program Basic

Geographical Boundaries

Service/Criteria

Catchment Names

Service Provider Inner side….

Upper side…. Ration months are

calculated for the

beneficiary and printed

over the card.

Ration month is

perforated upon

delivering ration…

Signature of the staff who

authorizes enrollment of the

beneficiary into program

ID Card (e.g. MCHN)

(MCHN) Nutrition Card Layout

Registration data (mobile)

SLIDE 19

An identification card is printed

with registration info of

beneficiary and is handed over

to the respective beneficiary.

Service information are

plotted over the card

during service delivery

Commodity

Commodity Names

Commodity Names Define name of the commodity along with other basic info.

SLIDE 20

Commodity

Commodity Names

Warehouse Names Add warehouses.

Warehouse Names

SLIDE 21

0

2000

4000

6000

8000

10000

12000

14000

16000

18000

0

5000

10000

15000

20000

25000

30000

35000

IY 1 IY 2 IY 3 IY 4 IY 5

Commodity

Commodity Names

Commodity Resource Level Basic info related to LOA tonnage and equivalent monetary records are

captured.

Warehouse Names

Resource Level

‘Estimated ‘columns represent the

amount being approved through the

proposal.

‘Revised’ columns represent the

amount ordered through the CF.

‘Actual’ columns represent the

amount received through the BL

invoice. This is aggregated

automatically when BL records are

available into the system.

Having LOA resource info

helps program team to

track and analyze resource

level obtained across FY;

do necessary adjustments

accordingly in order to

maximize resource through

forth coming PREP.

SLIDE 22

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

Bill of Lading Necessary info related to every commodity consignments are captured.

These info are used not only to

determine marine losses but also

to reconcile FY wise resource

level over the LOA. Also serves

tracking of commodity stock in

terms of equivalent monetary

values.

SLIDE 23

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

Arrival Survey Survey related info are captured for every in country consignments.

These info are used not only to

filter marine losses but also to

account transportation losses

when cargoes are reached to the

destination warehouses.

Arrival Survey

In country arrival status are derived (‘read only’) based on basic info corresponding to the

survey made for the containers. Therefore, it sets a control over obtaining the numbers

that to be used at subsequent levels.

SLIDE 24

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

Waybill Commodity dispatched ‘from’/‘to’

warehouses are captured thru the

waybills set forth for the transactions.

Arrival Survey

Waybill

User needs to make minimum

entries for updating waybill info in

the system; making data updating

process easier, faster, accurate.

Shipments that are

available in stock will

appear ‘only’ in the list.

Dispatch info recorded

corresponding to the

required shipment only.

Dispatch records can be deleted if there is no receive

records corresponding to the waybill..

SLIDE 25

Entries are captured in a controlled

fashion; reduces risks of human

errors.

DAM

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

DAM: Dispatch Authorization Commodities are dispatched based on

authorization, if given, for the transaction

thru Dispatch Authorization Memo.

Arrival Survey

Waybill

Data validation techniques ensure

accounting controls over

subsequent transactions.

Overall ‘Dispatched’ status

are updated automatically as

per entries made thru

waybills. Total dispatch made

thru waybills cannot exceed

DAM authorized limit.

Delivery period can not

become prior to the period

set forth for DAM.

SLIDE 26

DAM

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

Reconstitution Transaction records related to commodity

reconstitution are captured.

Arrival Survey

Waybill

Data validation techniques ensure

accounting controls over

subsequent transactions.

‘Loss Kgs’ are derived upon

submission of units Recovered

thru reconstitution process.

Units that are entered as

Slack/Torn or Wet/Infested thru

‘waybills’, are automatically

filtered and become viable for

reconstitution. Otherwise, stack

cards are filtered with relevant

details.

Reconstitution

SLIDE 27

DAM

Commodity

Commodity Names

Warehouse Names

Resource Level

Bill of Lading

Loss & Adjustment Commodity loss records are captured.

Arrival Survey

Waybill

Summaries are automatically

filtered based on entries made

through Reconstitution, Waybill or

Stack related processes. Therefore,

these are read only.

Reconstitution

LAR

LAR reference number and

associated entries are inserted

in order to endorse increase or

removal of units at inventory

level

SLIDE 28

2. Transports that carries

food (trucks, boats, etc.)

can neither reach to the

service sites nor HHs

HH

FDP

Service

Site

WH

X X

Distribution

FDP List & Catchment

4 Warehouses cover 278 FDPs. 1900

MCHN service sites are covered by

278 FDPs. Through this way 100,000

beneficiaries are reached every

month through distribution.

Having catchment defined at the

system is essential to automate

filtering beneficiary info, preparing

muster list, reconciliation of ration

requirements by WH, etc.

FDP List & Catchment This defines operational relationships between warehouse, (WH)

distribution points (FDP) and the service delivery points at community

level.

1. FDPs are easily accessible

thru transports (trucks,

boats, etc.) that carries food

3. HHs

receive

services

from their

nearest

service

sites

4. HHs nearby the services site

queuing to a prescribed FDP for

receiving food on the

distribution day.

SLIDE 29

Distribution

FDP List & Catchment

Having ration entitlement defined at

the system helps to automate

reconciliation of ration by

beneficiary category during

preparation of the distribution plan.

Ration Entitlement This represents quantities by type of commodities prescribed as ration

corresponding to a service or criteria.

Ration Entitlement

SLIDE 30

Distribution

FDP List & Catchment

Muster List It contains recipient IDs who received services and thus become eligible

for food. It also calculates ration quantities as per the proportion being

allocated for the criteria for which the recipients have received services.

Ration Entitlement

Muster List An automatic process that determines

the contents for the Muster list is

known as Specification process

initiated through mobile.

Once the list is prepared then the

Specification process aggregates

‘commodity type’ and ‘criteria’ specific

summaries corresponding to FDPs.

Automation for Muster list, saved several days,

removed paper trailed documentation as well

as increased accuracy of the ultimate contents

of the list.

SLIDE 31

Distribution

FDP List & Catchment

Distribution Plan This holds reconciliation of the ration quantities to be distributed among

the groups of ration recipient in an FDP. These info are aggregated

automatically from the contents of the muster lists. Finally, the

‘Distribution plan’ also holds the date of the distribution for the FDP

along with name of the distributor, based on logistic arrangements. Ration Entitlement

Muster List

Distribution plan Planning process is performed by the

concerned staff over the web site using

internet modems from the local office.

Printed version (.pdf) of the plan holds

signature image of the concerned staff in order

to ensure it’s prudent use thru subsequent

transactions.

SLIDE 32

Distribution

FDP List & Catchment

Ration Entitlement

Muster List

Distribution plan

Distribution data (mobile)

Distribution Interface at

Smartphone

Service recipient IDs

are filtered out of all

the registered

beneficiaries belonging

to the selected

catchment (Service

Site).

User needs to use the

check box to identify

who has appeared for

receiving food.

SLIDE 33

Distribution

FDP List & Catchment

Ration Entitlement

Muster List

Distribution plan

Distribution data (mobile)

Search Waybill for

editing at Smartphone

Waybill data (mobile)

Edit/Update Waybill info at

Smartphone

Search for the waybill

with waybill number.

Reference fields are kept

‘read only’ during editing

the waybill info,

therefore, no risk of

being changed.

Waybill transactions are

made for shipments

corresponding to

respective Bill of Lading.

SLIDE 34

Rationale behind ID convention

Beneficiary ID, when interpreted, needs to represent local address of the

beneficiary.

One HH can hold more than one beneficiaries.

Within one HH one beneficiary may receive more than one program support

at a time.

Beneficiaries are assigned with one HH Code during registration.

HH can be moved within a village, which will not be considered as migration.

New registration is initiated for the migrating HH since new HH added to the

migrated community.

District

Sub-District

Union

Village

Household

Beneficiary

Beneficiary

Beneficiary

99 99 99 99 99999999

99 99 99 99 99999

Beneficiary ID

Household ID

IDs are created automatically upon successful submission of the registration info.

SLIDE 35

Beneficiary info are tracked with

the help of beneficiary ID.

Beneficiaries are assigned for

multiple programs.

SLIDE 36

Step 2

Beneficiary ID is

selected

corresponding to

program for tracking

program specific

records.

Step 3

Tracking info nodes

are used to track

records

corresponding to

activities for which

tracking is initiated.

Step 1

Beneficiary ID is

filtered.

SLIDE 37

Project/Activity

Location Data A discrete location for

project and activity. e.g.

EPI sites, FDP, collection

point, warehouse etc.

Thematic Data Demographic

indicators, built

infrastructure,

environmental feature.

e.g. shelter, killa,

vulnerability, etc

Project Data Project operational

performance data. e.g.

Registration, MCHN

service delivery, FFW, etc

SLIDE 38

GPS coordinates for program activity locations

are captured using Smartphones. Under this

feature GPS for all FDP, Warehouse, etc., are

collected.

Program locations that perform similar type of

activities, are grouped into one category and

labeled with a name (for example, FDP,

warehouse etc). GPS coordinates for all the

locations under that group are captured.

Adding more groups or locations can be done

as per requirements.

GPS for Activity/Location

SLIDE 39

Several attributes can be defined for project

activity/location. Attributes are used for

monitoring progress or achievement at the

location during a period.

Location attributes

Added attributes for the selected

distribution point

Performance of the locations are often

found better visualized/interpreted over the

period when attributes are analyzed thru

GIS.

Attributes often revised. New attributes can

be added or old attributes can be removed

at any time points depending on interest.

SLIDE 40

GIS techniques are used to

explore catchments for the

selected location along with

location attributes.

Location catchment

This is to visualize how the

locations are spread over

the regions geographically.

Selected

FDP

Service

Site

Users don’t have to have

skills of using GIS

specialized systems.

SLIDE 41

Project performance summaries are auto archived into database

that linked with GIS shapes. User can plot over geographic Base

maps to explore performance across geographical hierarchies

(Central, Dist, sub-Dist, etc).

Performance: numbers at grid Performance: GIS Maps

SLIDE 42

Output Matrix

IPTT

Registration

Service

Service Acknowledgement

Muster List

Distribution Plan

Distribution

(FDP) RSR

(Central) RSR

DAM/Waybill/LAR

WH MSR

CSR

Graduation

Beneficiary List

Custom report follows pre-defined

format to produce summaries for a

specific operation level. May contain

signature images of the concerned

staff who are made responsible for

reporting.

Summaries are aggregated and

archived into database. These are

presented through the Performance

dashboard. This allows users to

explore summaries at different period

and operation level and extract tables

into excel for analyze on an ad hoc

basis.

Report Types

SLIDE 43

Custom report

follows pre-defined

format to produce

summaries for a

specific operation

level. May contain

signature images of

the concerned staff

who are made

responsible for

reporting.

SLIDE 44

Specimen signature

of the staff is

preserved at

database while

preparing staff

profile.

Summaries are aggregated and archived

into database. These are presented

through the Performance dashboard. This

allows users to explore summaries at

different period and operation level and

extract tables into excel for analyze on a

ad hoc basis.

Summaries are exported to Excel

for ad hoc analysis.

Hyperlinks are used to explore

next level summaries

Various options and drop down

contents are used to aggregate

preferred summaries.

SLIDE 45

User organizes the counts

that are downloaded from

McAID performance

dashboard. Then initiates to

analyze and reorganize the

numbers as per

requirements, e.g. charts,

tables, etc.

SLIDE 46

This feature is frequently used by

the front line supervisors to

analyze performance of the staff

under supervision. Therefore,

contributes to improve

implementation towards quality

deliveries.

Performance summaries are plotted

over GIS maps to produce

performance or thematic outputs.

GIS shapes are used as links to

explore performance for the next

operation level.

SLIDE 47

Designing of this requirements, in

McAID, is made dynamic; user can

define what performance reporting

are they interested to explore over

the period using GIS tools.

IPTT counters are aggregated

and archived automatically into

database. Counters for IPTT

are formulated according to

the definition set at PIRS.

Automation of IPTT

reporting has saved

time, increased

accuracy since numbers

are obtained by the

system automatically,

no matter how

complex the counting

method is in nature.

SLIDE 48

Designing of IPTT related

reporting is dynamic at McAID.

It allows user to add new

intermediate results or allows

to do necessary adjustments of

its’ counting methods as per

requirements.

22 IPTT indicators, out of 62, are reported directly through McAID.

1. Operation Period An operation period is defined by

a period, which is equivalent to the

reporting period for a specific

operation. This could be a month,

week, bi-week etc.

Period of an operation

McAID accepts primary entries (to

be reported) within an operation

period if that period is found active.

Otherwise, system denies to receive

entries or unauthorized editing.

One operation period is activated

after deactivating previous operation

period. Therefore, new entries for

the running operation period are

accepted only thus all entries that

are committed under old operation

period are protected.

SLIDE 49

Types of operation

2. Data Partition Data partition allows user to access and

modify only the specific portion of the

record set that are assigned for that user.

If the operation period is turned off then

user cannot modify records within

respective data partition.

SLIDE 50

3. Signatory Level Authentication If reported numbers are endorsed by a signatory then modification is not permitted by anyone other

than the signatory who has endorsed the report. McAID supports maximum 4 layers for signature

authentication.

SLIDE 51

(P)repared by

(R)eviwed by

(V)erified by

(A)pproved by

Allowed to modify records before it is signed out by the level 2

Allowed to modify records after it is signed out by the level 1 and before level 3

Allowed to modify records after it is signed out by the level 2 and before level 4

Allowed to modify records after it is signed out by the level 3

4. User group permission All users of McAID belongs to a group.

Every user group is given limited

access rights to the system. User can

make new entries within a form if the

given permission allows user to make

new entries at that form.

SLIDE 52

SLIDE 53

McAID has also demonstrated a

proven capacity to facilitate

efficient information management

support across Save the Children

in Bangladesh.

Agency Program

Nobo Jibon

PROSHAR

Agriculture &

Nutrition Extension

Project (ANEP)

FtF Aquaculture

McAID services are offered at a

minimum cost to other

organizations. Costs are shared

to cover bandwidth, server

maintenance and associated staff

time to provide consultancy or

training support.

SLIDE 54

Over 500,000 beneficiary

reached directly during 2010-

2013 through the McAID

supported agencies and

program (food and non-food)

Over 100,000 beneficiaries are

reached through ration.

Agency Program Food Non-Food Total

SC NJ 266,945 112,063 379,008

ACDI/VOCA PROSHAR 32,984 48,139 81,123

World Fish FtF 36,058 36,058

iDE ANEP 6,631 6,631

Total 299,929 202,891 502,820

Over 200,000 beneficiaries are

reached through all services.

Data are gathered from, remotely

located, around 3,000 service sites a

400 food distribution sites.

Commodity accounting is performed for more than 1,500 MT food and for 10 warehouses.

Reach over Monthly -

Agency Program Food Non-Food Total

SC NJ 2,879,907 244,745 3,124,652

ACDI/VOCA PROSHAR 659,322 768 660,090

World Fish FtF - 130,890 130,890

iDE ANEP - - -

Total 3,539,229 376,403 3,915,632

Beneficiaries (as of February 2014)

Services (as of February 2014)

Distribution

Distribution

SLIDE 55

Registration

FF does HH

visits and

physical

verification if

HH is eligible or

not

FF does

registration

recording thru

McAID web

using

Smartphone

McAID validates registration info that has

-met beneficiary criteria

-met age-specific cut offs/ranges etc

-met catchments service site, Village, HH etc

-are made within a valid reporting period

McAID produces

unique ID

number upon

successful

submission of the

registration info

MIS unit prints

cards for the

beneficiaries and

reprint sequence

is shown on the

card

Nutrition cards

are handed over

to upazilla team

office

FF handovers

cards to the

concerned

beneficiaries

FF submits re-

print request for

the lost cards

thru McAID

using

Smartphones

Only one reprint

request can be

submitted at a

time

Service

-Beneficiary appears at service site with ID cards

-Service records are plotted over the cards (date,

weight, etc)

-FF records service info for corresponding ID into

McAID using Smartphone

FFW/CBGP

schedules are

conducted at

community level

Registered

active

beneficiaries

appear on the

service sites

-Service summaries and list of recipients are

processed by McAID automatically

-Service reports are verified by TO, TL

-TL acknowledges service reports by putting

electronic signature thru McAID web

Distribution

Service contract

with local

transporter

Selection of FDP

as per selection

criteria

WH issues

waybills

FD receives

commodity at FDP

FD prepares FDP

- Beneficiary appears with ID card & stands in queue

- FD validates card with the info at muster list

- Beneficiary receives food and put RTI and the card

is perforated.

FD updates distribution

records into McAID

web using Smartphone

FD returns residue commodity

thru Waybills

Commodity

Manager Issues

DAM

FD processes service at

McAID using Smartphone

data to produce Muster list.

McAID produces FDP/WH

wise Distribution Plan

Distribution Plan is

APPROVED by the

respective component

Manager thru McAID web

Waybill records

are updated at

McAID

Service Service records Food at FDP Queue at FDP Food recording Food Distribution

SLIDE 56

Remarks FF = Field Facilitator; FD = Food Distributor; FDP = Food Distribution Point; DAM = Dispatch Authorization Memo;

TL = Team Leader; WH = Warehouse; TO = Technical Officer; CBGP = Community Based Growth Promotion;

MIS = Management Information System; RTI = Right Thumb Impression

Administrative controls

Accounting Controls

Service

SLIDE 57

Cost Factors Units 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 3 4,500 - 13,500 -

Central database server 1 4,500 4,500 4,500 4,500

Application database Server 1 4,500 4,500 4,500 4,500

Firewall, Antivirus 1 2,000 2,000 2,000 2,000

Operation (Recurrent cost)

Monthly Bandwidth (1 MB) 12 78 78 936 936

Internet connectivity (months) 1,200 - 5 - 6,000

Total 90,566 32,736

Comparison of setup

and operation cost for

McAID with offline and

online modules are

measured; considering

12 months operation

where there are 9 Hub

offices under 3 districts

and 100 front line staff.

Contact

Nazmul Kalam

Senior Manager – Commodity & MIS

Nobo Jibon – Food Security Program

Save the Children in Bangladesh

email: nazmul.kalam@savethechildren.org