Source

The contents of this page are sourced from the following meeting:

Workflow Processes

The following processes are identified within Early Warning case team:

1. Need assessment preparation
2. HRD preparation and approval process
3. Gift certificate
4. Monthly relief request preparation
5. Monthly relief requisition preparation process

Needs assessment preparation process

1. Multi agency team who conduct need assessment at Woreda level are assembled to organize needs assessment.
2. The Multi agency team’s result and the regions assessment is submitted to  federal Early warning response directorate.
3. Federal compare submitted needs assessments and approves one of the two.
4. Needs assessment is done every six month.("Mehre" and "Belg" seasons )
5. For pastoral areas (Short rainy season ) ,assessment is done once a year.
6. There are three types of assessments :-

• • Main Assessment : HRD is prepared based on it .
  • Rapid Assessment: held when fast on set disasters occur .
  • Disaster Area Assessment : Affects needs assessment figure and HRD needs to be modified.

      7.Transitory document is the main template used by the multi-agency teams and regions to report back the assessment to the federal.

Needs assessment process 

• "Submit Result " : This will make available the team's result and the regions assessment to federal CTL.

• "Draft Needs Assessment" : This will lead to associating both teams and regions submitted results. It will be watermarked accordingly to differentiate it from approved and accepted assessments.

• "Approve Needs Assessment ": Early Warning CTL will be able to generate the approved needs assessment and it will be used as an input for HRD.

HRD preparation process

Editing Process

1. As regions submit their needs assessment data for a given HRD, the EW CTL will be notified on their dashboard. Once all regions have submitted their needs assessment data for a given HRD, the EW CTL must “Approve Creation of Draft HRD” (copy the regional figures (at Wereda level ) and combine). This will be edited by EW until agreement is reached.
2. Once agreement is reached, the EW CTL must “Approve Final HRD”. This will disable further editing of the HRD, and will notify the regions that their allocation is available for viewing. It will also allow the assigning if Implementing Partners for particular rounds
3. When a region submits monthly regional request for a given HRD, the EW CTL will be notified on their dashboard of the pending application (once the Region has submitted the request, it can no longer be edited by any party).The EW CTL has the option to:

HRD planning process

• "Submit draft HRD": This will make available regions needs assessment data for a given HRD to EW CTL
•  "Draft HRD" :EW CTL will be able to approve creation of draft HRD and it will be edited until agreement is reached 
• "Approve Final HRD": EW CTL will be able to generate the final approved HRD. This will trigger monthly regional request process.

Monthly request preparation process

1. Monthly request is prepared by EW regional DPPBs for the respective regions they are responsible for
2. Request is prepared monthly and is submitted to EW logistics planner.
3. Unless there is no change on to the HRD, monthly requests are prepared based on the number of beneficiaries for each region.

Monthly Request Acceptance Process

• “Print Approval Request”: This will print a detailed report of request, with an appropriate watermark, and with a signature box at the bottom of every page. This is submitted to the DRMFSS Director, and once signed is returned to the EW CTL, where it is filed.
• “Accept Request”: Once the EW CTL has the signed form (from the previous step), s/he can choose to accept the request, which will then notify the Logistics Planner ’s dashboard where processing can continue.
• “Reject Request”: If the EW CTL wishes to reject this request, this option will notify the Logistics Planner ’s dashboard that a request has been rejected and s/he should contact the appropriate regional representative. A decision must be made as to when this notification is then removed from the dashboard – either the request remains until the revised request is again submitted by the region, or it may be manually removed. Choosing “Reject Request” automatically re-enables editing of the request for the owning region.

Monthly Relief  Requisition for Distribution (RRD) preparation process

1. Resource allocation is done based on the approved monthly request 
2. EW Logistics planner should be able to select the type and quantity of commodities to allocate. 
3. The total amount of commodity should be calculated based on the ration/quota provided and the total number of beneficiaries specified on the request.
4. Once the resource is allocated ,EW logistics planner will create requisition for each zone and commodity.
5. The approved requisition will be submitted to logistics for distribution.

Monthly relief requisition process 

• " Allocate Resource ":EW Logistics planner will be able to allocate commodity calculated based on the ration/quota provided and the total number of beneficiaries specified on the request.
• "Create Requisition" : EW Logistics planner should be able to create RRD records right from the request screen for distribution 
• "Approve Requisition": The requisition needs to be approved by CTL before submitted to logistics for distribution.
• "Submit to Logistics" : This will make available RRD to logistics case team to proceed distribution process.

Gift Certificate preparation process 

1. Donors notify EW customs officer when there is incoming shipment and submit the necessary document. 
2. EW customs officer will prepare gift certificate based on the submitted documents. 
3. The gift certificate will be approved by the CTL before submitted to customs office.
4. The approved gift certificate will be printed and submitted to customs office.

Gift certificate process

• " Submit document": This will make available detail information about the incoming shipment to EW Customs Officer.
• "Draft Gift Certification": EW customs officer is responsible preparing draft gift certificate for a specified gift.
• "Approved Gift Certificate": EW CTL/Customs Officer will be able to generate the approved gift certificate.It will be printed and submitted to customs office.

CTL dashboard

Dashboard Mockup

Items requiring action

• List of Regions that have submitted Relief Needs Assessment figures for an upcoming HRD
• List of pending requisition records
• Active gift certificate records
  
  

Items requiring approval

• List of RRD submitted by regions and pending approval
• Pending gift certificate inquires by donors 
  
  

Status

• Current statistics on allocation, dispatch, delivery and distribution based on the selected HRD
  
  

Key reports to be produced

Internal consumption

• For a given HRD and Round/Month, the Allocated Vs Dispatched Vs Delivered Vs Distributed percentages
• Historical needs assessment request by region (showing how much the regions originally requested before the HRD was closed)
• Historical needs assessment request by region (showing how much the regions originally requested before the HRD was closed) against final granted HRD amount
• Historical HRD amounts
• Historical trend analysis of Relief food needs Requirement request from regions 
• Printing of Final Relief food needs Requirement
• Beneficiary Numbers per woreda per round/month for each Implementing Partner that has agreed
• Cash receiving woredas
• Multi agency teams result summary report
• Humanitarian assistance summary report by Regions ,woreda and zone

External consumption

• Beneficiary Numbers per wereda per round/month for a selected Implementing Partner (this may need to be done on an ongoing basis as the regions change their allocation)
• Final HRD published to DRMFSS website

Regional Interaction

• Regions submit their initial needs assessment results (by wereda)
• Regions receive the final allocation amount and must adjust their figures to suit (can re-allocate to different wereda/fdp, can continually reallocate within the 6-month period?)
• Regions submit an monthly request to be approved and processed by EW (CATS to test requested amount against total allowed amount)
  • Regions receive notification that the request has been rejected
  • Regions receive notification that the request has been accepted
  • Regions receive notification that dispatch for the request has commenced

Other Considerations

• Cash/Food
  • Allocation process continues up to Resource Mobilisation Role, regardless of whether cash/food
  • Resource Mobilisation Role before creating the actual numbered RRD decides (from Prioritisation Committee) whether cash/food will be used, and process splits at that point
• Critical Data Reporting
  
  • When critical data is being worked on, until the data is explicitly flagged as “Final”, all reports of that data will have a “draft” watermark on every page
  • When critical data is flagged as “Final”, a .pdf version of the report will be stored in the system, and only then will a copy be sent to the printer. If it does not print, the user has the option to reprint at any time using the .pdf version
• Round vs Month
  • See  meeting notes 2013-07-11 Allocation 'Round' Vs Allocation Month
• Contingency budget held at the regional level.
• If the duration of assistance from the previous HRD is grater that six months then the rest of the duration will be transferred (or will be used as an input) to the next HRD.
• Pledge and contribution: this aspect of CATS is not implemented because of the fact that there is no pipeline unit within DRMFSS to provide information during development and validate implemented functionality.