Source

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

Workflow Processes

1. Regional monthly request
2. Needs assessment 
3. Report preparation process (see reports section)
   
   

Needs assessment preparation process

1. Regions conduct needs assessment at woreda level.

2. Regions assessment and the Multi agency team’s assessment result is submitted to federal Early Warning response directorate.

3. Federal compares submitted needs assessments and approves one of the two.
4. Needs assessment is done every six month.("Mehire" 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.

Regional Monthly Request preparation process

1. Regional Monthly request is prepared by EW regional DPPBs for the respective regions they are responsible for
2. Request is prepared monthly based on published HRD and is submitted to EW logistics planner.

3. Regional DPPBs will submit amendment letter to EW logistics planner when adjustment is needed for the monthly request.

4. Unless there is no change on to the HRD, monthly requests are prepared based on the number of beneficiaries for each region.

Monthly Request Process

• "Create Request": Regional DPPBs should be able to create request records based on the HRD plan. 
• "Request allocation": Regional DPPBs will be able to allocate commodity calculated based on the ration/quota provided and the total number of beneficiaries specified on the HRD.
• "Approve monthly request ": The request needs to be approved by the Regional DPPBs head before submitted to EW .This will make available Monthly requests to EW case team to proceed RRD 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.
  
  

Dashboard

• Monthly Allocation for regions
• Monthly requests status. 
• Dispatch to FDP per region
• Notification to FDP for incoming shipment
• Dispatch for region per round/month
  
  

Items requiring action

Items requiring approval

• List of draft requests prepared by regional DPPBS and requiring approval by regional DPPBs head.
• Draft needs assessment requiring approval by EWCTL.

Status

• Current status of requests
• Current stock status

Key reports to be produced

Internal consumption

• For a given round/month, the Allocated Vs Dispatched Vs Delivered Vs Distributed report by region, zone,woreda and commodity.
• Stock status report 
• Woreda monthly stock and distribution report 
• FDP monthly stock status report
• FDP monthly commodity receipts report
• Reports filtered by year.(in GC & EC calender)
• Assisted beneficiaries by age group per region
• Assisted no. of beneficiaries by type of support.

External consumption

• Final HRD published to DRMFSS website
  

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Other Considerations

Risks 

• Report format data input.
• Interval of data delivery 
• Willingness to send data from FDP/woreda on time 
• Infrastructure for delivery of reports