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In 2008 (FY), World Vision delivered 549,000 MT of food to around 8.5 million people in 33 countries. Improving the quality, effectiveness and accountability of the food distribution process is always top of mind and a new system piloted this year is promising as much in the “last mile” of the process –the food distribution point.
This year a pilot initiative called AIDC (Automatic Identification Data Collection) was successfully implemented in Lesotho and Kenya. For the first time, World Vision conducted food distributions using a hand held device known as the “CN3” in conjunction with a laptop.
In essence, this mobile technology allows World Vision to move from a paper-based to a fully-automated electronic system improving the entire beneficiary verification, data management and commodity distribution process. The Commodity Tracking System (CTS) is already in place to efficiently manage commodities at the national and global level.
The CN3 handheld device is used to register and photograph the beneficiary. That information is sent to a central computer where the person’s details are added to a master beneficiary list. A personalized bar-coded photo identification card is then printed for the beneficiary. That card can then be used at each ration collection day to verify the person, check their ration size and record their collection.
According to Otto Farkas, World Vision Canada HEA Director the pilot was initiated as part of the HEA Research and Development function that looks at strategic collaboration and innovation. Business needs were identified with the WV Food Programming Management Group (FPMG) and offices such as Lesotho that implement food programmes. Together they worked to introduce "best practice" from the private sector to the humanitarian industry.
“We believe that technology is an important driver for change. When the technology is mature enough and there is a need, innovation can happen. Our experience shows that so far, mobile solutions have not penetrated the non-profit world to the extent the technology would allow. This pilot demonstrated tangible benefits of technology to clients (i.e. communities) while also improving the experience for the end-users, namely the WV food monitors,” says Farkas.
Presently, at food distribution points, people queue (sometimes in their thousands for hours) to undergo a lengthy verification process before collecting their ration.
Food recipients have to take time away from work (and their homes) leading to reduced earnings and further dependencies. This becomes an even greater challenge to the sick and the young. All of which is reducing motivation to participate in existing food programs.
At the distribution point, around seven forms are used to collect data used for registration, verification and food processing activities. Errors often include missing, redundant or duplicate data capture and transcription errors. There are also issues arising from manual calculations and concerns over verifications. It can also take staff days to complete distribution report.
With all these factors, the need for change was compelling.
The new automated system allows for verification of the beneficiary and confirmation of assets due to the household to be completed in around 20 seconds. Information is uploaded in ‘real time’. The system keeps track of all household data, generates information on the commodities that are to be distributed and can reconcile assets with actual distribution. Other benefits include tracking the work output of beneficiaries enrolled in Food for Assets (FFA) projects, improving FFA attendance and reducing non-beneficiary access/theft of food.
Full implementation of the system will help WV to ensure that adequate supplies are in the pipeline, allow for more accurate and immediately accessible population data to assess programming needs and support for funding proposals In addition, improved donor reporting on resource usage and sharing of food security data is expected.
Hugh Greathead, Grants and Relief Manager for WV Lesotho is enthusiastic about the applications of this innovation: “This technology has the potential to revolutionize the way we do business. With data being digitally collected on an individual basis at field level, we have the exciting prospect of real time data being fed onto a national and partnership-wide data base. Just imagine how we will be able to use this information to refine the services we deliver? Just imagine what a compelling message we will be able to deliver to our donors?”
Walter Middleton, VP of Food Programming agrees: "It's an important initiative and will further help in better accountability of our food, reduce distribution time and above all be more transparent."
The pilot identified challenges including the need for on-the-ground support in start-up, training for field staff, human-induced technical mistakes and the need for monitoring data security. There are a number of phases in the pilot and plans for scale up are underway. FPMG and WV Canada say there will be a phased approach to capture the lessons from the pilot as well as roll out to other programmes.
Says Farkas, “We hope that other Support Offices will come on board with this initiative as we move towards mainstreaming and scale up to go beyond applications in food programming to include non-food, gifts-in-kind and global supply chain management. We also hope to attract both private and public donor funding for this initiative. We also want to leverage it to demonstrate and communicate better practices of innovation and cross-sector partnering between NGOs and private sector in humanitarian assistance.”
In 2009 (FY), World Vision delivered 623,000 MT of food to around 8.9 million people in 32 countries. Improving the quality, effectiveness and accountability of the food distribution process is always top of mind and a new system piloted recently is promising as much in the “last mile” of the process –the food distribution point.
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