Back To Resource Library

Exploring Effective Platforms for Beneficiary Tracking

Resource Type:
Documents

Moderator: Arif Rashid, TOPS Monitoring and Evaluation Senior Specialist, TANGO

Presenters: Marumbo Ngwira, Learning Monitoring and Evaluation Advisor, World Vision, Richard Lankas, Field Support and Developer- Last Mile Mobile Solutions (LMMS), World Vision

Content: Many PVOs have identified duplication (double-counting) in beneficiary tracking as a serious and continual challenge. The Last Mile Mobile Solutions (LMMS) system developed by World Vision uses mobile computing technologies and improved humanitarian business practices in an effort to promote greater efficiencies and increased accountability in food aid programming. To improve delivery, the system uses photo verification of households or proxies authorized to receive aid. LMMS issues primary beneficiaries computer-readable photo identification cards (which can be printed in the field). The system works in conjunction with a central database of all beneficiaries and the machine-readable photo identification (ID) card. With the swipe of an ID card, families receive the right amount of food without excessive waiting and the paper work associated with previous systems. LMMS eliminates the reliance on paper-based systems, automatically calculates accurate food rations, and delivers faster web-based reports to donors and stakeholders.

Discussion: The moderator described Save the Children’s McAID system which uses smart phones to record beneficiary registration data, food distribution data, service delivery records, food distribution, commodity accounting and progress monitoring, and to update a central database regularly. The system tracks every beneficiary household and the services that they receive. The system was able to reduce the error in data recording, increase the efficiency of food distribution, improve commodity management, and increase data movement.

In the discussion participants made the following observations:

  • Both World Vision and Save the Children should explore the options of developing biometric verification systems.
  • LMMS could use cell phones to scan the cards instead of expensive card readers.
  • Use of quick response codes instead of bar codes would speed up the data reading process and store more information.
  • The capital investment is high; both systems need to explore options to minimize the capital investment.
  • Other humanitarian agencies should have access so other food security project implementers do not have to re-invent the wheel.
  • TOPS could support developing a data collection and processing system using a mobile platform (cell phones) and standardize so multiple organizations may use it.
  • USAID should fund these types of technologies so that PVOs can take advantage of innovative technologies and improve effectiveness and efficiency of data collection and processing.

The Way Forward:  Participants identified seven recommendations:

Information Sharing

  • Generate a platform to share MIS experiences
  • Form a working group around development and use of these technologies in a workgroup – to facilitate sharing on what is out there, what works, and the costs

Donor Policy and Practice

  • USAID should take the lead in exploring and funding these new technologies to ensure  standardization across projects / implementing partners, availability and access, and common use of data collected

Processes

  • Develop pilots for specific technologies- perhaps through small grants mechanism
  • Develop context specific IT systems
  • Bring together organizations to buy equipment in bulk to reduce the initial costs