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Leading organisations have long recognised that the key to supply chain management is the information system.Logistics systems ideally should be based upon information flow from the point of actual requirements directly into supplier’s logistics and replenishment systems.The purpose of this module is to provide participants with insight into the role of information in the humanitarian supply chain. The session will first discuss information within the overall humanitarian supply chain and then focus more in detail on logistics documentation as an information management tool.

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Slide 3: Lesson Objectives

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Explain that information management occurs throughout the cycle.

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How does information management support effective humanitarian response in emergencies?Increased stakeholder capacity:

• IM improves the capacity of stakeholders for analysis and decision making through strengthened collection, processing, interpretation and dissemination of information at the intra and inter-cluster level.

Foundation:• Information is in this sense the foundation on which decision-making for a coordinated and effective

response is based.Support of Coordination:

• Strong IM, carried out in support of coordination processes in a given emergency, will ensure that the relevant actors are working with the same or complementary information and baseline data, and that this information is as relevant, accurate and timely as possible.

(Links phases of the Disaster Cycle through) quality collection and management of information:• Properly collected and managed data during emergencies, are furthermore, to the benefit of early

recovery, recovery and later development and disaster preparedness activities.This should be information that will help organisations to plan their logistics activities in the coming days, weeks, or months; and, must have a strong link to available logistics capacities, the status of logistics infrastructure, or identified logistics gaps and bottlenecks.In this context information about services that have already been provided is not relevant.

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Benefits of open information exchange:• Creates a shared understanding of the situation for decision-making, supporting coordination

activities• Makes a wider range of resources available to individual organisations – more than they could

develop by themselves• Enables individual organisations to make their projects more effective, since they have a better

picture of the situation• Builds relations between organisations which will support future cooperation• Contributes to a culture of openness and accountability that improves data collection and ensures

information continues to flow

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Factors that inhibit open exchange• Technical issues• Political issues• Bureaucracy• Timeliness of data collection• Timeliness of data release• Unclear priorities

Information PrinciplesInformation needs to be:Standardised:

• Must be transferable between units and organisations.Accurate and Relevant:

• The right information needs to be provided to the right unit/people. Must be relevant to the problem/situation. Must be presented in a way that helps the audience to understand a specific context. Inaccurate information can lead to poor decisions. Partial information can be worse than no information

Current:• The information needs to be up to date and actionable. Out of date information affects decisions

However, in reality in an emergency, Information is often:• Fragmented• Incomplete• Inaccurate• Out of date

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The facilitator should use this slide to describe the basic elements of information management in the supply chain.1. CollectionData collection is the building block or basic unit of an information product.2(a). CollationThe assembly of data into a coherent system or approach. The data should be searchable with a standard approach (for example all organisational acronyms should be exactly the same).2(b). (Filtering)/ProcessingThe manipulation, verification, cleaning and vetting of the data according to the logistical needs.3. AnalysisThe process by which data is reviewed and transferred into a usable information product for decision-making.4. DisseminationThe process of distributing the key information products to those who need it at all levels of the supply chain and logistical processAlways keep in mind who is the audience of your information – what do they need to know?

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Data v InformationData

• A “given,” or fact; a number, a statement, or a picture• Represents something in the real world• The raw materials in the production of information

Information• Data that have meaning within a context• Data in relationships• Data after manipulation

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Before including any information in IM products, consider:Is this our responsibility?

• Does the information relate to the humanitarian supply chain?• If so to what aspect: transport, storage, customs, infrastructure, or available logistics services?

Is this operational?• Is the information relevant for the planning of upcoming activities?

How do we know?• What is the source of the information: is it first hand, second hand etc.?• Information that is not collected first hand can still be shared, but the source must be reflected in the

reporting.For example: “The xxx road is open for humanitarian cargo” v. “It has been reported by partners in the humanitarian community that the xxx road is open for humanitarian cargo; for additional information please contact the Logistics Cluster Coordinator”How should we share with partner organizations?

• How sensitive is the information and how volatile is the context of the emergency?

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Slide 9

The facilitator should discuss how information can come from a range of sources. Explain that the above diagram is not exhaustive, but presents an overview of the main areas to consider. The facilitator should go through these providing examples of where this might apply in an emergency, and what type of information to collect as well as disseminate.

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*Information in the Supply Chain:

• The facilitator should use this slide to describe the role of information in the context of the supply chain.• Should mention that leading organisations have long recognised that the key to supply chain management

is the information system.• Logistics systems ideally should be based upon information flow from the point of actual requirements

directly into supplier’s logistics and replenishment systems.• Discuss the functions, principles and types of information keeping in mind that the bottom line is that

accurate, timely, complete, and relevant information should be used for evidence based decision-making and strategic and operational planning.

Information FunctionsTracking

• It is essential to know the exact situation of all cargo in an organisation’s custody.• It is not enough to know the quantities but also the status.• If any information is incorrect wrong decisions will be taken which will, at a minimum, imply extra costs

and delays.Measuring of Performance:

• Information should not only be used for statistics and reporting; analysing data can provide valuable information for improvements and corrective action.

Control and Reporting:• A good control system must include crosschecking data, both to validate existing information and to

reduce the risk for losses and errors.Information PrinciplesInformation needs to be:Standardised:

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• Must be transferable between units and organisations.Accurate and Relevant:

• The right information needs to be provided to the right unit/people. Must be relevant to the problem/situation. Must be presented in a way that helps the audience to understand a specific context. Inaccurate information can lead to poor decisions. Partial information can be worse than no information

Current:• The information needs to be up to date and actionable. Out of date information affects decisions

Information CategoriesInternal:

• Internal organisational processes (e.g. Standard Operating Procedures – SOPs), related to project data and available resources.

External:• Transporters, agents but also countries, governments and implementing partners.

Different elements of the supply chain will require information for different purposes.Here are some examples:Steering/organising functions

• Shipper and/or the receiver are interested in cost, lead times, sourcing options etc.Executing functions

• Transporters, commercial partners, logistics services providers and agents are focusing on physical movements from origin to destination.

Regulatory functions• Government and other regulatory bodies (customs) main concern is statistics, duties/taxes and control.

Remember to touch upon:• Something on accountability for public funds and donation and records to avoid/prove no corrupt

practices.• Proper recording can track what has gone to the beneficiaries and documents also be used as proof of

delivery of service and hence payment

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Information management is not only about the documentation used throughout the supply chain.Supply Request:

• Specifications, quantities, weights, volumeSupplier:

• Capacity, production/lead-time, costs, terms and conditions, international or national regulationsCarrier:

• Mode selection, capacity, time/distance, costs, international/national regulationsPort/Border Crossing:

• Locations, capacity, timing, costs, regulationsIn Country Transport

• Time, distance, capacity, costs, regulationsDirect Delivery

• Distribution plan, locations, numbers, requirementsWarehousing

• Inventory levels, inventory costs, storage capacity

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Why track and Trace:Trace: Where it has been?Track: Where it is going?Control: Where it has been & where it is going?Product Marking/Identification

• Labelling• Barcodes

Distribution chain tracking• The transfers of ownership of the excise products• The monitoring of excise stocks• The aggregation of products from packs to cartons, pallets or containers

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Shipment Tracking• Position of supplies/vehicles

Audit/AuthenticationData Analysis

• Historical data, buying patterns,International v NationalTechnologies and methods

• Barcodes• RFID

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Monitoring:• Review on a continuous basis the degree to which the logistics activity is completed and if targets are

being met.• Allows corrective actions to be taken.

Some aspects to monitor in logistics• Supply chain response/lead time• Information on status of orders• Efficiency• Total supply chain costs• Inventory costs• Inventory value• Order management costs• Cost of waste

Evaluation:• Analyze progress towards meeting established objectives and goals.• Done on an ad hoc, monthly, quarterly or yearly basis.• Evaluation provides feedback on whether plans have been met and the reasons for success or

failure.• It should also provide direction for future plans.

Reporting performance• on time delivery;• delivery of exact specification requested;• reliable transport services; and• delivery of exact quantities requested.

Key Performance Indicators as management toolsKey Performance Indicators (KPIs) can be defined as specific metrics used to monitor performance on an ongoing basis.KPIs can only be useful if the metrics selected are targeted to achieving the organization’s logistics objectives.

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Some examples of KPIs are:• percentage of Items returned/rejected;• total dollar value of damaged/lost goods;• percentage of on-time deliveries;• inventory levels vs. forecasted need; and• field distribution performance.

Cost and performanceWhat is the right cost for particular goods or services? Some aspects to consider:

• actual market price;• other delivery conditions; and• source of product and extended distribution costs.

Benefits of good reporting practices• Better liaison between WFP and its partners• Better communication between contracting and receiving offices• Better relations with donors• Better financial accounting• Better loss recovery• Better data processing and communication between WFP offices and services• Better evaluation of transporters

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Information in emergencies is useful for providing an:• Overview on what is being done, by whom and where, for collaboration with other actors engaging in

similar activities and to avoid duplication;• Briefing and orientation materials support an understanding of the broader operating environment;• Information management products such as Geospatial Information Systems (GIS) maps demonstrating key

infrastructure such as transport routes and ports as well as locations of affected populations, thereby assisting decision-making and planning for delivery of humanitarian relief;

• Compilation of key contact information, including suppliers, customs agents and other government departments as well as other humanitarian organisations;

• Provision of templates that can be customised for use by other users – minutes of meeting, terms of reference for job profiles, situation reports, assessment templates among others;

• Documented logistics capacity assessments for various countries.Key information relevant to situational understanding and key to logistics in emergencies:Information Managers help to produce and share information related to the Logistics Operations. They produce, edit and analyze incoming information focused on logistics:

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Concept of Operations: In order to improve coordination and to make the best use of available logistics assets on the ground, the Concept of Operations (ConOps) helps actors to agree on a specific set-up and can outline roles, responsibilities, and procedures.Standard Operating Procedures: Once the ConOps has been endorsed by Logistics Cluster members, it is developed into more detailed documents such as the Standard Operating Procedures (SOPs). An SOP attempts to capture on paper the Logistics Cluster plan to ‘operationalise’ the Logistics Services for the humanitarian assistance that will be put in place under a Special Operation (SO).Situation Reports: The Logistics Cluster Sitreps are the main regular written summary of key logistics facts, events and issues. They should be produced on a regular schedule determined by the need on the ground.Meeting Minutes: The meeting minutes’ intent is to represent, through bullet points, the major issues touched during the Logistics Cluster meeting.Air Cargo SOPs Work Flows: Designed to illustrate the processes for utilising air services.Overview of Deliveries (Dashboard): Consolidated monthly statistical breakdown of cargo delivery informationMapsFormsInfographicsThrough the Logistics Cluster the Government and other humanitarian responders could also jointly collect information and spread information. A message could be sent out to the different actors through coordination meetings or mailing lists. Or posted on the common website.Examples could be:

• Situation Reports• Snapshots: Information on key infrastructure• Maps: Showing access constrains after damaged infrastructure• Operational overview of what is being done jointly.• Meeting Minutes• The website (www.logcluster.org) is the central repository for information concerning current Logistics

Cluster operations, regularly updated with new information provided by Country Level Logistics Clusters operating in response to particular emergencies. It contains country specific advice, Logistics Capacity Assessments, and general logistics advice

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Facilitates coordination through sharing of crucial logistics information:• The Logistics Cluster facilitates meetings / collaboration in emergencies with organisations, UN agencies,

government and military actors.Acts as a Focal Point for:

• Collection, analysis and dissemination of logistics related data through standardised documents to the entire Humanitarian Community.

Role of Logistics Cluster Lead in Information Management during emergencies

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1) Operational Support• To identify and to deploy experienced Information Management Officers in support of Logistics Clusters in

new emergencies where required.• Based on inputs received, compile key operational documents such as Concept of Operation, Standard

Operation Procedures, and relevant assessment and request forms.2) Information Collection and Dissemination

• To coordinate information with the government ministry that coordinates emergency response.• To produce logistics situation reports.• To compile essential operational information on logistics infrastructure, such as ports, airports, border

crossing, road and corridors.• To update and make available key existing information following emergency assessment – e.g. road

conditions, blockages to access routes on logistics planning maps and maps of affected areas• To make available Logistics Capacity Assessments; transporters and rates; equipment suppliers;

government instructions / procedures (where still relevant)• To share information on location and capacity of warehouses and hubs – even during the if planning stage• To share details of Logistics Cluster meetings - minutes / action points / contact list of participants• To highlight what useful services are provided by Logistics Cluster participants – including their key local

knowledge and to make use of inputs provided by participating organizations• To provide contact details - Logistics Cluster focal points, key government, local NGO and commercial

contacts• To ensure already-existing information is made available to the humanitarian community

3) Information Sharing Platform: Website• The logistics cluster web page www.logcluster.org is an example of a common logistics information sharing

platform.• It hosts useful information products such as operations pagers by countries and shares tools and

standardized templates.• It shares information via website and mailing list.• It gives out links to other useful websites and make sure OCHA and other web platforms post the Log

Cluster link on their site for wider access.• It posts daily Sitreps; weekly bulletins; ‘snapshots’ on key issues – e.g. government customs clearance

procedures; prioritization process of humanitarian cargo;• General activities of the Logistics Cluster

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Information Management Process This simple process outlines where information is gathered, analyzed and disseminated to serve various purposes.An equipped information management unit offers different tools and services to its users such as:

• Updated information management tools;• Information management best practice and operating procedures;• Information management how-to, guidelines and software in order to better provide the requested

services.

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• Logistics Information collected, analyzed and disseminated through situation reports, logistics bulletins and specific reports for the use of the entire humanitarian community

Slide 18: Recap Lesson

Slide 19: Questions

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