1 TRAINING: 4 W Questionnaire - PowerPoint Presentation

1. 1TRAINING:4 W Questionnaire

2. 2AgendaIntroductionThe technologyThe Mobile Application for the 4 W QuestionnaireReporting frequencyHow many uploads per projectReview of questions > Step by StepGood and bad picturesTips

3. 3Objective of the training: You will learnWhat is the 4W questionnaireHow to use the phone for data collectionWhat information is needed for reportingThe questions and how to answer effectively How to connect to WIFI and access the applicationHow this information is to be used 1. Introduction

4. 41. Introduction What is the 4W Questionnaire?

5. 5 What is the 4W Questionnaire? 4W WHO is doingWHAT activityWHEN and WHERE The questionnaire is a simple project reporting tool that helps to identify and compare gaps. 1. Introduction

6. 61. General background: 4WInformation is gathered using mobile phones programmed with the questions.The questionnaire has been developed by the Shelter Cluster, it is the IMPROVED version, based on existing reporting format Mobile data collection adds credibility by linking the information with a location (pictures, GPS and visual findings).

7. 72. The Technology1. The questionnaire3. Practical data collectionComponents of the 4W include: 2. The mobile phone programmed with the questionnaire4. The digital platform

8. 82. The TechnologyThe digital platform records project by location

9. 92. The TechnologyThe digital platform records implementing agency activity

10. 10The digital platform provides a map of projects2. The Technology

11. 11The digital platform analyses the project report information2. The Technology

12. 123. Mobile application for the 4WThe mobile application is very user friendly. The whole 4W exercise is located in the ‘4W’ questionnaire.You click on the questionnaire and the first thing it will do is allow you to capture the exact location through a GPS point (longitude, latitude). -> This allows for information to be gathered quickly-> It ties all information to a GPS point insuring it is accurate -> Adds credibility to Shelter Cluster reporting. After the GPS point, follow the questions and answer to the best of your ability and knowledge.

13. 134. Reporting frequencyMonthly reporting: Monthly reporting on the FIRST DAY (1st) of each month to report: 1. The previous month activities for Shelter implementation (Transitional and Permanent)2. NFI report on status of current NFI and Emergency Shelter Kit stocksArrange to visit the field of implementing agencies once a month to capture their activity. Ad-hoc reporting: NFI distribution activity should be reported on the day of distribution.It is ideal to visit on the day of distribution to record the activity(see guidance on how to take a good photograph)Alternatively: if you cannot be at the distribution on the day, remote report can be submitted.

14. 5. How many uploads per project?It depends on the components of a project: It must be split by Location, Donor, and Activity. For example, if in a contract it says Emergency Shelter for 200 HH and NFI for 300 HH in one location, then you have to split it into two entries (records) because it is two activities.

15. 5. How many uploads per project?Example: DRC is implementing shelter and NFI projects in two locations. They are NFI, Permanent Shelter and Transitional Shelter, funded by CHF, ECHO and DFID. LocationDonorActivityLocation 1CHFNFI, PSECHONFI, TSLocationDonorActivityLocation 2CHFNFIDFIDNFI, PS

16. LocationDonorActivityLocation 1CHFNFI, PSECHONFI, TSLocationDonorActivityLocation 2CHFNFIDFIDNFI, PS5. How many uploads per project?Example: DRC is implementing shelter/NFI projects in two locations. They are NFI, Permanent Shelter and Transitional Shelter, funded by CHF, ECHO and DFID.In this case you are supposed to upload 7 entries (records) separately, one for each separate activity funded by a different donor in a different location.1: NFI, CHF, Location 12: PS, CHF, Location 13: TS, ECHO, Location 14: NFI, ECHO, Location 15: NFI, CHF, Location 26: PS, ECHO, Location 27: NFI, ECHO, Location 2

17. 17The following topics have been made available: Type of assistance: NFI kit / Emergency- / Transitional- / Permanent –Shelter Size of the project Location Reason for displacement (insecurity, natural disaster, etc.) Who implemented project Technical specifics of shelter typeThe questions use skip logic depending on the choice that you make. i.e. some questions are ‘skipped’ or omitted. After having made a choice, you will only receive specific information regarding that choice.6. Review of Questionnaire

18. Skip logic illustrated18Project detailsSize of project (number of Households)Status of projectLocation & GPSReason for interventionPhotographsDonorWho implementedType of AssistanceNFIEmergency ShelterTransitional ShelterPermanent Shelter(depending on the status of the project)Kit / package contentsTechnical solution (construction)ProcurementProcurement & MaterialsCost of kit & contentsCost of materials & labourDisaster Risk reduction. i.e. build saferSettlement planning & servicesHousing, land & property. i.e. tenureSize of shelter & plotLifespanLabour methodSecurity

19. Step by Step Everything in the 4W is linked to a Geographical location. There should be a record for each project per agency, even if in the same settlement.19GPS

20. Basic project informationType of activity? (select one)NFIEmergency ShelterTransitional ShelterPermanent ShelterThis is the main category question for the 4W and will define WHAT information you will be asked

21. Basic project informationNFI KitEmergency Shelter

22. Basic project informationReason for intervention (select one)FIREDROUGHTFLOODNATURAL DISASTER OTHERPROTRACTED NEEDS OFFENSIVECLAN CONFLICT EVICTIONSOTHERNFI KitEmergency Shelter

23. Status of activity: ProposalFunding securedProcurementIn warehousedistributedstoppedto determine cluster stocksBasic project informationNFI KitEmergency Shelter

24. Status of activity: ProposalFunding securedProcurementIn warehousedistributedstoppedBasic project informationNFI KitEmergency ShelterLOCATION INFORMATIONRegiondistrictcitysettlement

25. Step by Step25Reporting locationProject locationimplementerofficerOwn officeWarehouseotherIdeally you will capture the project in the field to verify on site. However, if you don’t have access, you can do it remotely by calling partners and going through the questionnaire with them while you use the mobile application.NFI KitEmergency Shelter

26. Step by StepDate of report: 26YearMonthMonthly reporting: Date of report must be on the first day of each month reporting on the activities of the preceding month. i.e. report date 1st February will report on activities during January , and capture status of activity and warehouse / stock on the last day of January.OR AD-HOC: reporting for an NFI / ESK distribution.NFI KitEmergency Shelter

27. Donor and agencies involvedWho is the direct donor? Is UN involved?Who is the agency reporting this activityDo they have an implementing partner? Select from listyesnoSelect from listSelect from listSelect from listStep by StepUsually you can find this in contracts, however if it is difficult to find you can skip this questionNFI KitEmergency Shelter

28. Step by StepHow many households are you targetting?For monthly NFI and Emergency Shelter Kit report: Provide the number of kits in the project.For ad-hoc reporting on NFI and Emergency Shelter distributed: Provide the number of kits that have been distributed.28NFI KitEmergency Shelter

29. Step by StepWhat is the type of the NFI kit?29For EAP and separate items, you will be asked more questions from a dropdown menu, please check each item you see in the kit. You can check this information in proposals.Select from listStandard kitEAP (more than 5 items)Separate itemsStandard dignity kitReturn packageSolar torchOther kitPlastic sheet (how many?)Sanitary itemsSoapWash basinJerry canKitchen setBlanket (how many?)Mat (how many?)NFI Kit

30. Step by StepWhat is the kit content of the Emergency Shelter?30There is a list in a dropdown menu, please check each item you see in the kit. You can check this information in proposals.TENTPlastic sheet onlyPlastic sheet and sticksplastic sheet, sticks and ropeplastic sheet, sticks, rope and door OtherSelect from listEmergency Shelter

31. Step by StepProcurementHow were the kits items / materials procured?31Local purchase and procurementLocal purchase of imported itemsInternational procurementotherThere is a list in a dropdown menu, please select procurement details that most suits the projectThe same options are provided for NFI and ESK kits, and sheltersSelect from listNFI KitEmergency Shelter

32. Step by StepCostWhat was the value of the kit?32Insert value NFI KitEmergency Shelter

33. Step by StepDistribution methodHow were the NFI / Emergency Shelter kits distributed? 33Direct by ngoContracted supplierVoucherConditional cashotherPlease select distribution method that most suits the projectSelect from listNFI KitEmergency Shelter

34. Step by StepDistribution speedWhat was the time delay between the emergency, and the distribution of kits?34This information is required to track the timeliness of the cluster response within the challenging context.Select from list (in months)NFI KitEmergency Shelter

35. Step by StepTake a photo (maximum 3)It is ideal if the RSCC can be present on distribution day. Then you can monitor the activity, do the 4W on that day, take a picture of the NFI kit and of how people are lining up.35NFI KitEmergency ShelterTip: Photos of Distribution for NFI / ESKWaiting area and queueDistribution areaBeneficiaries receiving items

36. Basic project informationTransitional ShelterPermanent shelter

37. Basic project informationReason for intervention (select one)FIREDROUGHTFLOODNATURAL DISASTER OTHERPROTRACTED NEEDS OFFENSIVECLAN CONFLICT EVICTIONSOTHERTransitional ShelterPermanent shelter

38. Status of activity:If on-going: You will be prompted to answer project details related to materials, procurement, site planning and site servicesBasic project informationProposalFunding securedProcurementOn-goingcompletedstoppedTransitional ShelterPermanent shelter

39. If planned target has been achieved answer “Project Completed”.eg. Planned target was 1000 HH and distribution has taken place to 1000 HHBasic project informationTransitional ShelterPermanent shelterStatus of activity:ProposalFunding securedProcurementOn-goingcompletedstopped

40. If a project for some reason will not happen again, thus the agency will relocate funds elsewhere, change location, change content etc.. Answer “Stop”. Basic project informationStatus of activity:ProposalFunding securedProcurementOn-goingcompletedstoppedTransitional ShelterPermanent shelter

41. Step by Step41Reporting locationTransitional ShelterPermanent shelterProject locationimplementerofficerOwn officeotherIdeally you will capture the project in the field to verify on site.

42. Step by Step42Reporting locationTransitional ShelterPermanent shelterProject locationimplementerofficerOwn officeotherHowever, if you don’t have access, you can do it remotely by calling partners and going through the questionnaire with them while you use the mobile application.

43. Step by StepDate of report: 43YearMonthMonthly reporting: Date of report must be on the first day of each month reporting on the activities of the preceding month. i.e. report date 1st February will report on activities during January , and capture status of activity the last day of January.Transitional ShelterPermanent shelter

44. Location of activity: Basic project informationTransitional ShelterPermanent shelterLOCATION INFORMATIONRegiondistrictcitysettlement

45. Donor and agencies involvedWho is the direct donor? Is UN involved?Who is the agency reporting this activityDo they have an implementing partner? Select from listyesnoSelect from listSelect from listSelect from listStep by StepUsually you can find this in contracts, however if it is difficult to find you can skip this questionTransitional ShelterPermanent shelter

46. Step by StepHow many households are you targetting?Provide the households targeted with this project (overall project)46you will be asked later: How many households have received shelter to date.Transitional ShelterPermanent shelter

47. Step by StepWhat is the shelter construction typology?47Select from list: transitional Improvement to buulHybrid shelterCgi shelterWood / bamboo & grass roofWood / bamboo & cgi roofAdobe blockStabilised soil blockotherThere is a list in a dropdown menu, please select the type of construction that most suits the shelterTransitional Shelter

48. Step by StepWhat is the shelter construction typology?48Select from list: permanent shelterCement blockAdobe blockStone house, mud mortar, traditional roofStone house, mud mortar, cgi roofStone house, cement mortar, cgi roofStabilised soil blockInterlocking stabilised soil blockReinforced concrete frame, stone wallsOtherThere is a list in a dropdown menu, please select the type of construction that most suits the shelterPermanent shelter

49. Step by StepTechnical Improvements For Disaster Risk Reduction (DRR)Have any structural improvements been integrated into the shelter to reduce the risk during natural disaster or to improve durability? Foundation included / improvedHurricane fixing / bracingEarthquake resistanceFlood mitigationStabilising agent in the block mixTraining of beneficiaryDrainage around shelterotherselect from the list any that most suits the project. Check with the program officer or project manager to confirm these details.Select from listTransitional ShelterPermanent shelter

50. Step by StepNumber of Households received Shelter How many units were completed by the time of your report. This is provided as a cumulative amountExample: 4 month project targeting 300 HH for Transitional Shelter.JanuaryFebruaryMarchApril50 completed100 completed200 completed300 completedProject ‘ongoing’Project ‘ongoing’Project ‘ongoing’CompletedTransitional ShelterPermanent shelter

51. Step by StepSettlement ServicesHave any services been planned in the settlement?LatrinesWater pointsCommunity centreHealth facilitiesEducation facilitiesNutritionSolar street lightPolice unitThere is a list in a dropdown menu, please select any that apply that most suits the project. Check with the program officer or project manager to confirm these details.yesNoTransitional ShelterPermanent shelter

52. Step by StepSite PlanningHas the settlement been planned by site planner to include spacing considerations for fire, etc.?yesNoTransitional ShelterPermanent shelterAre there any fire-breaks in the settlement? Has the community been trained in fire prevention and DRR? yesNoyesNo

53. Step by StepHousing Land and PropertyHas tenure and security of land agreement been included? Settling of land tenure disputesAccess to communal servicesAdvocacy for land agreementsProvision of land tenure agreementsotherCheck with the program officer or project manager to confirm these details.yesNoWhat was the HLP activity?Select from listTransitional ShelterPermanent shelter

54. Step by StepHousing Land and PropertyAssess improvement of the tenure security before and after the project. NO land tenure INFORMAL CLAN CONSENTLESS THAN 5 YEAR LAND TENURE AGREEMENT5 – 10 LAND TENURE AGREEMENTMORE THAN 10 YEAR LAND TENURE AGREEMENTCOMMUNAL TITLE DEEDINDIVIDUAL TITLE DEEDotherCheck with the program officer or project manager to confirm these details.Land tenure beforeSelect from listLand tenure afterTransitional ShelterPermanent shelter

55. Step by StepHousing Land and PropertyHas the land tenure situation changed during the project ImprovedDecreasedsameCheck with the program officer or project manager to confirm these details.Select from listTransitional ShelterPermanent shelter

56. Step by StepShelter LifespanWhat is the anticipated lifespan of the shelter in years? 1 year1-2 years2-5 years5-10 yearsMore than 10 yearsCheck with the program officer or project manager to confirm these details.Select from listTransitional ShelterPermanent shelter

57. Step by StepShelter Construction Labour DetailsWhat was the labour method used? No paid labourCash for workFood for workVoucher for workCommunity contractDirect NGO implementationContractor drivenCheck with the program officer or project manager to confirm these details.Select from listTransitional ShelterPermanent shelter

58. Step by StepProcurementHow were the materials purchased?58Local purchase and procurementLocal purchase of imported itemsInternational procurementotherSelect from listTransitional ShelterPermanent shelter

59. Step by StepShelter MaterialsHow were materials provided to beneficiary?Direct ngo distributionSupplier distributionVoucher systemConditional cashotherCheck with the program officer or project manager to confirm these details.Select from listSelect from list PROVIDEDWhat materials were used? (maximum 3) Transitional ShelterPermanent shelter

60. Step by StepShelter detailsSize of shelterShelter size newInsert value in meters squared (m2)Shelter size before‘before’ applies to improved shelters, or the type of shelter beneficiaries were living in prior to the project, if known.Transitional ShelterPermanent shelter

61. Step by StepShelter detailsSize of plotAverage plot sizeInsert value in meters squared (m2)Transitional ShelterPermanent shelter

62. Step by StepShelter costsProvide details if known of the costs, split for labour, materials, and total costs. (in USD)Cost of labour and materialsCost of labour onlyCost of materials onlyTransitional ShelterPermanent shelterCheck with the program officer or project manager to confirm these details.Insert value in USD

63. Step by StepShelter detailsSecurityIs the shelter lockable (provided with a latch, padlock fitting?)yesNoIs a lock provided? yesNoTransitional ShelterPermanent shelterCheck with the program officer or project manager to confirm these details.

64. 64Tip: Photos of Transitional Shelter / Permanent Shelter Whole shelter (outside)Area or plot aroundInside shelter or a detail (e.g. Lock, door)Step by StepTransitional ShelterPermanent shelterTip: Hold your mobile phone upright, make sure the whole structure is captured in the photo.Take a photo (maximum 3)If there was a fire outbreak just before your visit you can even take this picture.

65. 657. Good and bad picturesShows the structure and the contextShows only part of the structure and no context

66. 667. Good and bad picturesShows the full structure and the contextShows only part of the structure and no context

67. 678. Tips before going to the fieldMake sure you have a log in codeMake sure you are logged in with this phone on the MFIELDWORK application before leaving the WIFI area. It is necessary to be logged in when in the field.Make sure the latest versions of all the questionnaires have been downloaded.Make sure that the GPS is functional on all the phones. Try this out at the office.Make sure all the phones are properly charged.Make sure that wifi is turned OFF while in the field to save the phone’s battery.