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Ushahidi Deployment - Implementation Toolbox

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The Harvard Humanitarian Initiative research team led by Jennifer Chan and Melissa Tully, supported by the Knight Foundation, conducted evaluation research. Over the year, they interviewed Kenyan ...

The Harvard Humanitarian Initiative research team led by Jennifer Chan and Melissa Tully, supported by the Knight Foundation, conducted evaluation research. Over the year, they interviewed Kenyan Ushahidi deployers, specifically those participating in Uchaguzi, Unsung Heros and Building Bridges, and had community members help shape the research deliverables. Evaluation to action was a key goal of the project. Their research resulted in the creation of three toolboxes to assist users in the various stages of their Ushahidi deployments: Assessment, Implementation and Outputs.

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  • The Ushahidi User Guide- will give you a step-by-step overview on how to set up your own Ushahidi map and how to make full use of all the features that the Ushahidi software offers.On Crowdmap versus Ushahidi:Crowdmap is easier, no need of developer, but little customization possible, less plugins available, no ownership of the data (or if you wish shared ownership of data), no ability to solve bugs by yourself, no themes available, more problems in having your domain name and logo.Ushahidi instance: need of a server, need of a developer, ongoing dev work on the platform, possibility to change themes, customize, use your domain name easily and logo, ownership of the data.
  • Anahi Ayala Iacucci MODULE- “Keep in mind that if your project is small you don’t necessarily need one person for each  task or role, but you can just decide to have few people covering all the tasks. Also keep in mind that these duties may switch throughout the initiative. The Core management team must be flexible and team player(TIPS) The emergency Unit is something you need when you are working on projects where you may have very urgent information coming in, that needs to be processed immediately. In this case you want to have a team of people that is ready to map and approve the reports as soon as the information comes in and channel them directly to responders if appropriate. (Anahi Ayala Iacucci) If you are an NGO almost all of the figures here may be already existing in the overall structure of the organization, and the same if you are an international/national organization.
  • Roles ExamplesOverall Project ManagerFunderTechnology ManagerVolunteer ManagerMedia Manager
  • EXAMPLESOriginal Ushahidi ColombiaRevised Ushahidi ColombiaUchaguzi Kenya
  • You need to set up a very efficient and fast communication system if you are cooperating with different actors in using the platform. Set up a Skype Chat, a google group, whatever you like to improve communication and assure that the people working on the platform can easily reach each other, See Anahi Ayala Iacucci’s: http://crisismapper.wordpress.com/2010/05/22/how-to-create-your-own-project-using-the-ushahidi-platform/
  • You need to set up a very efficient and fast communication system if you are cooperating with different actors in using the platform. Set up a Skype Chat, a google group, whatever you like to improve communication and assure that the people working on the platform can easily reach each other.- See Anahi Ayala Iacucci’s blog post: http://crisismapper.wordpress.com/2010/05/22/how-to-create-your-own-project-using-the-ushahidi-platform/TIPS- when you determine what specific types of information you want to collect and how to categorize information- think about existing indicators that you have already used, are used by similar organization or are used by governments/UN with which you will share information. Anahi Ayala Iacucci module 1- “Ones you decide what information you want to gather, then you have to look at the existing organizations on the ground that may have already formulated indicators, initiatives, information needs or formats that you should be linking with and following or supporting in designing your project. If there are local organizations that are involved or engaged with your topic/theme/project/initiative already, you may want to  think at how they can be involved and engaged3 “
  • Tips: From lessons learned/evaluationsHold a workshop with your partners,Meet communities and ask them how what information they need and how they would like it shared with them
  • Anahi AyalaIacucci “If you decide not to respond, then it is extremely important that you make this clear to your audience to ensure that there are no expectations around the project or that there is no information gathering system that you cannot or are not set up to meet.”
  • TIPS: (Guide to verification) Also, It is important to anticipate the quantity of reports that you may receive to make sure you have capacity to keep up with report verification. If you are implementing a long-term campaign, you will need to consider sustainability, which may require training people to administer your instance and thinking about funding. You may want to consider recruiting additional volunteers to help with verification!(volume/duration and verification) It is important to anticipate the quantity of reports that you may receive to make sure you have capacity to keep up with report verification. If you are implementing a long-term campaign, you will need to consider sustainability, which may require training people to administer your instance and thinking about funding. You may want to consider recruiting additional volunteers to help with verification!(preparation) consider having a pocket care, or 1-pager that outline the verification process so people can refer to it. Anahi Ayala Iacucci- how to create your own instance blog “Decentralize. If you decide to use Ushahidi in cooperation with a number of organizations give to each organization working with you an admin account and decentralize the mapping and reporting system in this way. Have only the tech people with a Super-Admin account, but let the rest of the work to be done independently by the single organizations, better if distributed geographically. This has two main advantages: the geo-referencing will be done by people knowing the areas they are mapping, so it will be easier, and faster; the administrator, which normally is the one that verify the report is not in the capital hundreds kilometers away from the actual area, but he is there, and can more easily verify information and contact reporters.”
  • Linda Rafferty- Based on the broader framework of your project or initiative, what is the geographic range for information collecting? (1 community? One district? Nation-wide?) Is there detailed geographical/map information for the area you want to work in? Do you actually need it?  If it doesn’t exist, what will you do about it?TIP: (Anahi, Blog) Ushahidi is not a map, but it uses maps done by others, like Google Map or OpenStreet Map which are used to reference the geographical location you are reporting. So you need to check carefully if there is a detailed geographical/map information for the area you want to work in, or if you even need it.  If a map doesn’t exist, you need to start thinking about possible ways to face this issueBased on the broader framework of your project or initiative, the geographic range for information collecting has to be carefully designed. (Anahi Ayala Iaccui)Especially in developing countries you may find yourself in the situation where the country you are working on doesn’t have good maps, or as it is the case in lots of developing countries, people don’t use addresses but references to locate buildings or houses. ( Anahi Ayala Iacucci)During crisis or disaster when imagery can change quickly, you should consider a GIS expert on your team who will be able to update changing maps on your Ushahidi instance. Crowdmap currently (as of April 2011) does not have the flexibility to change maps in this way. I can’t find a map for my project- consider looking into walking papers and Open Street Map
  • TIPS: Uchaguzi and Plan International both suggest that real life demonstrations can to improve local “take up.” Similar outreach efforts could be used with beneficiary populations and humanitarian orgs / responders.Consider the use of SMS Blasts. However, consider capacity issues.Radio can be an effective means for raising awareness and educating the public.(Ushahidi Practical Considerations) How will people find out about your initiative?  How will you advertise the number to send information to — by radio, television, billboards, handmade posters, word of mouth, in schools?(Anahi Introduction Module) Communication with the crowd should be on several levels: 1. Announcement of the service: how to use it, who is running it, how are the messages processed, what reaction can people expect as a result. The message going out should be very simple, but crystal clear. 2. Automatic reply: once someone sends a message, than should automatically receive a message like: thank you for your message, it was received and will be processed. 3. After some time of service is in place and some ammount of messages were processed, there should be a media outreach  telling people how the system works, success stories, repeating the purpose of the service. This whole process needs some capacity, but is critical.
  • TIPS: JaroslavValuch- messagingAnahi AyalaIacucci - blog
  • (Anahi Ayala Iacucci Module 1) Very important too is also the communication strategy of the organization, which should explains what the platform is and what it is not, like if you will use it as a data-gathering and mapping platform, or if you are someone who is gonna solve the problems on the ground. There are different ways to manage expectations, like conducting local media campaigns, or sending automatic responses to messages saying "thank you for message, now the message will be processed", and so on. (Anahi Module 1) “Managing the expectations is also something you may want to consider when starting a Ushahidi project. Very important in doing this is to decide how you will close the feedback loop and if you want to provide a response to those who submit information. In this case you have to think at what  this response will be and who will respond. “6) How will you close the circle and manage expectations?Will there be a response to those that submit information? What? Who will respond? How? What is the plan?How will you ensure that there are not expectations around the project or information gathering system that you cannot or are not set up to meet?How will you return the information to the community/local district/those who provided so that they can use it for decision making or program intervention?How will on-line/offline be managed and streamlined into an information gathering, communication and feedback system that works for the different levels of access of the populations you want to collect information from and share information with?In your project design, how will you take into consideration and maximize local information sharing formats, customs, and opportunities?And how will you ensure that the information remains in a protected/private state in order to avoid putting anyone at risk?There are different ways to manage expectations, like conducting local media campaigns, or sending automatic responses to messages saying "thank you for message, now the message will be processed", and so on. (Anahi)
  • TIPS: Uchaguzi and Plan International both suggest that real life demonstrations can to improve local “take up.” Similar outreach efforts could be used with beneficiary populations and humanitarian orgs / responders.Consider the use of SMS Blasts. However, consider capacity issues. Radio can be an effective means for raising awareness and educating the publicHow will people find out about your initiative?  How will you advertise the number to send information to — by radio, television, billboards, handmade posters, word of mouth, in schools?Communication with the crowd should be on several levels: (Anahi- Module) 1. Announcement of the service: how to use it, who is running it, how are the messages processed, what reaction can people expect as a result. The message going out should be very simple, but crystal clear. 2. Automatic reply: once someone sends a message, than should automatically receive a message like: thank you for your message, it was received and will be processed. 3. After some time of service is in place and some ammount of messages were processed, there should be a media outreach  telling people how the system works, success stories, repeating the purpose of the service. This whole process needs some capacity, but is critical.
  • ( Linda Raffety) End userinput and testing is critical. We learned a lot and our thinking evolved exponentially during the workshops

Ushahidi Deployment - Implementation Toolbox Ushahidi Deployment - Implementation Toolbox Presentation Transcript

  • COMMUNITY USER EDUCATIONAL TOOL
    TOOLBOX #2
    IMPLEMENTATION
  • Why do the toolbox? These tools are based upon the rich experiences of people and organizations that have used the Ushahidi instance. The following toolboxes are crucial to your success!
    Checklist
     TOOLBOX 1- SELF ASSESSMENT
    • TOOLBOX 2- IMPLEMENTATION
     TOOLBOX 3 - USING YOUR INFORMATION

  • TOOLBOX 2
    Implementation
    This toolbox will help you implement your project using the Ushahidi/Crowdmap instance :
    • Review of your work from Toolbox #1
    • Choosing the platform that will work best for your project (Ushahidi or Crowdmap)
    • Understanding and planning roles and responsibilities
    • Think about information inflows and outflows
    • Plan a verification process that will link directly to action
    • Create a marketing plan
    • Build a feedback loop
    • Plan for a volunteer team
    • Plan and implement training for your members and partners
  • Before moving into toolbox 2, here is a review of your work from the assessment toolbox….
    The database will auto-generate the following:
    Project Goal/Objectives/anticipated impact
    _______database will auto-generate user’s answer from toolbox #1_____________________________________________
    _____________________________________________________________________________
    _____________________________________________________________________________
    Reasons for mapping
    _________database will auto-generate user’s answer from toolbox #1______________________________________________
    _____________________________________________________________________________
    Partnerships
    ____________database will auto-generate user’s answer from toolbox #1____________________________________________
    _____________________________________________________________________________
    Information/Communication
    ____________database will auto-generate user’s answer from toolbox # 1_________________________________________________________________________________________________________________________
    ______________________________________________________________________________
    Marketing Media Plan
    ____________database will auto-generate user’s answer from toolbox #1 _____________________________________________________________________________
    Technology Assessment
    ____________database will auto-generate user’s answer from toolbox #1
    _____________________________________________________________________________
    _____________________________________________________________________________
    I would like to make changes…..
    Let’s move on!
  • Choosing the platform that will work best for your project
    Which platform is best for your project? Ushahidi or Crowdmap
    The Ushahidi Platform
    • A platform for organizations with more tech experience.
    • Needs to be downloaded to your own server
    • A good fit for a project that has tech experience and developer support.
    • Allows for customization.
    • You can own the data
    Check out the demo…..
    • allows you to set up your own deployment of the Ushahidi Platform without having to install it on your own web server
    • Does not require and installation
    • the fastest, simplest installation of the Ushahidi platform.
    • built to handle information coming out of a crisis.
    • No need for a developer
    • Fewer plug-ins
    • Open data / unable to password protect
    Learn more on the website:
    FAQ’s
    Which one will work best for you project?
    TIPS: A technology developer (or tech savvy person) can install your Ushahidi instance and you or another team members can install Crowdmap. There is a very comprehensive Ushahidi User guide, that will help take you every step of the way.
  • Understanding Roles/Responsibilities
    TIPS: Community users believe that defining roles and responsibilities early in a Ushahidi project is very important to it’s success.
    Planning roles and responsibilities for your project will depend on the size of your project.
    Choose the option that best fits your project:
    LARGE
    medium
    small
    Let’s collaborate!
    STOP HERE and consider having a workshop with your partners and audience to agree upon roles and responsibilities for your project!!!
  • Understanding Roles/Responsibilities- (example of large project)
    Here are some example roles from other deployments:
    To the right examples- ->
    This is not a complete list!
    Consider having a workshop with your partners and audience to agree upon roles and responsibilities for your project!!!
    Roles in Election Monitoring
    Leadership
    Lessons Learned
    Roles in Crisis
    icon
    Example TOR’s
  • Planning Roles/Responsibilities
    Community user from other deployments recommend a leadership team.
    Who will be part of your leadership team?
    TOR
    job description
    icon
    Partner Agreements
    (ex. Memorandum of Understanding, MOUs)
    Job TOR’s
    Learn more…
  • Planning Roles/Responsibilities- CRISIS and EMERGENCIES
    You will likely need to plan, recruit volunteers, and build partnerships at the same time. We recommend that you use the following resources.
    RESOURCES for IMPLEMENTING THE USHAHIDI/CROWDMAP PLATFORMS:
    • The StandbyTaskForce- http://blog.standbytaskforce.com/
    • The CrisisMappers Network www.crisismappers.net/
    • The Ushahidi Manual
  • Planning Information & Communication Flows
    One of the most appealing reasons to use Ushahidi/Crowdmapis the potential to improve communication and information flow between groups & to improve knowledge among communities and to help people make decisions. The next few slides will help you create the information flows using Ushahidi/Crowdmap, but first think about how you will analyze and feedback information:
    How you will analyze your information?
    How you will feedback information?
    Examples
    )
  • Planning Information & Communication Flows
    Here are some example of the part and groups that will be part of your information system
    The ‘crowd” or public community
    People who will freely send in information from an open community who are unknown to the program . For example; affected people during a crisis, citizens during an election. (need more examples here!)
    A trusted or bounded community Individuals or Groups that are part of the community and also part of known set of reporters to the platform. For example: NGO workers reporting to a UN system, election monitors reporting into the system. Pre-identified trusted community members sending in human rights information, and even known first responders during a disaster.
    Partners who will send & receive information
    Other organizations/partners- Organization that are partners involved in the program. This can be the organization that represents a bounded community (ex. Election monitoring group, UN Cluster, consortium) They can also be organization that wish to received analyzed information as well. ( Media/Journalists)
    Ushahidi/Crowdmap Platform- This is where information from the group above will come into and will also be the location where analyzed or processed information may come from. Within this platform there may be more people involved to process/analyze and present information back to the wider community. Remember that on major part of the platform is internet and web-based!
    Ushahidi or Crowdmap Platform
    Feedback loops and return of information
    Incoming Information
  • Planning Information & Communication Flows
    This picture will help you determine information flows with the Usahahidi instance
    you can have another group here like international media
    Partners who will send information
    Ushahidi Map/Website
    categories
    layers
    reports
    statistics
    Ushahidi/Crowdmap Platform
    Your thoughts?
    EXAMPLES- ALL
    Incoming Information
    UNDP/OCHA COLOMBIA
    HAITI CRISIS MAP
    LIBYA CRISIS MAP
    Feedback loops and return of information
  • Planning Information & Communication Flows
    Create the information flow and system that will best fit your project
    (is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? )
    Drag your partners/group into the shapes- (auto-generated from assessment)
    Add more partners….
    Drag the arrows to show where the information will enter
  • Information/Communication
    Here is a recap of your information communication strategy from the assessment toolbox
    List the specific types of information that you will collect for your project:
    How do you plan to collect information the information you wish to map on the Ushahidi platform?SMS  Web  Twitter Smart phone Apps
    • Email
    • Call Center
    • Voice Message
    • Facebook
    make changes….
    Let’s move on!
    • Face to Face
    • Radio
    • Other________________
    • Other________________
  • Information and Categories
    A very good way to create and choose categories is to first understand how you will use the collected information.
    EXAMPLE: You are quickly setting up a crisis map. Your goal is to identify the location of refugee camps to share who/what/where maps and share information about hospitals/ and clinics at UN Cluster meetings so organizations can plan shelter and health services.
    The information for the UN meeting will be maps with refugee locations and functioning hospital locations
    Categories you can create are “Camp Locations” and “Hospitals (functioning)”
    Now think about how this information will feasibly be collected. a) crowd information b) NGO individuals reporting into the system.
    1
    2
    3
    3
    1
    2
    How will this information be categorized?
    How will this information be communicated out?
  • Adding your information and feedback loops-
    Now add the information types to information diagram that you just created.
    Schematic diagram from Slide 11 inserted here.
    (is it possible to do a drag/drop function here? Where they would drag a group/partner into a circle? )
    Drag your information types next to the red and green arrows above (auto-generated from assessment)
    .
    Have you completed the feedback loop?
    More tips…..
  • ACTION AND RESPONSE
  • Verifying information
    One of the challenges of using a crowdsourcing tool is verification: When information enters the Ushahidi/Crowdmap platforms you or your team will need to verify and confirm reports.
    Here are some ways that deployments have verified information:
    • You have the information from multiple reliable sources
    • You have two or more text messages from different phone numbers about the same incident.
    • Someone on your team has spoken with the person on the ground to get more detailed information about the report.
    • On of the providers of information is a partner or part of your “trusted network”
    What will be the rules to verify a report? (enter text here)
    If you have large numbers of reports coming in all at once, how will you prioritize which ones to verify quickly?
    How will you train your teams on how to verify? (enter text here)
    TIPS: If there is any doubt about a report, a good first step would be to mark the report as unverified, until you have the opportunity to investigate further.
    The Guide to verification
    icon
    Example verifications
    What is a trusted network?
    Twitter challenges
  • Choosing the Right Map
    When using Ushahidi or Crowdmapyour verified reports will be placed on a map. You will need to choose a map that best fits the needs of your project.
    Consideration #1: What is the scope or size of your project. Do you plan to collect information for an entire country, a city, or just a community?
    Consideration #2: Is there a map that exists of the areas that you are interested in? Some maps services may not have the area mapped. You should always check. If it does not exist? What are the next steps? What are your options?
    Ushahidi has 4 available providers, if you have a developer you can have them add another map to better fit your needs. The only customizable map is OpenStreetMap (OSM) Check out the following map providers here:
    I can’t find a map for my project …..
    Visual Earth
    TIPS: How large is the area that you will place information on the map? (country, region, city, community)?
  • Messaging/Campaign
    How will people find out about your initiative?
    If your project involved receiving messages from the “crowd” or the open community, it is very important that you have a clear message and strategy about what type of information you would like people to send in, and for what purpose you will be using the information.
    Here are some things to think about:
    HOW DO PEOPLE ALREADY BROADCAST INFORMATION TO ONE ANOTHER? Think about the ways that people communicate with one another about information. If the community that you want to send in message watches television, reads the newspaper, or listen to the radio, this may be a very effective way to inform people of your project and why you want them to send you information.
    KEEP IT SIMPLE Don’t forget about face to face communications! Think about how people can spread the word in local meetings, through community leaders, and other basic communication pathways.
    TRUST If you are asking people to provide sensitive information how can you create trust so that they will feel safe and comfortable to provide information? Who will help you achieve this? (community leaders, etc) and how long will it take?
    TIMELINE Think carefully about the time it will take to launch your campaign. If you are planning on using different media plan for time to contact radio stations, money for printing fliers, and more time to build relationships and trust with community leaders who may promote your project.
    SMS USE The presence of mobile networks does not always mean that people will easily and freely SMS text. If you expect most of your information to come by SMS , investigate whether or not people are literate, feel comfortable texting, etc.
    COST Although using more media channels increase your campaign, it will likely also increase the cost of your project. One inexpensive and very effective way is to use community leaders and community organizations but this requires time and trust- which you may not always have especially during an emergency or crisis.
    TIPS:Many users believe in the importance of advance outreach via media coverage, advertising, workshops & demonstrations.
  • The Message
    What will you actually say in your message?
    The specific words that you use in your campaign message will not only determine the type of messages you received, but will also influence the expectations of the users or “crowd”. Here are some examples and the successes and challenges.
    This message generated thousand of messages, but one of the challenges was the large number of needs. In addition many people believed that if they texted in their need, that there would always be a response.
    Needs content here for snowmagedden
    Needs Accurate Content here!
    This web banner was one of many message that Building Bridges use to have people map peace initiatives around the world.
    MORE EXAMPLES
  • Managing Expectations of your partners/audience
    When using the Ushahidi/Crowdmap platform people often expect a response.
    HERE ARE SOME THINGS TO THINK ABOUT
    • If you decide not to respond, then it is extremely important that you make this clear to your audience to ensure that there are no expectations around the project or that there is no information gathering system that you cannot or are not set up to meet.
    • How will you ensure that there are not expectations around the project or information gathering system that you cannot or are not set up to meet?
    • Do you have a communication plan when you are unable to fulfill the promise of response that you messaged out in the past?
    • How will you return the information to the community/local district/those who provided so that they can use it for decision making or program intervention?
    HERE ARE SOME EXAMPES OF USER EXPERIENCES
    (please help with content here!!!)
    TIPS:There are different ways to manage expectations, like conducting local media campaigns, or sending automatic responses to messages saying "thank you for message, now the message will be processed", and so on. (Anahi)
  • Messaging/Campaign
    How will people find out about your initiative?
    How will people find out about your initiative? What communication pathways will you use?
    Write down some sample messages that you will you for your campaign
    How will you manage expectation from communities and the crowd?
    TIPS:If you have time, we recommend that you touch base with your partners and users to see how they will interpret your message.
  • Volunteers/Data Handling Team
    The human resources needed to run the platform
  • Training
    To be completed soon. Please add ideas here!
  • THANK YOU FOR COMPLETING TOOLBOX #2!
    Please save this file and add your name to the title. Then, return it to Heather Leson hleson@ushahidi.com.
    . You will receive a report from toolbox #1 to use in your project.
    In your email please send comments on how you would like this tool improved or changed!
    Thank you for being a very important part of Ushahidi’s User community!
  • Appendix
  • Local Responders- police, redes social
    Agencies/Intl Orgs- PDP, defenseria, NGO, UN
    Local Associations
    Policy
    Public Advocacy
    Recommendations
    Key node(s)
    • Trusted by community
    • Trusted by the system
    Platform
    SIHCE
    SIDCE
    Community
    Individual(s)
    Individual Agency Recommendations
    Collective Report
    Key Components
    • Fact
    • Request
    • Documentation
    • Proof of Support
    Committee
    • validate/monitor/and analyze information
    • local organizations rapidly respond
    • Coordinate & collectively present information to government
    • key representative of organizations
    Platform Administrators
    • Information management
    • Maintain flow of information from nodes to committee
    • technical knowledge to maintain platform infrastructure
    Rapid response
    Government
    • Governor
    • Secretariats
    • Advisors
    Monitoring
    Return
    Next Example
  • Departamento del Cesár
    United Nations Development ProgrammeRedes
    United Nations Office for the Coordination of Humanitarian Affairs
    Next Example
    Return
  • Return
    Next Example