I presented the following in Nashville, Tennessee on May 6th, 2019
This was originally posted at Sarapis
Immediately after a disaster, information managers collect information about who is doing what, where, and turn it into “3W Reports.” While some groups have custom software for collecting this information, the most popular software tool for this work is the spreadsheet. Indeed, the spreadsheet is still the “lingua franca” of the humanitarian aid community, which is why UNOCHA’s Humanitarian Data Exchange project is designed to support people using this popular software tool.
After those critical first few days, nonprofits and government agencies often transition their efforts from ad hoc emergency relief and begin to provide more consistent “services” to the affected population.
The challenge of organizing this type of “humanitarian/human services” information is a bit different than the challenges associated with disaster-related 3W reports, and similar to the work being done by people who manage and maintain persistent nonprofit services directories. In the US, these types of providers are often called “211” because you can dial “211” in many communities in the US to be connected to a call center with access to a directory of local nonprofit service information.
During the ongoing migrant crisis facing Europe, a number of volunteer technical communities (VTCs) in the Digital Humanitarian Network engaged in the work of managing data about these humanitarian services. They quickly realized they needed to come up with a shared template for this information so they could more easily merge data with their peers, and also so that during the next disaster, they didn’t have to reinvent the wheel all over again.
Since spreadsheets are the most popular information management tool, the group decided to focus on creating a standard set of column headers for spreadsheets with the following criteria:
- Fewest fields possible
- HXL compliant (learn more about HXL)
To create this shared data model, we analyzed a number of existing service data models, including:
- Stand By Task Force’s services spreadsheet
- Advisor.UNHCR services directory
- Open Referral Human Service Data Standard (HSDS)
The first two data models came from the humanitarian sector and were relatively simple and easy to analyze. The third, Open Referral, comes from a US-based nonprofit service directory project that did not assume that spreadsheets would be an important medium for sharing and viewing data.
To effectively incorporate Open Referral into our analysis, we had to convert it into something that could be viewed in a single sheet of a spreadsheet (we call it “flat”). During the process we also made it compliant with the Humanitarian Exchange Language (HXL), which will enable Open Referral to collaborate more with the international humanitarian aid community on data standards work. Check out the Open Referral HSDS_flat sheet to see the work product.
We’re excited about the possibility that Open Referral will take this “flat” version under their wing and maintain it going forward.
Once we had a flat version of Open Referral, we could do some basic analysis of the three models to create a shared data model. You can learn about our process in our post “10 Steps to Create a Shared Data Model with Spreadsheets.”
The results of that work is what we’re calling the Humanitarian Service Data Model (HSDM). The following documents and resources (hopefully) make it useful to you and your organizations.
- HSDM Template – use this to collect data using the HSDM format
- HSDM Working Document – this shows you the work we did to arrive at the HSDM
- HSDM Index Document – this document has more information and additional links about HSDM.
- Humanitarian Data Standards Google Group – discuss and get updates on the HSDM and other data initiatives. Send feedback to this Google Group!
- Data Standards on ResilienceColab – news, directories and other information useful for human and humanitarian data standards initiatives.
We hope the HSDM will be used by the various stakeholders who were involved in the process of making it, as well as other groups that routinely manage this type of data, such as:
- member organizations of the Digital Humanitarian Network
- grassroots groups that come together to collate information after disasters
- big institutions like UNOCHA who maintain services datasets
- software developers who make apps to organize and display service information
I hope that the community that came together to create the HSDM will continue to work together to create a taxonomy for #service+type (what the service does) and #service+eligibility (who the service is for). If and when that work is completed, digital humanitarians will be able to more easily create and share critical information about services available to people in need.
* Photo credits: John Englart (Takver)/Flickr CC-by-SA
Originally posted at OpenReferral
In the wake of Superstorm Sandy, many residents of New York City were left struggling.
Though a broad array of supportive services were available to survivors — from home rebuilding funds to mental health treatment — it’s often hard for people to know what’s available and how to access it. New York City lacks any kind of centralized system of information about non-profit health and human services. Given the centrality of non-profit organizations in disaster relief and recovery in the United States, this information scarcity means that for many NYC residents recovery from Sandy never quite happened.
As in any federally-declared emergency scenario, every officially-designated disaster case management program was mandated to use the same information system — the Coordinated Access Network (CAN.org) — to manage survivors’ access to benefits and other steps along the path to recovery. CAN has its own resource directory system, but it is proprietary and not available to the public; survivors often need to make a phone call to a case manager to get even the most basic information about the services. In conversations with those case managers who have had the privilege of being able to access this resource, we’ve heard that its interface is confusing and its data is often duplicated and outdated.
As a result, most disaster case management agencies ended up managing their own resource directories — in isolation from each other. Some organizations were able to cobble together relatively comprehensive service directories, but others don’t have any, and rely on individual case managers to solve the problem themselves. Now, just a bit over two years after the storm, the funding for these disaster case management programs is coming to a close — and so the local, personal knowledge about Sandy recovery services held by these social workers will disappear.
Yet the need remains great. Less than 3% of houses that applied to be rebuilt after Sandy have been completed – and people involved know that this may be a decade-long process for thousands of New Yorkers. The organizations that will serve them will be local, under-funded or entirely unfunded, and organized through a volunteer-based ‘long-term recovery organizations’.
Our organization, Sarapis, has been providing free/libre/open-source software solutions to grassroots groups and long term recovery coalitions since the storm first hit New York City in October 2012. Through our community technology initiative, NYC:Prepared, we’ve been helping community-based recovery groups make information about critical services accessible to the public. We’ve aggregated what may be the most comprehensive and searchable directory of services for Sandy victims in NYC on the web (a scary thought, considering our organization’s tiny budget).
The data in our directory comes from a hodgepodge of sources: nonprofit websites, PDF printout, shared spreadsheets created by long term recovery group members, and .CSVs produced by individual case managers passionate about sharing resources. Initially, we used Google Spreadsheet and Fusion tables to manage all of this.
With the introduction of the Human Services Data Specification (HSDS), through the Open Referral initiative, we’re now able to manage this information using a standardized, well documented format that others can also use and share. And that’s precisely what we try to encourage others to do.
Openly accessible, standardized human service directory data is critical for each of the phases of a disaster. For disaster preparedness, service information can help identify gaps in the allocation of resources that communities might need during a disaster. For disaster response, many different kinds of organizations and service providers need simultaneous access to the same information. For disaster recovery, survivors need an array of services to get back on their feet, and they should be able to find this information in a variety of ways.
With the Ohana API, we can glimpse a world in which all of the needs above can be met. So we’ve deployed a demonstration implementation of Ohana at http://services.nycprepared.org. In Ohana, we now have a lightweight admin interface for organizing our data and a front-end application to serve it to the public in a beautiful and mobile friendly way. Since Ohana is an API, other developers can use it to make whatever interfaces they please.
While we’re quite impressed with the Ohana product, its out-of-the-box web search interface won’t meet everyone’s needs. The system that we’d most like to use would be our open source disaster management software called Sahana. Sahana is the world’s leading open source resource management software and we want to build a component — available to any community — that will enable it to consume, produce and deliver HSDS-compatible resource directory data.
By making it possible for any agency using Sahana-based systems to consume and publish resource directory data in the Open Referral format, we can shift the entire field of relief and recovery agencies towards more interoperable, sustainable, and reliable practices. Sahana specialists are ready to develop this open source, HSDS-compatible resource directory component — at an estimated cost of $5,000. Please consider donating to our effort. And please reach out to Sarapis if you know of other communities and use cases in which this technology could enhance resilience in the face of crisis.
Three and a half months ago, I attended the National Voluntary Organizations Active in Disasters (NVOAD) Convening in Elizabeth, NJ. It was a fantastic event in which people from over 50 nonprofit, mostly religious, organizations came together to network, troubleshoot the ways they were providing Sandy disaster relief, and discuss how they might better tackle disaster relief challenges in the future. The need for better information-sharing tools and techniques was obvious in every event session.
I scribbled notes and promised myself that I’d write a blog post about how the VOAD community could adopt a comprehensive information management strategy using free/libre/open-source software. The post grew in length and complexity, quickly ballooning into multiple posts, and launching Sarapis into a new knowledge management project. Three and a half months later, we have a 100+ page (and growing) wiki at DisasterRelief.FLOsolutions.org that catalogs some of the best practices for community-led disaster relief that we’ve encountered. Please check out the wiki, send us feedback and let us know if there is some information you’d like to see covered or you want to contribute.
The National Convening
The NVOAD national convening was organized by National VOAD (NVOAD), which is led by volunteers and staff from its 108 member organizations. There is a VOAD in every state (ex. NYVOAD) and often in large cities as well (ex. NYCVOAD) — each of which is member-run and organized using a structure similar to that of the National VOAD.
The VOAD meetings that I’ve attended have consisted of representatives of member organizations engaging in a facilitated conversation about how to overcome disaster-related issues, and then breaking out into working groups or committees to tackle specific challenges. While it was clear that the larger, better-funded organizations within the VOADs such as the Red Cross have more influence than the other organizations, there was — at least to me — a sense of horizontality and a genuine desire among participants to coordinate and collaborate with each other. Indeed, the VOAD structures reminded me more of “spokes councils” than they did traditional nonprofit organizations — which is pretty cool.
VOADs help groups “active in disasters” coordinate better. From what I’ve seen, discussions center around a range of topics, from food distribution or rebuilding homes to performing case management or analyzing policy issues. Somehow, though, they all seem to end in the same place: with a discussion about how member organizations can better share information.
In general, VOAD conversations are open, inclusive and generative: people recognize the expertise that they and others have gained from on-the-ground relief work, and eagerly share knowledge and information derived from those experiences. However, when the topic turns to software and data, the tone changes. People seem to imagine software and data to be obscure, complicated topics best left to experts — and they don’t imagine those experts to be the people in their network or the room.
Many of the VOAD members I spoke with didn’t know what software they use, told me they don’t feel empowered to make changes to their websites or software systems, and don’t think they can have a software system that meets their needs without someone spending hundreds of thousands of dollars.
It doesn’t have to be this way.
Go with the FLO!
The VOAD community takes pride in its DIY character. Rebuilding a house? No problem! Feeding ten thousand people a day? We’re on it! But when it comes to websites, databases and information management systems, people become overwhelmed. Yes, databases were extremely difficult and expensive to set up 10 years ago — but things have changed. There has been rapid and sustained progress in software technology, making most common technical challenges easy to overcome with relatively simple FLO (free/libre/open-source) software.
For folks who don’t know what FLO is, a brief explanation is in order. FLO software is free (no-cost), libre (without restriction), and open (you can use, edit, modify and share its source code). Linux, Firefox, WordPress and Wikipedia are just a few of the tens of thousands of extremely popular FLO software packages being used by people everyday. FLO software, like VOADs, are developed by communities of people who work together to build systems that help people help each other. To learn more about FLO software, read this brief explanation and the “free and open source software” page on Wikipedia.
I’m confident that the more VOADs learn about FLO, the more they’ll realize how FLO solutions can help them overcome many of the information management, communication and coordination challenges they face during disasters.
Through a three-pronged strategy of trainings, support group cultivation and technical strategy, VOADs can transform their approach to information management.
Software trainings: There is a tremendous need within the VOAD community for training in basic web-based software tools — especially WordPress, CiviCRM, LibreOffice and free (but not libre and open source) Gmail, Google Groups, Google Drive, Facebook, Twitter and YouTube web applications.
Data trainings: There is also a massive need for education in basic data management and sharing techniques. The VOAD community needs to create a set of standard templates for common tasks such as canvassing, volunteer intake, work order management and sharing different types of data among organizations.
Technology Support Group: The VOAD community should form a technology support working group where people can organize skill shares about various technologies useful to the community. If that goes well, such a group could also work with stakeholders to co-create a software development roadmap for local, state and national VOAD groups.
You can see a list of tools referenced throughout this blog post in the tools section of the FLO Solutions for Disaster Relief wiki.
Attractive, Easy-to-Use Website
Your organization should have an attractive website that is easy for anyone who knows how to use basic office applications to maintain. The technology that makes this possible is called a content management system (aka CMS).
There are a number of FLO CMS systems. Our favorite is WordPress, which makes it extremely easy to create web pages, blog/news posts, photo galleries, videos, events calendars, custom forms you can use to collect email addresses, contact info, surveys, process donations, and more. Hosting a WordPress website costs between $5-$50/month depending on how much traffic the website receives.
Even if your organization isn’t interested in upgrading its website, building a WordPress site is cheap and easy enough that it might be worth creating one for your own team or for a specific disaster.
Contact and Case Management
The one piece of technology the VOADs do “share” is the Coordinated Assistance Network system (aka CAN). CAN is a disaster case management system owned and operated by the Red Cross and developed by VisionLink, a for-profit corporation that has also built the National VOAD website and the database systems that powers many of the nation’s 211 “human service” directories. While many organizations in the VOAD community can access CAN, access is often difficult to obtain and limited in scope. Moreover, there are no readily-apparent opportunities for the community to contribute to the system’s development.
The general sentiment about CAN at the NVOAD event was that it’s a terrible piece of software, but it’s the best thing the community’s got. Even still, few organizations use it and it’s widely cited as one of the largest bottlenecks to effective disaster case management.
Some of the problems with CAN articulated during the event include:
- It takes days, sometimes weeks, to be granted access to CAN; and many grassroots relief groups and some VOAD member groups simply don’t qualify for access. Many groups waste time and energy trying to access CAN when they could be using those resources to develop and deploy CRM systems that meet their own unique set of needs.
- All data that goes into CAN becomes the property of the Red Cross under terms that are difficult to question or change.
- Only CAN employees and CAN partners can perform import and export functions.
- No one but VisionLink can modify the CAN software.
One of the first things that becomes evident to people providing disaster relief is that they need a system to manage contacts and document their interactions with at least four types of people:
- volunteers who want to give their time
- donors who want to give their money
- survivors who need assistance
- human service providers who can help people in need
CRM (customer/constituent relationship management) systems are designed to help a large and physically dispersed group of people collect information about individuals and groups, record interactions and document outcomes.
This type of tool is being used very successfully by a few VOAD member groups that I spoke with — but, by and large, the VOAD community isn’t using CRMs. Instead, most VOAD members I spoke with were either using spreadsheets or desktop-based database systems to track and manage their relationships. The few organizations that were using the CAN system for disaster case management and human services directory functionality lacked a solution for the CRM functions CAN doesn’t provide, such as volunteer and donor management.
CiviCRM is a fantastic FLO case management solution, and also happens to be the world’s most popular FLO CRM system for nonprofits. A standard CiviCRM installation package can do donor, volunteer and case management, send out e-newsletters, process donations, generate event pages and maintain a directory of service providers to the public. Since CiviCRM is FLO, organizations can run it on their own servers or they can pay around $300/year for a CiviCRM specialist to install and host the software for them.
CiviCRM makes it extremely easy to build a content-based website around it since it is a component of the three most popular FLO content management systems (WordPress, Drupal and Joomla). Indeed, if your organization is already using one of these CMSs, adding CiviCRM can be extremely simple. CiviCRM can be useful for any nonprofit organization that needs to send out email newsletters, process online donations and collect contact information — so even if your organization is happy with CAN’s case management functionality, you might nevertheless want to consider CiviCRM for other common nonprofit functions.
CiviCRM could become a fantastic disaster contact and case management solution that any VOAD could use for itself and in partnership with others. And since the solution would be FLO, any organization wanting to become active in disaster relief would be able to “spin up” their own system and keep ownership over their own data. At the very least, the existence of a CiviCRM powered alternative to CAN will encourage VisionLink to be more responsive to the community of VOADs who use CAN. Of course, CiviCRM can play well with CAN by being configured to export and share data using CAN-compliant format and standards. Compliance with Federal requirements and standards is something that could also be built into a CiviCRM component, as could a basic reporting mechanism that would enable each disaster case management deployments to share basic identity information about clients to ensure that people aren’t enrolled in more than one case management system to get “double benefits”.
If your organization or local VOAD group doesn’t currently have a CRM system for its basic operations such as sending our email newsletters, collecting online donations and tracking donors, then it should consider getting a CiviCRM.
National VOAD and larger VOAD groups should come together to ensure CiviCRM works well for disaster relief. I recommend pursuing the following course of activity:
Develop a case management template (in XML) that could be imported into any CiviCRM to turn it into a disaster case management system. Estimated cost: under $10,000.
Fund the development of a user interface for CiviCase configuration. There is a fundraising campaign currently underway to raise $30,000 to create a user interface that would make it much easier for people to customize CiviCase.
Develop capacity within the NVOAD network for managing CiviCRM hosting, either by hiring a CiviCRM expert or contracting with a provider like CiviHosting.com.
Run database management trainings so VOADs learn how databases can be used to solve a wide range of challenges they encounter.
Human Services and Referral Directories
During a disaster, relief providers need good information about where to refer victims for “human-services” assistance such as homeless shelters, mental health counselling and food pantries. Unlike local business information, which was made readily available via the internet over a decade ago, “human service” information sits locked up in proprietary database systems that not even most VOADs — let alone disaster survivors — can access.
This means disaster relief providers often have to direct people who need assistance to call their local 211 system operator and speak to a call center worker to access critical human services information. This can lead to confusion and wasted time for survivors. It also creates a problem for relief providers who want to ensure that survivors receive high-quality information and access to critical services.
VisionLink, the company that makes CAN software, is also the nation’s leading provider of proprietary 211 software — making the inaccessibility of human services information inexplicable.
Recommendations: Drupal, CiviCRM or Sahana EDEN
Directory software isn’t particularly complicated. Indeed, there are a number of FLO software packages that could be used to organize and display 211 information to the public, as well as provide additional functionality like granular “agency-by-agency” permissions, calendaring, volunteer management, document management and other solutions touted by VisionLink as “what makes CommunityOS different.” Drupal and CiviCRM could both power 211 directories, as could Sahana EDEN and the Knight Foundation-funded Open211 software development project.
Of course, software is just one part of the challenge. The other critical piece is a taxonomy for organizing 211 information. Fortunately, the Open Eligibility Project has produced a FLO taxonomy for 211 information that anyone can use to organize 211 data.
With FLO software and data taxonomies available, the time is right for a group of organizations to come together to set up open 211 systems around the country. Such an effort presents an amazing opportunity for the VOADs — not only to increase information accessible to disaster relief providers, but to make “human services” information easier for everyone to access.
National VOAD should ensure that 211 information is accessible during a disaster. This means having an easy-to-deploy FLO 211 directory software solution ready for when disaster strikes. This solution could be offered to state and city based VOADs immediately. A FLO 211 directory software solution could be built with CiviCRM and Drupal or with Sahana..
Data and Knowledge Repository
Each stage of a disaster presents a tremendous information challenge. People might disagree about what, when, where and how to share disaster related information, but it’s hard to imagine anyone will argue against better tools for data and information sharing.
Recommendation: OwnCloud and/or CKAN
At the most basic level, VOADs should have access to a dropbox-like file sharing system which can host both public and private files and folder systems. OwnCloud is an easy-to-deploy, easy-to-use system that could meet this need.
If a VOAD network wants to make it easy for its member organizations to benefit from the open data revolution, they can set up a CKAN “data repository”, which provides groups with the ability to upload, describe, preview, download, host and stream a wide variety of data formats. It can be used to host and organize PDFs, turn CSVs (spreadsheets) into interactive maps and serve dynamic data streams in real time to other software applications. For the more technically ambitious, it can also wrap data in an API that software developers can use to create applications, produce visualizations and build semantic information resources.
VOADs could use a data repository to share a wide variety of data and knowledge information, including:
- information about affected areas, such as demographics, geography/geology, environmental reports, important places, and mapping layers
- canvassing data related to individual and neighborhood needs for things like food, shelter, and health care
- raw data about who is providing disaster relief and which populations they are serving
- templates for managing inventory, work sites, damage assessment surveys, volunteer registration forms and other tools for disaster relief groups
- how-to’s and trainings guides about everything from killing mold to anonymizing and responsibly sharing data
Data repositories allow users to upload both public data that can be shared with everyone, and private data that can be managed by particular users without anyone else seeing it. To prevent confidential information from being made public, the system can be configured such that all public data uploads are moderated, and only approved data sets are made public. In such a configuration, when users find incorrect data or data that shouldn’t be shared on the system, they can flag it as inappropriate so it can be taken offline. Of course, with more data tools available, it would be incumbent on the VOAD community to learn more about how to use data and data tools to improve their operations.
The VOAD community needs a place to share files. The first step is to set up an OwnCloud system (which would cost well under $1,000/year) and start giving VOAD members accounts and providing trainings that show people how to use widely-accessible online tools to collect, use, analyze, permission and share data. As people become more comfortable using this file sharing system, it might make sense to set up a CKAN data repository for the VOAD community. This is the same software used by data.gov and enables much deeper data utilization functionality.
Inventory and Logistics Tools
Before, during and after a disaster, many VOAD member organizations turn into logistics groups with a specific set of needs that FLO software solutions can meet:
- requesting and receiving inventory items
- tracking inventory through multiple spaces
- distributing inventory to people in need
- generating reports about their activities
- sharing up-to-date inventory information with stakeholders such as government agencies such as FEMA, nonprofit and community groups, donors and the general public
- developing an awareness of the other relief providers in the area
Without a software tool set to help organizations meet these needs, groups are often left using spreadsheets and personal relationships to make sense of the disaster logistics environment. Many people suffer and many resources are wasted because a coordinated disaster logistics network doesn’t exist — and it very well could.
Recommendation: Sahana EDEN
Sahana EDEN is a FLO “disaster management system” with robust logistics functionality that can be used by participating organizations to manage their own inventory, ship and receive inventory items, track assets (like vehicles and generators), build reports for various groups, and create maps. EDEN has robust directory functionality, for individuals, organizations, facilities, victims, volunteers, projects and more, making it a great tool for organizing information within a geographic area before disaster strikes. When disaster does strike, people can find the information they need in order to be effective in the aftermath.
The National VOAD should work with Sahana EDEN developers to create a generic configuration that could be deployed by its chapter organizations, and/or in response to specific disasters. Sarapis has begun this work by helping to create an EDEN system for Long-Term Recovery Organizations in NYC. We will need assistance from the VOAD community, financial and otherwise, in order to see this project through.
Collaborative Work Order System
When disaster creates damage over a wide area, one of the biggest challenges is coordinating the (often volunteer) work crews to clean things up. This task requires a massive amount of information sharing: from the canvassing that results in comprehensive neighborhood damage assessments, to the assignment (or self-assignment) of work teams and the tracking of work statuses so the entire network knows what has been done and where.
A new tool called CrisisCleanup distinguished itself during Superstorm Sandy relief work as an amazing solution to this challenge. It was developed by Aaron Titus, a volunteer within the Mormon disaster response community. As a part-time software developer, he saw a need for a tool that “implements a ‘Craigslist’ philosophy to recovery efforts—organizations that are aware of work orders enter them into the system, and organizations with capacity to help can claim and perform the work.” The tool’s success during Sandy was stunning: CWOS was used by over 100 organizations to coordinate nearly 30,000 volunteers fixing over 5,000 homes. What began as one person’s passion project has grown into an effort involving nearly a half dozen volunteer software developers and designers — and it is already changing the way disasters cleanup is managed.
CrisisCleanup wasn’t developed by a software group inspired by building intellectual property for themselves or a high end consulting firm: it was made by passionate people who want to help people help each other. By embracing FLO solutions, the VOAD community can encourage more of this type of innovation from a global community of do-gooders.
The team behind CrisisCleanup is enthusiastic to work with VOAD. NVOAD should encourage its members to take CrisisCleanup trainings before a disaster strikes and, when it does, push member organizations to sign up for that disaster’s CrisisCleanup instance.
FLO Solutions for Disaster Relief
The FLO solutions I’ve described above have been and will be continue to be used during future disasters. Some were used extensively during Sandy relief efforts, including CiviCRM for volunteer management and case tracking; Sahana EDEN for request fulfillment, inventory management and assessment tracking; CrisisCleanUp for collaborative work order management; and WordPress for fast and easy-to-use content-based websites.
If the VOAD community were to bring these tools together to make them more accessible to member organization, the entire VOAD community would benefit greatly — and so too would all the future victims of disaster for whom they serve.
This could be done by pursuing the following activities:
- creating configurations for disaster response use cases,
- creating a more unified interface for these tools,
- providing some training and support for their implementation, and
- maintaining deployments of these solutions for when disaster strikes.
Over the last few months, we at Sarapis have built out a knowledge resource for the VOAD community cataloging FLO Solutions for Disaster Relief. We have also continued to help Long-Term Recovery Groups in the New York City area access FLO solutions using best practices in knowledge management. We’re now coordinating a technology development effort that will bring together numerous FLO software communities to integrate effective FLO solutions for disaster relief. This will create an even more comprehensive set of FLO Solutions for Disaster Relief.
We’re looking for support from the VOAD community — city, state and national — for our work. Please connect with us if this post is interesting to you.
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If you have any questions, feel free to write a comment on this post or contact us directly.
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The post FLO Disaster Relief Software – Recommendations for NVOAD appeared first on Sarapis.
Have you ever been working on a spreadsheet and found that you just couldn’t get all the information you wanted into it? Have you ever looked at the horizontal and vertical cells and wished there were—somehow—a third dimension that gave you the ability to define more stuff? Well, that’s what databases do: they provide you with a third dimension of information, making it possible for web applications to make data so useful.
Occupy Sandy is fortunate to have access to a number of incredible database software “solutions.” The three on which I’d like to focus in this post are:
- Sahana EDEN (located at sandyrelief.sahanafoundation.org): a “humanitarian” platform designed to help NGOs and government agencies manage disaster responses.
- CiviCRM (located at crm.interoccupy.net): a system used for sending email newsletters and collecting information about volunteers; and
- ShareTribe (located at occupysandy.permabank.net): a sharing platform that enables folks to post, find and fulfill offers and requests for products, services and spaces.
All three of these software solutions are free/libre/open-source (FLO), meaning they’re free to use, they have no licensing restrictions, and their source code is accessible to anyone who wants to view, use and modify it. Sahana and CiviCRM are both supported by nonprofit organizations, and all three pieces of software are developed by horizontal, non-coercive FLO communities motivated by the desire to make great software—not the desire to make a lot of money.
Sahana, deployed at sandyrelief.sahanafoundation.org
Our Sahana system can help us manage a wide variety of tasks common to disaster relief, but we only use it for a few.
Currently, people doing comms and dispatch use the system to record requests for supplies from sites. These requests usually come in via a phone call or email. Once a request is made, people check to see if the request can be fulfilled. If so, the system generates a “waybill,” which is a PDF that has the item names, their quantity, the intended destination and the driver on it. The PDF is printed out, taken to the inventory room where someone collects the items to be shipped, places them in their car and gives the driver the waybill to show him/her where to go. When the shipment is delivered, the hope is that the site that made the request will confirm their requests fulfillment with comms, but in practical use that rarely happens. Over 400 requests have gone through the system to date, with an average of six requests being registered per day since 2013 began.
Respond and Rebuild is using Sahana to track and map their work orders. When they assess a house, they record their findings in Sahana. Using the system, they’re currently tracking over 180 work orders, each with nearly 50 variables of information. Sahana also enables them to map each work order, letting them see on a map all the jobs they’re working on, the status of those jobs, and other useful information. The system could easily be configured to provide similar functionality for all the canvassing data that’s been collected by the Occupy Sandy relief effort, but so far that information hasn’t been made available to the Sahana team. If you’d like to connect with them, please email firstname.lastname@example.org.
There are many more ways we could use Sahana to keep Occupy Sandy organized. Some of these ideas are currently underway, while others are just suggestions at this point:
- Organization and location information: We can use Sahana to keep records of organizations that Occupy Sandy members encounter. In these records we could map out all the places where organizations maintain facilities, add the names and contact information for people at those organizations and facilities, write notes about our interactions with them and more. This could be useful for folks involved in the NYDIS organization information update project.
- Warehouse inventory: One of Sahana’s main features is its ability to track inventory items through time and space. We can list all the inventory in a warehouse and make it accessible to everyone with access to the system. Then people can use the Sahana system to search for items they’re looking for. This could be useful for the Coney-Childs space.
- Asset tracking: We share a lot of high value items in the Occupy Sandy network, such as vehicles and expensive tools. We can use Sahana to create a directory of the “assets” we share in the Occupy Sandy network and indicate whether those assets are available or in use, log who is using them (including when, where and for how long), and more. This could be useful for managing vehicles and tools.
- Canvassing Information: People have been collecting a tremendous amount of information by canvassing neighborhoods to identify needs, gaps, potential health issues and more. Sahana could make all of this data searchable, mappable and (more) actionable. If someone needs help with mold, their record can be assigned a mold workflow in which their status would move from “needs assessment” to “pending work order” to “project underway” to “project completed”. If someone lacks heat, a workflow could be created that goes from “needs heat” to “complaint filed” to “heat fixed.” Workflows can be created and modified as needed.
CiviCRM, deployed at crm.interoccupy.net
Occupy Wall Street has been using CiviCRM for over a year to send out big email blasts (such as Your Inbox:Occupied). When Sandy hit, the folks at InterOccupy quickly created volunteer intake forms using their CiviCRM. These forms collected a bunch of information about over 10,000 volunteers for Occupy Sandy NY and thousands more for Occupy Sandy NJ.
Email newsletters and alerts are sent out to different groups of volunteers depending on how they answered questions on their intake form. This has enabled us to mobilize a tremendous amount of volunteers via email. Now, a group has emerged within Occupy Sandy called “Volunteer Infrastructure,” which is organizing to call the over-8,000 volunteers who gave us their phone numbers in order to update their info and invite them to contribute more time to the cause. It’s a promising endeavour that could bring a tremendous number of people back into the Occupy Sandy fold.
Occupy Sandy NJ has gone one step further than Occupy Sandy NY in their use of CiviCRM. OSNJ fills out a Civi form every time they get a request for assistance from someone in NJ. That information then goes into a queue monitored by OSNJ volunteers who then commit to fulfilling the request. The volunteer reports back when the request is fulfilled and can then commit to fulfilling another one. The kind folks at OSNJ have served thousands using this system and have documented how they do it with this not-very-short video.
There are many more ways we could use CiviCRM in the relief effort: for case management, event pages and RSVPs, fundraising, membership management and more. I encourage folks to check out civicrm.org to see all the ways the system can be used. If you’d like to get involved with CiviCRM use in the Occupy Sandy operation, email email@example.com.
ShareTribe, deployed at occupysandy.permabank.net
In the early days of Occupy Wall Street, a group of technology-oriented activists hatched a plan to create a web application that facilitates sharing among its users. During the first months of Occupy Sandy, we finally deployed a FLO software package with the appropriate features called ShareTribe. It’s built by a community of developers centered in Finland and their intention is to create “Wordpress for Sharing”—which I think is the right idea.
PermaBank provides users with the ability to post offers and request items, services, rides and spaces from each other; and provides a workflow that makes it easy to do real world exchanges with messaging, commenting, and a transaction workflow that enables folks to commit to fulfilling a request and certifying that their request was indeed fulfilled. Folks who find Sahana’s administrator-oriented request fulfillment system too heavy and “industrial” might find the PermaBank system more to their liking.
It goes without saying that all the technology in the world is worthless without the folks in affected areas doing relief work and practicing mutual aid. A database isn’t going to muck-out a house, deliver diapers or give people the experience of personal connection. But what it will do is organize information critical for all those tasks taking place.
Some people feel weird using systems like Sahana or CiviCRM to work with data. The systems can feel awkward, impersonal and clunky, especially when you compare them to the slick applications from Facebook, Twitter and Google. But don’t be fooled by polished web apps from massive corporations—they’re providing you with the digital equivalent of a McDonald’s hamburger or Starbucks Frappuccino.
Corporations provide you with “free” web applications because they make tons of money off of your data. They absolutely, positively do not want you to run free/libre/open-source (FLO) software such as Sahana and CiviCRM because FLO software empowers people to be producers instead of consumers.
More people using WordPress (ex. occupysandy.net) means more people producing grassroots media and consuming less mainstream media.
More people using CiviCRM means more people producing online fundraising and advocacy campaigns and consuming less corporate sponsored “clicktivism”.
More people using Sahana means more people producing effective resource and supply chain management systems and consuming fewer corporate products and services.
More people using PermaBank mean more people producing money-less exchanges and consuming fewer resources.
If you’re interested in getting more involved with the FLO technologies used by Occupy Sandy, email firstname.lastname@example.org. We need as much help as we can get.
When “Superstorm Sandy” hit New York City on October 30th, dozens of relief organizations, hundreds of grassroots groups and thousands of people mobilized to provide aids to those most affected. The challenge of coordinating such a relief effort was felt by everyone involved.
How do you keep track of who has what resources, who is requesting those resources, where the resources are now—and where they’ll need to be tomorrow? How can you see whose needs have been fulfilled and who still needs help? The list of information challenges is extensive.
Sarapis saw the information management challenge coming. Within days of the hurricane we were on-location, helping grassroots-organized disaster relief hubs collect data more efficiently and feed it to folks who could turn it into actionable information for relief providers. We embedded ourselves in grassroots efforts and turned paper forms into spreadsheets and spreadsheets into database tables—and now we’re integrating the data in those tables together through a free/libre/open-source (FLO) disaster management solution provided by the Sahana Foundation.
The Sahana Foundation shepherds a number of FLO disaster management solutions. The one we’re using, Sahana EDEN, was created after the Indian Ocean Tsunami of 2004. Its first iteration was developed through a series of code sprints organized by local information and telecommunications companies in Sri Lanka, who wanted to develop a FLO resource management system that would enable a wide range of relief efforts to coordinate supplies, staff and volunteers over a massive area.
Within a week of Hurricane Sandy, the Sarapis team was touring Mark Prutsalis, CEO/President of the Sahana Software Foundation, around a half dozen community-organized relief hubs and sites, introducing him to key stakeholders and decision-makers who would ultimately determine whether the Sahana system would be implemented at their locations. Less than a month after Sandy hit New York, Sarapis is proud to announce that the Sahana system at sandyrelief.sahanafoundation.org is operational, has dozens of active users, and is being used at the largest “Occupy Sandy” communications hubs. It has been demonstrated for folks at a wide variety of voluntary organizations active in disasters (VOADs) including the American Red Cross, New York Cares, United Way and government agencies such as FEMA. It’s also likely that Sahana will be used on a permanent basis by grassroots and community organizations to provide various forms of relief to individuals and groups in the greater New York City. Our work has both facilitated the use of an amazing FLO resource management platform by grassroots organizing efforts and raised the profile of the Sahana Eden system in the eyes of large institutions who will hopefully, at some point in the future, abandon the proprietary systems that grassroots organizers can’t easily access in favor of FLO systems that everyone can use.
The Sahana Foundation’s commitment to supporting grassroots, community-led organizing endeavors has been astounding. Mark Prutsalis, the CEO/President of the Sahana Software Foundation is a resident of Brooklyn and has gotten deeply involved in the relief efforts, touring sites, organizing trainings and providing less-experienced disaster responders with a sense of confidence that only 20 years of disaster relief work can provide. He also flew in Sahana’s core team of developers to New York so they could work with the grassroots efforts in the Occupy Sandy network. Michael Howden of New Zealand and Fran Boon of England jumped right in, visiting sites, surveying users and making everyone feel closer to the technologies they were using for their work. They worked with everyone from user experience designers to warehouse floor managers and comms/dispatch teams to troubleshoot issues, build new features, and generally increase the usefulness of the software. They spent a week in New York and Mark documented their experience better than I ever could on the Sahana Foundation blog here and here.
Why did the Sahana Foundation dedicate over $40,000 worth of their time to the Occupy Sandy effort? Because they recognized it as something familiar: a physical manifestation of the free/libre/open movement. Unlike decades-old institutions that structure themselves around an industrial-age information technology ecology—fax machines, memos, bosses’s bosses’ bosses, and people who resist change in order to preserve their jobs—Occupy Sandy is a temporal network that organizes itself around its technological capabilities. For example, for a shipment of supplies to go out to a relief location, someone needs to create a waybill that has a list of item to be included in the shipment and a destination. If a technology (such as Sahana) comes along that automatically generates printable waybills, the person who used to perform that task isn’t going to lobby to keep their job—they’re going to go do something else.
Occupy works because everyone is trying to make useful contributions to the network, older institutions work because everyone is trying to keep their jobs. As a blank slate that molds itself to the technologies it can access, Occupy can be a technologist’s dream, but it can also be a nightmare. In traditional institutions where bosses tell their underlings what technologies to use, it’s easy to get people to use nifty new technologies: you just have to convince the boss that it’s a good idea. In the Occupy network, each user has to be personally convinced that a tool is worth his or her time. This is a complicated task that more closely resembles bringing a product to market than it does training folks to use software in an organization. And that is the unique work we do at Sarapis: getting people who perform the core functions of a healthy and effective civil society to use FLO solutions.
Learn more about Sarapis’s disaster relief work here.