Day 9 – TC520
Technical Communication Systems:
Understanding and Improving the Role of
Information & Communication Systems (ICS) in
Humanitarian Relief Systems (HRS)
Professor Mark Haselkorn
14E Loew Hall
543-2577
[email protected]
http://faculty.washington.edu/markh/TC520/tc520.
html
Office Hours: Tues/Thurs 10–11 AM and by
appointment
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Overview for Today
In support of presentation/paper sections, work
together on analyzing HRS; Present draft versions of
sections; Feedback; Coordination of presentation
• Explore range and nature of HR systems
• Clarify how we analyze these systems
• Explore examples and their use in presentation/paper
• Review current versions of presentations
• Provide feedback
• Discuss next week’s presentation
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Questions
What is the range of HR systems that we can address
in our presentations and papers?
How will we analyze these systems?
How will we apply perspectives from TC (e.g. humancentered design) and information ecology to our
analysis of and recommendations about HR systems?
What examples will we be using?
Which teams will use what examples?
Where does each section stand right now?
What is our overall plan to create coherence across the
various sections?
What other feedback can we provide to help guide
next week’s final presentations?
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Upcoming Assignments
• 3/8
–Presentations (6:30 – 7:45)
• 3/14
–Papers due
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Embracing Interdependence:
Effective and Responsible Action
in Our Organizations and the World
November 14-16, 2005
Hyatt Regency San Francisco
San Francisco, California, USA
Interdependence binds us together in a single destiny, yet we aren't always aware of the web of
connections that shape our world. As we gain understanding of the systems we are a part of, we become
both more effective in responding to challenges and more accountable to others for the current and future
results of our choices.
At this conference, participants will:
• Gain skills for leveraging the interdependencies in their organizations and beyond
• See and think differently about the complex systems in which they work and live
• Experience how systems thinking and new ways of talking and listening can improve outcomes
• Network with a community of people dedicated to designing sustainable solutions instead of quick fixes
• Learn how to make a difference on a personal, organizational, and global level
At this year's event, we will explore and participate in a variety of methods that contribute to and engender
the accomplishment of our mutual goals in an increasingly interdependent world. When we embrace new
ways of seeing and thinking about the complex systems we live and work in, and learn to go beyond the
boundaries that prevent us from working together, we can not only improve our organizational
effectiveness but also contribute to the well-being of the larger systems we are a part of as well.
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Layers of Humanitarian Sector
Environments
Inter-agency
Inter-agency
Intra-agency
TC 520 Class Notes 2/8—Haselkorn Winter 2005
Issue Breakdown
• Information Management and Use Strategies
(technical communication, information ecology,
user-centered processes, etc.)
• Centralization vs. Localization (efficiency,
standards, accountability/ flexibility, localization,
motivation)
• Short-term vs. Long-term (project-based funding,
rapid response/shared infrastructure, lessons
learned, knowledge management)
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Intra-agency
ICS
Management
Centralization
vs.
Localization
Long-term
vs.
Short-term
Inter-agency Environment
Lorna
Lori
Colin?
Lusi
Lorna
Anthony
Troy’s focus on donor communication? Ario’s on interactions with local governments?
Does environmental section fit this outline?
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Why is inter-agency ICS important to the humanitarian sector?
How should it be managed and used?
(From Lori’s outline)
-HRS needs technology, but they also need a well managed, usercentered ICS. If managed well, a system can be greater than the sum
of its parts (find a quote/example of this.) A well managed ICS for
HRS = helping more people, and helping them better, and at a
reduced cost.
-Current situation example: (find a good one)
-Target situation example: New tsunami warning system (elaborate)
Technology: the equipment that detects a tsunami in the ocean and
sends an electronic signal
ICS: the system that gets the word out to all the people in harms way
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Range of HR ICS
•
•
•
•
•
Preparedness
Rescue
Response
Recovery
Development
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Warning System
• “Putting in the sensors is the easy part. The
difficult part here would be coordination
between emergency-response agencies in the
region. Then, you have to deal with
education, preparedness and training issues.”
– Harley Benz, USGS National Earthquake Information Service
Seattle Times, 12/28/2004, pg. A3.
• Other ICS-related issues?
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Warning System
•
•
•
•
•
•
•
•
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Maintaining infrastructure
Assessing risk
Determining level of trust in information
Considering competing interests (tourism)
Knowing appropriate audience
Understanding information culture
Having an information dissemination plan
Maintaining that plan
Planning for strategic management and use of ICS
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Warning System
• How would we approach this?
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Commodity Tracking System
Our Results
As a result of the efforts of Aspiration, the following tools are now available to help
nonprofits:
The Food And Commodity Tracking System (FACTS) allows humanitarian aid
agencies to track and report on commodities they distribute in developing
countries. FACTS provides for seamless accountability by tracking commodities
from the point that an agency takes possession of goods to the end-recipient and
produces standard reports required by most donors. The data can be easily
manipulated for a full range of internal reporting needs as well, replacing timeconsuming processes formerly done using pen and paper. As a web-based or
stand alone tool, this solution enables communication within an organization in
a much easier manner than previously possible and accommodation of the
multiple environments where humanitarian aid organizations work.
++++++++++++++++++++++++++++++
Major weakness: “Poor Workflow Integration”—Reynolds, 2004.
TC 520 Class Notes 3/1—Haselkorn Winter 2005
Humanitarian Logistics System
Functions
• Mobilization
• Procurement
• Logistics and
Tracking
• Reporting
Benefits
• Increase “velocity”
• More comprehensive
information
• More timely information
• Enhance collaboration
• Enhance institutional
memory
• Improve return on donation
Biggest Issues
(from our perspective)
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•
•
•
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User confusion
No clear communication strategy
No adaptation to organizational politics
No adaptation to the communication culture
Would require a major coordinated design
effort across the entire sector
• Others?