- by Abid Ullah Jan
A unique model of information system for local development, presently being implemented by UNICEF in Pakistan.
4. CIS - Updating Information Phase
4.1 Community regular meetings
Objective: To update the household level information on regular basis
Outcome: VAC regularly meets and updates the available village level information
Responsibility: VAC members
Regular community meetings are the best way to update local information. It has been part of the rural development programmes and their social mobilisation campaign strategy to ask community to have regularly monthly meetings. In most cases the community get tired of the meetings for the simple reason that they don’t have anything to discuss, except counting savings – if they have any. Updating information, sharing monitoring reports and reviewing VDP are the kind of activities which keeps VAC and CCBs alive. They have something meaningful to share and discuss.
It has been observed that some communities have started entering variable information in a register to keep track of the changing information. They update their village profile once a month on the basis of this information. Updated information from the village level could easily be passed on to Union Council Secretary and further up to the Manager DCIC at DCO Office of manager CIS at the implementing organisation.
4.2 Data Flow for updating information
Objective: To help VAC and the implementing organisation update its data base on regular basis
Outcome: the implementing organisation and Secretary Union Council is regularly provided with information on quarterly basis
Responsibility: VAC members
As mentioned under 4.1, a communication channel for transfer of information on regular basis needs to be established. Under an ideal situation, activists collect data and bring in to VAC and CCB level. It is entered into tally sheets and forms are sent to the implementing organisations’ office for data entry and consolidation. Once this process is fully in place, all such information would go to UC office and DCIC. Information flow during implementation and after establishment of the system is given as under.
The difference is that the implementing organisation gradually phases out after completing the process of establishing CIS in particular Union Council. UC Nazims and UC Secretaries then take up the responsibility to necessary follow up and receive data from the CCBs of VACs of the concerned villages. This data could then be passed on to DCIC, or a support organisation (if present and working in close collaboration with Local Government) for consolidation. The consolidated, as before, would be shared with each UC. Concerned villages would also receive copies of the computerised copy of the consolidated information from the District level database.
4.3 Consolidating and updating information
Objective: To keep the information in updated form after phasing out of the support organisation.
Outcome: Data at District and Union Council levels is regularly updated
Responsibility: VAC/CCBs members, UC Secretaries (UC Nazims do the follow up), manager DCIC (followed up by a concerned staff at DCO Office).
The main feature of CIS is its ability to collect and update information on regular basis. Support organisation plays the role of an implementing organisation for establishing the CIS system. However, this system needs to be institutionalised. Local government set up and the community have to own it for future use. As mentioned under 4.2, all actors and all institutions, from CCBs to DCIC, have to undertake their respective responsibilities. Support organisations would be there and would assist even when the consolidation stage of CIS is over. The major expectation, nevertheless, is from the Local Government set up at each level and community at the grassroots level for adapting CIS and using it for addressing local need and solving local problems.
The major work is sensitisation of the community and data collection for the fist time. If this work is done in an effective manner; if VAC or CCBs are well in place; if these institutions are regularly updating their local information, updating does not become a problem. Variable information is mostly collected at the household level. If this portion of the information is regularly updated and conveyed to UC Secretary and DCIC, updating information about village facilities is no problem at all.
Effectiveness of this system in local planning and its practical utility are the main factors that would ensure its institutionalisation. Local Government set up at the grassroots in the form of CCB is an excellent opportunity to take advantage of this system. All village level plans can be funded through the 25% funds reserved for CCBs. This will encourage the community and would not see their efforts an exercise in futility.