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In-Depth Assessment

Purpose

Time

Access to information sources

Typical information sources

Importance of assumptions

Type of assessment team

Medium term operational plan.

Less than one month after the crisis and/or each time is considered needed.

Commonly Accessible:

Possibility to visit enough locations and interview a full range of informants.


Secondary information, and primary information gathered through a full range of informants.


Low:

Sufficient time to interview full range of informants. Coordination with partners is mandatory to avoid duplications duplication and ensure the reliability of the data collected.

Generalist, possibly supported by specialists.


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Continual Assessment

Purpose

Time

Access to information sources

Typical information sources

Importance of assumptions

Type of assessment team

Evaluations, monitoring and research.

Information collected regularly throughout the operational period.

Full normal access.


Primary and secondary information gathered through selected informants, based on indicators, with a standardized standardised and planned exercise generally conducted by the organisation’s staff.

Medium:

Assumptions based on indicators and informants, but these can be verified from other sources.


Organisation staff during the normal activities development.

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The assessment cycle is a conceptual tool that helps to better define the different stages of an assessment and at the same time emphasizes emphasises the idea of a continual process. The final objective is to provide decision makers with reliable, accurate and valuable information to guide their decisions. The process is cyclical and responds to 5 phases.

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  • Identifying end users of the assessment information (i.e., program staff, donors, etc.)  and their respective needs (i.e., budgets, programming, planning, etc.) 
  • Setting the objectives of the assessment.
  • Establishing terms of reference for the logistics assessment team.
  • Selecting team members.
  • Identifying and/or preparing the assessment tools and pilot testing them.
  • Mobilizing Mobilising resources to facilitate the assessment - staff, vehicles, computers, etc.
  • Agreeing on reporting format.

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  1. The form of humanitarian assistance and the environment in which it is provided do not further expose people to physical hazards, violence or other rights abuse.

  2. Humanitarian agencies manage sensitive information in a way that does not jeopardize the jeopardise the security of the informants or those who may be identifiable from the information.

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Assessment implementation requires keeping objectives and deliverables clear while measuring the assessment progress continuously. While it is important to follow a plan, several modifications to the assessment plan may occur due to context or internal developments. The process should be standardizedstandardised, transparent and clearly documented process to recognize recognise possible flaws.

The more qualified and experienced an assessment team is, the more accurate and reliable the assessment findings will be. Standard Operating Procedures (SOPs) should be agreed upon with key stakeholders, and in accordance with the plan. SOPs describe the roles and responsibilities of team members, the team’s management lines and support functions, and clearly identify team leaders.

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Logisticians should to try to plan ahead, having as much necessary information as possible before the full intervention scope is finalizedfinalised.  This may include being able to explain the times and costs of an intervention, and propose operational solutions. The main objectives of logistics assessment are:

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Identify impacts and infrastructure functionality (facts)

Area of AssessmentTemplateExpected Outcome

Airport

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Establish accurate and comprehensive information about the feasibility of air transport.

Seaport

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Establish accurate and comprehensive information about the seaports capacities.

Water ways and river transportation

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Identify the different options on waterway transport, capacities and possible challenges.

Road

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Identify capacity of surface road movement options, the accesses actual status and possible secondary routes.

Train

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Establish accurate and comprehensive information about the rail route capacities.

CustomsDownloadUnderstand requirements and limitations for importation of emergency relief supplies. 

Clarify for operational purposes (needs)

Area of AssessmentTemplateExpected Outcome

Warehouse

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Gather information about the possible storage options, and analyse their characteristics in support of programmatic objectives.

Premises

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Gather information about the possible living and working facility options and analyse their characteristics to match

organizational

organisational needs.

Procurement

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Gather and analyse information about the context where the procurement activities will take place and the details about the actors involved.

Fuel

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Gather and analyse information about fuel availability in the context of operation. 

Logistics Support to Project Cycle

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Area of Logistics Support

  • Understand the project aims and activities to achieve them and analyse its feasibility and costs or propose adjustments.
  • Define the logistics needs (at the level of storage, purchasing management, transport of goods and people, equipment) and estimate their costs.
  • Understand the donor rules correctly, adhere to the intervention to them or advance possible constraints or request for derogations changes where applicable.

Funding

The funding phase is when organisations obtain financial resources to run a project. Funding needs will be based on budgets, which must include all the expenses derived directly or indirectly from the execution of the project. The main categories reflected in them are generally, personnel, travel, equipment, supplies (programme inputs), support and indirect costs. A procurement plan will be the basis for calculating the costs of the products or services and the logistics cost of making the project operational.

Institutional donors usually require a project proposal, which includes a detailed budget. Donor agreements are usually governed by a contract, and donor funds cannot be used indiscriminately – they must be used in a controlled and optimized optimised way, and in compliance specific rules regarding the management of both funds and the materials, goods, services and properties (bought or rented) financed with their funds.

Area of Logistics Support

  • The costs of the inputs and services necessary for the implementation of the project.
  • The costs of acquisition, operation and maintenance of communication equipment.
  • The costs of transporting personnel and goods.
  • The costs of hosting the equipment.
  • The costs derived from security management.
  • The estimated depreciation of fixed assets.

Implementation

The implementation phase is when projects are actually carried out. The actual progress of the activities is monitored and contrasted with the initially planned progress.  Monitoring Key Performance Indicators (KPIs), such as the cost of maintenance or deliver timelines can help ensure adequate fulfilment of planned projects.  

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Internal evaluation of projects allows for measuring objectives and identifying problems. Ideally evaluations should be done at the time of closing to facilitate the de design of future projects or programmes. Some donors also require a final report at the end of a project.

Area of Logistics Support

  • Documenting the procurement process.
  • Conducting market evaluation.
  • Conducting stock consumption analysis.
  • Supporting equipment management, including donation to third parties, assignment to other uses, or requests for exception.
  • conducting a lessons learned or after action review. 

References

Templates and Tools

TEMPLATE - Airport Airstrip Assessment Tool

TEMPLATE - Customs Assessment Tool

TEMPLATE - Fuel Assessment Tool

TEMPLATE - Premises Assessment Tool

TEMPLATE - Procurement Assessment Tool

TEMPLATE - Rail Assessment Tool

TEMPLATE - Road Assessment Tool

TEMPLATE - Seaports Assessment Tool

TEMPLATE - Warehouse Assessment Tool

TEMPLATE - Water Transport Assessment Tool

Sites and Resources

References

Sites and Resources