Collect COD-AB

Overview

Collecting Administrative Boundary CODs (COD-ABs) is the process of locally acquiring datasets and should include keeping a thorough data trail and metadata. Collection can be done by OCHA or another organization, ideally the organization with the closest and most sustainable relationship with the data source. It is likely to be OCHA in many cases but when OCHA is not present in a country an alternative data Guardian or Sponsor may be better placed to collect the data from the source (see COD Governance for more information).

The second part of the collection process is the evaluation phase that includes examination of potential sources conducted by the data sponsor and / or OCHA to facilitate identification of the best COD-AB. The evaluation involves a quick in-country quality assurance check to ensure (potential) compliance with the minimum standard of data characteristics (spatial and attribute) and metadata. The process identifies potential problems or opportunities with datasets that should be considered when deciding what dataset should become the COD. The result is a provisional COD-AB that can be shared (with appropriate metadata that it is being improved throughout the process). The minimum standards identified enable data interoperability and harmonization.

Evaluation includes a quick check of:

topology
unique names and P-codes
spatial nesting
parentage between administrative levels
metadata completeness

Step	Step Details	Tips
1. Acquire	If multiple sources were identified ask partners to place all available datasets in one location so all partners have access to them. If there is only one source, the dataset and metadata should be shared somewhere that partners have access to it.	Potential storage locations: Dropbox, the box, etc - not a public location at this point The COD Data Plan started in the identification phase should be stored in the same location so the IM network can help to populate it The IMO may not be the best person to negotiate data collection. Other colleagues may be better placed for such discussions, e.g., a government liaison officer, the Head of Office, the Head of the IM Unit, etc.
2. Evaluate	Use the Quick evaluation for provisional CODs to review the potential CODs.	This is not meant to be a lengthy or heavy process but each administrative level needs to be examined. Identify if P-code / Name changes are required in the COD-PS for linking to occur. Involve partners - they should conduct a quick evaluation on the datasets they are suggesting as potential CODs. The Quick evaluation for provisional CODs should still be conducted even if there is only one potential COD source so that everyone is aware of the potential problems and opportunities with the dataset and provides a basis for comparison if other sources become available. The information learned though the evaluation process should be included in the metadata and kept as part of the data trail.
3. Add details to data plan	Add any new information gained from the quick quality check into the Data Plan Template	Add additional metadata and other information to the COD Data Plan started in the planning phase Be sure to discuss sharing permissions as it may impact if the dataset if chosen as a COD Have a draft data agreement ready to make negotiations easier.
4. IM Network meet to discuss	Have an IM network meeting specifically about the potential datasets using the evaluation table as a discussion point	Contact information about the data source is critical for subsequent follow-up and should be added to the COD Data Plan Use a projector so everyone can see the Data Plan and ask partners to bring laptops so they can contribute to teh Data plan if required
5. Identification of Provisional COD	IM network identify the dataset that will be processed (Provisional COD-AB)	Identify who will process and how long it will take in the COD Data Plan
6. Share Provisional COD	If the provisional COD-AB quality meets the minimum requirements, share it on HDX.	Tagged as 'COD' Metadata: Caveats include errors and notification that it is being processed with an approximate date of completion (YYYY/MM) Description includes lines that state it is a "Provisional COD" and that it is being processed.

Resources

Metadata required by HDX
Quick evaluation for provisional COD-AB
COD Data Plan Template (use table that was completed in the planning phase)
COD Agreement Template
How to verify the link between COD-AB and COD-PS (See Tom)
Example of data agreements with specific sources (NGA, PHL, UKR)

Case Study

SOMALIA official sources are dated; but disagreements with Somaliland and Puntland etc. Solution is to use pre-war boundaries. (see Tom)
Niger - ADMN3 level is informal and unoffiical; but used for operational purposes. Permission to share is ambiguous.