Communicate COD-AB

Overview

The Communication phase includes two steps: disseminating the required formats with metadata and the communication to partners that there is a COD available.

There are four areas to consider when sharing CODs, these will be outlined below.

Format of COD-PS datasets
Metadata
Curation on HDX if it is in the maintenance phase - update or endorsed again
Communication (advocacy / promotion) of COD

Step	Step Details	Tips
1. Create formats	Create the required formats for COD-AB (If ITOS was used they should have been notified and you can pick them up)	See the table below for details about required and recommended formats See the section: Format Conversion for steps to convert various formats
2. Publish the Endorsed COD on HDX as Private	Publish the various formats of COD-AB on HDX as private using best practices for metadata	Metadata is directly related to discoverability on HDX See Metadata page for more information See section below on dataset curation on HDX If HDX cannot be used, share data through the appropriate mechanism
3. FIS endorses the COD	Once the dataset has been put on HDX, send FIS can review the dataset and metadata	FIS will review the COD-AB's gold star evaluation and evaluate the dataset using the Yearly Quality Check COD-AB. FIS will not make changes to the COD-AB FIS can either make changes to the metadata or send the OCHA office the suggestions based on the office's preference
4. Make it Public on HDX	Change the visibility setting to public on HDX
5. Communicate availability	Communicate data availability though all channels possible	see table below for ideas of who needs to be communicated and methods
6. Create advocacy material	Create posters, one page info graphics about admin levels, etc.	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.

Formats of COD-AB datasets

Creating formats is done after endorsement in case changes are required. The formats the COD-AB produced should satisfy clients needs (consider partners with spatial skills and tools and those without). To see how formats can be created seeFormat Conversion page.

Format	Comments
Shapefiles	Required. Provided in polygon (for analysis) and line (for cartographic) formats
Tabular (.xls)	Required. For non-GIS colleagues. Can be used as framework (e.g. 3W Monitoring template, etc.) On HDX only .xls will be previewed (only first tab is shown).
kml/kmz	Recommended. For use with Google earth, good format for non-GIS colleagues who want to visualize datasets.
Geodatabases	Recommended. An alternate spatial format to shapefiles.
Webservices	Recommended. Web-based GIS services are a great means of allowing data visualization and data dissemination through a single portal. Newer versions of ArcGIS and many open source GIS tools can directly load web-GIS services as data layers. This allows for real-time updates, meaning the users do not have to check for updated versions of the data, and the data are accessible through any web browser for those without GIS software. The drawback to this approach is that setting up and managing a web-GIS server is a time consuming task, though commercial software (like ESRI's ArcGIS Server) and open source projects (like GeoNode) are making the process increasingly easy. Links to any web service layers of individual datasets can also be registered on HDX. How to consume COD services
EMF	Recommended. This format can be used to create maps in Excel and Powerpoint. Useful to non GIS colleagues and to make simple maps quickly
GeoJSON	Recommended. Useful to developers of webmaps

Metadata

Metadata is data [information] that provides information about other data (from wikipedia). It is critical for COD discoverability (on HDX) and increases trust about the dataset. Disseminating a COD with appropriate metadata should occur as a preparedness activity or within the first 48 hours of an sudden-onset disaster. For more information about see Metadata page

COD Curation on HDX

Curation is the process of organizing datasets so their value is maintained and are still available over time (see Wikipedia for more information)
This is done through renaming files--> and on HDX is done through the metadata
--> and in offices it is done though filing in folders

Reduces confusion about data changes over time (identifies versioning) by explaining changes in metadata and tagging
This is a manual process that needs to be done to reduce confusion over what dataset should be used
All CODs should be renamed on HDX even when new versions are provided for historical analysis and visualization purposes

The table below identifies the HDX metadata elements that are affected by a new COD version and information that should be included in each

HDX metadata element	Former (old) COD (example)	Current (New) COD (example)
Tag	Remove COD tag	Add COD tag
Title	Include (validate from and to dates)	Include year it was endorsed
Description	•Say it is an “old” or “former” COD •Include the “retirement date: YYYY/MM	•Include “COD was endorsed by IMWG MM/YYYY”
Caveats	•Link to new COD	•Link to old COD it is replacing •Details about the update

Communication Objectives:

Letting partners know that a COD is available is key step in communication phase and needs to be done after the dataset has been shared. Using traditional means such as IM network meetings and emails is a good start but the number of people using CODs has increased over recent years and broader notification is now required.

A communication plan is required to let clients know about CODs, especially now that web services are available as changes will impact systems. The plan does not need to be complicated or time consuming. Partners such as HDX and FIS are here to help. Here are some organizations to consider and communication mechanisms.

Operational partners know availability, status, and location of CODs
Decision makers know CODs are available
COD services users know that are new/updated COD-AB services available

Communication Methods

Partners such as HDX and FIS are here to help. Here are some organizations to consider and communication mechanisms. There are several ways to communicate the availability of CODs (especially updated CODs)

Communication Methods	Local IM network, HCT, RC, Web service clients	Regional IM network, RC, Web service clients	Global OCHA - HDX, FIS, CRD IMWG, Web service clients
Meeting - Local IM network (and meeting notes)	x	x
Meeting - Inter Cluster Coordination Group (ICCG)	x
Meeting - HCT/HC/RC	x	x
Skype - IM local group	x
Skype - IM inter-agency	x	x	x
Skype - OCHA IMO Skype	x	x	x
Email - IM Network (local)	x	x
Email - HCT/HC/RC	x	x
Email - Global IMWG			x
Email - Global Global Cluster Coordination Group (GCCG)/ Senior Management Team (SMT) /CRD			x
COD Dashboard/ HDX status page	x	x	x
Humanitarian Kiosk	x	x	x
Posters	x
HDX to email to ITOS FIS, CRD?			x

Communication Timing

Promotion of CODs should take place regularly throughout the humanitarian program cycle and specifically.

Scheduled

Sent by

Sent to

Comm. Methode

Description

Monthly

FIS

RO

SMT, CRD

OCHA IMOs

Global IMWG

CCCG

IM Network

HC/RC

ICCG

Email (cc OCHA IMO)

Inter-agency skype

OCHA IMO skype

Meetings

Email

IM network Skype

Meetings

Monthly update on COD activities

Workshops, new documents etc
Update on countries COD-AB processed by ITOS
Update on countries COD-PS that are in better quality
Provide link to COD Dashboard
Link to COD-TSP

RO - can use email FIS sends out to send to RO networks

Yearly - Before and after endorsement date (ideally before HNO work)

CO/RO

IM Network

HC/RC

ICCG

Email (cc FIS)

IM network Skype

Meetings

Yearly update to operational partners

Identify current/new/changes to CODs (list of CODs and datasets)
Invitation to participate in COD cycle process (esp endorsement)
Notification of new links on HDX
Copy of COD agreement (signed by HC/RC)
Link to COD-TSP

Ad-hoc

Sent by

Sent to

Sent via

Description

When there are changes to CODs

CO/RO

IM Network

ICCG

FIS

Email (cc FIS)

IM Network Skype

Meetings

Ad- hoc when COD-AB live services become available

Provide link to CODs on HDX (or elsewhere)
Provide metadata summary
Provide link to COD Dashboard

When Live services become available

FIS

CO/RO

Global IMWG

OCHA IMOs

COD Servi. clients

IM Network

ICCG

Email (cc OCHA IMO)

Inter-agency skype

Meetings

Email

IM Network Skype

Meetings

Ad- hoc when COD-AB live services become available

Provide link to COD - AB on HDX
Provide metadata summary
Provide link to COD Dashboard
Link to COD-TSP

CO/RO - can use email FIS sends out to send to CO/RO networks

Onset of Emergency or announcement of L3 in OCHA

CO/RO

FIS

IM Network

HC/RC

ICCG

Assessment WG

Global IMWG

Joint Analysis Grp

Email (cc FIS)

IM Network Skype

Meetings

Ad-hoc skype grps

Email

Inter-agency skype

Meetings

Ad-hoc skype grps

Ad- hoc when required at on-set of emergency

Provide link to CODs on HDX
Provide metadata summary

FIS - can use email CO/RO sends out to send to global network

During Secondary Analysis

CO/RO

FIS

IM Network

HC/RC

ICCG

Asseement WG

Global IMWG

Joint Analysis Grp

Email (cc FIS)

IM Network Skype

Meetings

Email

Inter-agency skype

Meetings

Ad- hoc when required at on-set of emergency

Provide link to COD - AB on HDX
Provide metadata summary

FIS - can use email CO/RO sends out to send to global network

Other ideas: tweets (HDX can do this for you),
NEED INFO FROM HDX HOW WILL SUPPORT COMMUNICATION PLAN

Advocacy

see material under resources on Purpose of CODs page

Resources

Case Study