NAFAKA STAPLES VALUE CHAIN ACTIVITY

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1 NAFAKA STAPLES VALUE CHAIN ACTIVITY TASK ORDER NO. AID 621-TO-1I ICT Capacity Assessment Report for MVIWATA December, 2014 This publication was produced for review by the United States Agency for International Development. It was prepared by ACDI/VOCA in compliance with the terms and conditions of Task Order No. AID-621-TO

2 NAFAKA STAPLES VALUE CHAIN ACTIVITY TASK ORDER NO. AID-621-TO ICT Capacity Assessment Report for MVIWATA DISCLAIMER The author s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

3 1. List of Acronyms Executive Summary Introduction and Background Purpose and Rationale Methodology Key Findings INTERNET AND WEBSITE HARDWARE SOFTWARE MANAGEMENT INFORMATION SYSTEM MVIWATA AGRICULTURAL MARKETING INFORMATION SYSTEM (MAMIS): DATA BACKUP AND SECURITY ICT AND NON-ICT STAFF ELECTRICAL POWER DOCUMENTATION AND PROCEDURE MANUALS Recommendations: MAMIS Recommendations: Technical Assistance Appendix A: Organizational ICT Assessment Survey ICT Capacity Assessment Report for MVIWATA P a g e 1

4 List of Acronyms ACDI AMITSA CBO CGA FTF ICT MAMIS MIPAD MVIWATA TA TSP s USAID USSD Agricultural Cooperative Development International. Agricultural Input Market Information and Transparency System. Community Based Organization. Cereal Growers Association. Feed The Future. Information and Communications Technology. MVIWATA Agricultural Marketing Information System. Market Information Platform for Agro dealers. Mtandao wa Vikundi vya Wakulima Tanzania. Technical Assistance. Tanzania Service Providers. United States Agency for International Development. Unstructured Supplementary Service Data ICT Capacity Assessment Report for MVIWATA P a g e 2

5 1. Executive Summary MVIWATA is a national farmer s organization which brings together small holder farmers from all regions of Tanzania in order to have a common voice to defend their economic, social, cultural and political interests. Founded in 1993, MVIWATA aspires to empower smallholder farmers economically and socially through capacity building and undertakes lobbying and advocacy especially by strengthening groups and networks, facilitating communication and learning so that they are capable of defending their interests. MVIWATA is one of the local NAFAKA Implementing Partners mandated to provide leadership training and capacity building of producer associations in maizegrowing areas and facilitates linkages to large grain markets. Towards the end of November in 2014, Mr. Phesto Namayala, NAFAKA ICT Manager and Mr. Bakari Mdachi, MVIWATA MIS specialist in collaborations with Mr. Ikunda Terry MVIWATA Marketing and MIS specialist, conducted the ICT readiness assessment for MVIWATA with the view of identifying collaboration opportunities for the proposed ICT innovations for NAFAKA. In summary, the assessment of MVIWATA ICT capacity revealed the following challenges: As for MVIWATA Agricultural Market Information System (MAMIS); Some of the challenges experienced by the systems included: limited geographic scope (24 market centers), heavy dependency on consultants and lack of a sustainable business model and therefore the system is unable to generate income to support operations, advertisement, promotion and other associated costs. Limitations of the MAMIS include: o lack a subscription model: A subscription model allows users to build a profile and subscribe thus ensuring customers stay loyal, and allows users to pinpoint their individual interests, o System does not support interactivity: The system currently does not support interactivity such as the ability to administer quizzes, short surveys and aggregate feedback for immediate decision making. o Still does not have a short code (3- or 4-digit easy-to-remember number) that users can use to communicate with the SMS platform. o Does not have the Interactive Voice Response (IVR) capability which would allow farmers to access content via audio files. o Only supports information around market prices, buyers demand and Suppliers supply volumes and does not support other agricultural extension services The NAFAKA ICT team will work with MVIWATA to address some of the identified challenges: Enhance basic features of the current system to include two way communications using Interactive bulk SMS with NAFAKA farmers which will improve and promote NAFAKA objectives. Reduce reliance on external consultancies, Expand the systems to more market in the NAFAKA region, Fast track the partnership with Telecommunication Service Providers (TSPs) ICT Capacity Assessment Report for MVIWATA P a g e 1

6 Increase content/information variety to include Agronomic services Identify/add the NAFAKA direct beneficiaries from the database to a minimum of 10,000 Identify specific NAFAKA PMP indicators and targets for year 4 which the SMS system can support Test bulk SMS with NAFAKA beneficiaries Add USSD functionality (If possible) Recruit data collectors in the added markets in the NAFAKA regions to gather basic information Train the data collectors Explore and encourage local sustainability measures Link the MAMIS to MVIWATA website to share information and increase visibility Enhance reporting functionality of the system Provide technical assistance and capacity support to MVIWATA to address some of the identified challenges as below: o Support MVIWATA to regularly update content on the website currently expected to be done by an external Consultant o Support MVIWATA to update installed software. It is prudent that an Organization always endeavors to use updated and licensed software. o Support MVIWATA to put in place data backup and disaster recovery preparedness measures o Support MVIWATA to always ensure that antivirus software is always up to date and where possible automated o Support MVIWATA to prepare formal, written data backup policy and have data stored at one central location o Support MVIWATA to prepare formal, written ICT policy ICT Capacity Assessment Report for MVIWATA P a g e 2

7 2. Introduction and Background The NAFAKA Staples Value Chain Activity is a $30 million project funded by USAID under the Tanzania Feed the Future (FTF) Initiative. It integrates agricultural, gender, environment, and nutritional development efforts to improve smallholder farmer productivity and profitability within the maize and rice value chains in Morogoro (Kilombero and Mvomero Districts), Dodoma (Kongwa district), and Manyara (Kiteto District). NAFAKA s goal is to sustainably reduce poverty and food insecurity by increasing incomes for smallholder farmers, including men, women, and youth. As part of USAID s FTF initiative in Tanzania, the project aligns with the FTF goal to harmonize regional hunger- and poverty-fighting efforts in countries with chronic food insecurity and insufficient production of staple crops. Overall, NAFAKA is Improving the competitiveness and productivity of maize and rice value chains Facilitating improved domestic and regional trade Expanding the depth and breadth of benefits from the growth of the maize and rice subsectors, including increased benefits to women and youth Enhancing rural household nutrition by promoting women-focused value chain development and improved consumption of a quality diet NAFAKA identified MVIWATA as one of the local Implementing Partners mandated to provide leadership training and capacity building of producer associations in maize-growing areas and facilitates linkages to large grain markets. Towards the end of November in 2014, Mr. Phesto Namayala, NAFAKA ICT Manager and Mr. Bakari Mdachi, MVIWATA MIS specialist in collaborations with Mr. Ikunda Terry MVIWATA Marketing and MIS specialist, conducted the ICT readiness assessment for MVIWATA with the view of identifying collaboration opportunities for the proposed ICT innovations for NAFAKA. Mtandao wa Vikundi vya Wakulima Tanzania (MVIWATA) is a national farmers organization which brings together small holder farmers from all regions of Tanzania in order to have a common voice to defend their economic, social, cultural and political interests. Founded in 1993, MVIWATA aspires to empower smallholder farmers economically and socially through capacity building and undertakes lobbying and advocacy especially by strengthening groups and networks, facilitating communication and learning so that they are capable of defending their interests. MVIWATA was founded by 22 innovative farmers from Dodoma, Iringa, Kilimanjaro, Mbeya, Morogoro, Tanga and Rukwa regions for the purpose of creating a farmer-to-farmer exchange forum as a means of enhancing communication among smallholder farmers. Sokoine University of ICT Capacity Assessment Report for MVIWATA P a g e 1

8 Agriculture (SUA) through its Strengthening Communication Project (SUA-SCOM) guided the initial process in the formation of MVIWATA. MVIWATA head office is located at Morogoro and middle level networks offices are in Zanzibar, Kigoma, Tabora, Shinyanga, Ruvuma, Rukwa, Coast Region, Nane nane Morogoro, Monduli, Lindi, Kilimanjaro, Iringa and Dodoma. Literally, MVIWATA is Swahili an acronym for the National Network of Small-Scale Farmers Groups in Tanzania. It was registered in 1995 under the Society Ordinance Act (Registration number SO 8612). In 2000 MVIWATA was registered as a Trust Fund under the Trustees Act of Following the introduction of the Non-governmental Act of 2002, MVIWATA was received a compliance certificate in Under this Act, MVIWATA is a non-profit private organization. The national office of MVIWATA is situated in Morogoro town. MVIWATA organization structure is organized into three levels which are national level, middle level and local networks. National level is comprises of all members of the network as represented by the Annual General Meeting (AGM), the Council, the Board of Directors and the management team, middle level comprises of farmers networks at regional or district level and local networks are farmers groups organized in networks at village and ward levels and are the building blocks of the middle level and national level networks. MVIWATA s mission is to strengthen farmers groups and networks, facilitate communication and learning among farmers for the purpose of defending the interests of small scale farmers and its vision is to become a strong national farmers organization that will guarantee small-scale farmers participation and representation in socio-economic and policy dialogue process as well as monitoring social and economic development process at all levels. To implement its mission, MVIWATA has set priority areas, focused on the following objectives: To facilitate communication among small scale farmers in order to build collective strategies for defending farmers interests. To facilitate exchange of knowledge, experiences and skills on farming activities which aim at improving the livelihood of farmers. To represent smallholder farmers in all matters including in decision making bodies of their interests. To achieve aforesaid objectives MVIWATA is implementing strategies such as: Organizing farmers into strong groups and networks through which farmers attain common voice platforms to advocate for their interests. Capacity building of small-scale farmers on lobbying and advocacy through training. ICT Capacity Assessment Report for MVIWATA P a g e 2

9 Economic empowerment of small scale farmers through creation of projects such as savings and credit, cereal banks, rural tourism and other rural enterprises. Affiliation with national and international networks and organizations for lobbying and advocacy purposes. These includes La via Campesina, The international land coalition (ILC), The eastern and southern African Farmers Forum (ESAFF), Eastern African Farmers Federation (EAFF), Participatory Ecological and Land Use Management network (PELUM). MVIWATA is currently implementing the following projects Project supporting MVIWATA strategic plan. Involving Small scale farmers in policy dialogue and monitoring for improved food security in East African region. Enhancing the skills of farmers organizations under MVIWATA network for improved market opportunities, increased income and improved livelihood. Strengthening MVIWATA networks and producer groups on agribusiness and entrepreneurship skills development to ensure financial sustainability. Farmers voice project to contribute to the empowerment of smallholder farmers participation in food security related policy process in Kenya, Tanzania and Uganda. Strengthen advocacy capacity of smallholder farmers in reinforcing accountability and resource availability in agricultural sector. NAFAKA Project. Lake Nyasa Ecosystem and livelihood project. Farm risk management for African project (FARMAF). Malimbichi project. 3. Purpose and Rationale Based on MVIWATA s interest in ICT for Agriculture, NAFAKA is considering working with them to increase access for farmers to market information and also to enhance two way communications between NAFAKA project and the target farmers. MVIWATA has developed and has been implementing a system by the name; MVIWATA Agricultural Market Information System (MAMIS). The existence and relevance of that system has necessitated NAFAKA s assessment of MVIWATA s capacity to successfully and sustainably implement ICT for agriculture projects with the view of enhancing the same to accommodate NAFAKA s current need of scaling up its communication channels. ICT Capacity Assessment Report for MVIWATA P a g e 3

10 4. Methodology This assessment was conducted through physical observations, inspections, and interviews with the organization representatives and a secondary review of data availed through Organization documents, and website. The interviews were guided by an interview questionnaire hereby attached as an appendix. Mr. Phesto Namayala, NAFAKA ICT Manager and Mr. Bakari Mdachi, MVIWATA MIS specialist in collaborations with Mr. Ikunda Terry MVIWATA Marketing and MIS specialist, conducted the ICT readiness assessment for MVIWATA. The team did not interview the Consultant to respond to technical questions as he is based in Dar es Salaam. 5. Key Findings 5.1 Internet and Website The head office has a dedicated wireless Internet access, but middle level networks offices have none. Internet speed at the head office was 2MBPS, Staff in the field offices currently use modems from local Telecommunication Service Providers (TSP). The Internet Service Provider (ISP) is websitewelcome.com. The Organization has a website designed hosted in the USA. The website is dynamic, developed using word press frameworks and contents can easily be updated by a non ICT staff though was not the case. Some of the availed content is more than a year old and therefore obsolete. 5.2 Hardware MVIWATA has no conventional working server but has twenty (20) functional desktop computers, sixty (60) functional laptops, and nine (9) working printers, acquired from different sources. One of the Personal Computers has been dedicated as a server for the MAMIS system. Most of the computers were procured through different donor funded projects. They do not have a technology replacement policy, computers and other ICT hardware are not replaced after a predetermined number of years. 5.3 Software MVIWATA is currently using Windows Operating systems as the official operating system, all twenty (20) functional desktop computers were installed with windows XP and Microsoft office 2007 while the remaining sixty (60) functional laptops were installed with Windows 7 and Microsoft Office All software were licensed and activated though was not able to trace license documents. All computers are serviced and maintained by external consultants. Automatic update was turned on to ICT Capacity Assessment Report for MVIWATA P a g e 4

11 both operating system and Microsoft Office package, some functional desktops and laptops were not updated with latest patches. Each staff using a device was responsible for maintaining installed software updates but not documented in any policy. 5.4 Management Information System MVIWATA currently utilizes a Management Information System (MIS) which has two integrated modules for financial management (including payroll and procurement) (Sage accpac) and for human resource management Field offices are obviously not accessing the systems because they are not connected. is the main means of electronic communication while removable storage devices serve as data sharing and storage tools. No training had been provided to staff on effective use of the systems and unfortunately most of the staffs still communicate official work using personal . The Organization has a system through which each Employee could be assigned an official Organization s facility although this is hosted and managed by an external consultant. 5.5 MVIWATA Agricultural Marketing Information System (MAMIS): This has been in place since 2010 with the aim of improving market transparency and assist farmers in making marketing decisions for their farm produce. Before automation, MVIWATA used Notice Boards displayed in each market center indicating prices for different crops but only for the respective market audiences. MVIWATA assigned voluntary managers the responsibility to update information on the Notice Boards and to liaise with farm produce sellers and Village Representatives. The Village Representatives communicated the same prices to farmers in their respective Villages. This approach was dependent on the Village Representatives voluntary visit to the market to check out the prices for the day and pass the same information to Farmers in their villages. This was a great challenge as both the Village Representative and the Market Information Manager had no incentive to regularly continue performing their duties on a daily basis and therefore no information would get out most of the times. Other challenges included prices being restricted to specific markets and as there were no opportunities to compare with other markets and data could be rubbed off the boards and therefore providing no opportunity for data storage, analysis for trends and forecasting. Capabilities and Limitations of the current system Bulk SMS-The system can send messages (character limit of 160) to unlimited number of recipients without limit of any network as long the network coverage is good. Can also accept a structured question or query to ask for the price of a crop. For example; someone sends Bei mahindi to then you get back a message like this" Mahindi: Songea 500/Kg,Matai 500/Kg,Makambako 450/Kg,Morogoro 500/Kg,Tawa 350/Kg,Tandale 500/Kg,Temeke 0/Kg,Mkuranga 500/Kg,Arusha 620/Kg, 700/Kg,Bukombe 450/Kg,Tabora 600/Kg,Bariadi 300/Kg,Maswa 450/Kg,Igunga 360/Kg,Kahama 380/Kg,Nyandira ICT Capacity Assessment Report for MVIWATA P a g e 5

12 600/Kg,Shinyanga 370/Kg, 400/Kg,Kariakoo 0/Kg,Igagala 160/Kg,Buguruni 400/Moja,Dodoma 480/Kg,Kibaigwa 257/Kg,Mkata 500/Kg~MVIWATA" Runs a database at the back end where data is stored and updated Can generate reports Limitations of the System Lack a subscription model: A subscription model allows users to build a profile and subscribe thus ensuring customers stay loyal, and allows users to pinpoint their individual interests. System does not support interactivity: The system currently does not support interactivity such as the ability to administer quizzes, short surveys and aggregate feedback for immediate decision making. Still does not have a short code (3- or 4-digit easy-to-remember number) that users can use to communicate with the SMS platform. Does not have the Interactive Voice Response (IVR) capability which would allow farmers to access content via audio files. Only supports market prices, buyers demand and Suppliers supply volumes and does not support other agricultural extension services MVIWATA has been strengthening the system by undertaking several activities including: Improving capacity of the system: MVIWATA has procured new equipment to increase capacity of MAMIS. To replace the old devices, a server with 3.1GHz/4-core processor, 4GB RAM and 2000 GB hard drive storage backed up by a smart Uninterrupted Power Supply (UPS). MAMIS is still under development to cater for the increasing demand and currently identified a Telecommunication Service Provider (TSP) for strategic Partnership. Finalizing commercialization process: MVIWATA has agreed with Airtel to link MAMIS to its database so as to commercialize it and make it sustainable. The contract between MVIWATA and Airtel was officially signed on September, 2013 though the linkage is not yet established. The linkage will expand MAMIS operations and reach more users through extensive network of the mobile company. To promote the use of MAMIS nation-wide through promotional materials and sensitization 3000 posters were produced and disseminated during sensitization. Sensitization meetings on the usage of market information were conducted in Kyela, Ludewa, Kongwa, Kiteto, Mvomero, Njombe and Mbarali where by a total of 937 farmers (516 women 421 men) were informed of MAMIS. ICT Capacity Assessment Report for MVIWATA P a g e 6

13 Buyers identification/mapping: To improve the relationship between buyers and farmers, MVIWATA conducted meetings with cereal traders in different markets and processing companies in Mbeya, Makambako, Kibaigwa and Dodoma. The aim was to identify and collect potential buyers information which would later be fed into the MAMIS database so as to be accessed by farmers who have stocks to sell. Organize meetings between farmers and the identified buyers: MVIWATA brokered meetings between farmers and traders to discuss how they could exchange information on stocks and prices as well as understanding all the necessary trading requirements via MAMIS. These meetings were held in Keyla, Ludewa, Kongwa, Mvomero, Njombe and Mbarali. 180 farmers (107 women and 73 men) and 60 traders (25 women and 35 men) attended these meetings. These interventions resulted in increase in requests in MAMIS from 34,800 in 2012 to 38,400 in The volume of trade facilitated through MAMIS was 312 tons of maize and rice worth TZS 219,000,000 which was a remarkable contribution by MAMIS in commodity trade. Challenges encountered by the MAMIS system include: Power back up which has now been resolved by 1 day capacity UPS Cost of operation Advertisement and promotion Market regions coverage-currently in about twenty seven or around there Personnel-Lack of a dedicated ICT officer and therefore heavy dependency on external consultant 5.6 Data Backup and Security MVIWATA does not have any formal policies or procedures for data backup. But it was indicated that backup and restoration is the user s responsibility and Users are required to backup data daily using means which are convenient for the respective user. In case of problem it is the responsibility of the consultant to recover lost data. It is not clear how the Consultant is expected to comply with this requirement. Most of MVIWATA functional laptops and desktops were installed with Kaspersky antivirus, which were configured to update virus definitions daily of which has not been happening to some devices due to several reasons like internet access limitations and other technicality issues. The actual scanning of each computer for viruses is dependent on each user, with no set schedule created or communicated. Some computers were not installed with any antivirus and it was indicated that it is the responsibility of the consultant to install anti viruses. ICT Capacity Assessment Report for MVIWATA P a g e 7

14 5.7 ICT and non-ict Staff Currently, MVIWATA does not have a dedicated ICT staff. All ICT issues are handled by external consultants. No staff has received formal training on the effective use of ICT (hardware or software). MVIWATA is currently having a total of one hundred (100) permanent staffs. Among them eighty (80) are technical staffs working in different MVIWATA offices. 5.8 Electrical Power The primary source of electrical power for the MVIWATA is the national power grid. The MVIWATA main office has a standby generator though was not sufficient to serve the entire office, MVIWATA middle level offices do not have an alternative source of powers. Overall, MVIWATA offices experiences a relative large amount of power loss, usually resulting in more than one full day per month and over four hours of no power in the office in every week. 5.9 Documentation and Procedure Manuals Documentation procedures are critical for the success of any Organization. This includes guidance on how the Organization keeps and maintains its up to date records, orderly filing system, up-todate records management policy, a facility exists for storing and sharing records, documents, etc., on both digital and physical platforms and is managed by a professional. The Organization does not have policy documents, manuals and procedures. 6. Recommendations: MAMIS The NAFAKA ICT team will work with MVIWATA to address some of the identified challenges. This shall include: Enhance basic features of the current system to include two way communications using Interactive bulk SMS with NAFAKA farmers which will improve and promote NAFAKA objectives. Reduce reliance on external consultancies, expand the systems to more market in the NAFAKA region, fast track the partnership with Telecommunication Service Providers (TSPs) Increase content/information variety to include Agronomic services Identify/add the NAFAKA direct beneficiaries from the database to a minimum of 10,000 Test bulk SMS with NAFAKA beneficiaries Add USSD component (If possible) Recruit data collectors in the added markets in the NAFAKA regions to gather basic information Train the data collectors Explore and encourage local sustainability measures Link the MAMIS to MVIWATA website Enhance reporting Provide technical assistance and capacity support to MVIWATA ICT Capacity Assessment Report for MVIWATA P a g e 8

15 7. Recommendations: Technical Assistance Power back up: The inconsistency of the power grid near the MVIWATA office causes many power outages, thus reducing productivity and server file and backup access. Although MVIWATA has a generator, it s unreliable. The NAFAKA ICT team will provide the MVIWATA backup power options and put them in touch with subject matter experts to assess what power backup option would be best for the MVIWATA main office. Internet: MVIWATA should invest in a more reliable and affordable internet connectivity especially at all middle level offices. NAFAKA ICT team will review the ISP Service Level Agreement and make necessary recommendations to MVIWATA management. Website: MVIWATA should invest more time in updating existing dynamic website. NAFAKA ICT team will support the communication team at MVIWATA to keep the content up to date and also to expand MVIWATA engagement on Social media. Management Information Systems: Although MVIWATA is currently using the SageAccpac for the finance (including payroll and procurement), and human resource, MVIWATA could benefit from the implementation of other relevant centralized MIS systems such as and records management systems. NAFAKA ICT team will support MVIWATA to set up an office system and centralized records management system. Staffing: Although MVIWATA receives ICT support through a part-time Consultant, additional ICT support is needed to assist at the Head Office and support coordination with the satellite offices. MVIWATA should hire an ICT Officer or train one of the staff members. NAFAKA ICT team will build capacity of identified MVIWATA staff to undertake basic user support service delivery. The will also help them draft a job description for internal staff hire or terms of reference for external consultancy technical support. Records Management and Disaster Preparedness ; No formal, written data backup policy currently exists as MVIWATA continues to expand, having a central location for all important documents that are backed up on a set schedule is imperative to prevent data loss. The team will provide detailed data backup examples and work with management to create a more robust data backup policy, records management, disaster preparedness policy, plan and data backup policy for their current and projected staffing needs. ICT Policy and Procedures; No formal, written ICT policy exists and as MVIWATA continues to expand in terms of staff and projects, formal policies are needed. The NAFAKA ICT team will provide detailed ICT policy examples and encourage MVIWATA management to create a more robust ICT policy document and distribution strategies for their current and projected staffing needs. ICT Capacity Assessment Report for MVIWATA P a g e 9

16 8. Appendix A: Organizational ICT Assessment Survey The following questionnaire is intended for Organizations to determine the current status of their IT equipment, infrastructure, and staff. Based on your answers, the NAFAKA team will gain in-depth knowledge of your current ICT systems and be able to create an individual ICT plan for your organization, providing you a way forward to enable your organization to use ICT more efficiently and effectively and to advise you in your technology purchasing needs. Basic Association Information Association Name: MVIWATA Date: 28 th November 2014 Name of Assessor: Phesto P Namayala Name and Contact Details of Association s Representative: Mr. Mdachi Bakari Checklist Does your association have field offices? Yes No If yes, please also respond to the sections below that refer to the field offices. 1. Internet, Hardware, and Software: Points Scored: Total Points: 89 Internet Please describe the availability of Internet connectivity within your association based on the choices below: All offices = 3 pts Most offices = 2 pts Some offices = 1 pt None = 0 pts Number of full days without the Internet in the last month: Headquarters _> 1 day (0 days = 3 pts, 1 day = 1 pt, >1 day = 0 pts) Field Offices (Total for All Field Offices) _> 1day (0 days = 3 pts, 1 day = 1 pt, >1 day = 0 pts) Number of hours without the Internet in the last week: ICT Capacity Assessment Report for MVIWATA P a g e 10

17 Headquarters _>4 hour (0 hrs = 3 pts, 1 3 hrs = 1 pt, >4 hrs = 0 pts) Field Offices (Total for All Field Offices) >4 hours (0 hrs = 3 pts, 1 3 hrs = 1 pt, >4 hrs = 0 pts) How does your association access the Internet? (Select all the answers that apply) Copper ISDN leased ADSL leased line Wireless leased line VSAT leased line Optical fiber leased line Other (Each = 1 pt, other = 0 pts) What is the capacity of your association s leased line (in kb/s)?: 2 mpbs. What is the result of the Internet upload and download speed tests carried out ( Upload (in kb/s): 1.28mbps ; Download (in kb/s): 1.79 mbps. Association Website Does your association have a website? Yes No (Yes = 3 pts, No = 0 pts) If yes, was this website built by consultants or by the association s IT staff? Consultant Association s IT staff Please give the name of the consultant that developed the website: How is your association s website maintained? (Probe: Website maintenance done internally by IT staff or externally by consultants): Externally by consultant Where is your association s website hosted? (Select all that apply) Within intranet By local ISP Outside the country Other (Each = 1 pt, other = 0 pts Is the association s website dynamic or static? (Select one option that applies) Dynamic website: Content changes and is updated based on what users do, such as clicking on text or an image. The website includes discussion forums, user logins, and interactions with the users. If the information stored in the database changes, the web page connected to the database changes as well. ICT Capacity Assessment Report for MVIWATA P a g e 11

18 Static website: Simply delivers information to the users without much interaction (e.g., a one-way flow of information). If the website is dynamic, how often is it updated? (Select the ones that apply) Daily Weekly Monthly Every 6 months Other (specify) Needs driven (Daily = 3 pts, Weekly = 2 pts, Monthly = 1 pt, every 6 months/other = 0 pts) ICT Capacity Assessment Report for MVIWATA P a g e 12

19 Hardware Number of working servers: 0 (No servers = 0 pts, 1 server = 1 pt, >2 = 3 pts) Number of working desktop PCs: 20 Number of working laptops: 80 Number of working printers: 9 Does your association have a technology replacement policy (e.g., replace outdated equipment after a certain number of years)? Yes No (Yes = 3 pts, No = 0 pts) If yes, how many years are needed for replacement? N/A Is there a Server Room to house the servers and other IT equipment? Yes No (Yes = 3 pts, No = 0 pts) What physical security has been implemented for the server room? (Each = 1 pt) Lockable cabinets Grills on doors Bars on windows Lockable doors Security guard If yes, does your association s server room / server rack have a cooling system? Yes No (Yes = 3 pts, No = 0 pts) If yes, does the server room have adequate racks for an additional server? Yes No (Yes = 3 pts, No = 0 pts) ICT Capacity Assessment Report for MVIWATA P a g e 13

20 Software Management Information Systems (MIS) Please select the MIS in your association. Also, please add any that may not be in the list. Use the choices given (1, 2, 3, etc.) to further explain the source of your system, the type of support, and the platform your association uses for operation systems and databases. If the platform your association uses is not on the list, kindly select other and explain in the platform column what corresponds with the system selected. (1 pt for each) MIS Source of System Licensed (Yes/No) Support Platform Built in-house = 1 In-house = 1 Windows = 1 Built by consultants = 2 Commercial offthe-shelf = 3 Consultant = 2 Linux = 2 MySQL = 3 SQL Server = 4 Oracle = 5 Other = 6 (specify) Human Resource Systems Finance Systems Grants Management Payroll System Procurement System M&E System Intranet Yes No Yes No Yes No Yes No Yes No Yes No Yes No ICT Capacity Assessment Report for MVIWATA P a g e 14

21 Other: Other: Yes No Yes No Are field offices connected to these systems? Yes No (Yes = 3 pts, No = 0 pts) If no, please briefly explain what the field offices use or how their information is shared with the head office: They share data using s and occasionally removable storages like flashes Manual sending to the head office Operating Systems Licensed (Yes/No) Number of Users Support Platform In-house = 1 Windows = 1 Consultant = 2 Linux = 2 Unix = 3 Mac OS = 4 Other = 5 (specify) Desktop Operating Systems Yes No Each machine is independently licensed 2 1 Networking Operation System Yes No Office Suite Software Please indicate the office suite software (word processors, spreadsheets, , database, etc.) that members of your association use. ICT Capacity Assessment Report for MVIWATA P a g e 15

22 Office Suite Microsoft Office Open Office Apple iwork Google Apps LibreOffice Zoho Office Suite iwork GNOME Office How Many Registered Copies? Each Machine is licensed independently Version (Please specify; for example, Office 2007, Office 2010, Version 1, 2, etc., depending on the version format of the others) Office 2007 and office 2003 How do the staff members of your association access office ? Association address (1 pt) Personal address (0 pts) ICT Capacity Assessment Report for MVIWATA P a g e 16

23 Data Backup and Security Are there procedures for data backup? Yes No (Yes = 3 pts, No = 0 pts) If yes, how often is the data backed up? When was the last system backup run? (Date and time) Antivirus Are there antivirus systems available for the server? Yes No (Yes = 3 pts, No = 0 pts) If yes, is the anti-virus software turned on? Yes No (Yes = 3 pts, No = 0 pts) Are there antivirus systems available for the office PCs? Yes No (Yes = 3 pts, No = 0 pts) If yes, is the anti-virus software turned on? Yes No (Yes = 3 pts, No = 0 pts) When was the last system scan performed? differs from computer to computer (Date and time) Source of updates for antivirus systems: Direct Internet Connection Downloaded updates availed every days None (Each = 1 pt, none = 0 pts) ICT Capacity Assessment Report for MVIWATA P a g e 17

24 2. IT and Non-IT Staff: Points Scored: Total Points: 34 Does your association have dedicated IT staff? Yes No (Yes = 3 pts, No = 0 pts) If yes, please indicate the roles that exist and the numbers, where applicable, in the table below; 1 point for each section filled below. IT Roles How Many? Highest Relevant Academic Qualification Years of Relevant Experience Certifications PhD 1 Master s 2 Bachelor s 3 Microsoft Certifications 1 Oracle Certifications 2 Diploma 4 Certificate 5 Project Management Certifications 3 Networking Certifications 4 IT Manager Systems Administrator Database Administrator Programmer Network Administrator Data Entry Clerk Other (specify) If no, please describe where/how the association receives support: From the external consultants Does the association provide basic training on the use of MIS (Management Information Systems) for the non-it staff? Most offices = 2 All offices = 3 pts Some offices = 1 pt None = 0 pts pts ICT Capacity Assessment Report for MVIWATA P a g e 18

25 3. Electrical Power Points Scored: Total Points: 27 Number of full days without electrical power in the last month: Headquarters 1day (0 days = 3 pts, 1 day = 1 pt, >1 day = 0 pts) Field Offices (Total for All Field Offices) > 1 day (0 days = 3 pts, 1 day = 1 pt, >1 day = 0 pts) Number of hours without power in the last week: Headquarters > 4 hours (0 hrs = 3 pts, 1 3 hrs = 1 pt, >4 hrs = 0 pts) Field Offices (Total for All Field Offices) 4 hours (0 hrs = 3 pts, 1 3 hrs = 1 pt, >4 hrs = 0 pts) The primary source of power: (1 pt) Headquarters Field Offices (Total for All Field Offices) Power Grid Solar Generator Power Grid Solar Generator The backup source of power: (1 pt each) Headquarters Field Offices (Total for All Field Offices) UPS Inverter Solar Generator UPS Inverter Solar Generator Are there voltage stabilizers or UPS for all equipment? (Yes = 3 pts, No = 0 pts) Headquarters: Yes No Field Offices: Yes No ICT Capacity Assessment Report for MVIWATA P a g e 19

26 4. Documentation and Procedure Manuals Points Scored: Total Points: 21 Does your association have an ICT manual or policy? Yes No (Yes = 3 pts, No = 0 pts) If yes, please provide the information required in the table below; 1 point for each section filled. Documentation Yes? Last Updated (Date) Location Intranet 1 Shared network folder 2 Personal PC/laptop 3 MIS user manuals Training manuals ICT Policy Data backup and recovery Hardware replacement policy Internet and use policy Data confidentiality policy Total Points Scored: Total Points for All Four Sections: 171 ICT Capacity Assessment Report for MVIWATA P a g e 20

27 U.S. Agency for International Development 1300 Pennsylvania Avenue, NW Washington, DC Tel: (202) Fax: (202) ICT Capacity Assessment Report for MVIWATA P a g e 21

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