Secure and privacy-sensitive registration system for children in war zones

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War Child

War Child is an NGO that focuses on helping and guiding children in war zones. War Child’s mission is: “helping a War Child to improve his or her future.

Background

Many different agencies are necessarily involved in the humanitarian aid provided by War Child. In most cases, War Child works together with local partners and authorities. Because these are different organizations, registration at personal level is very important. To have insight into the people involved is not only important for registration, but also for them to be able to offer the best assistance possible. Not all children need the same kind of help, this type of personal assistance is precisely one of the cornerstones at War Child. This personal approach demands a lot from the organization and its employees. A large number of people are involved, their own staff, as well as third-party partners and volunteers. Everyone needs correct and complete information to be able to perform their work properly.

Standardisation to create time and attention for people

One of War Child’s challenges is to standardize as many business processes as possible, but also remaining flexible enough to be able to respond to the local needs. Because of this, War Child tries to standardize the organization processes as much as possible, so the employees can focus on their clients needs and provide their most specific attention.

What did we do?

In 2016, War Child started in collaboration with West, the development of a special application tool for the registration of children in War child's field activities named the 'Attendance App'. The goal of this App is to be able to thoroughly record people’s participation in War Child’s activities. War Child wanted to have insights into the range of, and participation in, her activities. Until then, the only tools that they used were pen, paper and standard forms that had to be entered into the digital systems. This made it difficult for War Child to measure exactly the number of children that participated in the activities and how they were guided. Each country-office recorded its administration in its own way, in its own type of files and on its own forms, what made the process very laborious.

The challenge was to bring the administration together in one management system. An important condition for this new system was that it also needs to be used offline. This makes it much easier to enter the data directly into the system, even if there is no internet connection on site. As soon as it is available, the information will be synchronized from the app and automatically read into the system.

The goal of the Attendance App is to clearly show participation in War Child’s activities and their course of it. With multiple sessions it needs to be possible to analyze if and when there are exit moments. This allows improvements to be made at the right time. This will bring the quality of an intervention to a higher level.

Technology

An important fact was that the Attendance App needed to be built in a way that is can have a broader and more versatile approach in the future. For that reason it has been decided to implement the back-end (the Central System) based on Odoo.

Result

Robin Groeneweg, project leader at War Child says: “Because the data of the children are recorded, you will get insight into who follows certain interventions and which programs have a positive effect. This way the process of the total recording of attendance and its progress can be carried out more efficiently. And we can reduce the costs of the internal process. The application helps us to work more efficient in the internal administrative process and provides insight into the valuation and quality of the interventions. This way, War Child can report more transparently and more complete."