IFRC IATI data publishing procedure · The data is published on an open data licence and can be...

r::L7l I nternational Federation ~ of Red Cross and Red Crescent Societies

IFRC IATI data publishing procedure

Document reference number: 242

Document owner Natig Veliev ~anager,Finance ~- 07-Sep-2018 Processes and ~tVf Systems .1

Document authorizer Andrew Rizk Director, Finance

~ and Administration /V/7/lfl

Document stakeholder Lucie Laplante General Counsel lo/0o/'lPIg

Document stakeholder Anitta Underlin Acting Director, Information -fen ./8. Technology Department

Author Joanna Wood 06-Jul-2018 Consultant

Version number: 1.4 Authorization date: 07 -Sep-2018

242_e_v130_IFRC IATI data publishing policy _ Sep 2018 of 14

Table of contents

1. Purpose, scope and audience. . . .. . . .. . . . 3

2. Document detail 3

2.1 Background 3

2.2 How the IFRC and its member national societies work. 3

2.3 The data set 4

3. Responsibilities .4

4. Abbreviations/acronyms 4

5. Related documents 5

6. Document revision history 5

Appendix 1: Detailed explanation of data included in the organisation file 6

Appendix 2: Detailed explanation of data included in the activity files 8


1. Purpose, scope and audience Developing countries face huge challenges in accessing up-to-date information about aid, development and humanitarian flows. Information that they need to plan and manage resources effectively. Similarly, citizens in developing countries and in donor countries lack the information they need to hold their governments accountable for the use of the resources. The International Aid Transparency Initiative (IA TI) aims to address these challenges by making information about aid spending easier to access, use and understand.

The IATI Standard is a format and framework for publishing data on development cooperation activities, intended to be used by all organisation in development, including government donors, private sector organisations and national and international NGOs. It was designed in close consultation with key users of development cooperation data in developing countries, to ensure its relevance and utility for a variety of different data users,

This document sets out the IFRC's IATI data publishing procedure. This document shall be read by all staff involved in working with IA TI or publishing data sets for IA TI.

2. Document detail

2.1 Background

The IFRC is committed to a culture of transparency and openness and considers access to information a key component to the effective participation in and understanding of the Red Cross and Red Crescent work. The IFRC works on the principle that information shall be disclosed unless there is a compelling reason for non-disclosure.

As part of the World Humanitarian Summit Grand Bargain, the International Federation of Red Cross and Red Crescent Societies (IFRC) joined the International Committee of the Red Cross (ICRC) in committing "to invest in examining the feasibility of using IA TI to publish timely, transparent, harmonized and open high-quality data".

Consequently, the IFRC agreed to adopt a phased approach to the publication of data to IATI. In September 2018, the IFRC starts publishing information for its emergency appeals for which substantial information was already existing in the public domain, to a level comparable with other agencies. Further phases are wlder consideration that would support the publication of development programmes and more detailed humanitarian-related data for emergency appeals.

This document explains which data can be found in IFRC's IATI publication, and answers frequently asked questions about the content of the data set

2.2 How the IFRC and its member national societies work

The IFRC is the world's largest volunteer-based humanitarian network, reaching 150 million people each year through its 191 member National Societies. Together, they act before, during and after disasters and health emergencies to meet the needs and improve the lives of vulnerable people. They do so with impartiality as to nationality, race, gender, religious beliefs, class and political opinions

On receipt of a request from a National Society of a stricken country, the IFRC will, when conditions call for it, launch an Emergency Appeal. The IFRC will actively offer assistance to disaster victims through the agency of the National Society in a spirit of cooperation with the public authorities. In principle, Red Cross and Red Crescent help is of a complementary and auxiliary nature and is given primarily in the emergency and reconstruction phase.

In addition to the above, the IFRC maintains a Disaster Relief Emergency Fund (DREF). The DREF was established in 1985 to provide immediate financial support to National Red Cross and Red Crescent


Societies, enabling them to carry out their unique role as first responder after a disaster. The DREF is available to all 191 member National Societies and has two main purposes:

• Start up funding for the IFRC and National Societies to respond to large scale disasters _ the "loan facility"

• Funding for National Society responses to small to medium scale disasters and health emergencies for which no international appeal will be launched or when support from other actors is not foreseen _ the "grant" facility.

2.3 The data set

The IFRC publishes data to IATI for all its Emergency Appeals and DREF operations that existed 011,

or started after 30 September 2018.

Activity data is published on a monthly basis

This data is derived directly from IFRC internal operational systems and is unaudited. Whilst every effort is made to ensure the accuracy of the data published, errors or mistakes may occur.

The data is published on an open data licence and can be freely used, re-used and re-distributed by anyone for non-commercial purpose provided that source of information is specified. The publication of data is subject to any legal restrictions related to non-disclosure of information, including confidential and restricted information. Any other type of usage requires an authorization by a relevant stakeholder, for more information please contact the Legal Department at IFRC.

Please refer to the IA TI data registry for the data in XML format:

https://iatiregistry.org/publisher/ifrcrcs

Alternatively the IA TI organization file and activity files may be downloaded directly from the IFRC website:

https://media.ifrc.orglifrc/who-we-are-performance-and-accountability-iati-publications

3. Responsibilities Senior Officer, Finance Processes and Systems is responsible for preparation of the publication and publishing it to the IFRC Web Site on periodic basis.

Manager, Finance Processes and Systems is responsible for overseeing the publishing process and verification of the published data.

4. Abbreviations/acronYDls Abbreviation Meaning

DREF Disaster Relief Emergency Fund

IATI International Aid Transparency Initiative

ICRC International Committee of the Red Cross

IFRC International Federation of Red Cross and Red Crescent Societies

NGO Non-governmental organizations

242_e_v130_IFRC IATI data publishing policy - Sep 2018 of 14

5. Related documents

Name Doc number Revision Department

Information Management 224 11105/2018 Finance and Administration Procedure

Information Disclosure Procedure 210 18111/2015 . Risk Management and Audit

Information Classification Standard 200 1910212014 Office of the Secretary Genera

Version Date Details

Version 1 06-Jul-20 18 Original draft by IA TI consultant

. Version 1.1 18-Jul-2018 Revision by legal department

Version 1.2 13-Aug-2018 Standard procedure template formatting

Version 1.3 22-Aug-2018 Added procedure number, actual URL to the public web site and updated list of document authorizers

Version 1.4 05-Sep-2018 Revision by IT department


Appendix 1: Detailed explanation of data included in the organisation file This file contains organisation level data and is updated on an annual basis only

IATI Name

Field IATI Field Description IFRC Description / explanation

Organisation -identifier

Machine-readable identification string for the The unique code XM-DAC-21018 has been organisation issuing the report issued to IFRC based on UN DAC codes.

Name The human-readable name of the organisation International Federation of Red Cross

and Red Crescent Societies

Reporting org

The organisation issuing the report International Federation of Red Cross


Ref = Machine readable identification string for the XM-DAC-21018

organisation issuing the report

(IA TI codelist).

Type = The type of organisation issuing the report As there IS no specific type for "International Organisation"

the organisation type

"90 _ Other" is utilised

Secondary reporter = A flag indicating that the Not applicable reporting organisation is a secondary reporter

repeated in different languages)

Narrative = The name of the organisation (may be International Federation of Red Cross


Total-budget The total-budget element allows for the reporting of General Assembly approved total budget

the organisation's own budget.

Recommendation is to publish total annual planned

budget for next three years

The breakdown of the budget (if any) is determined

by the IFRC.

figures for the next two years


Recipient erg-budget

Allows for the reporting of forward looking budgets Not applicable

for each institution which receives core funding from

the reporting organisation.

Recipient- Allows for the reporting of forward looking budgets Not published region-budget where the organisation maintains region-wide, rather

than or in addition to country-specific budgets

Recipient country budget

Total expenditure

Document link

Allows for the reporting of forward looking budgets Not published

for each country in which the organisation operates.

Allows for the reporting of the organisation's Total operating expenditure as per IFRC

expenditure. Recommendation is to publish past audited financial statements for the last

three years total expenditure.

The breakdown to the expenditure (if any) is

determined by the IFRC.

Links to organisation level documents

three years

- Strategy 2020

- Latest General Assembly Approved

Plan and Budget

- Audited Financial Statements for the

past three years

- Annual Reports for the past three years

- IA TI data Procedure


Appendix 2: Detailed explanation of data included in the activity files This file contains Appeal level data relating to Emergency Response activities which IS automatically updated to IAT! on a monthly basis.

Field Name

Iati-identifier A globally unique identifier for the activity that must All active IFRC Emergency Appeal and be prefixed with the IA TI organisation identifier DREF ti did E opera ons an c ose mergency

Appeals and DREF operations with an end date after 30 September 2018

Reporting org

Field Description IFRC Description / Explanation

Eg XM-DAC-21018-MDRC0014

The organisation issuing the report

Ref = Machine readable identification string for the XM-DAC-21018

organisation issuing the report

Type = The type of organisation issuing the report IFRC is an International Orga.nisation. As

(IA TI code-list). there is no specific type in for this in the

IATI code-list, the organisation type is:

"90- Other"

Secondary reporter = A flag indicating that the Not applicable

reporting organisation is a secondary reporter

Narrative = The name of the organisation (may be International Federation of Red Cross

repeated in different languages) and Red Crescent Societies

Title The free text name or description of the item being The Appeal name from IFRC internal

described. operational systems

Eg Colombia _ Population Movement

Description A longer, human readable description containing a There is no data field readily available and

meaningful description of the activity. this field is used to describe the general

nature of all IFRC Emergency Operations.

"The IFRC


Participating- An organisation involved with the activity. If the

org reporting organisation role plays a role it should be

repeated here.

internal operational systems The government or organisation which provides

funds for the activity

Role: 1- Funding

Role: 4 - implementing

launches Emergency appeals at the request of and in support of the

National Society in the country of operation. Emergency operations are

supported by partners from across the Red Cross Red Crescent Movement."

All donors are listed as per the IFRC

XM-DAC-21018 (i.e. IFRC) is always an

out the implementing organisation. The organisation that physically carries In addition, the following text is included to

explain how IFRC works with its partners Information about implementing partners is not

currently maintained in an accessible format in IFRC "The IFRC always works with the Red

financial systems. At least two implementing Cross or Red Crescent Society in the

partners are involved in each operation, the IFRC and . country of operation"

the National Society in the country of operation.

The current status of the activity.

Active appeals

the activity

Activity date type 2 - Actual start

activity or intervention

Other identifier

An other identifier for the activity. This may be a Not applicable

publishers own identifier that it wishes to record with

the activity

Activity status

Closed appeals with an end date after 30 September Activity Status 3 - Completion 2018 (Date of first publication)

Activity Status 2 - Implementation

Activity-date The planned and actual start and completion dates of Data is taken from IFRC internal operation

systems as:

Appeal Start date

242_e_v130_IFRC IATI data publishing policy - Sep 2018 of 14

Activity-scope The geographical scope of the activity: regional,

national, sub-national etc

Contact info

Activity date type 3 - Planned end date

Activity date type 4 - Actual end

Contact information for the activity.

Activity scope code 1 - Global

Activity scope code 2 - Regional

Activity scope code 4 - National

Appeal end date for active appeals

Appeal end date for closed appeals

The Emergency Appeal for the DREF is the

only exception to the above niles where the

start and end date are set to the start and end

date of the current financial year.

[email protected]

For Global Appeals

For Regional Appeals

For Country Appeals

Recipient country

Recipient region

A country that will benefit from the activity for Eg CO Colombia

Country Appeals

A region that will benefit from the activity for Eg 389 North & Central America,

Regional/Global appeals regional

For Hurricane Irma - St Kitts and Antigua

Location

Sector

The sub-national geographical identification of the Not available target locations of an activity

classifying the purpose of the activity.

A recognised code, from a recognised vocabulary, Vocabulary 1 OECD DAC CRS

Code 72020 - Material relief assistance At this stage it is only possible for the IFRC to use and services

one sector code from the standard DAC codes

Country- Encodes the alignment of activities with functional Not available budget-items and administrative classifications used in the

recipient country's Chart of Accounts

242_e_v130_IFRC IATI data publishing policy _ Sep 2018

Sector is not reported at transaction level

Page10of14

Humanitaria Classification of emergencies, appeals and other

n-scope humanitarian events and actions.

Collaboration The type of collaboration involved in the activity's Not available

-type disbursements

Default-flow- Whether the activity is funded by ODA, OOF etc Not available type

Default- The type of finance (eg grant, loan, debt relief etc) Not available finance-type

Default-tied- Whether aid is untied, tied or partially tied status

Procedure marker

Default-aid type

Budget

A code for the type of event or action being classified N ·1 bl ot avai a e

Other field "not applicable"

The type of aid being supplied (project-type COl Project Type interventions

intervention, budget support, debt relief etc)

A procedure or theme addressed by the activity

The IFRC uses one code that applies to all operations

The value of the aid activity's budget

Not available

Not applicable

Type _ Original for the first budget launched and Code I = original

Code 2 = revised

Period start

Period end

revised for all other budgets

Budget status

All IFRC budgets are indicative

242_e_v130_IFRC IATI data publishing policy _ Sep 2018

Code I

Start date of the appeal

End date of the appeal

The Emergency Appeal for the DREF is the

only exception to the above rules where the

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period start and end date are set to the start

and end date of the current financial year.

Value The budget figure corresponds to "funding

requirements" for Emergency Appeals and

the total expenditure figure for the

"Operational Budget" for DREF operations.

Planned disbursement

Should only be used to report specific planned cash Not applicable

transfers

Capital-spend The percentage of the total commitment that is for Not applicable

capital spending

Transaction Transactions recording committed or actual funds

flowing in or out of an aid activity

Ref _ Internal reference linking the transaction back Not applicable

to the IFRC's financial system

Humanitarian _ a process flag for humanitarian aid Not available

Transaction type

Incoming funds _ Funds received for use on the Code 1

activity Includes Cash Contributions, inkind goods

and transport, inkind personnel

Disbursement _ Funds transferred between two Code 3 _ Used to reflect allocations

between the DREF Emergency Appeal and

Minor emergency operations

separately reported activities

Code 4 _ expenditure on Emergency Expenditure _ Outgoing funds that are spend on

Appeal and DREF operations goods and services for the activity

Transaction date _ The date n v 'hie .. the trar saction Last day of th financial year that the

is made transaction relates to for pnor year

transactions. Latest month end date for

current year transactions.

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Value date _ The date to be used for determining Matched to transaction date

currency conversions

Narrative _ Description of the item being described. "The IFRC always works with the

As IFRC is unable to separate implementing partner National Society in the country of

expenditure from IFRC expenditure this standard operation"

text is used to further clarify IFRC working practices

Provider-org _ For incoming funds the organisation Eg DATOOI Austrian Red Cross

from which the transaction originated (eg donor). On

outgoing funds the reporting org i.e. IFRC.

Sector _ not used at transaction level Not available

Recipient country / Region _ not used at transaction Not available

level

Document link

A link to an online, publicly accessible web page or Eg Emergency Appeal

document

Document category A07 Review of project and performance

evaluation The IFRC produces a number of documents linked to

an appeal. On reviewing the available document

categories, none align precisely to the documents

produced. All document types are classified as A07

Review of project performance and evaluation

Document -date

Date of publication of the document Date of publication of the document

Related activity

Another separately reported IA TI activity that is Not available

related to this one

Legacy-data Allows for reporting of values held in the Not available

organisations systems that does not match an IA TI

element

242_e_v130_IFRC IATI data publishing policy _ Sep 2018 Page 1,3 of 14

Conditions Specific terms and conditions that if met may Not available

influence the delivery of commitments made by

participating organisations

Result A container for reporting outputs, outcomes, impacts Not available

and other results

CRS-add Additional items specific to CRS++ Not available

Fss Allows entry of data required for OECD DAC Not available

Forward Spending Survey


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