The REGIONAL HUMANITARIAN FORUM workshop was held on 17-19 September 2024, organized by Caritas Asia in Bali, Indonesia. On the third day of the meeting, an MEAL session was organized with the primary objectives of understanding the key challenges faced by Caritas MOs in integrating MEAL into their Humanitarian Aid & Disaster Risk Reduction (HADRR) project management, identifying major gaps, and determining support requirements. The session was conducted in a participatory format to gain deeper insights into the status of MOs concerning MEAL and its implementation across various HADRR projects. Participants were divided into groups, and three reflection questions were provided for discussion and sharing:

• How can we leverage emerging technologies, (such as mobile data collection and remote sensing, Data management, use of cloud in data sharing etc) to enhance our MEAL activities in disaster management in your MO? What are the challenges you are currently facing in your locations to integrate some of these options?
• How can we involve affected communities more actively in our MEAL processes to ensure their voices are heard and their needs are met? (What are the current practices in your MOs and how can we improve this component in our organizations? How effectively we are addressing Community feedback and compliment and what are systems available at the organisational level?)
• What are the benefits and challenges of inter-agency data sharing in our MEAL processes, and how can we improve collaboration with other organisations? (What are potential stakeholders we can collaborate with at the National -Provisional/State/ District/Village level? How can we manage data protection issues while sharing information with inter-agency groups?)

During the group discussion, several current practices in MEAL processes were identified, including the use of tools such as KOBO Toolbox, CommCare, and Google Forms for data collection, and platforms like Power BI, Looker, and GIS for data visualization and analysis. Other practices involve MS Excel for data management, hybrid approaches (manual and online methods), and activities like monitoring, processing feedback through accountability trackers, rapid damage and needs assessments (RDANA), profiling, and daily reporting. Community participation and consent are integral to the process, with social media being used for engagement.

However, the group also highlighted several challenges, such as limited technical skills, poor connectivity, lack of flexibility in data formats, interoperability issues, data protection concerns, electricity shortages, and human error in data gathering.

To address these challenges, innovative approaches were suggested, including capacity building, establishing a dedicated MEAL unit, recruiting volunteers with specific expertise, and investing in staff and resources. Additionally, there was an emphasis on allocating funds for software subscriptions and tools to enhance MEAL activities.

To involve affected communities more actively in MEAL processes and ensure their voices are heard and their needs are met, the group identified several current practices and areas for improvement. Existing policies, such as MEAL and Beneficiary Feedback Mechanisms (BFM), guide these efforts, while mechanisms like toll-free numbers, feedback boxes, face-to-face interactions, and registers are used to gather input. Communities provide both sensitive and non-sensitive feedback, which is processed through established referral systems.

However, challenges remain. Donor requirements often dictate data collection, which creates the need for dedicated MEAL personnel and better data management support. There are also issues related to confidentiality, bias, and the balancing of humanitarian and development project goals. Institutionalising learning at the project level could help address these gaps.

The group suggested adopting approaches such as Community MEAL (CMEAL), conducting social audits, and enhancing data analysis through tools like the KOBO Toolbox and AI-based systems to innovate and improve community involvement. These innovations could streamline feedback collection, ensure greater accountability, and facilitate more meaningful community participation.

Group three discussed the benefits and challenges of inter-agency data sharing in MEAL processes, as well as ways to improve collaboration with other organizations. They highlighted several benefits, such as avoiding duplication of responses, fostering better relationships among humanitarian actors, improving accountability, and gaining access to innovations and data collection tools. Inter-agency data sharing also allows for easier access to both primary and secondary data, provides opportunities for technical and financial support, and enhances program planning and management.

The group also identified significant challenges, including the risk of data leakage, lack of trust between organizations, differing working protocols, communication barriers, internet connectivity issues, and the high cost of setting up a MEAL system. Moreover, the potential misuse of shared data poses a threat to beneficiaries, and staff may lack the technical skills needed to navigate MEAL systems, including understanding terms of reference (TOR) and terminology.

To improve collaboration, the group suggested participation in inter-agency coordination forums, conducting joint programs, needs assessments, and workshops, and engaging in peer reviews and joint monitoring. Sharing publications and IEC materials, providing recognition and appreciation, developing common SOPs and guidelines, creating a data-sharing platform, and establishing joint agreements on data protection mechanisms were also recommended as key strategies for enhancing inter-agency collaboration.

Various Member Organizations employ diverse technological approaches in their Monitoring, Evaluation, Accountability, and Learning (MEAL) practices, with significant variations observed between organizations, particularly those involved as donors. Donor organizations often prioritize robust systems and stringent MEAL practices compared to implementing organizations.

One of the key issues in the region is that various MOs are facing capacity challenges related to MEAL (Monitoring, Evaluation, Accountability, and Learning). As a result, this has become a priority technical area for the SHAPE project. The participants in the discussions were not MEAL specialists, but rather Directors and senior program personnel from Caritas MOs, representing diverse contexts, experiences, and capacities. Consequently, their responses reflected general perspectives and common practices, rather than technical MEAL expertise. The team also emphasized that MEAL processes must occur more frequently and consistently, even in simple and accessible ways, as this remains a critical need in the region.

Technology adoption in MEAL is frequently driven by donor requirements and project availability, rather than internal organizational needs. A primary challenge in this context is the scarcity of human and financial resources, hindering the effective implementation of MEAL technologies. To address this, it is imperative to invest in comprehensive training programs that equip MEAL practitioners with the skills necessary for technology integration. Moreover, all projects should allocate resources specifically for incorporating technology into their MEAL strategies.

Feedback and complaint mechanisms are integral components of all HADDR projects within the network of member organizations. These mechanisms serve the dual purpose of fulfilling reporting requirements to donors and enhancing program effectiveness. While they are typically considered organizational systems rather than project-specific initiatives. Organizations often encounter various challenges that hinder the complete implementation of feedback mechanisms. To address these issues, capacity building and institutional system strengthening should be prioritized to ensure the mainstreaming of feedback and complaint mechanisms.

Interagency coordination and data sharing are emerging themes in the sector, and Caritas MOs have identified them as priority areas for improvement. While trust among external organizations is crucial, challenges and risks associated with data sharing can hinder the smooth implementation of projects. The development of new policies and Standard Operating Procedures (SOPs) on data protection and sharing has been identified as a pressing need at the organizational level. MOs should prioritize the implementation of these measures to facilitate effective data sharing and collaboration.

Documenting good practices is a crucial aspect of social development and Humanitarian Aid and DRR interventions, as many of these practices emerge organically within communities and evolve into local models. Capturing and replicating them is essential for enhancing services and promoting learning across contexts.

However, social development actors often face challenges in identifying and documenting good practices systematically. Moreover, the term “good practice” is sometimes interpreted differently, leading to inconsistencies. Therefore, building a common understanding and adhering to industry standards for documenting good practices is essential to ensure their credibility, replicability, and visibility on larger platforms. This webinar will also contribute to the SHAPE and Caritas Asia’s initiative to document good practice as part of the project and standardized the same.

Date: 22 April 2025
Moderator: Ms. Jeanie Curiano, Caritas Philippines
Speakers:

• Mr. Dileesh Varghese of Caritas India
• Mr. Ben Mendoza of COERR-Caritas Thailand
• Fr. Takashi Seto of Caritas Japan