4.1 Operating IM Systems in Resource-Constrained Settings
In humanitarian operations, IM systems are often deployed under severe constraints — not only in emergencies or remote locations, but also during program scale-downs, funding gaps, or lean startup phases. These constraints can take many forms: unreliable connectivity and electricity, limited staff or skills, budget shortfalls, or institutional gaps such as the absence of global IM tools or guidance.
Contrary to the assumption that resource constraints are exceptional, they are in fact a persistent operational reality in many contexts. This makes it essential to design IM systems that are resilient, adaptable, and proportionate to available resources.
This chapter outlines practical approaches to building and maintaining effective IM systems in constrained settings.
4.1.1 Designing IM Systems for Low-Resource Contexts
When working in low-resource environments, the focus should shift from building “ideal” IM systems to building systems that are “fit for purpose.” This includes identifying core IM functions that must be preserved (e.g., participant registration, indicator tracking, reporting obligations) and determining what can be streamlined or temporarily deprioritized.
Key considerations:
Minimum viable IM setups: Keep data collection tools, templates, and platforms as light as possible.
Lean implementation plans: Prioritize tasks and tools that serve immediate programmatic and protection needs.
Plan for simplification: Limit the number of systems in use, reduce dependency on high-speed internet or complex dashboards, and prioritize lightweight platforms that function on low-bandwidth connections and low-spec devices
Document workarounds as part of the SOPs. In constrained contexts, "informal solutions" (e.g., using Excel instead of a database) may become temporary standards — they should still be governed responsibly.
In low-budget contexts, an Excel tracker that is consistently used and centrally stored is more impactful than an unused database/software or siloed tool.
Low-resource contexts can include budget constraints, which often have a ripple effect on other aspects such as staffing, digital infrastructure, and institutional systems. At the same time, these challenges can also arise independently due to contextual, environmental, or structural factors not directly linked to funding.
4.1.2 Digital Infrastructure Constraints
Many humanitarian settings suffer from low or intermittent power and connectivity. These constraints directly impact IM tasks like syncing data, accessing cloud tools, or running dashboards.
Recommended strategies:
Use offline-first tools (e.g., KoBoToolbox, ODK Collect, Survey123) that allow data to be collected and stored locally.
Schedule sync windows during predictable periods of power or mobile coverage.
Utilize solar chargers, power banks, or shared devices to enable continued access to tools in remote areas.
Distribute data responsibly: When central syncing is impossible, USB drives or SD cards might be used — but must follow security protocols (encryption, clear chain of custody).
Many organizations have successfully deployed offline mobile data collection workflows with later synchronization to central systems once field teams return to connected areas. See [CartONG Learning Corner].
4.1.3 Human Capacity Constraints
IM capacity challenges go beyond tools — they often include limited staffing, low digital literacy, overlapping roles, and high staff turnover. These factors can disrupt data workflows, reduce data quality, and limit continuity if not addressed systematically.
Addressing Staffing and Literacy Limitations
Embed IM responsibilities into multiple roles (e.g., programme officers trained to manage basic data flows).
Keep tools and forms intuitive, using dropdowns, skip logic, and error-proofing in mobile data platforms.
Use SOPs and visual workflows (e.g., flowcharts, toolkits) to reduce dependence on individual expertise.
Invest in mentorship and cross-training — even informal peer support systems help retain knowledge.
Centralize documentation: Ensure job aids, templates, credentials, and data dictionaries are stored on shared platforms accessible to all relevant staff.
Managing Continuity Amid High Staff Turnover
High staff turnover is a chronic challenge in humanitarian contexts, particularly in conflict settings or rapid-response deployments. Each departure risks loss of institutional knowledge, reporting delays, or even compromised data access.
Ways to build IM continuity into your system:
Use shared folders or cloud repositories for SOPs, form versions, dashboards, and logins — not individual inboxes.
Create easy-to-follow visual workflows and onboarding toolkits for new staff.
Embed IM tasks in official job descriptions with clear reporting lines.
Automate processes such as participant registration flows, service tracking updates, or case file consolidation, to reduce reliance on individual staff and maintain continuity in programme service delivery.
Encourage overlap between outgoing and incoming staff and pair transitions with documented handovers.
💡 SOPs are not just for compliance — in high-turnover environments, they are your most effective onboarding tool. “Knowledge loss during turnover is preventable when IM materials are stored in shared locations, not inboxes.” – [IFRC Data Playbook Toolkit]
4.1.4 Institutional Gaps and Workarounds
Low-resource settings may also mean:
Absence of formal IM roles or job descriptions
Lack of endorsed tools or guidance
Little budget for licenses, connectivity, or trainings
In these cases, teams may rely on “improvised” systems, which need to be formalized to ensure responsibility, protection, and sustainability.
Suggested workarounds:
Use open-source tools (e.g., Kobo, QGIS, Power BI Desktop) to eliminate licensing costs.
Standardize Excel-based templates where databases are not feasible.
Document even “temporary” systems clearly — including access rights, folder structures, and SOPs.
Apply the 80/20 rule to keep systems efficient — focus 80% of effort on the 20% of data that is most essential for decision-making.
During scale-downs or underfunded projects, deprioritizing non-essential data collection while preserving core program data helps safeguard both continuity and ethical responsibility [UN OCHA, 2024].
4.1.5 Summary and Practical Reminders
Low/no internet
Use offline-first tools and delay sync
Power instability
Equip field teams with solar/power banks
Budget constraints
Use open-source tools, limit toolset to core needs
Few/no IM staff
Cross-train programme or MEAL staff in light IM tasks
High turnover
Rely on shared drives, SOPs, and visual workflows
4.1.6 Key Takeaways
Low-resource IM is not about lowering standards — it's about focusing efforts where they matter most.
Systems should be modular, offline-capable, and documented, not reliant on internet or individual memory.
Field teams need flexible tools, clear SOPs, and shared documentation to maintain continuity across disruptions.
The more resource-constrained the setting, the more critical it becomes to follow ethical and responsible data practices, especially around protection and consent.
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