Preparing Master Data

Introduction

Overview

Master data is used by the SCOPE Service Desk (SSD) to set up a Country Office and it is essential that this data is correct. SCOPE master data includes the following information about a Country Office:

Basic information
- Name of office
- Type of office (such as Country Office, Regional Bureau, or Headquarters)
- The primary country that the office operates in, as well as any secondary countries it may also operate in
- Languages used by the office. This can be the country’s official languages, as well as languages used by refugees from other countries
- Local currencies (there is no limit to the number of currencies)
- Country calling code
- Whether the office requires distribution workflow notifications to be sent. Workflow notifications consist of automated email notifications that may request users to take some type of action and/or provide users with information, e.g. when a distribution list is created, the user whose role it is to verify it will receive an automatic email notification with a direct link to the distribution list verification page.
Administrative areas

Geographical areas must be set up accurately in SCOPE. Doing so allows beneficiary and intervention data to be managed properly. For more information, please contact functionalarea@wfp.org.
Registration layout

Country Offices can define what type of data they want to collect when registering people's identities. The SCOPE Service Desk can add or remove fields from the registration layout. This is used for registering households online. This does not replace the SCOPE Mobile Config File that is submitted by the Country Office when planning offline registrations using the SCOPE Registration App.

Who is responsible for preparing master data?

Programme is normally responsible for collecting master data and completing the CO Initial Setup Data File. Check with your Country Office to confirm who in Programme is responsible in your country.

The Country Director is responsible for approving the data.

The SCOPE Service Desk is responsible for importing the data and setting up the Country Office in SCOPE.

Why is preparing master data important?

SCOPE master data is used by the SCOPE Service Desk to set up SCOPE for a Country Office, after which you will be able to create and manage projects and interventions. It is essential to prepare master data accurately to prevent problems further along in the use of SCOPE. For example, locations are used to set up interventions. If the locations are incorrect and SSD needs to fix them, it can cause problems with existing interventions that also have to be fixed.

What do I need to do before preparing master data?

Ensure that VAM (or the relevant alternate colleagues) have approved all of the administrative areas and locations that you intend to set up. Failure to do so will cause problems further along in the use of SCOPE, particularly if the administrative areas and locations need to be changed.
Download the CO Initial Setup Data File. To download the file, log in to the WFPWorld Food Programme VPN and click here.

Where can I learn more?

For more information on master data, click here to explore related Digital Assistance Services Academy Learning Channel materials.

Instructions

To prepare the SCOPE Country Office master data, perform the following steps:

Download the CO Initial Setup Data File. To download the file, click here.
Define and collect the master data.

The information required for the CO Initial Setup Data File is collected by different Country Office units. For example, VAM and OSE may provide information on administrative areas, while intervention types may be coordinated between M&E and the Programme Policy Officer.

Complete the CO Initial Setup Data File. Remember that it is essential to input master data accurately to prevent problems further along in the use of SCOPE.

There are 3 sheets to complete and the appropriate staff member in your Country Office must sign off on each sheet:

WFPWorld Food Programme CO Information sheet

Input accurate data into the following fields:

Field Name	Description
Name	Name of office
Country	Country of operation
Type	Choose from: Regional Office, Country Office, Headquarters
Extra countries where office is allowed to operate (list)	Include the primary country where your office currently operates.
Official Languages	Official languages in your country
Country Calling Code	For example +254, +39
Send distribution workflow notifications?	Choose either YES or NO. This is used to send email notifications to the next process owner (in SCOPE) for the office.
Currency	Usually the local currency

Administrative Areas and Types sheet

Rename the table columns in the Administrative Areas and Types Sheet as required by your Country Office (for example Region, Province, District). If you need to add more Administrative area levels, add more columns between the Admin Area Level 4 and Location (usually FDP) column. The last column on the right must be named "Location".

After renaming the table columns, input accurate administrative area data for your Country Office. If changes (e.g. additional admin levels, spelling changes) occur, SSD needs to be involved to make any changes.

Alternatively, you can ignore this step for now and add administrative areas directly in SCOPE once the Country Office is created.

Note: This must be done correctly. Projects and interventions are based on the locations you enter here. If mistakes are made here, it is difficult to correct them later. SSD will need to manually correct all the data, and errors may cause issues with existing projects and interventions. Ensure that VAM (or relevant alternate colleagues) have approved all of the administrative areas and locations before you complete this sheet.

SCOPE Master Data for Registration sheet

Decide which fields are required for registration of households and household members at your Country Office. If you need to add more fields, add them to the end of the list. In the Mandatory column of the table in the Registration Layout in SCOPE sheet, enter "YES" or "NO" to define which fields are mandatory.

The following fields are available for registering people's identities in SCOPE; fields should only be filled according to the intended programme, and not all fields will be relevant in keeping with the principle of data minimisation under the WFP Guide to Personal Data Protection and Privacy:

Field Name	Note
Household Information
Name	Does not necessarily need to be a name, but a unique identifier for the household. Can be an alphanumeric number
Location
Address
Household Members' Information
Last Name
First Name
Middle Name
Phone Number
Mobile Number
Proxy Phone Number
Language
Household Role	This field is mandatory as we must identify one member as the head of the household
BMI
Pregnant
Breastfeeding
Malnourished
Gender
Date of Birth
Marital Status
Photo
Biometric Data
Account
Document Type	E.g. national ID, birth certificate
Document No	Unique number on the document
Language
Physical Disability Status
Mental Disability Status
Orphan
Originating Location	Location of origin if different from current
Originating Country	Country of origin if different from current

Rename the file using the following naming convention: yyyy-mm-dd - Country - CO Initial Setup Data Input (for example, 2017-05-26 - Burundi - CO Initial Setup Data Input).
The Country Director approves the file.

There are two ways for the Country Director to approve the file:
- Sign a printed copy of the file
- Send an email approving the file with the file attached
Submit the file to the SCOPE Service Desk.
The SCOPE Service Desk creates the Country Office on SCOPE using the information provided.
Once the Country Office is set up on SCOPE, check whether the information is correct.

Know them better, to serve them better.

World Food Programme