Child Protection Working Group 3/4/5W Matrix – Guidance Note All CPWG generic tools are developed based on best practices from the field. If you decide to use these tools in your context, make sure they are contextualized before using them for quality results.
What is a 3/4/5W Matrix for? A 3 (Who does What & Where), 4 (Who does What Where & When), 5 (Who does What Where When & for Whom) W helps collect data on the operational presence of Child Protection in Emergencies organizations. Once analyzed, the data collected provide information on gaps, overlaps, performances, etc. (see 3/4/5W Analysis Guidance Note)
Who should be in charge of the 3/4/5W Matrix? The Information Management Officer (IMO), if present, should be in charge of the 5W Matrix since this matrix requires Information Management (IM) skills. If the Field Based Coordinator is in charge, it is strongly recommended that he/she seek support either from the global child protection working group (CPWG), or from other clusters or OCHA.
Who is the audience of the 3/4/5W Matrix? The direct audience is the CPWG members. However when data collected from the 3/4/5W matrix is analyzed, the audience can be broader (for more information see guidance note on 3/4/5W analysis).
Format The 3/4/5W Matrix is composed of the following tabs: 1. Menu: The Menu explains the steps to be followed in order to customize the CPWG Matrix. The Menu tab should be hidden when the matrix is sent to organizations. To hide a tab, right click on the tab, then click on hide. 2. Matrix: This is the tab CPWG members are supposed to fill. When sending the 3/4/5W Matrix to CPWG members, this should be the only tab visible. The matrix looks like this:
Column A corresponds to the date of reporting. The format is DD/MM/YY. Columns B to F correspond to the ‘WHO’: Column B represents the name of the organization. This is a drop-down menu. Column C and D represents the type of organization and the Acronym. They should appear automatically once the name of the organization is entered.
Columns E and F represent implementing partners and funding partners respectively. These are optional columns and can be hidden if the Field Based Coordination Group decides they are not necessary. Columns G to J correspond to the ‘WHAT’. In column G, the need can be selected from the dropdown menu. (see the ‘what’ section below to know how to modify the list of needs, activities and strategies) In column H, the activity can be selected from the dropdown menu. In column I, the related strategy appears automatically. In column J, a description of the activity can be added. Columns J to S are related to ‘WHERE’. Column K is for the Admin 1, column M is for the Admin 2, column O is for the Admin 3 and column Q is for the Admin 4. Some of these columns can be hidden depending on the Admin level of reporting (for the example, if the reporting is done at level 2, columns N and P should be hidden). Columns L, N, P, R, S and T are for the PCODES. These columns should remain hidden when sharing the tools with Filed based Coordination Groups members as they are only useful for GIS purpose. Columns U to W are related to to ‘WHEN’. Under column U, the status of the activity can be selected from the dropdown menu. Under columns V and W, the start and end date of the activity (if applicable) can be added (DD-MM-YY). Columns X to AA correspond to ‘For WHOM’. Under columns X and Y, the number of direct beneficiaries targeted and reached can be entered. Under columns Z and AA, the number of indirect beneficiaries targeted and reached can be entered. Columns AB to AQ accommodate detailed information on the beneficiaries. These columns can be modified if the Field Based Coordination Group decides different age brackets are appropriate to the context 3. Pivot: Do not unhide this tab. This tab is here to automatically update the analyses 4. Who: This tab helps you customize the dropdown menu for the organizations’ columns in the Matrix tab (columns B to D). The person in charge of designing the matrix should unhide this tab when filling information about the organizations. When sending the matrix to the organizations, this tab should be hidden. 5. What: This tab helps you customize the dropdown menu for the Needs/Risks and Strategy columns in the Matrix tab (columns G to J). The person in charge of
designing the matrix should unhide this tab when filling information about the ‘What’. When sending the matrix to the organizations, this tab should be hidden. 6. Where: This tab helps you customize the dropdown menu for the Admin columns (columns K to T). The person in charge of designing the matrix should unhide this tab when entering information about the ‘Where’. When sending the matrix to the organizations, this tab should be hidden. 7. When: This tab helps you customize the dropdown menu for the Admin columns (columns U to W). The person in charge of designing the matrix should unhide this tab when entering information about the ‘Where’. When sending the matrix to the organizations, this tab should be hidden. 8. Global Analysis: This tab provides information to populate the first page of your 3/4/5W analysis (see guidance note on 3/4/5W Analysis) 9. Detailed Analysis: This tab provides information to populate the second page of your 3/4/5W analysis (see guidance note on 3/4/5W Analysis)
How to customize a 3/4/5W Matrix? Before creating your matrix 1. Involve the organisations that will fill the matrix at the earliest possible stage: This will help them to be familiar with the matrix and feel ownership 2. Agree on a list of risks/needs and strategies based on the child protection minimum standards in collaboration with CP organisations active in the field. Although this list should follow the Child Protection Minimum Standards, the field based coordination group can choose to select only the relevant ones according to the country context. Note that standard needs and standards strategies could be derived from those defined in the Field Based Coordination Group action plan/ToRs/Logframe. 3. Agree with Field Based Coordination Group members on what the Field Based Coordination Group need to knows: For example, the level of geographic disaggregating that is necessary: do you need to know what the organisations are doing at administrative level 1, 2, 3, or 4? What do you need to know about the beneficiaries? Do you need to know only about the on-going activities or also the planned ones? Etc. 4. Agree with Field Based Coordination Group members on what can be known: type of information operational organisations can provide: Do they collect information at administrative level 4? At administrative level 3? Or at Administrative level 2? Do they collect information on the number of beneficiaries disaggregated by age and gender? Etc. 5. Matching the two previous processes (steps 3 and 4), the Field Based Coordination Group can come up with the contextualized architecture of the matrix.
6. Agree on the appropriate frequency of data collection: There is an appropriate frequency of data collection according to the environment. This frequency should remain manageable. If the environment is characterized by high number of organisations implementing large number of activities in large number of communities, the matrix should be updated every month or so. If the environment is characterized by few organisations implementing few activities in few communities, you can update the matrix every two or three months. 7. The chosen administrative level is not expected to change: When agreeing about the Administrative level, it should be maintained for all future data collection. 8. Consider harmonizing the 3/4/5W Matrix with the ones from the Protection Cluster and other AoR.
Creating the matrix 1. Design the structure of your matrix according to what the CPWG needs to know and what type of information operational organisations can provide. -
To design a 3W, only keep columns A to Q and hide columns U to AQ. The matrix will look like this:
To design a 4W, only keep columns A to V and hide columns W to AP. The matrix will look like this:
To create a 5W basic, only keep columns A to Z and hide columns AA to The matrix will look like this:
To create a 5W advanced, do not hide any column. The matrix will look like this:
You can also insert or hide columns according to your needs (please do not delete columns). If you delete some basic columns, keep in mind that some analyses will then not be possible.
2. Designing the ‘WHO’ dropdown menu: Unhide the WHO tab by right clicking on a tab and unhide.
If the Field Based Coordination Group has a contact list (see guidance note on contact list), simply copy and paste as value content of the tab List_Org from the contact list to the Tab ‘WHO’ in the 3/4/5W matrix.
The organizations will be automatically proposed on the ‘Organisation’ column in the Matrix tab. Now, the type of organisation and acronym will appear automatically once the name of the organization is inserted in the tab ‘Matrix’.
The ‘WHO’ tab should be hidden once organization names areadded.
3. Designing the ‘WHAT’ dropdown menu: Unhide the WHAT tab by right clicking on a tab and unhide. To modify the list of strategies and risks/needs, delete or add a need (column B) or a strategy (Column D) in the tab. Such risks/need and/or strategies should be derived from the child protection minimum standard document.
To modify the list of activities, deleted or add an activity in column G. Select the corresponding needs (column F) and strategy (column H).
4. Designing the ‘WHERE’ dropdown menu: Unhide the WHERE tab by right clicking on a tab and unhide. Since this modification is a bit more complicated, if the Field based Coordinator is in charge of the 3/4/5W, s/he should be supported by an IMO. First make sure list of the Admin levels is available. Usually the lists are available here: http://cod.humanitarianresponse.info/country-region with the assorted PCODES (codes needed by OCHA or any GIS officer to create a map). They are usually available in Excel and can be copy/pasted onto your matrix. If they are not available in Excel, please contact OCHA country Office or Global CPWG. Copy/Paste the list of ADMIN1 level in the ‘WHERE’ tab (column B). You can also add the related PCODES on column C. Then, copy/paste the list of ADMIN2 (column F) and the related ADMIN 1 (column E) in columns D. The related PCODES2 can be inserted in column G. Then, copy/paste the list of ADMIN3 (column J) and the related ADMIN 2 (columns I). The related PCODES3 can be inserted in column K. Then, copy/paste the list of ADMIN4 (column N) and the related ADMIN3 (in columns M) and N (ADMIN4). The PCODES4 can be inserted in column O, and the Latitude and Longitude can be inserted related to ADMIN4 in columns P and Q. Hide the tab. 5. Designing the ‘WHEN’ dropdown menu: Unhide the WHEN tab by right clicking on a tab and unhide. Modify, if needed, the different status Hide the tab.
The Field Based Coordination Group Matrix is now ready to be tested and used!
Tips for the 3/4/5W matrix -
Make it simple in the beginning: As mentioned earlier, the Field Based Coordinator have to manage Field Based Coordination Group expectations – what the Field Based Coordination Group want to know - in the light of what type information can be provided by the organisations. Moreover a matrix with 30 columns might afraid the organisations… The only thing that must remain unchanged is the Administrative level. For example, the Field Based Coordination Group can begin the process by a simple 3W and move to a 5W later.
Provide the organisations with analyses: Usually, the 3W process does not work because it remains a matrix. Instead of asking organisations to fill the matrix every two weeks, try to send them visual analysis with the information they provided and ask them to approve the information before you share it on Reliefweb, in the Field Based Coordination Group bulletin and/or website. Usually organisations that did not fill the matrix will suddenly show interest in it. For more information about the 3/4/5W Analysis, please refer to the 3/4/5W Analysis Guidance note.
Explain the process and explain it again: If the matrix is sent as an email attachment, explain the process to fill it each time you send the matrix
Emailing the matrix is part of the solution but it is not the solution: The Filed based Coordinator cannot expect to get the matrix filled by simply sending it. S/he might have to call the organisations to explain them the process again.
Hide columns for which you do not need information from organisations: The ‘PCODEs’ columns, the ‘type of organisations’ column, the ‘acronym’ column are supposed to be filled automatically. In order to not overload your matrix and to not afraid the organisations, these columns should be hidden when the matrix is shared. The ‘Where’, ‘What’, ‘Who’, ‘When’, ‘Global Analysis’ and ‘Detailed Analysis’ tabs should also be hidden.
Make full use of Cluster meetings and missions: Yes, emailing the matrix is not the solution. The Field based Coordinator can ask the organisations during Cluster meetings or missions to sit down next to him/her and ask them to explain what they are doing and where, following the outline of your matrix.
Use different format: The matrix can be developed in Word as a second option. Although this will not provide detailed information – because there is no possibility of integrating cells validation – the Field Based Coordination Group will at least have some information that could be integrated in the Excel matrix. Before integrating the information from the Word format into Excel, make sure it fits the Excel required fields. This tip can be helpful if the organisation does not have the required Excel skills to fill the matrix. Use this tip only as the last option.
Use the information in project proposals and partnership agreements (e.g. UNICEF’s PCAs with its implementing partners) to produce a first draft lessening the burden on cluster members.
Go to cluster members’ own offices and brief / mentor staff who can take on the task of updating the 3/4/5W. Ask around to make sure that the organisation has tasked the right person with the job – maybe it would be simpler for an M&E person or IM person to do this for all the clusters that the organisation works with, rather than a CP staff member – although the CP staff member may need to set a regular time to sit beside their colleague and provide / verify the information they are inputting.