It is vital that the 5Ws tool is understandable, intuitive, and practical for the partners to use; this will lead to availability of reliable and regular data. In other words, it is important to avoid reporting fatigue from partners by minimising the time it takes to provide the data; this can be achieved through a well set-up 5Ws.
In order to ensure consistency and integration both among and within country responses, a 5Ws template has been developed by gFSC and includes key mandatory columns (marked with an *), which refer to the core information that is necessary both for country level reporting but also for data sharing at the global level (see section 9. Global Initiatives: 5W mapping for global IM products). The 5Ws template is adaptable to the specific context (but mandatory columns are required).
See 5Ws country example from FSC Ukraine.
The most common format for collecting the 5Ws remains excel, however, online data collection platforms such as kobo forms, and online google forms are also used, as are online systems such as ActivityInfo. Which system is in place depends upon several factors, such as the maturity of the response. Initially it is likely that the 5Ws will be excel or kobo-based, while for more established and/ or protracted crises online systems such as ActivityInfo may be established. Internet connectivity and partner capacity will also influence which 5Ws system is adopted: areas lacking internet connectivity are more likely to use excel and/or offline approaches. Regardless of the system in place, the purpose of the 5Ws remains consistent: to understand and monitor who is doing what where, when and with how much/ many.
A new platform is being established, the FreeW project, which is an inter-sectoral and global data collection tool based on the Activity Info platform. The FreeW project aims to develop a Data System that enables humanitarian actors in the field to effectively report on their response activities. The system will allow actors to register their presence, their projects, activities, indicators and targets, and report on the results they achieve. The data system is designed to be highly adaptable, providing a flexible structure and functionalities that can accommodate any field situation. It supports various monitoring workflows and is intended to integrate with HPC.tools as well as other planning and monitoring platforms already in use.
Note: the gFSC 5Ws template includes a column to classify Humanaitarian/Resilience/Development. Anticipatory Action is classified under Response Timing column.
ActivityInfo:
ActivityInfo is increasingly used by OCHA and partners as a centralized platform for 5Ws data collection and reporting. Designed for humanitarian operations, it enables real-time coordination, improves data quality, and reduces reliance on spreadsheets. The platform supports online and offline data entry, customizable forms, and role-based access control. While integration into 5Ws systems can present challenges, templates for bulk upload, form design guidance, and partner training materials are available. For support, contact your regional gFSC focal point.
- Food Security IM Workshop Report : ActivityInfo Session
- ActivityInfo Documentation