Integrated MIS (Management Information System)

Emergency Response Programme (ERP)

Caritas Bangladesh

This Web Application is an effective and integrated data management and visualization system for tracking the progress of regular field-level activities (based on DIP) where the project team can be able to store the quantitative progress of any activities of any project under any sectors.

Standard Operating Procedure (SOP)

Shelter Technical Assessment, Needs Classification and Prioritization

FDMN / Rohingya Refugee Response – Cox's Bazar

Organization Caritas Bangladesh
Sector Shelter / SCCCM
Document Status Draft for Technical Review and Approval
Application Household Shelter Assessment, Prioritization and Assistance Planning
Core Principle: Shelter assistance should not be determined by technical scoring alone. The final decision should consider technical condition, severity of need, household vulnerability/EVI, household capacity, safety risk, technical verification and programme eligibility.
1. Purpose

This SOP establishes a standardized procedure for assessing the physical and structural condition of FDMN household shelters and determining the level of shelter need for prioritization and assistance.

The SOP is intended to ensure that:

  • Shelter assessments are conducted consistently;
  • Technical conditions are assessed objectively;
  • Scoring is transparent and reproducible;
  • Households with greater shelter needs are appropriately prioritized;
  • Assessment results can be verified through Kobo/MIS records;
  • Technical assessment and vulnerability considerations remain distinguishable;
  • Final assistance decisions are documented and auditable.
2. Scope

This SOP applies to Caritas Bangladesh staff, MEAL personnel, Shelter Technical staff, enumerators and other authorized personnel involved in:

  • Household shelter assessment;
  • Shelter material assistance;
  • Shelter Upgrading and Maintenance (SUM);
  • Shelter repair;
  • Technical verification;
  • EVI shelter support;
  • Post-distribution / post-repair monitoring;
  • Beneficiary prioritization.
3. Guiding Principle

Shelter assistance shall not be determined by a single observation.

Technical Shelter Condition + Severity of Need + Household Vulnerability / EVI + Capacity to Undertake Repair + Technical Verification
Technical scoring determines the physical condition of the shelter.

EVI / vulnerability assessment determines whether the household requires additional construction, transportation, accessibility or other tailored support.

These assessments should complement each other but should not be treated as the same assessment.
4. Assessment Process
Household Identification → Consent → Shelter Observation → Technical Assessment → Scoring → Needs Classification → EVI Review → Technical Verification → Assistance Decision → Documentation
Field Requirement: The assessor should physically observe the shelter wherever possible rather than relying only on respondent statements.
5. Technical Assessment Criteria

5.1 Plinth Height

Assess the height of the shelter plinth relative to the surrounding external ground.

Condition Score
≥6 inches 0
3–5 inches 0.5
0–2 inches 1

A higher and stable plinth generally provides better protection against surface water and localized waterlogging.

The assessor should measure or reasonably verify the height rather than estimate solely from respondent information.

5.2 External Plinth Condition

Check whether the external plinth is adequately protected/plastered and whether there are visible signs of:

  • Erosion;
  • Cracking;
  • Washout;
  • Settlement;
  • Exposed soil;
  • Instability.
Technical Validation Required: The source framework distinguishes between satisfactory and unsatisfactory external plinth protection, but the final scoring shall be defined by the Shelter Technical Team before operational use.
6. Condition of Structural Bamboo – Borak
Condition Definition Score
Good More than 80% in good condition 0
Partially Good 50–80% in good condition 1
Bad Below 50% in good condition 3

Assessors should look for:

  • Splitting;
  • Rotting;
  • Insect infestation;
  • Major deterioration;
  • Bending;
  • Breakage;
  • Loss of structural strength.
7. Big Bamboo Connection Condition
Condition Definition Score
Good More than 80% connections good 0
Partially Good 50–80% good 1
Bad Below 50% good 2

Assessment should consider whether connections are:

  • Properly tied;
  • Structurally stable;
  • Loose;
  • Deteriorated;
  • Disconnected.
8. Bracing
Condition Definition Score
Good Four-corner bracing with 6 mm nylon rope 0
Partial Bamboo bracing only or two corners with 6 mm nylon rope bracing 1
Poor No corner bracing 3
The assessor should physically verify the bracing. Where bracing is damaged or disconnected, the condition should be recorded in the remarks.
9. Roof Tarpaulin Condition
Condition Definition Score
No / Limited Damage Up to 20% leakage 0
Minor Damage Small holes / approximately 20–50% leakage 1
Major Damage Large/small holes, thin/deteriorated material or more than 50% leakage 3

Assessment should consider both observed deterioration and, where possible, household experience during rainfall.

10. Wall Tarpaulin

The original IOM/OCHA framework includes wall tarpaulin condition. However, the Caritas adaptation notes that not all shelters have wall tarpaulin.

  • This criterion should not automatically be scored as poor where wall tarpaulin is not part of the shelter design.
  • Not Applicable (N/A) should be available.
  • An N/A response should not increase the household needs score.

The Shelter Technical Team should confirm whether this criterion remains in the final scoring model.

11. Muli Condition – Roof
Condition Definition Score
Good More than 80% good 0
Partially Good 50–80% good 1
Bad Below 50% good 3

Inspect for deterioration, breakage, insect damage and loss of structural integrity.

12. Muli Condition – Wall
Condition Definition Score
Good More than 80% good 0
Partially Good 50–80% good 1
Bad Below 50% good 3
13. Muli Connection – Roof and Wall
Condition Score
Good – more than 80% good 0
Partially Good – 50–80% good 1
Bad – below 50% good 2

The assessor should consider both material condition and integrity of the connection.

14. Metal Footing / RCC Posts
Total Structural Footing Components = Total Metal Footings + Total RCC Posts
Number of Functional Components Score
10 or more 0
7–9 0.5
0–6 1
The assessor should physically count functional footing/RCC posts. Damaged or non-functional components should not automatically be counted as satisfactory structural components.
15. Floor Condition

The source framework considers cement-floor condition. However, the Caritas adaptation notes that floor materials are not provided under the relevant assistance package.

Recommended Treatment: Floor condition should preferably be retained as contextual / monitoring information rather than automatically affecting beneficiary eligibility, unless the approved project includes floor improvement.
16. Partition and Privacy

Recommended recording categories:

  1. Only a curtain;
  2. Partition wall extending to the top of the shelter;
  3. Partition wall present but not extending to the top;
  4. No partition.
Broad Condition Proposed Score
Adequate partition wall 0
Curtain only 1
No adequate partition 1
Technical Validation Required: The final partition scoring rule should be technically agreed before deployment because the source provides more detailed response categories than the current scoring structure.
17. TDK

The assessment framework includes verification of whether a TDK exists while noting that it is not part of SUM.

TDK should therefore be recorded for information and programme coordination but should not automatically influence the SUM technical score unless formally approved as part of the intervention criteria.
18. Calculation of Technical Score
Technical Needs Score = Sum of All Applicable Technical Criterion Scores

Higher scores indicate poorer shelter condition and greater technical need.

The Kobo/MIS system should automatically calculate the score wherever possible to reduce manual calculation errors.
19. Needs Classification

The source assessment framework currently provides:

Classification Source Score Range
Minor 0–4
Moderate 11–15
Severe 16–23
⚠ IMPORTANT SCORING GAP

Scores 5–10 are not classified in the source framework.

This SOP therefore does not recommend operationalizing the classification thresholds until the Shelter Technical Team formally confirms the missing range.
0–X = Minor    |    X+1–Y = Moderate    |    Y+1–Maximum = Severe

The final ranges must be identical in:

  • Assessment form;
  • Kobo calculation;
  • MIS/database;
  • Beneficiary-selection sheet;
  • Technical verification checklist;
  • Reporting framework.
20. Recommended Prioritization Process

Step 1

Technical Need

Calculate technical score and classify physical shelter condition.

Step 2

EVI / Vulnerability

Identify vulnerabilities affecting ability to undertake shelter works.

Step 3

Household Capacity

Assess capable adults and reliable family/community support.

Step 4

Technical Verification

Shelter Technical personnel verify condition and required assistance.

Step 5

Final Priority

Combine technical need, vulnerability, capacity and verification.

Suggested Decision Matrix

Technical Need Vulnerability / Capacity Suggested Priority
Severe EVI / no adequate construction capacity Priority 1 – Critical
Severe Adequate household capacity Priority 2 – High
Moderate EVI / limited capacity Priority 2 – High
Moderate Adequate capacity Priority 3 – Moderate
Minor EVI Case-specific / tailored support
Minor Adequate capacity Standard / Minor Support
This matrix should be formally approved before being used to determine beneficiary entitlement.
21. Override / Critical Safety Criteria

A numerical score should never override an immediate life-safety concern.

Examples include:

  • Imminent structural collapse;
  • Severe slope instability;
  • Major landslide risk;
  • Severe erosion;
  • Dangerous foundation failure;
  • Major fire-related structural damage;
  • Severe flooding exposure;
  • Another immediate safety threat.
URGENT TECHNICAL VERIFICATION REQUIRED

The household should be referred immediately to the Shelter Technical Team and, where relevant, SCCCM/Site Management/Protection actors.

22. EVI Support Decision
EVI status should determine the additional support required rather than simply increasing the technical shelter score.
Identified Barrier Possible Additional Assistance
Cannot transport materials Porter / transportation support
Cannot perform physical construction Labour assistance
No skilled household member Skilled construction support
Severe mobility limitation Accessibility adaptation
Older person living alone Full construction / repair assistance
Single caregiver with dependants Labour + transport support
Protection / privacy issue Appropriate modification / referral
Multiple severe vulnerabilities Tailored full support and follow-up
23. Roles and Responsibilities

Shelter Technical Team

  • Finalize technical criteria;
  • Validate scoring;
  • Conduct technical verification;
  • Confirm repair requirements;
  • Determine technically appropriate assistance;
  • Approve technical overrides.

MEAL Team

  • Digitize the approved assessment tool;
  • Configure Kobo calculations and constraints;
  • Conduct data-quality checks;
  • Conduct duplication checks where applicable;
  • Maintain assessment records;
  • Analyse assessment results;
  • Monitor targeting and assistance outcomes.

Enumerators / Assessment Team

  • Obtain informed consent;
  • Conduct objective observations;
  • Record actual shelter conditions;
  • Avoid promises of assistance;
  • Complete all mandatory fields;
  • Refer unusual or critical cases for technical review.

Programme / Shelter Management

  • Approve beneficiary-selection procedures;
  • Review available resources;
  • Authorize final assistance lists;
  • Ensure consistency with project and SCCCM requirements.
24. Data Quality Requirements
  • Household identity/location verified
  • Shelter physically observed
  • All applicable technical criteria completed
  • Measurements recorded correctly
  • N/A used only where genuinely applicable
  • Technical score calculated correctly
  • Severity classification generated
  • EVI status assessed separately
  • Construction capacity assessed
  • Critical safety issues flagged
  • Required assistance recorded
  • Technical verification completed where required
  • Duplicate assistance checked
  • Final decision documented
25. Kobo / MIS Recommended Output Fields
Module Recommended Data Fields
Household Identification Camp → Block → Sub-block → Household ID → Family Size
Technical Assessment Individual criterion scores → Total technical score → Technical severity
Vulnerability Assessment EVI category → Functional limitation → Available household support → Construction capacity
Assistance Requirement Material requirement → Labour requirement → Porter support → Accessibility modification → Other support
Verification Assessor → Assessment date → Technical verifier → Verification date
Decision Eligible / Not Eligible / Pending → Priority level → Assistance package → Reason for decision
26. Transparency and Accountability

Assessment does not automatically guarantee assistance.

Households should be informed that:

  • Participation is voluntary;
  • Assessment is based on predefined criteria;
  • Assessment does not guarantee assistance;
  • Assistance depends on verified eligibility and programme capacity;
  • Personal information will be handled confidentially;
  • Households may use available FCRM channels to ask questions, provide feedback or raise concerns.
27. Final Decision Rule
Technical Need + Vulnerability + Household Capacity + Safety Risk + Technical Verification + Programme Eligibility

= Final Assistance Decision
Final beneficiary selection should not be based on technical score alone.
28. Source and Technical Validation

This SOP has been interpreted from the comparative IOM/OCHA and Caritas Bangladesh Shelter Technical Assessment Criteria and Scoring Framework.

Before operational approval, the Shelter Technical Team should confirm:

  1. Missing score classification for 5–10;
  2. Final score for external plinth plaster;
  3. Applicability and scoring of wall tarpaulin;
  4. Applicability of floor condition;
  5. TDK treatment in the scoring system;
  6. Final partition-wall scoring;
  7. Whether added Caritas criteria alter the original maximum score of 23;
  8. Final Minor / Moderate / Severe thresholds after all applicable indicators are confirmed.
IMPORTANT CONTROL REQUIREMENT

No Kobo/MIS automatic beneficiary-selection rule should be activated until the scoring criteria, maximum possible score and complete Minor / Moderate / Severe ranges have been formally validated and approved.

Reference: Comparative IOM/OCHA and Caritas Bangladesh Shelter Technical Assessment and Scoring Framework supplied for SOP development.

29. Review and Approval
Role Name Signature Date
Prepared by
Reviewed by – Shelter Technical
Reviewed by – MEAL
Approved by
30. Document Version Control
Version Date Changes Responsible Person
Draft 1.0 Initial SOP developed from comparative IOM/OCHA and Caritas Bangladesh technical assessment framework.
Standard Operating Procedure (SOP)
Shelter Technical Assessment, Needs Classification and Prioritization
FDMN / Rohingya Refugee Response – Cox's Bazar

Caritas Bangladesh | Shelter / SCCCM