J.9 Geographic Data Asset Reporting Requirement_Attachment.pdf

Geographic Data Assets Reporting Requirement

Collecting and analyzing geographic data throughout the Program Cycle strengthens USAID’s ability to accomplish two priority objectives: 1) maximize development impact effectively and efficiently; and 2) promote transparency, participation, and collaboration. Planning for and managing data collection and submission by implementing partners is a key step in leveraging the value of geographic data at USAID.

A. REPORTING REQUIREMENTS

A.1. Activity Location Data Activity Location Data must be submitted to an Agency approved reporting tool or in a digital format according to the standards and procedures provided by USAID twice annually as part of the 2nd Quarterly Performance Report and the Annual Report and according to the standards outlined in Section F.X.b below.

Activity Location Data must exclude personally identifiable information. If the Activity Location Data collected by the Recipient requires protection from unauthorized access to mitigate data risk, the Recipient must notify USAID before submitting the Activity Location Data to USAID and implement mitigation techniques to protect the data from unauthorized access in consultation with USAID.

A.2. Other Geographic Data Assets Unless otherwise directed by the Contracting Officer (CO) or the Contracting Officer Representative (COR), the contractor must submit all other Datasets and supporting documentation within thirty (30) calendar days after the Dataset is first used to produce an Intellectual Work or is of sufficient quality to produce an Intellectual Work. Within thirty (30) calendar days after award completion, the contractor must submit to the DDL any Datasets and supporting documentation that have not previously been submitted to the DDL, along with an index of all Datasets and Intellectual Work created or obtained under the award. The contractor must also provide to the COR an itemized list of any and all DDL submissions.

When data is acquired through data use or ownership agreements with the host-country government or other entity, the Contractor will use best efforts to ensure that the ownership agreement makes it permissible for the data to be submitted to, and used by, USAID and other U.S. Embassy agencies.

B. Geographic Data Asset Submission Standards In addition to collecting and submitting Activity Location Data and geographically disaggregated performance indicators (when included in the MEL Plan), all other geographic data assets must also be submitted to the Development Data Library and according to the requirements. For additional guidance, see ADS 579saa Geographic Data Collection and Submission Standards:

B.1. Geographic Data Files

a. Both primary and derived Geographic Data Files must be submitted.

b. Geographic Data Files must be submitted in Shapefile (.shp), GeoTIFF (.tif), CSV (.csv), or GeoJSON (.geojson) file formats.

c. In addition to fulfilling the submission requirements noted above, Geographic Data Files that are stored in other file formats that may be useful to end users can be voluntarily submitted in those file formats. For example, Geographic Data Files stored in a File Geodatabase (.gdb) or as a Web Map Service (WMS) can also be submitted.

d. Geographic Data Files that are stored in Shapefile (.shp) or GeoTIFF (.tif) formats will include metadata that follows ISO 19115 using the ISO 19139 XML implementation schema.

e. Geographic Data Files that are stored in a CSV or GeoJSON format and contain latitude/longitude coordinates will include supplementary information regarding the:

1) Method used to create the latitude/longitude coordinates;

2) Spatial reference used to generate the latitude/longitude coordinates; and

3) Geographical precision of the latitude/longitude coordinates using the International Aid Transparency Initiative standards.1 For example, a latitude/longitude coordinate may represent an exact location, the center of a populated place, or the center of a subnational administrative unit.2 This information must be included in addition to the actual CSV dataset.

f. Geographic Data Files that are stored in Shapefile (.shp), GeoTIFF (.tif), or GeoJSON (.geojson), JSON (.json) file formats will use the Geographic Coordinate System World Geodetic System 1984 (GCS WGS 1984) spatial reference. If the use of a different spatial reference was required for an analysis, the spatial reference that was used must be indicated elsewhere in the metadata.

B.2. Geographic Data Processing and Analysis Files

a. Geographic Data Processing and Analysis Files that are written in programming languages will include a description of the language they are written in (e.g., a Python file would be .py, a Javascript file would be .js, etc.), the intended purpose of the file, use limitations, and execution instructions.

2 See the definition of “Described” under the Open Data in section I. Definitions of OMB M-13-13:

https://project-open-data.cio.gov/policy-memo/#i-definitions

1 For example, see the International Aid Transparency Initiative Geographical Precision coding system:

http://iatistandard.org/201/codelists/GeographicalPrecision/ https://www.usaid.gov/ads/policy/500/579saa https://www.usaid.gov/ads/policy/500/579saa https://project-open-data.cio.gov/policy-memo/#i-definitions http://iatistandard.org/201/codelists/GeographicalPrecision/

b. Geographic Data Processing and Analysis Files will include descriptive comments and relative pathnames to enable efficient and effective use by an end user.

c. Geographic Data Processing and Analysis Files are stored in an online repository, such as GitHub, these files can also be submitted as a clone of the repository.

B.3. Geographic Data Visualization Files

a. Geographic Data Visualization Files created using desktop GIS software will be submitted in Esri Map Document (.mxd) or QGIS Project (.qgs) file formats.

b. Geographic data visualization products that are finalized in separate desktop software or stored in a different file format can also be submitted if they may be of use to an end user. For example, when a data visualization product is stored as a Map Package or is finalized in Adobe Illustrator, the Map Package (.mpk), or Adobe Illustrator (.ai) file can be additionally submitted.

c. Geographic Data Visualization Files written in a programming language and used to generate web-based data visualization products will include an indication of the programming language (for example, a Python file would be .py, a Javascript file would be .js, etc.)

d. Geographic Data Visualization Files will reference relative pathnames to the source of all Geographic Data Files that are displayed in the data visualization product.

e. When products created with the Geographic Data Visualization Files are included in documents that are submitted to the USAID Development Experience Clearinghouse (DEC), such as a report that includes a map created with a Geographic Data Visualization File, the URL that links to the location of the document in the DEC must be provided.

C. Level of effort and expertise required

In general, the complexity of an indicator and how frequently the data are collected will determine the level of effort and expertise that are required to collect high quality data. Table 1 below summarises the requirements for Data Collection and Data Analysis by Geographic Scale.

Scale Description Data collection requirements

Data analysis requirements Level of effort

Skill Technology Skill Technology

Admin.

Unit

A subnational, political boundary (e.g., region, district, etc.)

Low MS Excel, etc. Low MS Excel, etc. Low

Populated Place The location of a populated place (e.g., a city or settlement)

Low MS Excel, etc.;

populated place location dataset

Low-Medi um

MS Excel, etc.;

GIS, or other mapping tool

Low

Point Location A discrete point location (e.g., a health facility, a household, etc.)

Medium GPS-enabled device

Medium -High

MS Excel, etc.;

GIS or other mapping tool

Medium

Area/Line Features

A discrete line or area (e.g., an agricultural area, a road, etc.)

High

GPS-enabled device; Satellite

Imagery;

Manual

Methods

Medium -High

GIS or other mapping tool

High