The Challenge

Assam experiences devastating floods almost every year, often in multiple phases, affecting millions of lives and causing widespread damage to infrastructure, agriculture, and livelihoods. Flood governance is a critical agenda for the state’s sustainable development, and effective disaster response depends fundamentally on timely, accurate information.

The existing flood reporting system faced significant challenges:
– Daily situation reports required manual compilation through multiple layers of verification from village level through Revenue Circle, Sub-Division, District, to State Emergency Operation Centre
– Information sharing happened primarily through emails, with manual compilation at each level, making the process extremely time-intensive
– Manual processes introduced high probability of data errors, required additional human resources for compilation, and proved inadequate for real-time decision making
– Cumulative reporting was particularly challenging due to the highly dynamic nature of flood information
– Critical information from multiple external sources — Indian Meteorological Department (rainfall), Central Water Commission (river flow), NESAC/FLEWS (flood early warning) — resided on separate platforms requiring lengthy consultation processes
– Phase compilation for damage reporting and verification of damage claims was cumbersome with manual systems
– The wide range of stakeholders across village, Revenue Circle, Sub-Division, District, and State levels needed different access levels and reporting interfaces

Velocity’s Solution

Scope of Work

Velocity developed a comprehensive flood reporting and information management system comprising a mobile application, web portal, and integrated dashboard to transform Assam’s manual flood reporting system into a real-time digital platform, including assessment, framework development, pilot deployment, user training in multiple languages, handholding support during actual flood operations, and migration to government servers.

Key Features & Deliverables

Mobile Application
– Cross-Platform Compatibility: Workable on all major mobile platforms

• Multi-Language Support: Full support for English, Assamese, Bodo, and Bengali for all forms and instructions
• Offline Data Entry: Offline saving capability for multiple records during emergencies with no-internet scenarios, with server synchronization when connectivity resumes
• GPS Location Capture: Geo-tagging of data entry points with 20-50 meter accuracy, with admin-configurable toggle
• Image Upload: Photo attachment capability for damage documentation and field reporting
• User-Friendly Data Collection Interface: Intuitive design optimized for around 300 concurrent users during flood events
• Multi-Level Approval System: User ID and password-based access with hierarchical approval workflows
• Pre-Populated Administrative Data: Districts, blocks, Gram Panchayats/ULBs, and revenue villages/wards pre-loaded from official government lists

• Admin Panel: User-friendly frontend for adding/editing/deleting questionnaires, data entry forms, and dynamic information
• Scalability: Architecture designed for future form additions and functional expansion

Web Portal
– HTML5 Dynamic Interface: Modern, responsive design working across all operating systems (Windows, Linux, Mac) and browsers (Firefox, IE7+, Opera, Safari, Chrome)
– Government URL Hosting: Final deployment on Assam government URL with HTTPS protocol
– User Management System: Role-based access with granular permissions
– Content Management: Full CMS capabilities for documents, videos, and pictures
– Data Entry Alternative: Web-based data collection forms for users without mobile application access

• GIGW Compliance: Meeting Guidelines for Indian Government Websites standards
• SEO Optimization: SEO-friendly URLs, unique page titles, meta tags, and Google Analytics integration
• Security Audit: Third-party security audit by CERT-IN empanelled auditor
• Print Functionality: Print page capability on every web page
• Document Management: Support for PDF, Excel, and DOC formats with media gallery

Integrated Dashboard
– Real-Time Rainfall Data: Linked to IMD for real-time, cumulative, and projected rainfall with maps
– River Flow Data: Hydrographs for critical locations linked to CWC portal

• FLEWS Alert Integration: Linked to NESAC/FLEWS portal for early warning alerts
• Inundation Maps: Based on field data for daily and cumulative phase/year visualization
• Interactive Graphs & Charts: Trends linked to field data with daily and cumulative views
• Relief Camp Management: Age, gender, and disability-segregated data from camp registers and real-time monitoring
• District Comparison: Visual representations allowing comparison between districts on key indicators
• Action Tracking: District-wise reporting of on-ground actions taken
• Category-Wise Damage Reports: Departmental impact reporting as per government formats

• Export Capabilities: Downloadable reports in PDF and Excel formats
• Search & Filter: Advanced search and selection/filter facilities
• Open Source: All dashboards developed using open-source technologies

Supporting Deliverables
– Assessment Report: Detailed information needs assessment of existing flood governance systems with proposed digital framework
– User Manual: Comprehensive pictorial user guide in English, Assamese, Bodo, and Bengali for all user levels
– Training & Orientation: Remote orientation sessions for key functionaries with pre/post training tests, observations, and feedback
– Handholding Support: On-ground technical support during actual 2021 flood season for real-time system modifications
– Source Code Transfer: Complete source code handover with knowledge transfer documentation

Technology Stack

• Frontend: HTML5, CSS3, PHP with responsive design
• Backend: PHP with MySQL/PostgreSQL database
• Mobile: Cross-platform mobile application
• Dashboard: Open-source visualization technologies
• Data Standards: Government of India defined Metadata and Data Standards compliance
• Security: SSL encryption, application authentication, session management
• Localization: ISO/IEC 14496-OFF Open Font Format for all 22 constitutionally recognized languages, MEITY localization guidelines for mobile web applications
• Hosting: UNICEF vendor server during development; ASDMA/NIC government server post security audit

Implementation Approach

The project was executed across two fiscal years with five major deliverable phases:

Year 1 (October – December 2020)

Phase 1: Assessment & Framework (by October 30, 2020 – 20% payment)
– 5 days of field travel to understand reporting patterns, issues, and users
– Detailed information needs assessment of current flood governance systems
– Framework development for digital flood reporting and information management
– Technical expert placement at ASDMA for coordination and handholding
– Feedback incorporation from ASDMA and UNICEF

Phase 2: System Development & Pilot (by December 15, 2020 – 80% payment)
– Development of mobile application, web portal, and integrated dashboard
– Pilot run in selected districts with structured feedback from DDMAs
– Bug fixes and system finalization based on user feedback
– Partial project handover with source code and knowledge transfer

Year 2 (January – September 2021)

Phase 3: Documentation & Training (by March 31, 2021 – 20% payment)
– User manual development in document and video formats
– Translation of manuals into Assamese, Bodo, and Bengali
– Remote orientation of key functionaries
– Training report with observations, test results, and feedback

Phase 4: Live Operations Support (by August 31, 2021 – 30% payment)
– 10 days of field travel for direct support
– Handholding during actual 2021 flood season operations
– Real-time modifications to templates, forms, and addressing dynamic requirements
– System adaptation based on operational experience

Phase 5: Government Server Migration (by September 15, 2021 – 50% payment)
– Third-party security audit by CERT-IN empanelled agency
– Migration to NIC platform
– Final source code transfer and knowledge transfer
– Complete project handover

Key Outcomes & Impact

• Transformed Flood Reporting: Converted Assam’s entire flood reporting system from manual email-and-spreadsheet processes to a real-time digital platform accessible at all administrative levels
• Real-Time Decision Making: Enabled faster, evidence-based decisions through automated data compilation, visualization, and dashboard analytics during flood events
• Reduced Data Errors: Digital data entry with validation rules and GPS tagging significantly reduced the errors inherent in manual compilation processes
• Multi-Source Integration: Consolidated critical flood information from IMD (rainfall), CWC (river flow), and NESAC/FLEWS (early warning) into a single dashboard, eliminating the need to consult multiple platforms
• Inclusive Design: Multi-language support (English, Assamese, Bodo, Bengali) ensured accessibility for all government functionaries across Assam’s diverse linguistic landscape
• Operational Validation: The system was tested during actual 2021 flood operations, with real-time modifications based on ground experience ensuring practical functionality
• Disaster Preparedness Foundation: The platform was designed to feed into a broader state disaster management information system as part of Assam’s DRR Road Map, creating a foundation for comprehensive disaster management digitization
• Concurrent Scalability: Architecture supporting 300 simultaneous users during peak flood events ensured system reliability during critical disaster periods

Why Velocity

Velocity was selected through UNICEF’s LTA (Long-Term Agreement) process based on:

• Disaster Management Domain Understanding: Proven work and solid background in digital systems related to emergency response, preparedness, and disaster risk reduction
• Government MIS Development: Demonstrated experience developing management information systems for government organizations
• UNICEF LTA Holder: Existing long-term agreement with UNICEF, reflecting established trust and procurement efficiency
• Multi-Disciplinary Team: Presence of a team capable of addressing programmatic, technological, and administrative aspects of the assignment
• Multi-Language Capability: Ability to develop applications in English, Assamese, Bodo, and Bengali with MEITY-compliant localization
• Field Presence: Local team presence enabling direct coordination with ASDMA in Guwahati
• Government Server Migration Experience: Experience navigating NIC security audit and hosting processes
• Handholding Commitment: Willingness to provide on-ground technical support during live flood operations