Practical, adaptable guidance for programme leaders, field coordinators, MEAL teams, operations managers and local partners. Each module includes implementation steps, a starter template and a safety note.
Responsible-use notice. These are general starter resources, not official UN or government publications, legal advice, engineering certification, clinical guidance or a replacement for an organisation's approved SOPs. Adapt them to local law, donor agreements, technical standards and safeguarding requirements.
How to use this library
Choose the relevant module, review the procedures with the accountable technical lead, download its CSV starter tracker, replace sample values with verified information and assign an owner and review date.
Minimum quality gate
Every tool should identify its purpose, data owner, update frequency, access level, evidence source, escalation route and retention rule before it is used in live operations.
FIELD-READY STARTER EDITIONS
Eight manuals and downloadable templates
The CSV downloads are starter structures with example placeholders—not pre-populated field data. Open them in Excel, LibreOffice or Google Sheets and save a working copy under your organisation's data-management rules.
HDRA-M01Starter edition
Programme Design & Delivery Manual
A practical cycle for turning assessed needs into a funded, monitored and accountable intervention.
Core procedures
Context and stakeholder analysis: document evidence, affected groups, service gaps, access constraints and who was consulted.
Theory of change: state the problem, intended change, causal steps, assumptions and external risks. Test whether activities plausibly lead to outcomes.
Delivery governance: assign a responsible lead, approver, partner, due date and escalation route for each key activity.
Review and adaptation: compare actual progress with target monthly; record evidence, decisions, owner and follow-up date.
Close-out: verify deliverables, reconcile assets and funds, document lessons, hand over services and close open risks.
Included tracker fields
Activity ID · Output / activity · Location · Indicator · Baseline · Target · Actual · Evidence source · Owner · Due date · Status · Risk / action
Safeguard
Do not enter names of children, survivors or other people at heightened protection risk in a general activity tracker.
HDRA-M02Starter edition
MEAL & Data Quality Toolkit
Standardise indicator definitions, data collection, validation, feedback and evidence-based adaptation.
Core procedures
Create an indicator reference sheet for every indicator: definition, numerator/denominator, unit, disaggregation, source, frequency and limitations.
Before collection: confirm consent language, accessibility, translation, tool testing, enumerator training and safe data storage.
During collection: check completeness, range, duplicates, consistency, outliers and whether the data source supports the claim.
Data-quality review: document the issue, sample checked, root cause, corrective action, responsible person and closure date.
Accountability: publish accessible feedback channels; classify themes without exposing complainants; close the loop with communities.
Learning: distinguish outputs from outcomes, explain limitations and record programme adaptations linked to evidence.
Included tracker fields
Indicator ID · Definition · Unit · Disaggregation · Baseline · Target · Current value · Source · Frequency · Data owner · Last verified · Quality issue / action
Safeguard
Only collect data needed for a legitimate purpose. Avoid unnecessary identifiers and sensitive case details; apply approved retention and access rules.
HDRA-M03Starter edition
WASH Monitoring & Handover Manual
A field-oriented framework for monitoring services, recording defects and planning safe maintenance and handover.
Core procedures
Assess context, service users, accessibility, seasonal risks, land/permission issues and existing service arrangements.
Record site ID, date, inspector role, functionality, downtime, observable defects and action priority; avoid unsupported technical conclusions.
Water quality: record sample point, date/time, method, parameters, result, applicable standard, tester and follow-up; use qualified personnel and approved methods.
Sanitation and hygiene: assess usability, privacy, accessibility, handwashing availability, waste management and user feedback.
Maintenance: assign a responsible entity, repair deadline, spare-parts plan, budget source and verification evidence.
Site ID · Site type · Location · Visit date · Functionality · Observed issue · Risk priority · Immediate action · Responsible party · Due date · Verification evidence · Handover status
Safeguard
This checklist is not an engineering design or certification. Water safety, structural integrity and technical acceptance must be assessed by competent authorised personnel.
HDRA-M04Starter edition
Protection, Safeguarding & Referral SOP Starter
Help teams establish safe reporting, referral-directory checks, staff responsibilities and confidential escalation.
Core procedures
Communicate the code of conduct, prohibited conduct, reporting options, non-retaliation commitment and responsibilities to staff and partners.
Verify referral services before sharing them: service availability, eligibility, operating hours, safe contact method, accessibility and last verification date.
Receive a disclosure calmly; do not investigate, promise outcomes or ask unnecessary questions. Explain choices, confidentiality limits and consent in accessible language.
Escalate imminent danger through approved local procedures and competent safeguarding/protection focal points.
Use survivor-centred, child-sensitive and disability-inclusive approaches. Share information only on a lawful, necessary and authorised basis.
Review aggregate trends and corrective actions without exposing identities; train staff and update referral pathways regularly.
Included tracker fields
Record ID · Date received · Concern category · Immediate safety action · Referral offered? · Consent / preference recorded safely? · Authorised focal point · Follow-up due · Status · Restricted record reference
Safeguard
This is not a case-management database. Never place survivor names, child identities, allegations, contact details or case narratives in this spreadsheet. Use approved specialist systems and referral protocols.
HDRA-M05Starter edition
Cash Assistance & Market Monitoring Toolkit
Plan evidence-led cash feasibility, monitor markets and reconcile assistance with safeguards and accountability.
Core procedures
Analyse market functionality, availability, price trends, access, safety, payment-provider coverage, inclusion and risks of inflation or exclusion.
Document transfer-value assumptions, reference basket, data sources, calculation date, exchange-rate approach and approval authority.
Define transparent targeting and verification steps, separation of duties, data minimisation and appeal channels.
Monitor payment delivery, failed transactions, complaints, protection risks and access for people with disabilities.
Post-distribution monitoring should use a safe sample, informed consent, clear recall period and referral protocol for urgent issues.
Reconcile approved caseload, payment instruction, provider confirmation, exception log and finance ledger before reporting.
Included tracker fields
Market / site · Observation date · Commodity / basket item · Unit · Price · Currency · Vendor sample size · Availability · Data source · Collector role · Quality note · Follow-up
Safeguard
This is not a payment instruction or beneficiary register. Never upload PINs, account credentials, full payment identifiers or unprotected beneficiary personal data.
HDRA-M06Starter edition
Grant Budget, Procurement & Compliance Pack
Set up routine financial oversight, procurement planning, evidence trails and grant close-out.
Core procedures
At award handover, capture donor conditions, approved budget, reporting dates, cost eligibility, procurement thresholds and prior approvals.
Review budget versus actuals monthly: explain variances, committed costs, pipeline, exchange-rate assumptions and forecast-to-complete.
Procurement planning: specify need, competition method, conflict-of-interest declaration, evaluation criteria, approvals and delivery verification.
Apply segregation of duties to request, approve, receive, pay and reconcile wherever practicable; document approved exceptions.
Maintain a compliance calendar for financial, narrative, asset, partner, visibility and audit deliverables.
Close-out: reconcile advances, liabilities, inventory, assets, partner balances, deliverables and open findings; archive records under policy.
Included tracker fields
Grant / code · Budget line · Approved budget · Actual to date · Commitments · Forecast to complete · Variance · Explanation · Action owner · Donor rule checked? · Evidence location · Review date
Safeguard
Follow the signed grant agreement, current donor rules, applicable law and organisational financial procedures. Template thresholds are not universal procurement rules.
HDRA-M07Starter edition
Emergency Response & Coordination Pack
Support rapid assessment, common operating picture, safe coordination and documented response decisions.
Core procedures
Agree trigger, lead, assessment scope, access constraints, safe data practices and who validates findings.
Record what is known, source, time observed, confidence, affected location, population category and major information gaps.
Coordinate activities by location and sector using a consistent 4W/5W structure; record service status and avoid double counting.
Situation report: highlight changes since last report, response coverage, constraints, access risks, funding gaps and decisions needed.
Action log: give each action one accountable owner, due date, status and evidence of closure.
Before movement, use authorised security channels and current local advice; a public news article is not a movement clearance.
Included tracker fields
Action ID · Date raised · Sector · Location · Issue / gap · Decision / action · Owner role · Due date · Status · Dependency / access constraint · Evidence of closure
Safeguard
Do not place precise sensitive facility coordinates, staff movement plans or identifiable protection information in public or broadly shared trackers.
HDRA-M08Starter edition
Climate Resilience & Disaster Risk Toolkit
Connect local hazard monitoring to inclusive preparedness, early action and service continuity.
Core procedures
Map hazards, exposure, vulnerability, existing capacities, seasonal patterns and community-defined priorities using credible local sources.
Set warning triggers with source, threshold, lead time, uncertainty, decision authority and a clear action for each trigger.
Plan actions that are feasible before impact: communications, safe evacuation options, water protection, supplies, continuity of essential services and referrals.
Include women, children, older people, persons with disabilities, displaced people and marginalised groups in accessible planning.
Track preparedness actions, funding, responsible teams, status and constraints; conduct exercises and after-action reviews.
Review plans after each event and update using national meteorological, disaster-management and humanitarian coordination guidance.
Included tracker fields
Hazard · Location · Warning source · Trigger / threshold · Confidence / uncertainty · Lead time · Action to activate · Decision authority · Owner · Deadline · Status · Review date
Safeguard
Do not invent forecast thresholds. Use national authorities and credible technical sources; adapt plans to local conditions and conflict/access constraints.
Before field use
Obtain approval from the relevant programme, technical, finance, safeguarding or security lead.
Use fictional or anonymised examples during training; restrict access to real operational data.
Validate indicator definitions, technical thresholds, exchange rates, donor rules and referral contacts against current authoritative sources.
Record version, approver, effective date and next review date when adapting a template into an official SOP.
For tailored manuals, organisational licences, executive search, programme design or consultancy support, visit the consulting services page or product catalogue.