10. To coordinate requests for new digital solutions or major changes to existing digital solutions within the WHO Health Emergencies (WHE) programme, a task team has been established: the Data and Technology Working Group (DTWG). The DTWG meets monthly to review, guide and approve digital decisions and investments in information technology (IT) work by WHE.Principles
20. The term "digital solutions" encompasses all potential IT work (websites, database software, mobile applications, data collection tools, data visualization tools, learning management systems, content management systems, etc.). The DTWG is interested in any potential investment in an IT solution.
30. The DTWG is composed of WHE colleagues from all teams to ensure balanced representation.
40. By centralizing the review of digital needs, the DTWG helps build awareness across the programme, avoids duplication of effort, and ensures that the programme makes decisions coordinated across all teams on technology investments.
50. WHE management has mandated that the DTWG should review all IT requests originating at headquarters before they are brought to the WHO Information Management and Technology (IMT) team or contracted to an external IT vendor. The use of the DTWG is also strongly recommended for WHO regional requests.
60. However, if a request is for a WHO corporate IT service (such as adding pages to the WHO website, setting up data reports using the Power BI software, creating online forms, etc.), then DTWG involvement is not needed. If a Service Now form exists for an IT need, then WHE colleagues can use that directly.
70. If in doubt as to whether a digital request is a corporate service, a consultation request can be logged in Service Now using the Solution Consulting form, and a member of IMT will establish if a DTWG review is necessary.
Engaging the Data & Technology Working Group
80. Once a new digital request is identified and confirmed as not being for a corporate IT service, the originator should reach out to the representative from their team who sits on the DTWG. A list of representatives can be found on the DTWG page at https://worldhealthorg.sharepoint.com/sites/ws-whe/ddgo/ittaskteam.
90. The originator will be asked to complete a 2-page "decision matrix" document to describe their need and confirm that their director is aware of the request and approves it and that funding is potentially available for the work.
100. The originator and anyone else from their team who is relevant to the request will be invited to the next monthly meeting of the DTWG to present the request and answer questions from the group. This is an open discussion to collect thoughts on the correct way of handling the request.
110. The DTWG decision on the request will follow within a few working days of the presentation. An approval decision allows the originator to engage with IMT. A rejection will always be accompanied by a reason/remedial action and an opportunity to present again if needed.
120. Requests for new information and communication technology (ICT) solutions must pass through DTWG for review, as described in the present section of the eManual.
130. The stages for ITC requests are summarized in the following diagram.
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Reporting
140. Based on their centralized role and the visibility of all IT requests and projects, the DTWG produces a monthly report for the WHE Senior Leadership Team. This report is available on the DTWG site for any interested colleagues.
Joining the Data and Technology Working Group
150. To propose a colleague sit on the DTWG, supervisor approval is required, and an email should be sent to the DTWG Co-Secretariat members. The names and emails of those individuals can be found on the DTWG website's home page.
