Managing and reporting humanitarian programs

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1. Who runs the humanitarian program

The Defense Security Cooperation Agency (DSCA) provides overall management of humanitarian assistance and foreign disaster relief funded by the Overseas Humanitarian, Disaster, and Civic Aid (OHDACA) appropriation (SAMM C12.2.1). It performs all financial management, budgeting and reporting for the appropriation, allocates the funds to the combatant commands, and reviews and approves projects for legal and policy compliance. It also runs global activities, including excess property warehouses, a humanitarian transportation program, a demining training center and disaster relief directed by the Secretary of Defense. The combatant commands manage regional programs. They develop requirements, plan engagements and carry out the activities in step with other theater security cooperation programs.

The Security Assistance Management Manual summarizes the main legal and policy rules in a table, but the table does not replace a legal or policy review of a specific proposed use (SAMM C12.2.1). What the funds may pay for is covered in what OHDACA funds and the authorities behind it, and how a project is approved in how a humanitarian assistance project is approved.

2. The project management system

DSCA also develops and operates the Overseas Humanitarian Assistance Shared Information System (OHASIS) (SAMM C12.2.1). It is a project management tool for OHDACA-funded activities, and for certain other activities funded from service operation and maintenance accounts (SAMM C12.2.3.1). It supports the development, nomination, staffing, coordination, approval and management of projects. Its users include project officers, security cooperation organizations (SCOs), combatant commands, DSCA and the Joint Staff, with other offices as appropriate. A user manual and training materials are kept on the system’s own website.

OHASIS is the system of record for OHDACA-funded activities, and is for official government use only (SAMM C12.2.3.2). The combatant commands make sure project data are accurate and up to date. The data may not be used for non-Defense research or educational purposes without written permission from DSCA. Nor may they be used or shared for audits without written approval from two DSCA offices.

3. Accounts and access levels

Accounts go only to people or organizations directly responsible for developing, managing, coordinating or executing projects in the system (SAMM C12.2.3.3). Applicants need a government email address and must name an account sponsor. The SCO sponsors accounts that support a partner’s projects, and the command’s humanitarian assistance manager sponsors access across several countries. Access levels depend on each user’s level, duties and geographic responsibilities.

Field users develop, manage, execute and close out projects, but cannot submit them to the command (SAMM C12.2.3.3.1). Subject matter experts, civil affairs teams and project implementers are typical examples. Team users verify that each nomination is acceptable and absorbable by the partner, synchronized with other security cooperation and fully coordinated with the country team and the Chief of Mission (SAMM C12.2.3.3.2). They submit prioritized nominations to the command, and the role normally goes to the SCO chief or a designate.

Command users manage the program for the combatant command and submit projects to DSCA for approval (SAMM C12.2.3.3.3). Oversight permissions are held by the DSCA staff who oversee and approve projects (SAMM C12.2.3.3.4). Coordinator permissions go to offices that review or coordinate projects, and view-only access to experts outside the management process (SAMM C12.2.3.3.5 and SAMM C12.2.3.3.6).

A governance board, chaired by DSCA, guides the system’s development and use (SAMM C12.2.3.4). The Joint Staff, the commands’ humanitarian assistance offices and the Army Geospatial Center are voting members, and the chair has final decision authority on change requests. OHDACA money for the system supports only OHDACA programs. Other Defense components may use it if that adds no cost and does not harm the OHDACA programs, and any added cost is shared under a support agreement (SAMM C12.2.3.5).

4. Reporting to Congress

The combatant commands provide the data needed for congressional notifications, reports and inquiries (SAMM C12.2.7). DSCA prepares an annual report on humanitarian supplies from nongovernmental sources carried on a space-available basis, covering the 12 months ending the preceding June 30 (SAMM C12.2.7.1). It is due by July 31 and is submitted by State.

DSCA also submits an annual report on OHDACA-funded assistance in the prior fiscal year, due with the President’s budget for the next year (SAMM C12.2.7.2). It gives the total obligated, lists the efforts supported and explains how they meet humanitarian needs and national security objectives. It also describes any transfers of excess property. A humanitarian mine action report is due by March 1 (SAMM C12.2.7.3). It lists the countries helped, the assistance given to each and the amount spent, and the countries that could not be helped for lack of personnel or funding. For it, the commands add a short narrative for each partner on missions, assistance, objectives, instructors and personnel trained.

The commands give DSCA course titles, costs, dates and numbers trained for the Foreign Military Training Report, which DSCA prepares under section 656 of the Foreign Assistance Act and the annual foreign operations appropriations act (SAMM C12.2.7.4). They also give information on OHDACA activities for the annual security cooperation report due by January 31 (SAMM C12.2.7.6). When disaster relief is provided under 10 U.S.C. 404, Congress receives a report within 48 hours of the start of activities (SAMM C12.2.7.5). It describes the disaster, the threat to life, the American personnel and resources involved, other nations’ help and the expected duration.

Two notices come in advance. Congress must be told at least 15 days before humanitarian relief is transported to a country for which such transport has not been specifically authorized by law (SAMM C12.2.7.7). Under section 8050 of a Defense appropriations act, 15 days’ notice is also required before defense articles or services are transferred for peacekeeping, peace enforcement or humanitarian operations (SAMM C12.2.7.8). The notice describes the items or services and their value, and for equipment or supplies, whether American inventory requirements have been met.

Key terms

OHDACA	The appropriation that funds Defense Department humanitarian assistance and disaster relief.
OHASIS	The system of record for developing, approving and managing OHDACA-funded projects.
Account sponsor	The office that vouches for a new OHASIS user, usually the SCO.
Team permissions	The access level that lets an SCO submit prioritized project nominations to the command.
Section 8050 notice	The 15-day advance notice to Congress of certain transfers for peacekeeping or humanitarian operations.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Humanitarian projects in remote areas depend on logistics and security at the site. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.