EWARS in a box

Q U I C K S TA RT G U ID E
 Early Warning, Alert and Response System

EWARS in a box
Q U I CK STAR T GUIDE
EWARS in a box: quick start guide
ISBN 978-92-4-006676-2 (electronic version)
ISBN 978-92-4-006677-9 (print version)

© World Health Organization 2023

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Contents
Acknowledgements 6
1. About EWARS in a box 7
2. The Kit 8
3. EWARS in a box components 9
4. How does EWARS in a box work? 10
4.1 When internet connectivity is reliable 10
4.2 When internet connectivity is not reliable 11
4.3 When offline or in remote, inaccessible environments 12
5. How to set up EWARS in a box when there is a reliable internet connection 13
5.1 Setting up EWARS in a box Web 13
5.2 Installation of EWARS Mobile app 14
5.3 Submitting a report to Global EWARS when there is reliable WiFi 15
6. How to set up EWARS in a box when internet connection is unreliable 16
6.1 Using SMS reporting 16
6.2 Installation of SMS Gateway application 17
6.3 Submit a report to Global EWARS 18
7.1 Using the EWARS Stand-alone app 19
7. Setting up EWARS in a box in offline, remote inaccessible environments 19
7.2 Installation of EWARS Mobile app 20
7.3 Submitting a report to Global EWARS through Stand-alone: Step 1 21
7.3 Submitting a report to Global EWARS through Stand-alone: Step 2 22
7.3 Submitting a report to Global EWARS through Stand-alone: Step 3 23
7.3 Submitting a report to Global EWARS through Stand-alone: Step 4 24
8. Mobile-to-mobile reporting to Global EWARS: Step 1 25
Mobile-to-mobile reporting to Global EWARS: Step 2 26
Mobile-to-mobile reporting to Global EWARS: Step 3 27
9. EWARS in a box for Country instance 28
9.1 Setting up EWARS in a box Country instance 29
Acknowledgements

This Quick start guidance is aimed at supporting Department of Health Emergency Interventions
implementation of EWARS in a box, WHO’s (HEI) of the WHO Health Emergencies Programme
electronic early warning, alert and response system at WHO headquarters. Valuable contributions
in emergencies. This guidance fulfills a long felt were received from Mr Kevin Crampton from the
need to have an easy to use resource with step-by- Information Management and Technology (IMT) of
step instructions in establishing EWARS in a box, HQ Business Operations (BOS) as well.
facilitating field epidemiologists, surveillance officers
and emergency responders. Special thanks go to colleagues at WHO regional
offices and WHO country offices where EWARS in a
This document was developed by the epidemiologists box is implemented, as their experiences and insights
of the EWARS in a box team; Dr Niluka Wijekoon have shaped the guidance to be a valuable learning
Kannangarage and Dr Yuka Jinnai, under the resource.

6
 1 About EWARS in a box

EWARS in a box is
WHO’s electronic early Simple
warning, alert and
response system.

It is designed to detect Rapidly

disease outbreaks quickly Deployable
in emergency, conflict
and vulnerable settings.
Flexible
EWARS in a box is a
simple, rapidly deployable
and flexible tool kit,
designed with the needs
of frontline users in mind.

QUICK START GUIDE 7

 2 The Kit

The EWARS in a box Kit

is a rapidly deployable
emergency kit that
contains the equipment
needed to set up an
electronic early warnin
system in a crisis.

Each Kit contains 60

mobile phones, a laptop,
solar chargers, and
EWARS user guides, and
can serve nearly half
a million emergency
affected population.

8
 3 EWARS in a box components

Global EWARS
WHO-controlled instance server
accessible over the internet.

SMS Gateway
the EWARS mobile app on
Android for relaying SMSs to EWARS Country
Global EWARS. a country-controlled
EWARS server that may
EWARS be accessible over the
Components internet or open to a
private network only.

EWARS Mobile
the EWARS Mobile application (app) EWARS Stand-alone
running on Android is connected to a user’s local instance of EWARS
Global EWARS, or EWARS Country, or for use in remote settings with no
EWARS Local instance. internet.

QUICK START GUIDE 9

 4 How does EWARS in a box work?

4.1 When internet connectivity is reliable

When internet connectivity is reliable, reporting users can submit reports directly
to Global EWARS.

Primary Health Care

Cente (PHCC)
Labs

Field
Hospital
Global EWARS
Reliable internet
Community Health connectivity
Worker (CHW)

10
4.2 When internet connectivity is not reliable
09:35 72%

If internet connectivity is unreliable, reporting users can submit reports via SMS.
These reports are received by the SMS Gateway and relayed to Global EWARS.

‘Province A’ Team
Reporting via SMS

‘Country B’
Reporting via SMS
Global EWARS

‘Province C’ Team
Reporting via SMS

QUICK START GUIDE 11

4.3 When offline or in remote, inaccessible environments
EWARS Stand-alone facilitates reporting in environments that are offline or lack
access to a reliable internet connection. Reporting users can use the usual EWARS
Mobile app, but will need to visit the location of the EWARS Stand-alone device
to submit reports. Once they are in close proximity, they can submit reports to
EWARS Stand-alone by sharing QR codes over a mobile hotspot. Later, EWARS
Stand-alone submits the report(s) to Global EWARS over an internet connection.

Offline remote,
inaccessible
environments
QR Code sharing
PHCC via Mobile Hotspot

CHW

Global EWARS
Labs
Stand-alone system
Mobile to collect data
Clinic

12
 5 How to set up EWARS in a box when
there is a reliable internet connection
5.1 Setting up EWARS in a box Web
1. Contact [email protected]
to request initiation of the
process.

2. The Super Administrator

will create a country/
context EWARS in a box
web account.

3. Refer to Web User Guide

for setting up the system
at country/context level.

QUICK START GUIDE 13

5.2 Installation of EWARS Mobile app
Technical requirements: 09:35 72%

1. Android OS version 6.0 Marshmallow or higher.

2. Stable internet connection

Step 1: Download the EWARS Mobile app by

going to: https://ewars.ws/ ewars_v2_0.
apk
Step 2: Allow app installation from an
unknown source
‘Settings’ menu –> ‘Security & Privacy’ –> Tap
on ‘Install unknown apps’
Enable the toggle button for File Manager.
Step 3: To install the EWARS Mobile app tap
on the EWARS icon and follow the on-
EWARS Mobile...

screen instructions.

Note: Alternatively, if you do not have an internet connection, you can manually install the EWARS Mobile app by
requesting the mobile .apk file from the administrator – that is, use a cable to connect your phone to a device on
which the .apk file has been downloaded and transfer the file to your phone.

14
5.3 Submitting a report to Global EWARS when there
is reliable WiFi
If internet connectivity is reliable,
09:35 72%
reporting users in the field can submit
reports directly to Global EWARS.
Step 1: To select a main form, tap on
the form you want from those listed
under Forms
Step 2: To complete the main-form
fields (i) tap on Create New and (ii) fill
out the field values
Step 3: To submit the main form, tap
on and select ‘Submit’
The form is submitted to Global
EWARS.
Reports will be received in the EWARS
web account for the country/ context.
See the EWARS Mobile User Guide for
more information.

QUICK START GUIDE 15

 6 How to set up EWARS in a box when
internet connection is unreliable
6.1 Using SMS reporting Identify area with unreliable internet connection
e.g., Province A
SMS reporting allows reporting users to submit
reports from their mobile phones to EWARS
Web using SMS. Form a team to enable SMS reporting
e.g.,‘Province A’ SMS Reporting Team
SMS reporting can be enabled for an entire
country or a particular group of users. To enable
SMS reporting in your country or context, the
administrator will first need to set up the SMS Assign a phone & install SMS Gateway app
e.g., SMS Gateway number +2541451001
Gateway application.
Identify the area that has an unreliable internet
connection and form a team to enable SMS Add SMS Gateway number i.e., add +2541451001 as
reporting. Assign a mobile phone and install SMS phone number for Province A reporting team
the SMS Gateway application (see 6.2). Add an
SMS Gateway number for the team. The team
can then submit the reports via SMS. The SMS Province A reporting team submits reports via SMS
Gateway application will relay the received
SMSs to EWARS Web.

16
6.2 Installation of SMS Gateway application

Step 1: To download the SMS Gateway application go to:

https://ewars.ws/static/apps/ewars-sms.apk Technical requirements:

1. Android OS version 6.0

Step 2: Allow app installation from an unknown source Marshmallow or higher.

‘Settings’ menu –> ‘Security & Privacy’ –> Tap on ‘Install 2. Procure and insert a SIM
unknown apps’ Enable the toggle button for File card from an appropriate
Manager. telecommunication provider, with
an active internet data connection
and an active SMS plan to receive
Step 3: Installing the EWARS in a box app
SMSs.
Navigate to your ‘Downloads’ folder > Tap the SMS
Gateway APK file > follow the on-screen instructions 3. Plugged into a power source for
charging at all times.

QUICK START GUIDE 17

6.3 Submit a report to Global EWARS
Using SMS
If internet connectivity is unreliable,
09:35 72%
reporting users can submit reports to
EWARS web via SMS.

Step 1: Select a main form

Tap on the form you want from those
listed under Forms
Step 2: Complete the main-form fields
Tap on Create New and fill out the field
values
Step 3: Submit the main form
Tap on , and select SUBMIT VIA SMS

Reports submitted using SMS will be

relayed to the EWARS Web account of the
country/context through the SMS Gateway
application.

18
 7 Setting up EWARS in a box in offline,
remote inaccessible environments
7.1 Using the EWARS Stand-alone app
The EWARS Stand-alone app facilitates mobile
reporting in environments that are offline or lack
access to reliable internet connections.

This app is set up on a dedicated machine (such as

a laptop) with a Windows operating system, ideally
one situated at a central surveillance office of the
concerned area.
Reporting users will need to visit
EWARS Stand-alone uses a similar interface to EWARS the surveillance office when they
Web but is also equipped with additional data want to submit data. The reports
collection and synchronization features. will be submitted to EWARS Stand-
alone over a local hotspot that is
created for the purpose.

QUICK START GUIDE 19

7.2 Installation of EWARS Mobile app

Step 1: Download the EWARS Stand-alone app by

Technical requirements: going to: https://ewars.ws/static/apps/ewars_
setup.exe
Processor: 2.0 + GHz processor.

RAM: 8 GB or above. Step 2: Install the EWARS Stand-alone app:

Available Hard Disk Space: 40 GB or Double click on the downloaded file > Click on ‘More
above.
info’ > Click on ‘Run anyway’, and the app will start
the installation.
Operating System: Windows 8 32-bit/64-
bit or above.

3G/4G is recommended for smooth

running.

This app should be installed on a dedicated machine placed in the surveillance office which
will act as the receiver for data submitted from EWARS Mobile reporting users by means of
a hotspot.

20
7.3 Submitting a report to Global EWARS through
Stand-alone: Step 1
The queued reports in your EWARS
09:35 72%
Mobile app are shared with the EWARS
Stand-alone by QR code sharing. Later,
EWARS Stand-alone will submit the
reports to Global EWARS by performing
a sync.

Step 1: Fill and submit the form

1. Under Forms Tap on form
2. Tap on Create New > Fill in the form
details
3. Tap on icon> Tap on SUBMIT , if
there is no internet connection, the
form will be added to the queued
records

QUICK START GUIDE 21

7.3 Submitting a report to Global EWARS through
Stand-alone: Step 2

Perform the following step on EWARS Stand-alone.

Step 2: Receiving reports on

the EWARS stand-alone by the
surveillance officer.

1. Click on the EWARS icon EWARS Mobile...

2. Click on the Receive reports

icon. The QR code reader/
scanner starts on EWARS stand-
alone.

22
7.3 Submitting a report to Global EWARS through
Stand-alone: Step 3

Perform the following step on EWARS Mobile.

The queued reports in your EWARS Mobile
app are shared with the EWARS Stand-alone
09:35 72%

by QR code sharing. Later, EWARS Stand-alone

will submit the reports to Global EWARS by
performing a sync.

Step 3: Sending reports by the reporting user

1. Tap on EWARS Mobile EWARS Mobile...
icon
2. Tap on the ‘Sync’ icon
3. Tap on LOCAL EWARS

4. Tap on None of the above (Go to QR display mode)

5. A screen showing ‘Creating hotspot’ will

appear and generate a QR code.
The QR code is generated in EWARS Mobile and
needs to be scanned using a camera available on the
machine on which EWARS Stand-alone is installed.

QUICK START GUIDE 23

7.3 Submitting a report to Global EWARS through
Stand-alone: Step 4

Perform the following step on EWARS Stand-alone.

Step 4: Scaning the QR code on
EWARS Stand-alone
1. Hold the smartphone in a way
that the QR code is clearly visible
within the camera on your
machine as depicted below.
2. Once QR code has been scanned
successfully, the confirmation
notification will appear on
EWARS Mobile.
All the collected reporting data will
be available in the EWARS Stand-
alone.

24
 8 Mobile-to-mobile reporting to Global
EWARS: Step 1
09:35 72%

Submit the queued reports in offline

mode through QR code sharing with
EWARS Mobile. Later, EWARS Mobile
will submit the reports to Global EWARS
by performing a sync.

Step 1: Fill and submit the form

1. Under Forms Tap on form
2. Tap on Create New > Fill in the form
details
3. Tap on icon> Tap on SUBMIT , if
there is no internet connection, the
form will be added to the queued
records

QUICK START GUIDE 25

 8 Mobile-to-mobile reporting to Global
EWARS: Step 2
Step 2: Perform a sync 09:35 72%

You can sync your data with another EWARS

Mobile device using a QR code. Here the second
mobile device acts as a receiver, and later submits
the data to Local EWARS or Global EWARS.
Both reporting users and the sending and receiving
mobile devices need to be in one location for the
data transfer to happen.
On the sender’s mobile device:
1. Tap on the Sync icon
2. Tap on MOBILE

3. Tap on SEND REPORTS , a hotspot is created on

your mobile phone and a QR code is generated.
Once the scan is successful, the sender receives a
notification confirming the transfer of data.
The sender confirms and the data is transferred.

26
 8 Mobile-to-mobile reporting to Global
EWARS: Step 3
On the sender’s mobile device: 09:35 72%

1. Tap on the Sync icon

2. Tap on MOBILE

3. Tap on RECEIVE REPORTS ; your WiFi service is

enabled, and a QR code scanner is opened to
scan the code
4. Point the device’s camera over the QR Code so
that the phone automatically scans the code.
5. Once the scan is successful, the sender gets a
notification confirming the transfer of data. The
sender confirms and the data is transferred. The
receiver can then view the submitted report(s)
in the queue.

QUICK START GUIDE 27

 9 EWARS in a box for Country instance

• The EWARS Country instance is a local copy of

PHCC Global EWARS that will be installed on a local
server. That is, the server of the Ministry of Health
CHW of the country/context.

• This country/context instance is managed entirely

Labs
by the local authorities without continuous support
Mobile from the Super Administrator team.
Clinic
• Refer to the Super Administrator Guide for more
Installs EWARS-in-a- information.
box mobile app

Surveillance Install country instance

Office in local server

28
9.1 Setting up EWARS in a box Country instance

EWARS in a box may be installed on a local server hosted independently by the

respective country/context.

Steps:
• The country need store quest the Super Administrator to setup a country
instance-

• The Super Administrator will create a new EWARS Country instance and provide
a server installation file-

• The country needs to install the server installation file on their local machine-

• This is only deployed on a single machine(server) and will be accessed by others

through the domain name.

For more information, contact the Super Administrator.

QUICK START GUIDE 29

For further information, please contact:

World Health Organization

20 Avenue Appia
CH-1211 Geneva 27
Switzerland

Email: [email protected]

Web: https://www.who.int/emergencies/surveillance/ear-
ly-warning-alert-and-response-system-ewars

Trainings: https://openwho.org/courses/EWARS-in-a-box