Synergized Standard Operating Procedures for Coastal Multi-hazards Early Warning System (SSOP)

8th IWS/2nd TRCG ForumMacao Science Center, Macao, China

Jim Weyman, Project Manager

hiammic@gmail.com

SSOP ProjectPurpose:

Promote community resilience to coastal multi-hazards through standard operating procedures for effective multi-hazards Early Warning System

Focused mainly on the National Meteorological and Hydrological Services to meet the needs of diverse users

Funded by: ESCAP Trust Fund for Tsunami, Disaster and Climate Preparedness in Indian Ocean and Southeast Asian Countries

Time Frame: 24 months (1 August 2012 – 31 July 2014) with possibility extension to 31 Dec

Beneficiary CountriesPTC region (7):

Bangladesh (Pilot); India; Maldives; Myanmar; Pakistan (Pilot); Sri Lanka; Thailand

TC region (7):

Cambodia; China; Lao PDR; Malaysia; Philippines (Pilot); Thailand and Viet Nam

First project of TC to be funded by international organization

Project Strategy

Build communication platform as a cooperation mechanism.

Focus mainly on meteorological and hydrological services for more vulnerable coastal areas to natural disasters.

Review and document performance of Standard Operating Procedures (SOP) for coastal multi-hazard EWS.

Create Manual of synergized SOP for integrated hydro-meteorological approach to coastal multi-hazard EWS

Train users on interpretation and uses of SOPs .

Results FrameworkGOAL : Promote community resilience to coastal multi-hazards through SOPs for effective multi-hazards EWS for improvement of policy and institutional arrangements MAIN OUTPUT 1: Manual of Synergized Standard

Operating Procedures for integrated approach to Coastal Multi-Hazards Early Warning System, focusing on hydro-meteorological service including SOPs related to warning providers, disaster managers, media, fishermen

MAIN OUTPUT 2: Regular communication and cooperation mechanism between TC and PTC on coastal multi-hazard early warning, particularly southern countries in the region

Activity 1

Reviewing and synergizing the existing Standard Operating Procedures (SOP) for coastal multi-hazard EWS

Develop the Manual of Synergized SOPs for an integrated approach for Coastal Multi-Hazards EWS

1.1 - Workshop for collecting/exchanging information (8-9 May 13)

Indicator: Unmet needs of SOPs for EWS Identified (Completed)

1.2 - Piloting in selected

Indicator: 3 In-country Workshops (3-11 October 13) (Completed)

1.3 - Compile a Manual/Handbook of Synergized SOPs for an integrated approach. (Developing – Need Input)

Indicator: Distributed Manual/Handbook to TC/PTC Members

Activity 2

Enhancing capacity building on performance of SOPs for coastal multi-hazard for TC and PTC Members

2.1 Training of users in the interpretation of EWS products

Indicator: Train about 50 decision-makers, disaster managers, media professionals and warning issuers from 13 beneficiary countries. (Possible date 2nd week in June 2014)

2.2 Working meeting on building a cooperation mechanism between TC and PTC for coastal multi-hazard EW information sharing and technical transferring for target countries.

Indicator: about 20 participants from 13 beneficiary countries as focal points of cooperation mechanism joined the meeting.

Other Projects Under ESCAP Tsunami Trust Fund

Asian Disaster Preparedness Center (ADPC) in association with Global Alliance on Accessible Technologies for Environment (GAATES) Technical Assistance for enhancing the capacity of end-to-end multi-hazard EWS for coastal Hazards in Myanmar, Sri Lanka and Philippines

Asia-Pacific Broadcasting Union (ABU) Disaster Risk Reduction Broadcast Media Initiative

Regional Integrated Multi-Hazard Early Warning System (RIMES) in cooperation with World Meteorological Organization Reducing risks of tsunami, storm surges, large waves and other natural hazards in low elevation coastal zones

Partners TC and PTC Country Focal Points (NMHS and NDMO)

ESCAP Economic and Social Commission of Asia and Pacific

TC Typhoon Committee

PTC Panel on Tropical Cyclones

ADPC Asian Disaster Prevention Center

ABU Asian – Pacific Broadcasting Union

GAATES Global Alliance on Accessible Technologies for Environment

ADRC Asian Disaster Reduction Center

IOC Intergovernmental Oceanographic Commission of UNESCO

WMO World Meteorological Organization

RIMES Regional Integrated Multi-Hazard Early Warning System

Dissemination of Information and Results

It is envisioned that the knowledge gained will be disseminated through:

Manual

TC and PTC workshops, training courses and Websites with collaboration/coordination with partners

Partners’ Meetings and Workshops (ESCAP, WMO, ADPC, ADRC, IOC-UNESCO, RIMES, etc.)

Structure of SSOP ProjectSteering Committee Composition

Chairperson of Advisory Working Group of Typhoon Committee

Secretary of the Typhoon Committee;

Secretary of the Panel on Tropical Cyclones.

The Chairperson of the TC AWG will perform the functions of Head of the Steering Committee.

Duties

To select Consultant (s) and Project Manager;

To provide guidance to Task Force, Project Manager and Consultant(s)

To monitor progress of the SSOP project implementation.

Structure of SSOP Project

Project Manager / (Technical Advisor)

To implement SSOP and coordinate related programmes or activities.

To take part in the activities related to SSOP.

To maintain progress of the implementation of the project and to prepare the progress reports;

To draft initial Manual of Synergized Standard Operating Procedures for Coastal Multi-Hazards Early Warning System and coordinate development

Structure of SSOP Project

 Task Team Structure and Organization

Chairpersons or representatives of WGM, WGH, WGDRR, TRCG of TC and the Chairpersons or representatives of the WGM, WGH, WGDPP of Panel on Tropical Cyclones;

Representatives from TC and PTC Secretariats;

Consultants from potential cooperation organizations;

Focal points from 13 beneficiary countries among Members of TC and PTC; and

TC Secretary to perform functions of Head of Task Force

Conclusions - May 8-9 2013 Initial Workshop

Manual of Synergized Standard Operating Procedures Wide variety of cultures, governments, past experiences,

relationships, risks, and people among countries and even within many countries. SSOPs must be flexible best practices, operational guidelines and recommendations

Focused on meteorological and hydrological services, disaster management offices, and national tsunami warning centers, but other agencies must be involved in detailed, integrated ways to make the end to end, cross-cutting early warning system work. Various user sectors within government, businesses, and communities should be considered and addressed.

Need for a policy part of this development. With different agencies and government levels, a policy framework would increase chance for success.

Conclusions - May 8-9 2013 Initial Workshop

Training and Human Capacity Building

Technical required, but also other types needed. Training the warning preparer to communicate better with media and media to better understand the risks and potential impacts.

Awareness of risks, potential, and similarities and differences among coastal hazards at various levels

At community level, training on meaning of warnings, risk, potential, actions needed, and methods to increase awareness especially for areas not significantly impacted for 10 -30 years.

Conclusions - May 8-9 2013 Initial Workshop

Infrastructure Capacity Building

Mostly out of the scope of this project Better bathymetrical data for storm surge and

run up Better storm models and numerical forecasting

tools Better observation tools

Three In-Country Pilot Workshops

Team Members

Jim Weyman, Project Manager/Technical Advisor (Philippines and Bangladesh, Skype into Pakistan)

Olavo Rasquinho, Meteorological Expert, TCS

Atiq Kainan Ahmed, Disaster Response Expert, ADPC

Mr. Walter Welz, Media Expert, ABU (Philippines and Bangladesh)

Ahmed Said Al Barwani, Hydrology Expert, PTC

Mr. Nadeem Ahmed, Media Expert, ABU (Pakistan)

Three In-Country Pilot Workshops

In Country Pilot Workshops were held:

October 3-4, 2013 Manila, Philippines

October 6-7, 2013 Dhaka, Bangladesh

October 10-11, 2013 Islamabad, Pakistan

Draft Copies of detailed reports of Pilot Workshops, a Summary report, and Report of the May 8-9, 2013 Kickoff Workshop at:

http://www.typhooncommittee.org/SSOP/indexSSOP.html

Purpose of Pilot Workshops

Sub-Activity 1.2:  Pilot SSOPs project focus on institutional capacity building from the national level to the local level

Workshop Purpose Review existing SOPs for coastal multi-hazards EWS for

Hydro-meteorological, disaster management, media, elected official, and others from national to local levels

Identified strengths, gaps and needs in both agency internal SOPs and also integrated SOPs among agencies. 

Develop a plan of action Based upon three in country visits, to develop a draft SOP

manual.

Conclusion Pilot Workshops - EWSRecurring themes High level government commitment and support

Legal and legislature framework.

Collaboration/coordination at all levels – national, regional, and local.

Media involvement as a partner.

Multi-hazard approach

Fully implemented elements of a people centered early warning system

Technical and financial assistance may be required to prepare these SOPs efficiently and funds should be identified/requested.

Conclusion Pilot Workshops - SOPs

Strengths

Favorable Framework for Creation/Maintaining SOPs.

Excellent Examples of Existing SOPs

Systems to assist in detection, monitoring, forecasting, and warning services

Systems/Situations to assist in dissemination and communications

Systems to assist in response/preparedness capacity

Supporting MOUs in place

Conclusion Pilot Workshops - SOPsGaps and Needs – SOPs for Specific Areas Needs Each agency SOPs for the implementation of roles and responsibilities defined in

national policies

SOPs for both technical and non-technical activities

Hydro-meteorological service SOPs on all aspects of forecast and warning process

Development, use, and dissemination of storm surge information

Cyclone forecasting and warning process in consultation with all stakeholders

SOP to cover back-up plans for catastrophic events such as power failure, fire, facility damaged, etc.

SOP concerning preparing after action reports for situations which can be released to media and public

DRR/management agencies below national level of government SOPs on heavy rain situations

Local government SOPs on evacuation, sheltering, and resettlement

Conclusion Pilot Workshops - SOPsGaps and Needs – Integrated, cross-cutting SOPs Needs SOP standards for sharing of procedures, especially for local governments to use higher level

government

Multiagency, detailed SOP on dissemination/communication process of alerts and warnings, including backup systems

Multiagency SOP on the process and mechanism for sharing data and data analysis

Local communities SOPs to prevent conflicting activities and to ensure rapid dissemination

Provision of SOPs to other agencies and consultations from the national down to local officials

Coordination procedures on dissemination of warnings and information by national, district and local governmental agencies to the media to prevent issuance of conflicting information

Coordinated procedures on the process of implementation of new or updated SOPs involving all relevant agencies

Coordinated process and procedures to simplify alert and warning information to include in SOPs, including use of technical terms, number of warning levels, emphasis on hazards not technical terms, specific non-generic warnings, simplified warnings and bulletins that media can “rip and read”

Involvement of non-government private, professional, civil society, community organizations and families in the development of SOPs

Guide book or reference manual for media to understand and communicate warning information

Conclusion Pilot Workshops - SOPs

Testing and maintaining needs

Annual or scheduled reviews of all SOPs - Validate

Updated based on past experience

Conduct post disaster assessment between DRR/management and media

Review of SOPs after changes in equipment, procedures, etc.

MOU related needs

National plan or MOU clearly defining all roles and responsibilities in EWS

MOU between DRR/management and media to define single, official source of information for government and methods of communicating

MOU between hydro-meteorological service and media on methods and procedures of dissemination of data

MOU between hydro-meteorological service and DRR/management agency

MOU on data formats, warnings, and monitoring systems

Conclusion Pilot Workshops - ManualManual - General

Wide variety of cultures, governments, past experiences, relationships, risks, and people among countries and even within many countries. SSOPs must be flexible best practices, operational guidelines and recommendations that can be applied in a variety of situations.

Direction and guidance should come from the highest levels of government to mandate the need to disseminate, consult, and collaborate at all levels

Focused on National Meteorological and Hydrological Services, the National Disaster Management Offices, and the National Tsunami Warning Centers, other relevant government, business, and community agencies must be involved in detailed, integrated ways

Conclusion Pilot Workshops - ManualManual/Handbook should contain:

Minimum baseline standard requirements

Ideas/guidelines on format and content

Ideas and checklist for SOPs for different types of events and different levels of threat

Ideas and guidelines for multi-hazards SOPs with different parts for different hazards

Need for regular updating as and when required and after a disaster;

Need to test and conduct regular exercises/drills to validate SOPs

Protocols to use with different levels of government

Examples from other countries of SOPs and other related actions and procedures

List of relevant available websites, case studies, documents, and videos for reference information

Ideas and examples of usage of social media and its application for information dissemination and 24/7/365 weather, hazard, and early warning updates;

The need to incorporate designation of spokesperson for event

Usefulness of an electronic database on different types of disasters categorized by meteorological, hydrological, tsunami, etc. in EWS

Ideas on advance communication techniques (net radio, cell phone applications) for first responders

THANK YOU