ERP Training of Facilitators Final Version

Facilitators’ Pack

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Table of ContentsList of Acronyms............................................................................................2I. Introduction................................................................................................2II. Overall Goal and Conditions........................................................................2III. Participant profile.....................................................................................2IV. Participants’ performance objective...........................................................3V. Learning objectives....................................................................................3VI. Training team...........................................................................................3VII. Key resources for Country Roll-Out...........................................................3VIII. Preparations – the ideal scenario.............................................................5IX. Folders.....................................................................................................7Outline of Training.........................................................................................8Day One.......................................................................................................109000-0930: Opening & Introductions.............................................................100930-1130 - Module 1: The ERP approach and its role in preparedness planning

101130-1500 - Module 2: Risk Analysis and Monitoring......................................111330: Energizer – from chaos to order...........................................................131515-1730 - Module 3: Minimum Preparedness Actions..................................13Day Two......................................................................................................140900-1230 - Module 5: Advanced Preparedness Actions and Contingency Planning......................................................................................................14Energizer – Wink Murder...............................................................................151515-1730- Module 6. Closing and Evaluation................................................15Annex 1 . Participant questionnaire..............................................................17Annex 2. Participant self-assessment...........................................................18Annex 3. Participant evaluation of the workshop...........................................19Annex 4. Stationery.....................................................................................20Annex 5. Training rooms...............................................................................21Annex 6. ERP Accountabilities: Group Work Instructions................................22Annex 7. Hand out for Group Work on Regional Risk Assessment...................23Annex 8. Hand-out for the Group Work on MPAs............................................25Background.................................................................................................26Annex 9. ERP Day 1 evaluation.....................................................................30Annex 10. Hand-out for the Group Work on APAs...........................................31Annex 11. Instructions for CP Group Work and CP format...............................34Annex 12. ERP Process steps to be included in the VIPP cards........................42Annex 13. The ERP process step by step.......................................................43Annex 14. Final evaluation hand-out.............................................................44

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List of AcronymsRP Resource Person

ToF Training of Facilitators

ERP Emergency Response Preparedness

IASC Inter Agency Standing Committee

TTPR The IASC Task Team on Preparedness and Resilience

TRC Training Review Committee: The IASC group tasked with overseeing the development of this training

I. IntroductionThe Purpose of this Trainers’ Pack is to support the work of the Facilitators of the 2-days “Training of ERP Facilitators” (ToF). The IASC Task Team on Preparedness and Resilience (TTPR) is planning 6 ToFs during the first semester of 2015.

This Trainers’ Pack is based on the Inception Report, submitted by the consultant on 26-2-15 and revised on 9-3-15 and on 10-4-15 based on consultations with the IASC TTPR Training Review Committee (TRC). The members of the Training Review Committee are: John Long, UNOCHA Maguette Ndiaye, UNICEF, Andreas Wuestenberg, WFP, Guillaume Simonian, WHO, and Jens Hesemann, UNHCR.

This Trainers’ Pack is based on the draft IASC Emergency Response for Preparedness Guidance (December 2014 version).

The spirit of the Training is to make as much time as possible to allow participants to share their own experiences in preparedness and contingency planning.

The Training was tested in Amman on 2-3 June 2015 by John Long, OCHA, Lucia Teoli, HCR, and the Consultant, Beatrice Progida.

II. Overall Goal and ConditionsERP Facilitators acquire the knowledge and skills required to facilitate the implementation of the IASC ERP Approach in any specific national or sub-national context. In order to achieve this goal the training should be:

1. Tailored to fill the specific learning needs of the trainees so that they can adapt the ERP Approach to the specific humanitarian dimensions of each national context.

2. Targeting ERP Facilitators who have the appropriate mandate and country-level legitimacy to facilitate the implementation of the ERP Approach at national and at subnational level (where appropriate).

3. In line with point 2, targeting facilitators coming from countries where the Resident Coordinator/Humanitarian Coordinator as well as a “critical mass” of Agency Representatives are fully committed to implement and sustain the ERP.

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III. Participant profile1. Regional OCHA staff and staff from IASC agencies at mid- and senior level with experience in

emergency preparedness and contingency planning. Participants’ agencies must ensure availability of participant be to support the ERP roll-out in at least 2 countries within their region upon successful completion of the training.

2. OCHA staff and staff from IASC agencies with experience in emergency preparedness and contingency planning based in countries where the HCT (or equivalent) is ready and willing to implement the ERP approach

IV. Participants’ performance objective All participants are able to define the strategy for and facilitate the implementation of the ERP approach.

V. Learning objectivesWorking towards the overall goal and the participants’ performance objective, the Training covers 6 specific learning objectives, each covered by a module.

Module Objectives: By the end of the workshop, participants are able to:

1. The ERP approach and its role in preparedness planning

Explain the fundamental components of an effective and sustainable ERP approach.

2. Risk Analysis and Monitoring

Demonstrate ability to facilitate the implementation of the 4 steps of the Risk Analysis and Monitoring Process.

3. Minimum Preparedness Actions (MPAs)

Explain the basic steps needed to facilitate the identification, implementation and maintenance of MPAs in a specific national context.

4. Advanced Preparedness Actions (APAs) and Contingency Planning

Explain the basic steps needed to facilitate the identification, implementation and maintenance of risk-specific APAs in a specific national context.

Demonstrate the ability to facilitate a contingency planning process and to support the HCT to identify and address preparedness gaps

5. Evaluation and Close Share plans for regional and country roll-outs

Request and access adequate technical support for the ERP roll-out

Provide feedback on ToF and ERP materials for country roll-out

VI. Training team At least 2 HQ/Regional facilitators as convenors, possibly with extensive experience in

preparedness planning and in facilitating ToFs. A good understanding of the region covered by the ToF is an asset.

For the pilot: Consultant - manages the pedagogic process: adaptation of the training pack to the context, evaluation/reporting, re-shaping the package based on user-feedback.

Admin (one designated admin assistant at regional level)

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VII. Key resources for Country Roll-Out ERP “ Draft for Field Testing”

IASC Cluster approach

Humanitarian Programme Cycle (IASC TA document)

Refugee Coordination Model (RCM)

Joint UNHCR and OCHA Note on Mixed Situations, Coordination in Practice

Post 2015 Framework for DRR

Common Framework for Preparedness

CADRI Executive Summary 2013 - 2017

Integrating DRR in the CCA and UNDAF, UNDG 2007

Preparedness Package for Refugee Emergencies (PPRE)

Glossary on DRR (ISDR 2009)

InfoRM

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VIII. Preparations – the ideal scenarioWhen Who What

3 months before the set date for the ToF

OCHA

OCHA

Drafted by OCHA

Sent by admin assistant (on behalf of the TTPR Co-Chairs)

Administrative assistant in OCHA or other Regional office has been identified.

Venue has been selected and booked. Capacity of conference room: 40 seats + at least one additional conference room with 10 people capacity (see Annex 5 for details of venue). Venue easily accessible from main airport and possibly in a hotel/office near participants’ accommodation.

Admin instruction drafted

Invitations have been sent out to IASC agencies in the region to nominate regional and country level staff for the training. Max. n. of participants 25-30

Regional Head of OCHA or other IASC Agency has been invited to Open and Close the workshop

2 months before the set date for the ToF

OCHA

OCHA HQ

TTPR TRC

Admin Assistant

Participants have been identified in conjunction with OCHA Regional and Country Offices.

An e-mail with pre-reading materials hyperinked (ERP Package and the Common Framework for Preparedness), participant questionnaire, and admin instructions has been sent to participants.

Facilitators Team identified

Catering services contracted (2 lunches, 4 coffee breaks, 1 cocktail at the end of the workshop)

1 month before the ToT OCHA

TTPR TRC

List of “Stationary and Materials Needed” (Annex 4) sent to the Administrative Assistant

Facilitators’ Team has met to agree on who does what in during the Training: for each session, there

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TTPR TRC

Lead Facilitator

shall be a lead facilitator, a support facilitator (taking notes on flip) and resource persons for Group Work. One Facilitator or resource person (can be from ROs) should be identified as Rapporteur for the ToF.

Injects (fictional scenario) for MPA and APA/CP sessions have been tailored to regional risk contexts

Holds a remote meeting with Admin Assistant to ensure all steps are being implemented

1 week before workshop Admin assistant Prints:

3 copies of the Facilitators’ Folder

25 Copies of the Participants Folder (enough for all participants +3 spare)

30 copies of the ERP Package (in dropbox)

Enough copies of hand outs for all participants

Prepares a Document titled “ “Participants’ Profiles” based on Participants Questionnaires and includes it in the Facilitators and Participants’ Folders

Writes 3 sets of VIPP cards with sentences indicated in Annex 12

1 day before the workshop Facilitators and admin assistant

Visit venue and verify all stapler and Stationary and Materials are in Place. Decide on seating arrangements. This is the suggested option:

Set one table at the back (behind Participants) for those Facilitators that are not engaged in a specific session.

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IX. FoldersThe Facilitators’ Folder

This Facilitators’ Pack (this file), which includes all annexes The ERP Guidance Document (printed/bound separately for easy

consultation) Details of participants, extracted by the admin assistant from the “participants’

questionnaire”. Copy of ppts with facilitators’ notes

The Participants’ Folders Copy of ppts in the “Notes” layout The ERP Guidance Document (printed/bound separately for easy

consultation) Details of other participants, extracted by the admin assistant from the

“participants’ questionnaire”. 1 pen and 1 notebook

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Outline of TrainingDay before ToF: Facilitators’ Team + Admin Assistant meet for two hours at venue to rehearse and to check venue, print outs, facilities needed (see Annex 1).

Time Day 1 Day 2

0800 Training team meets Training team meets

0830 Participant registration and assembly

09000930

Introductions: Facilitators & ParticipantsObjectives and Flow of the Training

Recap of previous dayModule 4: Advanced Preparedness Actions and Contingency Planning

Includes 30’ group work on APAs

09301015

Module 1 – part 1: Global picture: The ERP approach and its role in preparedness planning.

CADRI, CFP, ERP, PPRE.

Includes 20’ group work on Terminology

1015-1030 Break

10301100

Module 1 – continuedGroup work: Elements of a Good Response

Module 5: APA and CPFocus on APAsWhat they represent and How they are developed; linkage between APAs and Contingency Planning. Identifying, addressing preparedness gaps

Includes 30’ group work (based on inject, prioritize 3-4 APAs. Pick one and define actions needed to implement it)

11301230

Module 2: Risk Analysis and MonitoringWhich are the main risks and how should we rank them?Includes 30’ group work (assessing risks in Klandestaan)

1230 Lunch Lunch

1330

1500

EnergizerModule 2 - ContinuedDebrief on Risk Identification and Ranking group workEstablishing a risk monitoring system: categorizing hazards, defining indicators and thresholdsIncludes 30’ group work (establishing a monitoring system)

Energizer

Contingency PlanningDeveloping and testing the contingency plan

Includes 20’ group work. Describe operational delivery activities need for imminent response targeting 100,000 people

1500 Break

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15151700

Module 3: Minimum Preparedness ActionsWhat the represent and How they are developed, implemented and monitoredIncludes 40’ group work (prioritize MPAs for Klandestaan, pick one MPA and define actions needed to implement it)

Module 6: ERP In the Region, Evaluation and Close40’ group work on recap of ERP steps, accountabilities for each step and roll-out plan/s in the region

Closing: address parking lot issues

17001730

Day 1 Review Contingency time for final remarks and wrap up

1730 Close of day 1 Close

1800 Training team meeting Training team meeting

1900 Training team adjourns Training team adjourns

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Day One9000-0930: Opening & Introductions

Session objectivesBy the end of this session, participants will:

Have a knowledge of the background and experience of fellow participants and training team members

Have been reminded of the workshop goal, objectives & programme

Key Messages During the workshop, there will be time to share experiences and ask questions

The goal of the workshop is that participants are familiar with the ERP and its implementation, so that they can facilitate its roll-out in the region, including at national and sub-national level

Punctuality is of essence

Facilitator Review NotesParticipants and trainers need to know who is in room and participants need to understand objectives of course and its route-map. Fail to do so and we will lose even more time later in the workshop. Start slowly to finish fast! Good opportunity to set tone, light but firm (e.g. on timing).

Session resourcesSelf-Assessment Form

Ppt on Workshop briefing

0930-1130 - Module 1: The ERP approach and its role in preparedness planning

Learning objectivesParticipants demonstrate the ability to create the conditions to launch and sustain an effective ERP Approach in their Country through:

i. Understanding inter-agency commitments and how apply which tool/guidance in different risk settings: the Transformative Agenda, the Common Framework for Preparedness, CADRI, the PPRE and their connections with the ERP Approach

ii. Why transitioning from the 2007 Contingency Planning Guidelines to the ERP

iii. Understanding which ERP component to use when (MPAs, always; imminent high risk – APAs, CP)

iv. Advocating for full engagement of the HC/RC and key HCT Agencies/NGOs/IFRC and clusters (where activated)

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v. Involving key National Partners to pave the way for the implementation the ERP Approach at National level (led by the Government) and linking the ERP with national frameworks/plans

vi. Involving key technical partners and donors at local and international level in risk assessment and to support the full implementation of the MPAs and APAs.

Key messages1. The CFP and ERP are part of the Transformative Agenda: the CFP focuses on inter-agency

cooperation for Government capacity development, the ERP focuses on inter-agency preparedness. The two are linked

2. CADRI and ERP are connected but have a different scope. PPRE applies to refugee situations.

3. ERP: an operational inter-agency guidance, replacing the 2007 IASC Contingency Planning Guidelines. CFP: focuses on national ownership.

4. ERP is a RC/HC accountability and is binding to the HCT.

5. ERP focuses on inter-agency preparedness, but in many cases it should provide entry points to national preparedness planning and capacity building.

6. ERP is intended to provide a practical and flexible approach to response planning that can be tailored to meet the country context and capacity.

7. Early involvement of partners/donors pays back

Outline of contentGlobal commitments for preparedness 50%CADRI, CFP, ERP, PPRE. Mainstreaming preparedness in the UNDAF and other long-term programmes

Possible entry points for ERP 20%Key inter-agency (UNDAF development, mid-term review etc.) or national planning milestones

Identifying Participants and Partners 30%

Participants: the RC/HC, the Head if NDMA (if applicable), key emergency managers from the HCT, cluster/sector coordinators. Partners: donors, technical partners that can offer support

Session resources:PPTs

Inject for group work

1130-1500 - Module 2: Risk Analysis and MonitoringLearning objectivesParticipants demonstrate the ability to facilitate the implementation of the 4 steps of the Risk Analysis and Monitoring Process, specifically:

i. Facilitating the identification of potential hazards possibly through consultation with Government partners and technical experts

ii. Facilitating the hazard ranking exercise based on the 5 by 5 Impact and Likelihood scale

iii. Facilitating the identification of indicators and the setting of tipping points for the establishment/implementation of APAs

iv. Facilitating the establishment of an effective risk monitoring mechanism

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Key messages1. Effective risk analysis is an essential component of the ERP as it provides both a common

understanding and a prioritization of risks that might require a humanitarian response

2. Effective risk analysis and monitoring must involve a significant number of stakeholders, especially national actors

3. Risk analysis should be an on-going process. However, an overall review should be carried out at least once a year

4. Seasonal, evolving and static hazards require different monitoring systems

5. Different types of hazards require different planning processes (i.e. refugee situations: PPRE)

6. Tipping points in risk escalation must be linked to RC/HC commitment to trigger action on the part of the HCT and partners

7. Monitoring risks requires a standing professional capacity, risk monitoring mechanism either centralized in one Agency/Entity, or diversified depending on the hazard being monitored.

Outline of contentRisk identification - 15%

The 5 threat categories: natural hazards, armed conflict/civil unrest, epidemics/pandemics, drastic changes in the socio-economic environment, environmental hazards

Ranking Hazards- 20% How to run a successful risk ranking exercise using the 5 by 5 tool

Identifying indicators and tipping points - 30% How to develop solid monitoring indicators (reference to Annex 2)

Reaching an agreement on who will monitor top risks tipping points

Establishing a Monitoring System – 35% Identifying different mechanisms for Seasonal, Evolving and Static hazards.

Session resources:PPTs

Inject for group work (same as inject for MPA exercise)

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1330: Energizer – from chaos to orderTiming : 2 - 5 minutes

Materials : Masking tape or similar

Instructions : Arrange 2 lines of tape on the floor, on opposite sides of the meeting room, one parallel to the other. Divide participants in 2 groups giving each one a 1 and a 2 and then asking number 1s to stand on one side of the room etc (to ensure that groups have the same number of members). Ask each group to stand on their line all facing the other group.

Ask them to arrange themselves in alphabetical (first name) order without stepping off the line.

Variation: You can also ask the group to arrange themselves according to:HeightShoe size

BirthdayKilometres travelled to venue

The group that finishes the line first wins.

Tip: To demonstrate non-verbal communication, you could ask the group to arrange themselves without speaking.

1515-1730 - Module 3: Minimum Preparedness Actions

Learning objectivesParticipants demonstrate the ability to facilitate the development of MPAs. Specifically, participants:

vii. Understand that the MPAs focus on the basic steps to improve inter-agency response providing a minimum level of preparedness for all types of hazards

viii. Are familiar with the MPA structure and the use of the “key questions” to assess gaps in regard to inter-agency preparedness.

ix. Are familiar with the different sub-categories of the MPAs and know how to use MPAs flexibly to fit particular country contexts

x. Are able to support countries on how to record and monitor MPAs implementation

Key messages1. MPAs are a collective effort by all key humanitarian partners. Their sustainability depends from

inter-agency commitment and standing technical capacity

2. MPAs should be regularly re-assessed, and cyclical investments will be needed to maintain them

3. The “key questions” should be used as a capacity gap assessment tool, which guides collective prioritization of MPAs.

4. A work plan and a tracking system for MPAs is needed.

Outline of contentContext and Gap analysis and prioritization 50%

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Using the key questions in the ERP Guidance and the list of MPAs as a checklist

Facilitating prioritization, what’s first?

MPAs area by area, tips and challenges 50%

Resources:PPTsInject for group work (same as inject for Risk Monitoring)

Day Two0900-1230 - Module 5: Advanced Preparedness

Actions and Contingency PlanningLearning objectivesParticipants can explain the key elements of Advanced Preparedness Actions process; specifically, they demonstrate being able to:

xi. Understand how the APAs differ from the MPAs and help elevate the HCT to a state of readiness

xii. Guide HCTs on when an how to activate APAs and CP

xiii. Understand the challenges of establishing accountabilities for activating APAs and CP and know how to overcome them

xiv. Are familiar with the different sub-categories of the APAs and know how to use APAs flexibly to fit particular country contexts

xv. Understand the CP templates structure, its alignment with the Strategic Response Plan template and are able to use it

xvi. Describe the purpose of a CP and its advantages for gap analysis and preparedness planning

xvii. Know how to use the CP for identifying preparedness gaps and advocating for preparedness funding

Key messages1. The APAs are all about being operationally ready to respond. They are about maximising the in-

country response capacity

2. ERP facilitators are expected to guide HCTs in deciding when to step-up preparedness to APA and CP level and how to implement and facilitate action

3. Being able to facilitate action means knowing what needs to be done and calling on the right partners to achieve the each APA

4. Acknowledging capacity gaps and escalating decisions is key times of crisis: call for support!

5. A good CP is concise and realistic both operationally and funding-wise, clear on accountabilities, clear on humanitarian priorities, focused on people, existing inequalities and social dynamics

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Outline of contentOverview of APAs/CP – 20%

Short description of APAs and CP (what’s new in the new CP)

Key challenges and tips around crucial APAs and CP 40%Most challenging APAs will be selected by the trainees

Relying on expert resources – 20% Stand-by capacity, technical partners, IASC and OCHA support (HQ and Regional)

From contingency Planning to Response – 20%How to switch from the contingency plan to a response plan/mode

How to identify gaps in preparedness through the CP and find ways to fill them

ResourcesPpt

Inject for group work

Energizer – Wink MurderTiming : 3 - 5 minutes

Instructions: Ask the group for a volunteer. The volunteer is the detective. She/he must leave the room while the murderer is chosen.

Ask the rest of the group to close their eyes, explaining that you, the trainer, will choose a murderer by tapping them on the shoulder. When all trainees’ eyes are shut, walk quietly around the group and pick a murderer. Once chosen, call the detective back into the room. The murderer will then have to “kill” other members of the group by winking at them without being spotted by the detective. The detective must observe the group, and try to work out who the winking murderer might be.

You may allow the detective up to three guesses to figure out who it might be.

1515-1730- Module 6. Closing and EvaluationLearning objectives

i. Participants clarify all outstanding issues and recap the basic steps of the ERP process

ii. Participants recap the main steps of a ERP roll-out at country level, and discuss accountabilities for each step

iii. Participants understand their role in the roll-out at the ERP

iv. Participants have a broad overview of the other country roll-out plans in their region

Key messages1. ERP roll out is a IASC global priority for preparedness

2. Regional and HQ remote and in situ support is available

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3. Facilitators’ feedback on the roll-out constraints and achievements will be needed to adjust tools and support available globally

Outline of contentERP Roll-Out, moving forward: entry points – 20%Sharing country plans – 30%Support and tools available and needed– 20%Evaluation and closure – 30%

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Annex 1. StationeryThe following is needed based on 25 participants, 10 training team members and 5 spares, totalling 40:

Item Number Checkfolders: 4-5cm hardcover A4 ring binders 40sets of dividers each with 10 dividers 40name tags (with blank card - participants to write their own names with thick marker)

40

note pads 40pens 40rolls of flip chart paper 6paper punches (one in training room for handouts etc and one in secretariat room) 2staplers (one in training room for handouts etc and one in secretariat room) 2boxes of staples 2staple removers 2pairs of scissors 2packs of Patafix UHU, Bluetak or similar (gummies to stick VIPP cards on wall) 5rolls of transparent adhesive tape – 15mm wide 2rolls of masking tape – 15 mm wide 2reams of 80gm/m2 white paper suitable for laser and inkjet photocopiers and printers

10

Thick-tipped flip-chart markers, 20 black, 20 red, 20 blue, 20 green (not white board markers), thick-tipped so writing can be easily visible from 10 metres.

80

box of thin-tip permanent markers of different colours with thin tip for writing on USB sticks, files etc

1

USB sticks 30VIP cards (200 gm/m2) of various colours - A5 size (148 x 210 mm) 300

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Annex 2. Training rooms

Rooms requiredA total of five rooms are required in one location:

Main training room: One main training room with sufficient space for 30 participants to be seated around 5 or 6 round tables in one arc (no second row) facing the presentation area. The presentation area should have sufficient space for the presenter to move freely in front of the screen with a table for a data projector and a table for his/her notes, handouts and props. At the back of the room there should be an area where 3-5 resource persons can sit and listen to the session without distracting the participants if they need to take notes etc. There should be sufficient space for group exercises (standing in a circle). There should be sufficient wall-space for flip-charts, VIPP cards etc.

Coffee break space: Outside the main training room there should be space nearby for refreshments to be served during coffee breaks. Direct access to a terrace or garden for coffee breaks is desirable. Arrange for varied refreshments in coffee-breaks, varied selection of teas, soft drinks if possible.

Training team room: One training team room close to the main training room with sufficient space for up to 10 training team members to be seated around one large table plus a minimum of three smaller tables for individual work.

Secretariat room: for printing, etc. This can be combined with the training team room.

Breakout space: Sufficient breakout space for participants to work in 5-6 groups.

General requirementsAll rooms should be:

Secure that equipment can be left unattended during breaks and overnight

Well ventilated and lit with natural light and ventilation wherever possible

Private and quiet enough so that participants and the training team can work without fear of being either distracted by noise from without or being overheard by people passing by

Within walking distance from participant accommodation when provided but far enough away from any offices, shopping malls etc to avoid any temptation to just “pop into the office” or “pick up that ….”.

WIFI is required in all rooms but it should be possible to turn it off in the training and break out rooms to avoid participants being distracted by emails etc. to do with their “day job”.

Equipment 6 flip chart stands are needed.

One data projector, laptop and screen in the main room

One computer, printer and photocopier in the training team room

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Annex 2 . Participant questionnaire

Part A: Participant introductions – to be shared with fellow participantsThis will be issued to participants prior to the workshop as part of the participant survey. A copy of the form will be included in the participant pack issued on registration.

Full Name:

Known as / short name:

Email:

Tel:

Organisation:

Based in:

Current Job title & Role

Profession:

Experience summary:

Number of years, main locations:

Recent humanitarian experience

Where, when, responsibilities:

My expectations of the workshopWhat I need

1

2

3

My contributions to the workshopWhat I can offer

1

2

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3

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Annex 3. Individual evaluation sheet

ERP Training of Facilitators

Day 1

Color Coding:

Achieves 0 to 20% of learining objective

Achieves 20 to 50% of learning objective

Achieves 50 to 80% of learning objective

Achieves 80 to 100% of learning objective

Session and Learning Objectives Score

Opening and Introductions

1. Have a knowledge of the background and experience of fellow participants and training team members

2. Have been reminded of the workshop goal, objectives & programme

Other comments:

Module 1 – The ERP approach and its role in preparedness planning

Participants demonstrate the ability to create the conditions to launch and sustain an effective ERP Approach in their Country through:

1. Understanding inter-agency commitments and how apply which tool/guidance in different risk settings

2. Why transitioning from the 2007 Contingency Planning Guidelines to the ERP

3. Understanding which ERP component to use when (MPAs, always; imminent high risk – APAs, CP)

4. Advocating for full engagement of the HC/RC and key HCT Agencies/NGOs/IFRC and clusters (where activated)

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5. Involving key National Partners to pave the way for the implementation the ERP Approach at National level (led by the Government) and linking the ERP with national frameworks/plans

6. Involving key technical partners and donors at local and international level in risk assessment and to support the full implementation of the MPAs and APAs.

Other comments:

Module 2 – Risk Analysis and Monitoring

Participants demonstrate the ability to facilitate the implementation of the 4 steps of the Risk Analysis and Monitoring Process, specifically:

1. Facilitating the identification of potential hazards possibly through consultation with Government partners and technical experts

2. Facilitating the hazard ranking exercise based on the 5 by 5 Impact and Likelihood scale

3. Facilitating the identification of indicators and the setting of tipping points for the establishment/implementation of APAs

4. Facilitating the establishment of an effective risk monitoring mechanism

Other comments:

Module 3 – Minimum Preparedness Actions

Participants demonstrate the ability to facilitate the development of MPAs. Specifically, participants:

1. Understand that the MPAs focus on the basic steps to improve inter-agency response providing a minimum level of

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preparedness for all types of hazards

2. Are familiar with the MPA structure and the use of the “key questions” to assess gaps in regard to inter-agency preparedness.

3. Are familiar with the different sub-categories of the MPAs and know how to use MPAs flexibly to fit particular country contexts

4. Are able to support countries on how to record and monitor MPAs implementation

Other comments:

Module 4 – Advanced Preparedness Actions and Contingency PlanningParticipants can explain the key elements of Advanced Preparedness Actions process; specifically, they demonstrate being able to:

1. Understand how the APAs differ from the MPAs and help elevate the HCT to a state of readiness

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2. Guide HCTs on when an how to activate APAs and CP

3. Understand the challenges of establishing accountabilities for activating APAs and CP and know how to overcome them

4. Are familiar with the different sub-categories of the APAs and know how to use APAs flexibly to fit particular country contexts

5. Understand the CP templates structure, its alignment with the Strategic Response Plan template and are able to use it

6. Describe the purpose of a CP and its advantages for gap analysis and preparedness planning

7. Know how to use the CP for identifying preparedness gaps and advocating for preparedness funding

Other comments:

Module 6 – Closing and Evaluation

1. Participants clarify all outstanding issues and recap the basic steps of the ERP process

2. Participants understand their role in the roll-out at the ERP

3. Participants have a broad overview of the other country roll-out plans in their region

4. Facilitators gather views on this training package and requests for additional tools and support needed at country-level

5. Facilitators gather general views on ERP materials available for country roll-out

Other comments:

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Annex 4 – Injects for Group Work in Module 1: Terminology

Definition and terminology cards for “Disaster Terminology” exercise

This document contains the “definition and terminology cards” to be used during the opening session “disaster terminology” exercise. The facilitator needs to cut each card and use as instructed in the facilitator’s notes.

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Natural process or phenomenon that may cause loss of life, injury or other health impacts, property damage, loss of livelihoods and services, social and economic disruption, or environmental damage. (A natural hazard is an occurrence which may or may not result in a disaster). Corresponding Concept:

A serious disruption of the functioning of a community or a society involving widespread human, material, economic or environmental losses and impacts, which exceeds the ability of the affected community or society to cope using its own resources. Example: Storms which destroy houses, kill or injure people and damage crops due to winds or flooding. Corresponding Concept:

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The concept and practice of reducing disaster risks through systematic efforts to analyse and manage the causal factors of disasters, including through reduced exposure to hazards, lessened vulnerability of people and property, wise management of land and the environment, and improved preparedness for adverse events. (ISDR 2009) Corresponding Concept:

The outright avoidance of adverse impacts of hazards and related disasters (ISDR 2009).Corresponding Concept:

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1.

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The lessening or limitation of the adverse impacts of hazards and related disasters. Comment: The adverse impacts of hazards often cannot be prevented fully, but their scale or severity can be substantially lessened by various strategies and actions (ISDR 2009). Corresponding Concept:

The knowledge and capacities developed by governments, professional response and recovery organizations, communities and individuals to effectively anticipate, respond to, and recover from, the impacts of likely, imminent or current hazard events or conditions. (ISDR 2009). Corresponding Concept:

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The provision of assistance or intervention during or immediately after a disaster to meet the life preservation and basic subsistence needs of those people affected. (ISDR 2007 in Disaster Preparedness for Effective Response, 2008). Corresponding Concept:

The restoration, and improvement where appropriate, of facilities, livelihoods and living conditions of disaster-affected communities, including efforts to reduce disaster risk factors. (ISDR 2009)Corresponding Concept:

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Hazard

Disaster

Mitigation

Prevention

Response

Recovery

Preparedness

Disaster Risk Reduction

Annex 5. Hand-out for the Group Work on Risk Assessment and MPAs1. Fictional Country Profile

Socialist Republic of Klanndestan – Country Profile(Last updated March 2015)

Background

The area of present-day Socialist Republic of Klanndestan was conquered by the Russian Empire by 1920. Klanndestan achieved independence in 1991 upon dissolution of the USSR. From 2005 to present,

Klanndestan has been gradually liberalizing many of its economic policies and currently adopts an approach of ‘socialism in a market economy’. Engagement with the international community – including UN agencies, NGOs etc – has gradually increased.

GovernmentGovernment type: Single-party state.

CapitalSomabad

Administrative divisions9 regions: Elvorsa, Lithan, Jianmak, Kryzekum, Jahaluz, Somabad, Aimal, Rimpar, Birtestan.

GeographyLocation: Central Asia

Land boundaries: Border countries: Kazakhstan, China, Afghanistan, Iran.

Coastline: The Socialist Republic of Klanndestan borders the Caspian Sea.

ClimateThe northern region of Klanndestan is temperate, while the southern region is sub-tropical. The country’s climate is characterized by seasonal and day-to-night fluctuations in air temperatures. Summer is long, dry and hot; spring is humid; and winter is irregular. Air temperatures in the desert can reach 45-49 degrees Celsius. In the southern region, temperatures can drop down to -25 degrees Celsius. In the plains, precipitation is minimal (between 80-200 millimetres). In the foothills, precipitation can be as much as 300-400 millimetres per year, and about 600-800 millimetres per year on the west and south-west slopes of mountain ridges.

People and societyEthnic groups: Klannde (70%), Ruthe (10%), Urude (6%), other (14%).

Languages: Klannde (official, 100%), Ruthean (75% of population understands), Urude dialect (6%).

Religions: Muslim (70%), Orthodox, Buddhism, Jewish, other.

Population: 60,760,814

Risk Profile

Recent Events

1. FloodingIn spring, large amounts of snow-melt cause rivers to burst banks as well as causing mountain lakes to overflow.

The provinces of Elvorsa, Lithan, and Alma, have experienced flooding in four of the last six years. The worse of the flooding occurred in the Province of Elvorsa, which lies on the Caspian Sea, in 2009. At least 65 people were killed and 45,000 left homeless in the floods.

On an annual basis there are around 22 flash floods and mudflows per year over the last 5 years.

2. Forest fires and landslidesThe province of Birtestan in the east is particular susceptible to forest fires during the summer months. In 2012 four people were killed and nearly 200 households had to be evacuated. The province also suffers from landslides in the higher areas during the wet autumn period. In 2010 the main highway linking Klanndestan with China was cut off. Two villages with a population of 100 and 150 families respectively were affected.

3. EarthquakesAll the provinces of Klaandestan experience tremors on a regular basis, however these then to be small usually less than 3 on the Richter scale.

4. Industrial AccidentsMass industrialization has led to a number of oil and chemical spills into local rivers and lakes in the main industrial belt around the capital Somabad. The Government appears to be sensitive about international interference in this issue.

5. Regional issuesFighting in northern Afghanistan has forced tens of thousands of the Urude people to flee into neighbouring countries. An estimated 50,000 Urude have fled into the southern province of Jahaluz over the last years. Jahaluz has a population of is 500,000. The main Urude population live in the Province of Jahaluz. In the early 90s after independence there was a brief Urude independence movement, which was brutally suppressed by the then government.

Reports from Kazakhstan suggest that there is a growing Urude independence movement there. There has been a spate of terror attacks and small skirmishes with the Kazak army. Kazakhstan has the second highest number of Urude refugees from Afghanistan. There have also been calls for establishing an independent Urude state in the region.

HCT Preparedness Status

Annex 6. Hand-out for the Group Work on APAs and Contingency Planning

HCT Preparedness Status Klanndestan 2015

PREPAREDNESS HIGHLIGHTS1) Workshop on humanitarian architecture, coordination, IM, and funding was held for Govt, NGOs, UN & Red Cresent. 2) Inter Agency Contingency Planning Familiarization Training Workshop led to the 1st draft version of IA CP in January 2015.

RO support activities1. HCT and governments understand basic roles and responsibilities

Good

Training on OCHA support and tools provided to RC/HC

Yes 1. IACP Familiarization Training Workshop -> 1st version of IA CP developed inJanuary 2015. 2. Workshop on humanitarian architecture, coordination, IM, and funding was held for Govt, NGOs, UN & Red Cresent.Training on Humanitarian Architecture

provided to key partners Yes

Emergency Response Preparedness (ERP) process initiated

Yes

2. Humanitarian coordination structures Goo

d

Inclusive HCT established No 1. Enhanced Coordination Workshop for Govt, UN, NGOs, Red Cross, Donors -> UN and Government have agreed on coordination led by the Government.

Coordination structures for response agreed with HCT and government

Yes

External coordination support requirements identified by RCO and clusters

No

3. HCT and governments able to initiate joint assessments Fair

Training on IASC operational guidance on needs assessment provided to RC/HC and cluster lead agencies

Yes1. Regional MIRA training and training of trainers carried out in Tallin, with one participant from Klanndestan attending only, as spaces were limited.

Common assessment methodology outlining responsibilities for conducting a PSD agreed

No

4. Inter-agency funding documents are issued Fair Training on CERF, CAP and Flash Appeal provided to key partners Yes

1. Workshop on humanitarian architecture, coordination, IM, and funding 2. CERF support workshops held, but no formal CERF or CAP trainings organized in late 2014.

Draft Appeal and tentative project proposal prepared where possible

No

Mechanism for monitoring and evaluation agreed on No

5. HCT are able to produce IM products based on coordinated inputs

Fair

Training on emergency IM and IASC operational guidance on IM provided to RCO and cluster lead agencies

Yes1. IM presentation for civil society and UN2. Workshop on humanitarian architecture, coordination, IM, funding3. Joint workshop on humanitarian architecture, IM, HIV/AIDS, and gender in emergencies for CT and Gov5. Workshop on IM in emergencies for Gov

HCT has required IM capacity and resources No

Basic structures agreed to allow joint situation reporting No

6. HCT have an agreed crisis communication strategy Poor

Crisis communications plan agreed NoA strategy per se has not been agreed, however the IM trainings (above) provide tools and standards for reporting, dissemination of joint products

7. Effective coordination exists between Goo

Developments in KlanndestanViolence in the southReports are coming in of series of attacks on Klanndestan Military bases in the Province of Jahaluz by the newly formed Urude Liberation Front (ULF) over the last number of weeks. Under pressure the government of Klaandestan entered into dialogue with the ULF yesterday. As a result a temporary truce has been negotiated.

Sources within the military and civil society, however, indicate that the truce is unlikely to last for more than five or six weeks. They suggest that both sides will use the time to bring in reinforcements. There have been unconfirmed reports of heavily armed ULF fighters gathering on the Afghanistan border.

Reports from NGOs on the ground indicate large numbers of people, mainly from the majority Klannde ethnic group (around 100,000 people) could be affected if the fighting resumes.

The HCT has met with the Government and has developed a situation analysis. Based on this analysis the HCT has agreed the following Response Strategy:

The humanitarian community will provide immediate relief assistance for up to 100,000 people in the event of displacement if conflict breaks out.

This facilitator’s package and the related presentations and exercises have been developed with the generous financial support of :

The Government of Germany, German Humanitarian Assistance:

The Government of the United Kingdom, Department for International Development: