Session 3 COORDINATION

Module 1

Session 3 COORDINATION

Module 1

Session 3: Coordination

Introduction:

Immediately after disaster, emergency response tends to be unorganized, chaotic and uncoordinated

Coordination is needed at various levels of administration: local, national, and regional

Emergency Preparedness Plans may already have identified a coordination structure

Module 1

Introduction

Coordination is very vital for the following tasks:

Manage information and coordinate assessment activities

Identify required resources Implement a plan of action to emergency

response operation Disseminate accurate information to all

partners and stakeholders

Module 1

Session Objectives

At the end of the session, the participants will be able to:

Discuss the importance, purpose, guiding principles of coordination, and areas for collaboration

Utilize techniques of coordination in support of EOC

Module 1

Q & A

What is Coordination?

Module 1

CoordinationIs sharing of information with other persons or

organizations so they can work together in harmony without friction or overlapping

It is based on regular communication of relevant data

Coordination is facilitation

No single model that can be

provided

Module 1

Q & A

Why do we need to conduct coordination?

Module 1

Objectives of coordination

Improve efficiency, effectiveness, and speed of response

Provide a framework for strategic decisions

Unify the strategic approach

Reduce gaps and duplication

in services

Ensure appropriate division

of responsibilities

Module 1

Coordination is vital for the following tasks:

Managing information and coordinate assessment activities

Identify required resources

Implement a plan of action for emergency response operation

Disseminate accurate information to all partners and stakeholders

Module 1

Requirements for coordination

Perceived need for coordination

Manual of understanding and respect

Active participation of stakeholders

Agreed parameters and

responsibilities

Common vocabulary and concepts

Transparency

Module 1

Spectrum of Coordination Activities

Informationsharing

Resource sharing& Task Division

Collaborative Planning

And Programming

Least Difficult Most Difficult

“The degree of coordination possible will depend on the circumstances”

Module 1

Services and Activities of Coordination

Coordination meetings

Technical session

Joint assessments

Technical and logistic session

Joint action / intervention

Module 1

“ Coordination is facilitation”

Module 1

5 P’s of Facilitation1. PURPOSE – explains the overall aim of the

session Have ground rules, a clear agenda, and

desired outcomes

2. PRODUCT- describes the session’s deliverables in specific outputs

Discuss needs and lines of action Reach a consensus on objectives, strategies

and plans

Module 1

5 P’s of Facilitation3. PARTICIPANTS – push the issues

Know their perspectives and concerns Designate experienced chairperson with

facilitative behaviori. Listeningii. Encouragingiii. Participationiv. Not defensivev. Asking open- ended questionsi. Optimistic but realistic

Module 1

5 P’s of Facilitation

4. PROBABLE ISSUES – give an idea of the potential roadblocks

Sort issues by categories and types Approve agenda before starting the meeting

Module 1

5 P’s of Facilitation5. PROCESS – the detailed set of steps that will

be taken to create the product

Circulate information among partners Preliminary word clarification and definition,

brainstorming, rank order of issues according to importance to the group Have group memory by using flip charts or

handouts

Module 1

Areas for Collaborative Planning and Programming

1. Preparation of Contingency Plans

2. Exchange/distribution of personnel and liaison

3. Plans for shared use of facilities

4. Investments in infrastructure

5. Evacuation and transportation

Module 1Potential Shared Resources1. Identify the affected population and jointly

assess local capacity and needs

2. Identify gaps and overlaps in assistance

3. Agree on standards of assistance and services

4. Collaborate in preparation of appeals

5. Negotiate as a group for access and resources

6. Conduct common training

Module 1

Techniques of coordination

1. Have a good and strong facilitator

2. Have a common goal

3. Define parameters. With consensus on objectives, strategies and plans

4. Discuss needs and lines of actions

5. Identify strengths and capabilities before dividing work and responsibilities

6. Encourage member participation

7. Clear range of services each agency can provide

Module 1Techniques of coordination

8. Priority to the whole group. Each agency is vital

9. Clear and attainable mission statements

10. Support from top management

11. Awareness of partners on policies and protocols

12. Adopt responsibilities of what was agreed upon

13. Be flexible and adjust to changes

14. Adequate incentives

15. Have a product showing team’s effort and share to have sense of accomplishments. Celebrate.

Module 1

Q & A

What barriers have you encountered in your coordination activities?

Module 1

Barriers to coordination

1. Competition for resources

2. Threats to autonomy

3. Disagreement on objectives

4. Differing expectations of coordination

5. Lack of trust

6. Cost/benefit perceived as unsatisfactory

7. Need fir organizational credit

8. Unilateral donor actions and agendas

9. Rapid staff turnover

10. Poor transition preparations

Module 1

Coordination of Humanitarian Response

Considerations in Organizing

Response Teams for deployment:

1. Time of occurrence of the emergency Immediately after the emergency After 24 hours or 72 hours

Module 1

Coordination of Humanitarian ResponseConsiderations in Organizing


2. Assessment/Situation Report is significant as basis of organizing team

Data about the incident

i. Nature of incident (causative and additional hazards, projected evolution)

ii. Affected areaiii. Affected population

Module 1




3. Health Impact Direct impact (causes, rates of morbidity,

mortality, malnutrition, etc. Other reasons (trauma, burn, disease outbreak, etc.)

4. Projected evolution of health situation

Module 1




5. Expressed need from the

affected area

6. Other impacts in the community Lack of safe water Environmental sanitation Health facilities and services

7. Magnitude and size of population

8. Existing response capacities

Module 1

Exercise:

Case scenario:

Typhoon ‘Ketsana’ hit Metro Manila resulting to massive flooding affecting people, houses and critical facilities like hospitals, etc. Thousands of the population were affected leading to displacement to 200 evacuation centers. You are tasked to provide humanitarian assistance:

Questions:

What coordination actions will you do?

What resource mobilization will you do?

Module 1

Response Teams for immediate deployment

ICS Support Team

Rapid AssessmentFirst AidSearch and RescueEMS (transport and

logistics)Evacuation Center

Evac. Center Team

EMS Team

First Aid Team

SAR Team

RHA Team

Module 1

Response Teams for further Deployment

Considerations:

Need to establish health system Need to support the treatment of

injuries Need to support the medical cases Provision of public health services

to include disease surveillance Support for resource management Support risk communication Provide protection and safety of

victims and responders

Module 1Response Teams for further Deployment

Response Operation at Evac. Center

MedicalTeam

Nutrition Team

WASH Team

Hospital TeamAs needed

Surveillance Team

Logistics Management

Team

MHPSS Team

Module 1

Level of Coordination: National or Local

DOH LWAUNICE

F

OXFAM

Save the

Children

Cluster Approach (WASH Cluster)

Module 1 Regional Response Coordination

Regional Management Coordination

Jurisdiction AIncident

Management Function

Jurisdiction BIncident

Management Function

Information SharingStrategic Coordination

Master Mutual Aids Agreements

Operations

Logistics

Planning/ Informati

on

Admin/

Finance

Operations

Logistics

Planning/ Informati

on

Admin/

Finance

Tactical Mutual Aid Agreements

Module 1External Response Assets which must be closely coordinated

1. Public Health

2. Emergency Management

3. Emergency Medical Services

4. Law enforcement

5. Non-hospital medical assets

6. (community physicians, clinics and other patient care organizations)

7. Fire services

8. Regional response assets from

other jurisdictions or sectors

Module 1

Management of International Relief Team (Principles) Foreign teams should only be sent in

response to a specific request from the affected country

Foreign agencies should register their presence and their staff with the national disaster agency and commit to participate in national and local coordination processes

Foreign teams should be asked to sign a code of conduct, to commit to be self sufficient and to not “poach” the best government staff

Module 1

Management of International Relief Teams

Ministry of Foreign Affairs manages foreign assistance, through provision of:

guidelines for accepting foreign assistance (supplies and teams)

standard protocols to register agencies and qualifications of proposed team members wishing to travel to the disaster

fast track process for National Disaster Coordinating Body to receive and clear applications to provide foreign assistance

fast track process for visas, immigration and customs clearances

Module 1

Management of International Relief Teams

designated arrival points for foreign teams and supplies

welcome desks at designated airports to receive, register, brief, issue ID cards, transport and accommodate foreign teams

mechanisms to consult sectoral agencies and national disaster management agencies on pending offers to seek acceptance / refusal / delay / more information

mechanisms to deploy foreign teams to places where they are actually needed and requested

mechanisms to document the work of foreign teams

Module 1

Tools in Management of International Relief

Country laws to define roles and responsibilities of foreign teams and mechanisms to initiate requests for foreign assistance

Mechanisms to accept, register deploy foreign teams

Special arrangements to accept assistance from foreign military teams

Mechanisms to ensure that foreign teams know and respect local health practices

Mechanisms to monitor the ethics and competencies of foreign relief workers, and to address issues of malpractice and abuse

Module 1The factors to consider in the organization of Humanitarian Teams:A. Type of disaster, expected risks,

appropriate teams and composition:

Disaster Expected Risks Appropriate Teams 1. Flood, Landslide, Cyclone

•More Displaced population• Trauma injuries• Medical problems• Injuries that need operation• Psychosocial problems

More Public Health Team

Trauma Team

Psychosocial Team

2. Earthquake •More Trauma injuries•Injuries that necessitate operation•Medical problems•More Displaced population•Psychosocial problems

More Trauma Teams

Public Health Team

Psychosocial Team

Module 1

B. Requested services to be delivered

Hospital services Out patient (consultation) services Psychosocial interventions Public health services in evacuation sites

C. Expected condition in the mission site

Hospital needs technical assistance Mobile hospital needs technical support Evacuation sites need public health services Mission site with or without security and safety With or without good working environment (ex.

lack of safe water, etc)

Module 1

In organizing Medical Team, the following requirements are to be considered:

Experience of the members in disaster response Attitude, Commitment, Spirit of Volunteerism of

the responders Recommendation of HEMS Director or

Coordinator Multi-oriented, Multi-tasked , flexibility of

responders Included in the list/pool of prospective DOH

Hospitals Response Teams and Public Health personnel with specialization specified (database)

Ready teams who are tested on local disaster before international deployment

Module 1

Team leader should be involved in selecting other team members

Separate listing of prospective team leaders Updates on disaster management / training/orientation Team trained on emergency preparedness and response

and ready for deployment (Skills & Leadership training) Alternates / Substitutes must be identified Team building with composition approved by the

respective director Consider post-training evaluation rating in the selection To a minimal extent, with ready requirements (passport,

visa, etc)

In organizing Medical Team, the following criteria are to be considered:

Module 1

Composition of the Team (minimum members)

A. Hospital Team (Trauma Team)• General Surgeon (general / thoracic)• Orthopedic Surgeon• Anesthesiologist• Internist / Pediatrician• Nurse / Paramedic• Infection Control Nurse/etc.

Module 1

B. Public Health Team

• Public Health Physician (general/family physician)

• Epidemiologist• Environmental health specialist

(sanitary/environmental engineer)• Public Health Nurse

C. Psychosocial Team• Psychiatrist• Psychologist• Mental Health Social Worker• Mental Health Nurse

Module 1

D. Administrative Officer / Logistics Officer

E. Information management officerF. public information/media officer

*It is being recommended that team members should have been trained in health emergency management

Module 1

Organizational Structure of the team:

Team Leader Assistant Team Leader Planning Team Administrative (finance)/

Logistics Operations (Hospital

and Public Health)

Team Leader

Assistant Team Leader

Planning Admin/Finance

LogisticsOperations

(Hospital and Public Healtjh

Module 1

Roles and Functions:

A. Team Leader Over-all commander (command, control,

coordination) Overseer (ensure security of the team) Focus the group on the mission Represents the team/country Approves all communications, reports and other

transactions Receives and translates directives from the

central office Spokesperson of the team

Module 1

B. Assistant Team Leader

Assist the team leader in management of the team

Acts as Team Leader in his/her absence Acts as the liaison officer Heads the Operations Team

C. Planning Team (composed of the heads of operations, logistics, admin & PIO)

Develops daily plan and schedule of activities Prioritization of activities Provides technical assistance and pieces of

advice to the team leader

Module 1

D. Administrative (finance) / Logistics

Oversee the logistical requirements and utilization

Ensures availability of logistical needs for daily activities

Ensures availability of transportation if needed Resource Management Ensure the completion of liquidation/financial

transactions Safekeeping of all travel & financial documents Secure Certificate of Appearance Turn-over documents needed for liquidation to

HEMS

Module 1

E. Operations (Hospital, Public Health & Psychosocial)

Oversee the entire operations and reports to Team Leader

Prepares schedule of daily activities Ensures availability of and regular submission

of reports from different teams for approval of the Team Leader (statistical report, analysis, situation and needs assessment)

Identifies issues and concerns with appropriate recommendations

Module 1

Cluster A group of agencies, organizations, and other

stakeholders

interconnected by their respective mandates,

working together to address needs in a specific area of humanitarian activity for greater effectiveness and efficiency

Module 1

Aims of Cluster Approach

• To improve the predictability, timeliness and

effectiveness of humanitarian response

• To strengthen preparedness and capacity to

respond to humanitarian emergencies by ensuring leadership and accountability in

key areas

Module 1

• strengthen system-wide preparedness and technical capacity to respond to humanitarian emergencies

• designate global Cluster Leads

• ensure predictable leadership and accountability in all the main sectors or areas of activity

“Cluster Approach” at global level

Module 1

• ensure more coherent and effective response

• more strategic resource mobilization• clearly designated lead in each sector

• in support of existing government coordination structure and emergency response mechanisms

“Cluster Approach” at country level

Module 1

For every sector, a “cluster”or group of organizations addressing needs together.

SECTOR = Area of Activity

(e.g. Heath, WatSan, Nutrition)

UN

Natl NGOs

Red Crs

Govt

IntlNGOs

Civil Society/Groups

Predictable Leadership

Greater Accountability

Module 1

Expected Outputs of Global Cluster

Developed global guidance, standards, tools and resources

Built response capacity through trainings, rosters, and material stockpiles

Operational support through preparedness and planning, technical expertise, advocacy and resource mobilization

Module 1

Expected Outputs of Global Clusters

Coordination and management

Information Management

Rosters and Stockpiles

Capacity Building of National Counterparts

Operational support

Module 1

ExerciseMetro Manila was hit by Typhoon Ketsana resulting to

massive flood, damaging houses, lifelines, health facilities and displacing thousands of families to hundreds of evacuation center. You are the focal person of Ministry of Health which is the lead agency of Health Cluster and you are intending to involve the cluster in the emergency response operation.

Question:

What are your coordination actions to be done?

What coordination activities will you do? And how?

Prepare the expected product of your coordination meeting, your contingency plan

Module 1

Health Cluster at the Country Level

Lead and coordinate

Seek collaboration and inclusiveness

Conducts health needs assessment

Facilitate joint strategic and action plans

Incorporate cross cutting issues

Turn plans into action through leadership

Monitor and report

Build local capacity

Advocate and mobilize resources

Be provider of last resort

Module 1Cluster Approach in Philippine Disaster Management System

Cluster Gov’t. Lead IASC Co-lead Agency

1. Nutrition DOH UNICEF

2. WASH DOH UNICEF

3. Health DOH UNICEF

4. MHPSS DOH UNICEF

5. Emergency Shelter DSWD IFRC/UN Habitat

6. Camp Coord. & Mgt.

OCD/PDCC IOM

7. Protection DSWD UNICEF

8. Early Recovery OCD UNDP

9. Logistics OCD WFP

10. Food DSWD WFP

11. Agriculture DA FAO

12. Livelihood DSWD ILO

Module 1

Thank you

Documents

Session 3 COORDINATION