DISASTER PREPAREDNESS PLANNING LESSON 4

LESSON FOUR

DISASTER PREPAREDNESS PLANNING

Disaster preparedness planning involves identifying organizational resources, determining roles and responsibilities, developing policies and procedures and planning activities in order to reach a level of preparedness to be able to respond timely and effectively to a disaster should one occur. The actual planning process is preliminary in nature and is performed in a state of uncertainty until an actual emergency or disaster occurs.

NEED FOR PREPAREDNESS PLANNING

The concept of preparedness planning is very important for those involved in disaster management. During an actual emergency, quick and effective action is required and it will depend on having plans in place before a disaster strikes.

In a preliminary plan, we can identify:-

1.      Emergency shelter sites

2.      Plan and publicize evacuation routes.

3.      Identify emergency water sources

4.      Determine chains of command and communication procedures.

5.      Train response personnel

6.      Educate people what to do in case of an emergency.

OBSTACLES TO PREPAREDNESS PLANNING

Preparedness planning is more difficult than planning an emergency operation in response to an actual disaster.

1.      Resistance to plan because it diverts attention and scarce resources away from ongoing work to plan for an event that may not occur.

2.      Political pressure on decision makers to address or acknowledge possible disaster scenarios.

This may be overcome by promoting its importance and making preparedness planning on going process at the time of relative normality.

Planning may be ineffective if all affected parties are not included in the process. Experience shows that plans created by an external person or by an isolated individual or agency are usually not valued and used. A team approach is the most desirable because it allows for diverse perspectives to be shared during the planning process.

COMMUNICATION AND COORDINATION OF PLANS

National programmes should communicate with and coordinate their plans with those of other government agencies and non-governmental organizations involved in disaster response, to improve planning, reduce duplication of efforts, make plans more realistic and increase the overall effectiveness of disaster response.

Direct coordination helps agencies to clearly divide responsibility for different operations and plan their actions accordingly. Joint development and updating of preparedness plans can serve as the basis for coordination among agencies.

It is critical that all stakeholders both at a national and local level clarify their respective roles and responsibility   ties in disaster preparedness and response and establish the necessary communication and coordination mechanisms among the different levels.

A plan must be a live document and planners should encourage viewing, critique and discussion from those who approve it and implement its components.

PLAN ELEMENTS

1.      Management, organization and coordination

Many agencies take part in emergency response operations; therefore clear coordination of activities is required to ensure that the maximum number of people is assisted in the shortest possible time and to avoid unnecessary duplication of services.

When creating a preparedness plan each agency should also identify the activities it will be responsible for and its anticipated level of involvement in the event of an emergency and where the responsibility of each function will reside. If two groups will perform similar function, it is important to clarify the distinct and overlapping roles of each organization.

2.      Assessment of portable needs

Based on previous disasters, planners should compile a list of likely needs and available resources.

3.      Activating population emergency notification and disaster response system

The plan should define ways to provide the population with emergency warning as well as the people who are responsible for this function. There must be a system for initiating a disaster response in case of an emergency.

The plan should also ensure ways of involving volunteers and allowing staff to work extra hours.

4.      Emergency needs assessment

Effective response operations are impossible without a precise emergency or disaster situation assessment and thorough evaluation of required humanitarian and other relief. To be effective, assessment work should be well planned and organized before it is carried out. A comprehensive needs assessment should be conducted immediately after an emergency and updated thereafter.

When planning for an emergency needs assessment, identify:-

                                i.            Who and when is responsible for the assessment.

                              ii.            What information is required at each stage of the emergency?

                            iii.            How and where research teams will be formed and trained

                            iv.            What standards are being used to indicate the severity of the emergency?

           

The minimum humanitarian standards in disaster response developed by the sphere project can assist organizations in prioritizing information collection needs and planning an appropriate level of response. It includes the information on the following sectors:-

                                i.            Water supply and sanitation

                              ii.            Nutrition

                            iii.            Food aid

                            iv.            Shelter and site planning

                              v.            Health services

5.      Resource mobilization and allocation

Responding to an emergency and implementing the preparedness plan will require resources. The preparedness plan should consider:-

                                i.            Availability and quantity of resources.

                              ii.            The number of staff needed during an emergency.

                            iii.            Plans for procuring the resources that are not currently available.

                            iv.            Identify resources that will be needed and not readily available.

6.      Communication between agencies

Sharing and exchanging information among representatives of various agencies is crucial during emergencies, to ensure clear and effective communication in an emergency. The plan should specify how communication will take place and via what medium.

7.      Sector components

                                i.            Rescue and medical assistance for the affected

Major emergencies and disasters often result in deaths and injuries. The disaster preparedness plan should outline;-

ü  The responsible organization for search and rescue

ü  How to dispose off dead bodies

ü  The organization to deliver first aid

ü  Who will be responsible for medical evacuations and hospitalization.

                              ii.            Water and sanitation

In an emergency there is lack of safe drinking water, which may cause serious health problems. Since people can live without food longer than water, supply of clean drinking water is a priority in an emergency. Sanitation includes; provision of safe water; disposal of human excreta, wastewater and garbage; insect and rodent control; safe food handling; and site drainage.

                            iii.            Food and nutrition

Food provision is aimed at meeting the need of the affected population during an emergency. The preparedness plan should define, calculate and stipulate how food will be provided in emergencies of differing intensities and impacts.

                             iv.            Logistics and transport

Emergency response operations require transport of humanitarian and personnel and equipment to the disaster site. Logistics and transport issues are crucial to a successful response.

                               v.            Health and nutrition

Access to safe water, good sanitary conditions of dwellings and proper nutrition help avoid diseases.

                             vi.            Shelter

In some cases urgent shelter provision is needed for those whose houses have been destroyed or are unsafe. Urgent repair work; provision of tents and tarpaulins for temporary shelter; or sheltering homeless people in public buildings like schools may be required.

                           vii.            Search and reunification of families

One of the priority social welfare tasks in many relief operations is to quickly initiate a search for missing people and reunite lost family members. The family is the basic social unit in most societies and plays a key role in meeting needs and solving community problems.

                         viii.            Protection and security

Preparedness plans should identify who is responsible for protection and security, and identify the actions to be taken to ensure the protection of the affected population and their belongings as well as the safety of the emergency responders.

ENSURING PLN IMPLEMENTATION

           

1)      Public awareness

Corporation among disaster response agencies and the public is essential if response operations are to be successful. Agencies involved in response operations need to inform the public in the at risk areas about the responses plans and arrangements for the area, as well as educate them about basic local preparedness measures that they can take to reduce the impact of a potential disaster.

2)      Updating the plan

Plans become outdated due to social, economic, organizational and other changes. Keeping the plan current and relevant is a difficult task, but can be achieved by scheduling regular reviews.

3)      Links to national plan

It is the responsibility of the government to ensure the safety and preparedness of its citizens, and to coordinate the work of various organizations involved in disaster response.

4)      Rehearsals, training and plan review

The only way to know if a plan works is to implement it, evaluate it and revise it as appropriate.

Rehearsals will expose both the strengths and weaknesses in preparedness plan. They are the only way to keep plans fresh and should be followed with discussions on updating and modifying the plan to improve it.

Based on the actual response, organizations can review their preparedness plans and update them to reflect the reality, opportunities and challenges experienced in a disaster situation.

Example of a typical structure of a disaster preparedness plan

Introduction	Legislative Authority Related documents
The Am, Definition and abbreviation, The country (region, State)	Topography Climate Demography Industry Government organization
The threat	History Natural events (by Type) Industrial accidents (by type)
Command and coordination	Powers and responsibilities at each level Command authorities and posts Description and role of Emergency service
Planning groups	Arrangements for sectoral planning (such as Medical, Transport, and Communications)
External assistance	Arrangements and authority for requesting assistance from outside the planning area.
Emergency operations centers, Activation of organizations	Warning systems Receipt and Dissemination of Warnings
Operational information, Counter disaster organizations	Government Departments Defense ministry Local Government Voluntary Organization Arrangements for Liaison
Administration, Financial procedures, supply	Emergency Purchasing Procedures Powers for Requisitioning
Public information	Announcements (requiring action) Information releases Emergency broadcasting Multi – language broadcasts
Sub – plans	Communications, Police, Fire services, Medical, Rescue, Welfare, Housing, Public works, Transport, Power, Registration and Tracing services.