Disaster Management Training Program Preparedness UNDP

2nd.
Edition
Disaster
Preparedness
Disaster Management Training Programme
GE.94-02897
Disaster
Preparedness
2nd Edition
Module prepared by: Randolph Kent
DHA
Disaster Management Training Programme 1994
This training module has been funded by the United Nations Development
Programme in collaboration with the Office of the United Nations Disaster
Relief Coordinator for the Disaster Management Training Programme
(DMTP) in association with the University of Wisconsin Disaster
Management Center.
This module was written by Randolph Kent.
The text was reviewed by: Everett Ressler; Brian Ward, Asian Disaster
Preparedness Center; Jose Luis Zeballos, PAHO; and staff members of
UNDP and UNDRO.
Editorial services, including design, educational components and formatting,
have been provided by InterWorks. Design consultation and desktop
publishing have been provided by Artifax.
Cover Photo: The Sasakawa/UNDRO Disaster Prevention Award poster,

from UNDRO NEWS, May/June, 1988.
The first edition of this module was printed in 1992. Utilization and duplication of the
material in this module is permissible; however, source attribution to the
Disaster Management Training Programme (DMTP) is required.
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PREPAREDNESS
CONTENTS
U.N. reorganization and the DMTP........................................................8
Introduction ...........................................................................................9
Overview ........................................................................................ 11
Overview of the concept ...................................................................... 11
Working definition ...............................................................................12
PART 1 Planning for disaster preparedness ............................. 15

Vulnerability assessment ......................................................................16
Planning ..............................................................................................18
Institutional structure ...........................................................................23
Information system ..............................................................................26
Resource base .....................................................................................28
Warning system ...................................................................................30
Response mechanisms .........................................................................31
Public education and training ...............................................................33
Rehearsals ...........................................................................................34
CASE STUDY ...................................................................................37
SUMMARY .......................................................................................39
PART 2 International collaboration for preparedness .............. 41

United Nations system ........................................................................43
U.N. at headquarters level ...................................................................44
U.N. at field level ...............................................................................45
UNDP in the field ...............................................................................46
U.N. agencies and development projects .............................................47
SUMMARY .......................................................................................49
PART 3 Implementing disaster preparedness plans ................. 51

Promote plan at national level ..............................................................51
Establish reliable information base .......................................................53
Define appropriate institutional structures ............................................54
Consider this advice ............................................................................56
CASE STUDY ...................................................................................58
SUMMARY .......................................................................................60
Annex 1: Checklist of basic information required by a UN-DMT ...... ...61

Annex 2: Acronyms .............................................................................65
Annex 3: Additional reading ................................................................66
Module evaluation ...............................................................................67
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Disaster
Preparedness
United Nations reorganization and the

Disaster Management Training Programme
Since this module was written, there have been reorganizations within the United Nations
system. This section describes these organizational changes and explains the expanded role of
the United Nations in Disaster Management.
In December 1991 the General Assembly of the United Nations adopted resolution 46/182*
establishing the Department of Humanitarian Affairs (DHA) in order to strengthen “the
coordination of humanitarian emergency assistance of the United Nations” and ensure
“better preparation for, as well as rapid and well-coordinated response to complex
humanitarian emergencies as well as sudden and natural disasters.” The Department
incorporates the former UNDRO as well as former UN emergency units for Africa, Iraq and
South-East Asia. The Secretariat for the International Decade for Natural Disaster Reduction
(IDNDR) also forms part of the Department.
With regard to complex emergencies, DHA often operates in the grey zone where security,
political and humanitarian concerns converge. Policy planning and policy coordination are
performed in New York, where DHA works closely with the deliberative organs of the United
Nations and with the political, financial and economic departments of the Secretariat.
The Geneva Office (DHA-Geneva) concentrates its activities on the provision of emergency
operational support to governments and UN operational entities. It is also responsible for the
coordination of international relief activities related to disaster mitigation. It continues to
handle the UN system’s response to all natural disasters.
An Inter-Agency Standing Committee (IASC) chaired by the Under-Secretary-General for
Humanitarian Affairs has been established pursuant to General Assembly resolution 46/182.
It associates non-governmental organizations, UN organizations, as well as the International
Committee of the Red Cross (ICRC) and the International Federation of Red Cross and Red
Crescent Societies (IFRC). The Executive heads of these agencies meet regularly to discuss
issues relating to humanitarian emergencies. An inter-agency secretariat for the IASC has also
been established within DHA.
Several Special Emergency Programmes (SEP) have been organized within the Department,
including the Special Emergency Programme for the Horn of Africa (SEPHA), the Drought
Emergency in Southern Africa Programme (DESA), the Special Emergency Programme for the
New Independent States (SEP-NIS), as well as the United Nations Office for the Coordination
of Humanitarian Assistance to Afghanistan (UNOCHA).
DHA promotes and participates in the establishment of rapid emergency response systems
which include networks of operators of relief resources, such as the International Search and
Rescue Advisory Group (INSARAG). Special attention is given to activities undertaken to
reduce the negative impact of sudden disasters within the context of the International Decade
for Natural Disaster Reduction (IDNDR).
The Disaster Management Training Programme (DMTP), which was launched in the early
1990s, is jointly managed by DHA and UNDP, with support from the Disaster Management
Center of the University of Wisconsin, on behalf of an Inter-Agency Task Force. It provides a
framework within which countries and institutions (international, regional and national)
acquire the means to increase their capacity-building in emergency management in a
development context.
*Copy is included in The Overview of Disaster Management Module.
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FOR DISASTER
Preparedness
PREPAREDNESS
INTRODUCTION
Purpose
This training module, Disaster Preparedness, is designed to introduce
one aspect of disaster management to an audience of U.N. organization
professionals who form disaster management teams, as well as to
government counterpart agencies, non-governmental organizations and
donors. This module is designed to increase the audience’s awareness of
the nature and management of disasters, leading to better performance in
disaster preparedness and response.
The content has been written by experts in the field of disaster
management and in general follows UNDP/UNDRO Disaster Management
Manuel and its principles, procedures, and terminology. However,
terminology in this field is not standardized and authors from different
institutions may use the same terms in slightly different ways.
Scope
The purpose of this module is to introduce you to basic concepts related to
disaster preparedness. The first part of the module sets forth various
categories to consider in planning for disaster preparedness: from assessing
vulnerability to actually rehearsing the plan.
In the second part of the module, you will learn about international
collaboration for preparedness with a focus on the U.N. system. You should
come away with a heightened awareness of the roles and limitations of
international agencies in coordinating disaster preparedness efforts.
The implementation of disaster preparedness plans is discussed in Part
Three of this module: from promoting these plans to considering advice
based on common pitfalls related to implementation.
9
Disaster
Preparedness
Training methods
This module is intended for two audiences, the self-study learner and the
participant in a training workshop. The following training methods are
planned for use in workshop and are simulated in the accompanying
“training guide”. For the self-study learner the text is as close to a tutor as
can be managed in print.
Workshop training methods include:
• group discussions
• simulations/role plays
• supplementary handouts
• videos
• review sessions
• self-assessment exercises
The self-study learner is invited to use this text as a workbook. In
addition to note-taking in the margins, you will be given the opportunity
to stop and examine your learning along the way through questions inclu-
ded in the text. Write down your answers to these questions before
proceeding to ensure that you have captured key points in the text.
10
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OVERVIEW
This module is designed to help you:

learn a three-part definition of disaster preparedness
identify nine categories of planning activities for disaster preparedness
compare three UN roles in collaborating for preparedness
understand four ways to avoid problems in implementing
disaster preparedness plans
consider fourteen areas of basic information to assess for preparedness
Overview of the concept
Q. How would you define disaster preparedness?

A.
Disaster preparedness involves forecasting and taking precautionary

measures prior to an imminent threat when advance warnings are possible.
Preparedness planning improves the response to the effects of a disaster by
organizing the delivery of timely and effective rescue, relief and assistance.
Preparedness involves the development and regular testing of warning
systems (linked to forecasting systems) and plans for evacuation or other
measures to be taken during a disaster alert period to minimize potential
loss of life and physical damage. It also involves the education and training
of officials and the population at risk, the training of intervention teams, and
the establishment of policies, standards, organizational arrangements and
operational plans to be applied following a disaster. Effective plans also
consider securing resources, possibly including stockpiling supplies and
earmarking funds. These plans must be supported by enabling legislation.
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Disaster
Preparedness
Working definition
HAZARD
Disaster preparedness minimizes the adverse effects of a hazard through
A rare or extreme event in
effective precautionary actions, rehabilitation and recovery to ensure the
the natural or human-made
timely, appropriate and effective organization and delivery of relief and
environment that adversely
affects human life, property assistance following a disaster.
or activity to the extent of This is a broad definition of disaster preparedness. Let’s analyze some of
causing a disaster.
the points made in this definition.
DISASTER “minimizes the adverse effects of a hazard-”

A serious disruption of the
Long-term risk reduction measures are intended to minimize the adverse
functions of a society,
causing widespread human,
effects of a hazard by eliminating the vulnerabilities which hazards would
material, or environmental otherwise expose. These measures directly reduce the potential impact of a
losses which exceed the hazard before it strikes. Disaster preparedness assumes that certain groups
ability of the affected society of people or property will nevertheless remain vulnerable, and that
to cope using only its own preparedness will have to address the consequences of a disaster’s impact.
resources.
“through effective precautionary actions-”
ASSISTANCE
This module explains the components of effective precautionary actions and
The provision on a
how develop them. Too often the end product of disaster preparedness is
humanitarian basis of
material aid and services
seen as a static plan to be devised and then field until it is needed. Disaster
necessary to enable people preparedness must be seen as an active, on-going process. Preparedness
to meet their basic needs for plans are dynamic ventures which need to be reviewed, modified, updated
shelter, clothing, water and and tested on a regular basis.
food. Assistance is available Some analysts distinguish between “active” and “passive” disaster
for extended periods.
preparedness measures. Passive aspects of disaster preparedness include
the preparation of disaster manuals, stockpiling of relief goods and the
RELIEF development of computer lists of resources and personnel. “Active” disaster
The provision on a preparedness would include developing comprehensive response plans,
humanitarian basis of monitoring hazard threats, training emergency personnel, and training
material aid and emergency
members of the communities at risk.
medical care necessary to
save human lives. Relief “to ensure timely appropriate and effective delivery of relief-”
supplies and services are
provided in the period Disaster management involves the response to or anticipation of a hazardous
immediately following event. Disaster mitigation includes both disaster preparedness and
a sudden disaster.
prevention. One of the most difficult aspects of disaster management is that
of timing. Timing is also critical to disaster preparedness. Speed and
timeliness are often treated synonymously, causing serious problems in the
relationship between relief inputs and their effects. There are certain basic
needs in some types of disasters, such as shelter and clothing, that may be
required immediately. In terms of alleviating immediate distress, speed will
be essential. However, there are other forms of relief that, under certain
circumstances, may be disruptive unless delayed. There is the obvious
example of food. Rushing in excessive amounts of food aid before a clear
assessment of local market conditions and agricultural prospects are known
can create dependency and undermine local economies. Timeliness, not
speed, should be the preparedness criterion.
ANSWER (from page 11)
Compare your answer with
paragraph 1 under “Working
Definition.”
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INTRODUCTION
PREPAREDNESS
Appropriate assistance requires careful scrutiny. The list of inappropriate

relief items that find their way to disaster affected communities is all too
long. The issue goes beyond the standard stories of canned ham sent to non-
pork eating communities and spiked-heeled women’s shoes sent to flooded
regions.
There is an important and natural link between disaster preparedness,
recovery and rehabilitation. You must consider whether the provision of
appropriate relief and assistance is designed merely to ensure the immediate
survival of affected communities or to pave the way for recovery. Not only is
the question essential to determine the boundaries of disaster preparedness Effective disaster
itself, but it becomes a practical determinant in the type of measures and preparedness planning
resources you commit to the implementation of a disaster preparedness plan. should incorporate
You ignore the linkage between disaster preparedness and recovery the types of relief and
and rehabilitation at your peril, or at the peril of the affected community. assistance inputs that
Effective disaster preparedness planning should incorporate readiness for will be needed for
self-reliant action that will be needed for communities not only to survive communities not
but to recover. only to survive
The effective organization and delivery of the disaster response suggest but to recover.
obvious criteria for disaster preparedness. Systematic planning, well
executed distribution of relief, clear cut roles and responsibilities are all
subjects that will be treated in this module. Now let’s put the concepts of
“effective” and “delivery” into context. Inevitably, disaster situations create
conditions of chaos. The best laid plans can reduce, but not eliminate, that
chaos. Effectiveness is relative. Preparedness plans should seek to anticipate
the sources of chaos and should tell us what to do when plans go awry. The
criterion of effectiveness becomes particularly important in the context of
distribution. The key here is that effectiveness is measured in terms of the
ability to deliver needed relief to those in need. Often in emergency situ-
ations, food and non-food relief arrives at the scene of a disaster without
a pre-established structure to ensure that those in greatest need are the
immediate beneficiaries. The most important test of effectiveness is that
those in need receive adequate relief and assistance.
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Disaster
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NOTES
14
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1
PART
PLANNING FOR
DISASTER PREPAREDNESS
In this part of the module you will learn:
three objectives of vulnerability assessments
the typical structure of a disaster plan
how to recognize:
- four obvious planning points
- four less obvious planning points
- nine categories of preparedness planning: vulnerability assessment, the plan,
the institutional framework, information systems, the resource base, warning
systems, response mechanisms, education/training, and rehearsals
Part One should give you an understanding of the major components

involved in disaster preparedness and provide a basis upon which a
national disaster preparedness strategy can be developed. The disaster
preparedness framework illustrated on the following pages outlines
activities that are essential to the development of a preparedness strategy.
Although an implementation sequence for these activities is suggested, some
activities may be undertaken simultaneously, or even in reverse order.
Q. In your country, which activities have already been under-

taken to promote disaster preparedness?
A.
15
Disaster
Preparedness
Vulnerability assessment
Disaster Preparedness Framework
Vulnerability Planning Institutional

Assessment Framework
Information Resource Warning

Systems Base Systems
Response Public Education

Rehearsals
Mechanisms and Training
In most instances, you can identify particular geographical areas or com-

munities that are predictably under threat from a hazard. These may include
traditionally drought-prone areas, or communities living near volcanos or in
flood-prone areas. They could be squatter settlements in which housing
structures are known to be vulnerable to hurricanes, or communities unpro-
tected from industrial waste. However, vulnerability need not be tied to
particular geographic locations or communities. Displaced people, forced to
flee from conflict or collapsing economic conditions, represent a community
of sorts that can fall within the purview of vulnerability assessments.
Vulnerability assessments are valuable tools for establishing an essential
disaster management plan.
Vulnerability analysis is a continuing, dynamic process of people and
organizations assessing the hazards and risks they face and determining
what they wish to do about them, if anything. Vulnerability assessment also
includes a means of structured data collection geared towards understanding
the levels of potential threats, needs and immediately available resources.
Assessment includes two general categories of information. The first is
relatively static infrastructure information that provides bases for
determining the extent of development, types of physical advantages and
disadvantages faced by communities residing in an area, and a “map” of
available structures (such as roads and hospitals) that might be useful in
times of emergencies. The other category includes relatively dynamic
socioeconomic data indicating causes and levels of vulnerability,
demographic shifts and types of economic activity.
There is nothing mysterious about the concept of vulnerability assess-
ments.1 Their initial objective is to establish a data base that focuses upon the
likely effects of potential hazards, relief needs and available resources.
Vulnerability assessments should be linked with development interventions.
When communities are determined to be vulnerable, development assistance
ANSWER (from page 15) may obviate the need for emergency assistance.
Answers can relate to any of
the nine categories set forth in
the Disaster Preparedness
Framework.
1 See also the Disaster Management Training Programme module, Vulnerability and
Risk Assessment.
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There are three main reasons why assessing vulnerability is critical for
disaster preparedness. First, accurate vulnerability assessments serve as a
means to inform decision-makers about the utility of national and local level
approaches to disaster preparedness. Vulnerability
assessments should
Second, decision-makers are usually aware of disaster propensities
serve as the basis for
within their own countries. However, until the dimensions of the disaster
a more continuous
threat and levels of preparedness or unpreparedness are fully appreciated,
“habit” of monitoring
there may not be an effective starting point upon which to construct an
trends in physical,
overall plan.
socioeconomic and
Third, vulnerability assessments should serve as the basis for a more infrastructure
continuous “habit” of monitoring trends in physical, socioeconomic and conditions of
infrastructure conditions of disaster-prone countries. In that sense, the initial disaster-prone
effort of developing a data base through vulnerability assessments should countries.
become the basis for maintaining and updating an essential informational
tool for development planning purposes.
On a technical level, vulnerability assessments serve as the starting point
for determining the types of plans that should be developed as part of a
national disaster preparedness strategy. For example, it is useful to know
that people living on the deltaic coastline of Bangladesh are vulnerable to
tropical storms. However, such information is of little use unless you also
know the seasonal migration patterns of these people, whether or not those
who till the land normally bring their families to the delta, and the number of
two-story buildings in the area.
Q. Why should vulnerability assessments serve as the basis for a

more continuous “habit” of monitoring trends in physical, socioeco-
nomic and infrastructure conditions of disaster-prone counties?
A.
17
Disaster
Preparedness
Planning
Vulnerability Institutional
Planning


Rehearsals
Planning is the theme of the whole disaster preparedness exercise. One

objective is to have agreed-upon, implementable plans in place, for which
commitment and resources are relatively assured. Planning for readiness
includes working out agreements between people or agencies as to who will
provide services in an emergency to ensure an effective, coordinated
response. These agreements might take various forms: memos of
understanding, mutual aid agreements, or individual agency and master
plans. The ultimate objective is not to write a plan but to stimulate on-going
interactions between parties which may result in written, usable agreements.
The written plan is a product, but not the main goal, of the planning process.
There are four obvious points to be considered in any planning effort.
A plan must:
have a clearly stated objective or set of objectives
reflect a systematic sequence of activities in a logical and clear
manner
assign specific tasks and responsibilities
integrate its activities, tasks and responsibilities to enable the overall
objective or set of objectives to be achieved
Four other aspects of planning should also be considered.
Clarity
Is this a “national disaster preparedness strategy” of a “contingency plan?”
National disaster preparedness strategies include broad exercises which
ANSWER (from page 17) review the structure of all relevant institutions and their response capacities.
Because information-gathering This review includes central and local levels of government in an attempt to
for disaster preparedness is a prepare for disasters in the context of the “disaster continuum.” (See Figure
dynamic, on-going process.
1). It incorporates disaster preparedness within all disaster phases as well as
within development programs. Such strategies normally include disaster
mitigation, preparedness, recovery and rehabilitation.
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PREPAREDNESS
Typical Structure of a Disaster Plan

FIGURE 1
Typical structure of
a disaster plan
19
Disaster
Preparedness
Disaster contingency plans normally focus on means to address

particular hazards. This is not to say that a good contingency plan
ignores the need for mitigation and recovery measures, but it
usually is not concerned with the entire disaster continuum, such
as rehabilitation and development linkages. The main focus is on
ways to address a particular hazard (such as a flood), within a
fairly finite period, such as from early warning and response to
immediate recovery phases. An effective national strategy will
usually generate various contingency plans to meet specific
disaster conditions.
Disasters strike in different ways and at different times. For
example, certain countries have to face persistent, slow-onset
disasters that occur almost on an annual basis during a three to
five year cycle, affecting substantial portions of a society, such as
drought-related famines in the Horn of Africa. Other countries
face chronic sudden-onset threats. For example, floods in
Bangladesh may normally affect a predictable part of the
population in a geographically well-defined area. There are other
nations, including Mexico, which may suffer severely from
natural disasters which are relatively rare in occurrence, spread
out over much longer intervals.
The answer to what types of plans or strategies are needed
obviously depends on these and other variables. To what extent
will a government of a disaster-prone country wish to commit
national resources or external aid to this extensive an
undertaking? From a structural and institutional point of view,
would it be better to introduce a disaster preparedness plan on an
incremental basis? For example, the plan might deal with one
type of prevalent problem such as drought, or with all types of
emergencies in a particularly vulnerable area.
Q. Explain the difference between a disaster preparedness

plan and a strategy.
A.
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Participation in the process

Of course, you can assume that the plan is designed for those most vulner-
able to hazards. Determining who the plan is for reveals two standard plan-
ning dilemmas. The first involves determining who should be incorporated
into the planning process. Experts often insist that local people and grass-
roots organizations should participate in the planning process. This advice is
justifiable for anyone who has seen the effectiveness of local coping mechan-
isms in urban or rural communities. However, how best to do this often
requires considerable institutional dexterity. Local participation can not only
present a considerable logistical problem, but government officials may not
be receptive to the input.
The second point is the extent of centralization or decentralization, not
only in the planning process but in the plan itself. For example, to what
extent will regional or local institutions be allowed to declare an emergency
or be allowed to release essential food or non-food items from prepositioned
stores? What institutional relationships will exist between local, regional and
central authorities? Who will undertake assessments, who will determine
needs, and who will “own” the information?
The planners
In the enthusiasm and commitment to develop a plan, international experts
and institutions are frequently tempted to lead the planning process. This is
a fundamental error. If this is done, it will result in a mound of paper that
benefits few. The complexities for government of introducing such a plan
might be considerable. Progress might be commensurately slow. The best
leadership role for international experts is that of gently pushing the process
from the back ranks.
Planning might best be seen as the coordination of the intentions and
plans of each collaborating party. Planning is not simply the work of
“experts.” Rather, it includes such aspects as challenging shoe factory
managers to decide how to protect and respond to threats to their employees
and facilities; or asking farmers how they intend to protect their seedlings or
animals.
21
Disaster
Preparedness
DISASTER FOCAL POINT However, to identify central planners, define which ministries and agencies
In all UNDP field offices in in the government might be directly or even indirectly involved in some
disaster-prone countries, a
senior national officer is
aspect of the proposed plan. Do not assume that if a government structure
designated this title for all has a designated disaster focal point, the field will be adequately covered by
disaster-related matters, a representative from that focal point alone. Instead, cast a wide gaze over all
including mitigation,
response and international government institutions that might feel left out if they were not represented.
UN/UNDP preparedness. Suggest to the government authority responsible for developing the plan that
full representation would ultimately derive greater commitment and more
durable results.
National as well as international non-governmental organizations
(NGOs) which have a long-term commitment in vulnerable areas should be
included in the process. Governments may not want NGOs directly involved
in the planning process, but should be urged to link them into the overall
objectives of the proposed plan. Similarly, bilateral donors should be kept
informed about the planning process. Governments may not want them to
play a direct role in the planning process; nor might the bilateral donors wish
to become directly involved in the process. However, for any financial
support which the eventual plan might require for implementation, a well-
informed bilateral donor community can be a distinct advantage. Including
UN staff in the planning process may also lead to successfully utilizing their
agencies’ resources.
With all the potential participants that might become embroiled in the
planning process, you might wonder if the planning process can ever be
sustained and controlled. It can, if you think in terms of the variety of
mechanisms in which participation can take place. For example, a national
conference can set the overall tone for a wide range of ministries and
relevant national and international institutions. A series of work groups
asked to design specific components of the plan also distributes the load and
may allow for greater participation. Workshops can bring together the
various “sub-groups” which inevitably will work under the guidance of a
core steering group that can facilitate overall activities.
Q. In your country, which entities should be involved in the

planning process?
A.

Plans focus on the means
to address particular disaster
threats, while strategies in-
clude broad exercises which
review the structure of relevant
institutions and their response
capacities.
22
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PREPAREDNESS
Status of the plan

A variety of indicators will suggest if the plan is intended to be taken ser-
iously. An obvious indication will be the level of commitment by participants The plan
to the planning process itself. An equally evident indicator is if the funds for
implementing the plan are adequate. A clear sign of commitment on the part
of government to the plan will be the enabling legislation that the plan may
receive. A disaster preparedness plan has to be underwritten by the laws of
the nation. Unless roles and responsibilities of ministries and individuals are
reinforced by legal sanctions, implementation will be jeopardized.
With these various points in mind, you should now focus upon the
contents of a disaster preparedness plan. Whether that plan is a contingency
plan focusing on specific types of emergencies or on specific geographic
areas, or a national disaster preparedness strategy, there are certain features
common to all such endeavors. Generally speaking, all planning exercises The
plan with
will have to address various points which will eventually be incorporated
appropriate
into a planning document. funding and
legislation
Institutional structure



Rehearsals
A coordinated disaster preparedness and response system is an essential

condition of any disaster preparedness plan. There is no standard way of Work within
ensuring effective coordination. Each design will depend upon the traditions established
and governmental structure of the country under review. However, structures and
a plan will rapidly deteriorate unless there is “horizontal coordination” at systems.
central government and sub-national levels among ministries and special-
ized agencies and “vertical coordination” between central and local author-
ities. Avoid creating new organizations for disaster preparedness. Instead,
work within established structures and systems. The emphasis must be
upon strengthening existing institutions rather that devising additional
layers of bureaucracy.
Disaster responses generally need the sanction of senior levels of govern-
ment. For most disaster plans in the developing world, the approval of a
president, prime minister or at least a deputy prime minister becomes the
trigger mechanism for implementing a response. Consider the relationship
between the senior level of government, ministerial levels and the functional
disaster preparedness focal point.
23
Disaster
Preparedness
An effective disaster preparedness plan will reflect an inter-ministerial

response to disaster warnings and occurrences. These inter-ministerial com-
mittees, such as exist in India, should not be below the level of Permanent
Secretary. This sort of committee will include a representative from the
designated disaster preparedness focal point, and will keep appropriate
senior government officials apprised on broad issues concerning
preparedness and relief implementation.
A focal point should be designated to ensure effective disaster prepared-
ness and to act as a coordination mechanism for disaster response. This focal
point can be attached to or become a specialized agency, such as a Relief and
Rehabilitation Commission. A focal point can also be developed within a
ministry regarded as essential for certain types of disasters. For example, a
Ministry of Agriculture might house the focal point if the nation’s principal
concern involves droughts which affect agricultural production. Finally, a
focal point might be attached to the office of a senior level of government, as
occurs in the Prime Minister’s office in Jamaica. The need for a strong focal
point is essential.
FIGURE 22
National disaster
assistance organization:
detailed plan of organiza-
tion and functions

Answer might include
specific references to
national, regional or local
government entities, UN
agencies, grassroot
organizations, NGOs and
donors. 2 Office of the United Nations Disaster Relief Coordinator, Disaster Prevention and
Mitigation, Volume 11, Preparedness Aspects, United Nations, New York, 1984, p.19.
24
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PREPAREDNESS
A variety of institutional options related to regional and community

structures also exist. In the Ethiopian National Disaster Prevention and
Preparedness Strategy, the government has decided to have parallel systems
at regional and local levels. Representatives from relevant central govern-
ment ministries are located at regional and local levels to work hand in hand
with committees comprised of representatives from local peasant associa-
tions, as well as local and regional officials. In China and India, however,
regional and state governments respectively determine most of the
functional activities needed to develop preparedness activities and to
implement plans.
Within these various institutions, who does what to implement various
aspects of the disaster preparedness plan? Defining roles and responsibilities
is one of the principal purposes of the plan. There is no standard method of
delegation that will fit the requirements of all countries. There are, however,
three points to keep in mind.
Responsibilities should reflect established expertise

It is of little use to give authority to implement an emergency food or cash-
for-work program to a body that has little knowledge about the substance of
such a program. Therefore, if one sort of measure to assist farmers to survive
after the onset of a severe drought is to expand public works construction,
then the responsibility for implementing such expanded projects should be
with the relevant ministry.
Roles and responsibilities have to be clearly defined

Imprecision
Imprecision breeds confusion. During the planning process, you inevitably breeds
will be tempted to make compromises about who should be doing what in confusion.
order to move the process along. While convenient in the short-term, too
many compromises early on may make the plan unworkable in the longer
term.
Roles and responsibilities have to be appropriate

Effective planners avoid imposing roles and responsibilities upon indivi-
duals or institutions that will not be capable of implementing them in the
foreseeable future. Nor does it make sense to assign roles and responsibilities
without regard to the political and social conditions of the country or rele-
vant regions within the country. This is especially important regarding the
functions of local officials and local institutions. Botawana’s successful
preparedness is due in part to the way it uses local tribal leaders to elicit
information about needs instead of relying on a central government official
who may be less familiar with particular areas and local relief requirements.
Assessing vulnerability builds a framework for on-going information up-
dates about the infrastructure and socioeconomic conditions of disaster-
prone areas and vulnerable people. At a very early stag in the planning
process, you should decide on who will be responsible for providing updates
of vulnerability profiles and on the frequency of such exercises.
25
Disaster
Preparedness
Information systems



Rehearsals
Early warning systems are normally comprised of various elements. They

can stem in part from information provided by meteorological offices, by a
Ministry of Health (for example, nutritional surveys), or by a Ministry of Agri-
culture (for example, crop forecasts). One major criterion for an effective plan
is an established system to ensure the coordination of all these different inputs.
An interministerial information committee can serve this purpose. This sort of
committee has to have clear-cut guidelines, reporting formats and mechanisms
as well as established reporting procedures. It is essential to link the disaster
preparedness focal point to this committee. Perhaps the focal point might serve
as the chair organization for this interministerial information committee.
An added complication involves the combination of this information with
grass-roots information, the “early warning” information obtained from those
most directly threatened, which is highly relevant and often ignored. Ensuring
that appropriate information systems are in readiness includes stimulating
information exchange systems within each agency in the emergency environ-
ment, between organizations and between the organizations and the public.
The most appropriate means of gathering and disseminating early warning
information must be carefully assessed and well defined within the disaster
preparedness plan. It is imperative that early warning messages be understood
by the people for whom they are issued.
Vulnerability assessment updates and the coordinated approach to early
warning should encompass all the standard features required of any moni-
toring system. This includes determining changes in patterns of disaster
threats, numbers of vulnerable people, and preparations for response. Moni-
toring must include an overall disaster preparedness assessment process in
which essential physical aspects of the plan are reviewed system-wide (for
example, available transport fleets and warehousing facilities) to ensure that
when disaster strikes, all that the plan anticipates is in place. Monitoring must
also include an assessment process after a disaster strikes. This is meant to
ensure that the implementation of the plan is efficient, and that appropriate
and timely relief is being distributed to targeted beneficiaries. (See Figure 3).
Specialized studies, such as transport capacity studies, will enhance the
type of information and issues that should be built into early warning systems,
vulnerability assessments and evaluations of resources required to implement
the disaster preparedness plan.
26
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
FIGURE 3
World Weather Watch
The operation of a national Meteorological Service: observations and data collection (top),
data processing and preparation of forecasts, warnings and climatological advisories
(center), dissemination of forecasts and other specialized information to users (bottom).
27
Disaster
Preparedness
Resource base



Rehearsals
The requirements to meet disaster needs will depend upon the types of
disasters the plan anticipates. Such needs should be made explicit, and
should cover all aspects of disaster relief and recovery implementation.
Specific arrangements should be established whereby each party to written
agreements can secure goods and services as required. Critical issues include
special internal arrangements for the acquisition and dispersement of funds;
policies and agreements for the use of other’s equipment and services; and
emergency funding strategies.
In assessing the resources required for a disaster preparedness plan, the
following elements should be considered.
Disaster relief funding

It is important to establish an emergency contingency fund. There is often a
need for items that cannot be easily stockpiled, such as medicines, or items
that were not anticipated, such as alternative fuels. A special reserve fund is
worth considering in your preparedness plan.
Insurance is another form of creating reserves against potential future
disasters. The following box illustrates one application of insurance.
Disaster preparedness funding

Solicit funds to pursue the activities of the planning process, including
special studies, public awareness and training. Also seek funds to develop
major inputs for the plan to function effectively.
28
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
An example of harvest insurance under government sponsorship

comes form Costa Rica.3 Since 1970, a Whole Harvest Insurance
Scheme has been operated by the State-run National Insurance
Institute. This covers up to 80 per cent of the value of disaster-
damaged crops. This scheme incorporates aspects of disaster
prevention (in that no crop loans are granted prior to the submission of
a request for insurance); of agricultural extension and development
(because certain minimum technical standards are required of
farmers); of economic planning (as some control can be exercised over
the different kinds of agricultural production); and of social engineering
(in that insurance coverage helps to even out a farmer’s income over
good years and bad).
Mechanism for aid coordination

Establish a means to ensure a coordinated, useful and timely response from
the international community if and when its assistance is required. Not only
should such a mechanism incorporate inputs from bilateral donors, but
possible assistance from non-governmental organizations should also be
brought into the coordinating mechanism.
Stockpiling
Consider the types and amounts of materials needed; whether they can be
stockpiled, and where. This is not an easy task. In particularly disaster-prone
countries, the very poverty that makes large segments of a society vulnerable
to disasters means that stockpiling significant amounts of relief materials is a
luxury. However, donors often are willing to make contributions to various
forms of “stockpiling,” such as food security reserves.
Q. Briefly describe how an entity in your region has successfully

planned a resource base for disaster relief.
A.
3
Office of the United Nations Disaster Relief Coordinator, Disaster Prevention and
Mitigation, Volume 11, Preparedness Aspects, United Nations, New York, 1984, p.14.
29
Disaster
Preparedness
Warning systems



Rehearsals
You must assume that functioning communications systems, such as

telephones and telexes, may not be available in times of a major disaster.
Begin to plan a warning system around that assumption. Consider what
type of communications equipment will be needed and sustainable if
power lines and receiving stations are destroyed. Preparedness plans
should include provisions for access to alternative communication
systems among police, military and government networks.
All too often, those for whom disaster warning systems are targeted
have little faith in the warnings. This may be due to a human inclination
to ignore what appears inconvenient at the time. It also reflects a general
misunderstanding of the warning’s message, or frustration with yet
another false alarm. Planners of effective warnings take into account the
public perceptions of warnings, training related to reacting to warnings,
as well as local conditions, attitudes and experiences.
Whenever possible, the international community should be
forewarned about hazards that might lead to appeals for international
assistance. The procedures for this form of warning should also be
anticipated within a disaster preparedness plan.
In a report entitled “The Quantitative Evaluation of the Risk

of Disaster from Tropical Cyclones,” issued by the World
Meteorological Organization in 1976, The authors emphasize
the connection between the capability of the forecasting service
and the point at which preparedness measures should be
implemented.4 It may be possible to put some measures into
effect during a warning period. Others may have to be instituted at
the beginning of the tropical storm season, or included in even
longer-term action. An example is given, although times may vary
ANSWER (from page 29) from one country to another.
Answers might include any of
the four elements set forth in
the section on “Resource
base.”
4
Office of the United Nations Disaster Relief Coordinator, Disaster Prevention and
Mitigation, Volume 11, Preparedness Aspects, United Nations, New York, 1984, p.31-32.
30
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
Every 12 hours an extended projection of the storm track for periods

up to 72 hours ahead should be made available by the forecasting
service so that all responsible authorities are able to initiate certain
preparedness measures.
At least 36 hours ahead the forecasting service should designate
the coastal sector along which a tropical storm watch should be
mounted. This would also be the signal for further preparatory action
to be taken.
12-18 hours before the tropical storm’s landfall the forecasting
service should issue warnings specifying the areas concerned, the
expected wind strengths and rainfall conditions, and the likely points
of storm surge. The hydrological service should issue warnings in
regard to river flooding and the possibility of flash floods.
Response mechanisms
Planning


Rehearsals
There are a vast number of responses that ought to be considered. Each

response depends upon the nature of the threat. Some of the broader
categories of response for a variety of hazards include:
evacuation procedures
search and rescue
security of affected areas
assessment teams
activating special installations (such as emergency hospital facilities)
activating distribution systems
preparing emergency reception centers and shelters
activating emergency programs for airports, harbors and land
transport
Once an effective disaster preparedness plan is in place, these response

mechanisms should be familiar to potential beneficiaries or to those with the
responsibilities of implementing such measures. The matrix found on
page 32 demonstrates a range of needs which may arise in different types
of emergencies.
31
Disaster
Preparedness
32
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
Public education and training
Planning


Rehearsals
One emphasis of a disaster preparedness plan should be to anticipate the

requirements for a disaster relief operation and the most effective ways of
meeting those requirements. The planning process will only be effective if
those who are the ultimate beneficiaries know what to do in times of
disasters and know what to expect. For this reason, an essential part of a
disaster preparedness plan is the education of those who may be threatened
by disaster. Such education may take the following forms.
Public education in schools

Standardized curricula for children and young adults should include
information about actions which should be taken in case of a disaster threat
or occurrence.
Special training courses

Workshops should be designed for an adult population, either specifically or
as an extra dimension of on-going programs, such as literacy or cooperative
training sites.
Extension programs
Community of village-based outreach workers should be trained to provide
relevant information.
Public information
Although television, radio and the printed media will never replace the
impact of direct instruction, sensitively designed and projected messages can
provide a useful supplement to the overall process.
In establishing educational training, remember that education is often a
two-way process in the field of disaster preparedness. For example, if a
group does not fully comprehend the warning sequences in a tropical storm
preparedness plan, it may be that the warning sequences need to be
reworked.
33
Disaster
Preparedness
Training of those who will implement portions of the disaster

preparedness plan is essential. Those responsible for issuing warnings must
be trained as well as those who will have direct relief functions. Training
cannot be a one-time event. Refresher courses are essential. Training should
be active in every way possible. Actual exercises should be performed, such
as evacuation drills.
An effective disaster preparedness plan will also give practical guidelines
on its various components, such as organizing reception camps and relief
shelters. These guidelines should be the “basic text” for related training
exercises. The figure found on page 36 is a poster from New Zeland which
effectively demonstrated disaster preparedness actions for the general public.
Q. In which aspect of public education or training has your agency

best contributed to disaster preparedness? Explain why.
A.
Rehearsals
Planning


Rehearsals
As with most simulations, disaster preparedness rehearsals cannot portray

the full dynamics and chaos of a disaster relief operation. However, this is no
excuse for avoiding the need to rehearse the disaster preparedness plan.
Rehearsals will reemphasize points made in separate training programs, and
test the system as a whole. Rehearsals invariably expose gaps that otherwise
might be overlooked.
34
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
Rehearsals must be conducted system-wide and taken seriously. System-

wide means that all the components which would be involved in a real
disaster situation, from central to local authorities, should be rehearsed. Be
forewarned that cynicism and halfheartedness may dog the rehearsal. You
must persevere, because it is the nearest anyone will get, until disaster
strikes, to seeing if the plan is effective. Rehearsals are also the only way to
keep plans fresh, especially during extended periods without disasters.
A two-day exercise held in November 1982 in Yugoslavia simulated

an emergency at the Krsko nuclear power plant.5 More than 70,000
people took part, including 8,000 officials in off-site and on-site
response groups and organizations. As part of the exercise, one
village in the vicinity of the plant was selected to demonstrate
full-scale evacuation, and people in a wider area were told to take
shelter. Precautions were taken to prevent contamination of the food
supply; fire-fighting demonstrations were held under full radiological
contamination control; decontamination facilities were set up, and
traffic controls were established.

Answers might elaborate
on any of the four forms
of education and training
5
Office of the United Nations Disaster Relief Coordinator, Disaster Prevention and listed above.
Mitigation, Volume 11, Preparedness Aspects, United Nations, New York, 1984,
p.101.
35
Disaster
Preparedness
36
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
CASESTUDY
Citizenry-based disaster preparedness in the Philippines
Because of their geographic location and physical Government disaster mitigation and response:
environment, the citizens of the Philippines suffer from The Philippines loses about 2% of its GNP to
the effects of typhoons, storm surges, volcanic disasters each year, has a population growth of
eruptions, floods, droughts, earthquakes, tsunamis 2.3% and a considerable foreign debt load. At least
and landslides, in addition to “red tide” infestations of a five percent growth in GNP per year is required to
seawater fishing areas. The country is situated on the maintain income levels. This growth level, however,
western rim of the Pacific Ocean where 50% of the was not achieved between 1986-91 and vulnerability
worlds tropical storms originate, and on the “ring of to disasters has increased. Need to boost the GNP
fire” where 80% of the world’s earthquakes and has led to exploitation of resources resulting in
volcanic eruptions occur. Another major factor deforestation, erosion and pollution of water
contributing to vulnerability is increasing poverty sources.
levels: more than 70% of Filipinos live below the
poverty line. Furthemore, approximately 50% of the A national council was established in 1978 to
housing in the country is made of light materials which oversee disaster mitigation as mainly an advisory
are not resistant to strong winds and floods. and coordinating body, but it lacks funding and
decision making power. Two national early warning
Description of events: Typhoons and floods are the systems agencies suffer the same shortages of
main disaster events in the Philippines. According to funding and resources. A calamity fund which can
government estimates, typhoons cause a average of be appropriated for relief and rehabilitation has been
500 deaths per year and damages of US $ 128 million. slow to respond in the past, and the result has been
Heavy rains accompanying typhoons, exacerbated by a high level of dependency on external relief
deforestation, soil erosion and siltation/clogging of assistance.
waterways, cause extensive flooding and landslides.
In the typhoon “Uring” disaster of November 1992, Citizen’s Disaster Response Network: In the late
more than 8,000 people were killed in flashfloods, 1980’s, concerned citizens began to set up a nation-
presumably brought about by uncontrolled logging. wide network for disaster response called Citizens’
Disaster Response Center (CDRC) which later
A major earthquake has occurred in the Philippines became CDRN (network). The key concept behind
once every six years. In 1990, a magnitude 7.7 the agency was the recognition that vulnerable
earthquake killed 1,666 and caused US $ 440 million sectors of the population should be the main actors
in damage. Of the 220 volcanoes in the country, 21 are in disaster response and not merely victims
considered active. In June of 1991, Mt. Pinatubo requiring outside assistance. This prompted
erupted resulting in US $ 400-600 million in damage, preparedness and resource mobilization efforts.
affecting 1.2 million people with ashfalls, mudflows CDRN tries to provide a framework for helping
and lahars and permanently altering the environment. communities avoid or recover from disasters. It also
seek to be development oriented in its approach to
In addition to the “natural” hazards, human have relief and rehabilitation operations.
created their own disasters by engaging in armed
conflict for the past twenty years. Insurgent groups Interagency Coordination-Operating from 19
have established strongholds in many parts of the centers, CDRN collaborates with municipal and
country where fighting occurs with government troops. village level disaster response committees,
Hundreds of thousands of persons have become particularly in areas affected by the major disasters
uprooted or displaced from their homes, posing mentioned above. CDRN went on to establish
significant social and economic costs. relationships with other agencies on a national level
and formed an interagency network composed of
37
Disaster
Preparedness
CASE STUDY continued
nine agencies including four NGOs. Each unit of the Formation of volunteer teams: The experience of
network can be activated to form an emergency CDRN in forming grassroots volunteer teams has
structure composed of a disaster coordinator other shown that the teams lessen the impact of disasters
staff dealing with information, local resource and reduce costs of relief and rehabilitation. A program
generation, finance and logistics and field officers. has been set up for the communities which continue
CDRN relies on peoples’ organizations (POs) from to be threatened by eruptions and lahars from Mt.
local populations to mobilize disaster volunteers in Pinatubo. The functions of this program, named the
sufficient numbers to perform different aspects of Barangay Disaster Response Unit, are:
disaster management.
Disaster Preparedness: training in skills and
Planning: Agencies work together to avoid operations related to disaster preparedness such as
duplication in drawing up of a disaster operations plan. hazard mapping, disaster planning and community
The plan includes: drills.
1. Analysis of vulnerabilities and capacities –
This includes summing up of the physical, social and Mitigation: implementing development projects to
motivational conditions of the communities, including lessen the effects of disasters.
coping mechanisms and responses. National data is
verified through field visits. Social mobilization: enlisting support from the entire
community and mobilizing members to deal with
2. Situation assessment – Information gathering issues and problems.
activities must be planned to be the basis for rapid
implementation and to provide the direction for
immediate interventions. Networking: linking with government agencies,
the private sector, POs and NGOs.
3. Adequate logistic support – The importance of
earmarking funds for emergency relief operations was Collaboration to solve problems-CDRN does not
underscored by the 1990 earthquake and 1991 take the place of government agencies but rather
eruptions. A stockpile of goods is needed for cooperates with them to exchange information and
immediate access, and transport and communications services. Interaction with NGOs has facilitated mutual
networks should be pre-planned. learning and understanding and, most importantly,
the maximization of resources. Both local and foreign
Training: CDRN has developed training modules donor agencies have much to contribute beyond
relative to specific problems in the Philippines. providing funds, in terms of expertise, ideas and
Following the Mt. Pinatubo eruption of 1991, CDRN suggestions. Realizing that certain issues affect
training included education inputs on volcanoes and vulnerability to disasters, CDRN also collaborates with
volcanic eruptions, evacuation, and drills on relaying NGOs and POs to seek solutions to the problems of
warning signals. First, the disaster response networks foreign debt and environmental degradation. CDRN
and the POs are given training and they, in turn, acts as an advocate for human rights and works
conduct education campaigns in the affected toward finding a settlement to the armed conflict.
communities.
Source: Delica, Zenaida G., “Citizenry-based Disaster Preparedness in the Phillipines”, in Disaster vol. 17,
Number, pp. 239-247., September, 1993.
38
1
PLANNING
PART
FOR DISASTER
PREPAREDNESS
SUMMARY
Planning for disaster preparedness involves nine categories of planning

activities.
1. Vulnerability assessment: a dynamic on-going process of people and

organizations that
• assess hazards and risks
• establishes a data base that focuses upon the likely effects of potential
hazards
• anticipates relief needs and available resources.
2. Planning: a process
• for generating clear goals and objectives
• which identifies specific tasks and responsibilities for people and
agencies in disaster emergencies
• and includes grassroots organizations, NGOs, local and national
governments, donors and UN agencies which have a long-term
commitment in vulnerable areas.
3. Institutional framework: the “horizontal” and “vertical” coordination of

people and organizations which avoids the creation of new structures for
disaster preparedness and instead works within established networks
and systems.
• emphasizing the strengthening of existing communities and
structures
• responsibilities which reflect established expertise
• and roles and responsibilities which are clearly defined and
appropriate.
4. Information systems: coordinate means of gathering and disseminating

vulnerability assessment and early warning
within and between agencies and organizations
and with the public
5. Resource base: anticipated disaster relief and recovery needs should be
made explicit and specific arrangements and written agreements should
be established in order to assure the provision of goods and services as
required, including:
• disaster relief funding
• disaster preparedness funding
• mechanisms for aid coordination
• stockpiling.
39
Disaster
Preparedness
6. Warning systems: must be developed that will convey to the public

effective warnings without assuming that normally functioning
communication systems will be available. In addition, the international
community should be forewarned about hazards that might lead to
appeals for international assistance.
7. Response mechanisms: a vast number of disaster responses ought to

be considered, incorporated into the disaster preparedness plan and
communicated to the population that would coordinate and participate
in those responses if a disaster occurred.
8. Public education and training: through a variety of public education

programs those who may be threatened by a disaster ought to learn what
to expect and what they will be asked to do in times of disasters. As
education providers present warning systems and response mechanisms
to the public they should plan to learn from local populations problems
and gaps that may exist in the plan.
9. Rehearsals: provide opportunities to reemphasize training program

instructions, identify gaps that may exist in the disaster response plan
and inform on-going revisions of that plan.
40
1
PLANNING
PART
2
FOR DISASTER
COLABORACION
PREPAREDNESS PARA
INTERNACIONAL
PREPARATIVOS
2
PART
INTERNATIONAL COLLABORATION
FOR PREPAREDNESS
three distinct roles for the U.N. system
three obstacles to disaster preparedness at the national level
four areas in which U.N. agencies can assist in developing disaster
preparedness plans
four roles of inter-agency collaboration at the field level through a UN DMT
four ways UNDP can promote preparedness activities
Disaster preparedness plans and their implementation are the responsibility

of the government. The United Nations can facilitate and enhance govern-
ment efforts, but the government must formally initiate and control the
disaster preparedness and response processes.
In spite of government primacy in the realm of disaster preparedness,
most emergency situations of significant magnitude in the developing world
require some form of collaborative assistance from the international com-
munity. This part of the module focuses on ways the international com-
munity can support national government disaster preparedness activities. It
also analyzes how the United Nations system can facilitate these activities.
The terms “international community” and “international system” are The terms
largely abstractions. There are few manifestations of community or system “international
when dealing with the various nations, international governmental and non- community” and
governmental organizations that inhabit the globe. When discussing aspects “international system”
of international involvement in disaster management, you will usually be are largely abstractions.
dealing with a random assortment of governmental, non-governmental and
international institutions that form part of an ad hoc network.
This perspective of the international community includes three obstacles
that directly affect disaster preparedness at the country level. The first is that
support for national disaster preparedness efforts by those who might be
most able to assist, such as bilateral donors, is by no means a certainty. Their
assistance is not guaranteed. Therefore, it is important from the outset to
establish the type of support a government’s disaster preparedness initiative
might receive. This will entail not only establishing an effective means of
interesting such donors in these activities, but also effective means to keep
them interested.
Secondly, there are many reasons why governments are wary of
including “outsiders” in the formulation of a disaster strategy or plan. One
clear reason is that the planning process itself, if undertaken openly, exposes
many of the inherent weaknesses of government perhaps resulting in
41
Disaster
Preparedness
embarrassing explanations about the causes of disaster vulnerabilities. These

are insights that few governments wish to have paraded before the world.
Yet, once a government accepts the rationale for a sound disaster prepared-
ness plan, it will have to accept that the success of that plan may depend
upon expertise, resources and technical assistance that may depend to some
degree upon international contributions.
Finally, on some occasions, the inability of the United Nations “family”
to work together towards a common country objective has proven disap-
pointing. However, since much of the ability of U.N. agencies familiar whith
disaster management will be needed in the disaster preparedness formu-
lation process, there exists an opportunity to advance effective collaboration.
Q. Consider an example of preparedness planning in your region

involving collaboration by more than three international entities.
Describe the primary role of three such organizations.
A.
Q. List three obstacles related to the ad hoc structure of the interna-

tional relief system which directly affect disaster preparedness at the
country level.
A.
42
2
1
INTERNATIONAL
PLANNING
PART
COLLABORATION
FOR DISASTER FOR
PREPAREDNESS
PREPAREDNESS
The United Nations System

The role of the United Nations in disaster management is rapidly changing.
A variety of arrangements need to be agreed upon amongst the agencies
themselves if these changes are to lead to more effective assistance to
disaster-afflicted peoples. There are already various established agency roles
and functions in the realm of disaster management.
The following international agencies have functions that support the
practical implementation of disaster preparedness plans.
planting assessments, crop forecast assessments and

food information early warning system
disaster-to-development projects, technical assistance

for disaster preparedness plans and strategies, and
in-country resident coordinator of U.N. system
information coordination, disaster assessments,

mitigation and disaster preparedness planning
vaccination programs and supplementary feeding

programming in times of emergencies for vulnerable
groups and water and shelter programs
emergency planning for refugee influxes
relief food needs assessments and food or

non-food logistics
technical assistance on epidemiological matters in

times of emergencies and health preparedness
tropical storm meteorological information
Each of the above have specialist technical literature for particular fields
of competence. UNDP, WFP, UNICEF and UNHCR have excellent manuals
on disaster preparedness and management that should be incorporated into
preparedness planning exercises. DHA-Geneva has a publication series on
disaster prevention and mitigation that is another valuable resource.
43
Disaster
Preparedness
As a means to strengthen the coordination of humanitarian emergency

assistance, the Secretary-General has created a high level post of Emergency
Relief Coordinator. This post will ensure better preparation for, as well as
rapid and coherent response to natural disasters and other emergencies.
Responsibilities of the Emergency Relief Coordinator include consolidated
appeals, a register of standby capacities and a central emergency revolving
fund. This US $ 50 million fund provides a cash-flow mechanism to ensure
the rapid and coordinated response of the organizations of the U.N. system.
Advances to operational organizations of the system can be made with the
understanding that they will reimburse the fund.
The U.N. at headquarters level

In developing national disaster preparedness plans, there are at least four
areas in which U.N. agencies can be of immediate assistance.
Headquarters support for disaster preparedness initiatives

It is important for agencies at the field level to know that disaster prepared-
ness initiatives have the support of their respective headquarters. Beyond the
intangible issue of moral support is the more practical matter of establishing
the initiative as a recognized priority at the field level.
Short-term consultancies, study tours and exchange of experts

Agencies at headquarters level should have better insight as to which experts
might be available to support field level efforts, in both the planning and
implementation stages. Agencies should compile rosters of available experts.
These rosters should be exchanged with other agencies. Agencies should
review hiring procedures to ensure the rapid fielding of experts.
Wherever possible, agency workers should encourage government
officials to discuss disaster preparedness measures at headquarters levels.
These workers should take study tours to countries that have well
established disaster preparedness plans. Such exchanges should be worked
out between headquarters and the field office.
Emergency funding
More flexible systems will have to be developed among some of the agencies
to improve the use of field office resources in times of emergencies, and to
ANSWER (from page 42) ensure additional resources for emergencies from headquarters. Such
Answers might include specific
flexibility should be recognized as part of the anticipated resource base in the
role descriptions of U.N. national disaster preparedness plan.
agencies, NGOs or bilateral
donors.
Headquarters procedures and scheduling
ANSWER (from page 42) Through their field offices, agencies will have to make sure that the proposed
Support for national disaster
disaster preparedness plan incorporates headquarters procedures and the
preparedness efforts is not scheduling necessary for an agency to respond effectively to various crisis
guaranteed; national scenarios.
governments may be wary of
including “outsiders” in their
planning processes; and U.N.
agency collaboration may be
less than ideal.
44
2
1
INTERNATIONAL
PLANNING
PART
COLLABORATION
FOR DISASTER FOR
PREPAREDNESS
PREPAREDNESS
The U.N. at field level

At the field level, inter-agency collaboration can have a positive impact on
devising and implementing a disaster preparedness plan. Four components
of such collaboration are essential.
An interagency team
Each agency should designate an individual to become part of an inter-
agency “Disaster Management Team” [UN DMT]. Because agencies
increasingly have had field expertise in disaster management, the designated
official would hopefully be an individual with such expertise. For example,
where UNHCR is involved in relief management for refugees, a UNHCR
representative should be invited to become a member of the UN DMT.
The UN DMT should be established as a permanent, functioning inter-
agency body at the field level. Each member agency should have defined
sectoral responsibilities. The chair of the DMT should be the Resident Coor-
dinator. If agreed among the members of the DMT, the DMT’s secretariat
should be under the responsibility of UNDP’s designated DMT participant,
the “Disaster Focal Point.”
UN DMT meetings should be held at regularly-scheduled intervals.
The frequency of meetings might be adjusted in times of known potential
threats, such as during rainy seasons.
Purpose of the DMT

The DMT should be a forum in which information is exchanged on a variety
of matters. Long-term risk reduction and preparedness arrangements within
the country should be reviewed. Development projects that would have
some direct or indirect impact upon disaster prevention or preparedness
should be part of this review.
Reviews of preparedness arrangements within the U.N. should include:
mechanisms for the coordination of U.N. emergency assistance; inputs and
operations between the government, bilateral donors and NGOs; location of
personnel in the field when there is an immediate threat; and lists of
resources available for specialized emergency activities.
UN DMT members should discuss the analysis and interpretation of data
derived from early warning systems, both from within the country and from
outside. They should also review information requirements needed for
reporting formats, such as U.N. situation reports, to be disseminated either
on preparedness or on relief activities.
The UN DMT as a focal point

The UN DMT should serve as the focal point for U.N. assistance in the
preparation of national disaster preparedness plans. In collaboration with
government counterparts, the DMT should review and comment upon
proposals at their various stages. Representatives of the DMT should be
on hand for expert advice during the policy formulation process. Where
possible, these representatives should seek resources from individual
agencies to bolster technical assistance and provide additional expertise.
45
Disaster
Preparedness
The UN DMT and its region

The DMT should also look at disaster preparedness in a regional context. The
activities of a neighboring nation may directly affect those of another. Early
warnings on locust infestation, for example, is but one practical issue in which
regional cooperation should be incorporated into a disaster preparedness plan.
While governments will know regional and international organizations
relevant to their interests, the DMT might be useful in demonstrating specific
ways that such organizations might be used to enhance particular disaster
preparedness programs.
The UNDP in the field

UNDP’s Resident Representative (ResRep), as U.N. Resident Coordinator at
the country level and chair of the UN DMT, has a central role to play in the
field of disaster preparedness. As Resident Coordinator, this person will be in
a position to promote linkages between disaster preparedness initiatives and
development activities. He or she will be able to use this position to promote
disaster preparedness planning at senior government levels. The effectiveness
of the UN DMT depends upon the leadership ability of the Resident
Coordinator.
To assist the disaster preparedness planning and implementation process,
the Resident Coordinator, in close collaboration with sister agencies, will have
to ensure that the UN DMT is established, and that regular meetings are
organized in order to cover the types of issues listed above. The Resident
Coordinator must also ensure that a secretariat is established for the UN DMT,
with proper facilities and staffing to enable the general functioning of the
secretariat. Key functions in this regard will include the collection and
dissemination of information, reports and studies. The secretariat should
serve as a focal point within the U.N. system for essential data on:
National policies regarding acceptance and use of international
assistance, including external teams or personnel; policies concerning
the use of communications equipment; and policies concerning specific
types of foods and medicines.
Government structures, including relevant names, telephones/fax/telex
numbers of key personnel within central, regional, and local authorities.
Names and telephone/fax/telex numbers of institutions outside the
country that could be of assistance in times of crises.
Baseline data on each distinct disaster prone area, which should be
part of the ongoing process for vulnerability assessments.
In close collaboration with the government and sister agencies, UNDP at
the field level should review with the government the purpose and prospects for
a disaster preparedness plan. If such a plan is already in place UNDP should
review with the government ways that such a plan might be enhanced. UNDP
should also discuss with the government ways to sensitize its authorities at
local, regional and central levels to the needs of disaster preparedness. Finally,
UNDP should promote specific projects concerning disaster preparedness and
disaster preparedness planning. There are a range of activities that such
projects might include, such as:
46
2
1
INTERNATIONAL
PLANNING
PART
COLLABORATION
FOR DISASTER FOR
PREPAREDNESS
PREPAREDNESS
Disaster preparedness planning projects, intended to launch the entire

process of disaster preparedness. Features of such a project might
include aspects of sensitization, such as overseas study tours and
conferences, technical assistance (including consultants who might
be able to assist in the planning process), and workshops to enable
formulation of the proposed plan.
Essential studies as part of an overall plan, such as a transport
capacity study or vulnerability assessments.
Institution-building projects, designed to strengthen already existing
disaster preparedness focal points or to develop more effective early
warning systems.
Training projects that develop appropriate disaster planning courses
within country. These projects might enable key personnel to take
advantage of overseas courses. They might be designed for vulner-
able communities. The range and importance of training measures
must never be overlooked.
U.N. agencies and development projects

An essential role for U.N. agencies should be to review those projects that are
within the Country Program that might be linked with disaster preparedness
planning. Present development projects should be reviewed in an effort to
determine how these projects might be effectively linked to preparedness
measures. Conversely, U.N. agency staff should consider how preparedness
measures might enhance the development process. Through the UN DMT, The appropriate
other agencies might review their own projects along similar lines.6 mechanism for
Well-established working relations with government authorities are bilateral liaison will
essential if U.N. agencies are to provide effective assistance in the disaster have to depend upon
preparedness planning process. The relations which U.N. agencies have with the conditions within
the non-governmental and bilateral communities are equally important. each country.
UNDP, through the UN DMT, should seek wherever feasible and politic to
support the NGO community. This may involve attending meetings when
invited to discuss initiatives being undertaken by the U.N. system. If
acceptable to sister agencies and the NGOs, other members of the U.N.
system should attend such meetings to give briefings on their respective
activities.
U.N. agencies should establish means to promote disaster preparedness
activities proposed for the NGO community, such as workshops at training
sites. If acceptable to government and NGOs, U.N. agencies should make
every effort to incorporate the roles of NGOs into the formal structure of
national disaster preparedness planning and implementation. Finally, U.N.
agencies should ensure that the bilateral community is kept apprised of
events in the disaster preparedness planning process. Regular meetings with
donors are one means of establishing sound working relations. However,
whether such meetings should be held under the auspices of the U.N. is an
issue that may prove sensitive to the government as well as to bilateral
donors. The appropriate mechanism for bilateral liaison will have to depend
upon the conditions within each country.
6
See also the Disaster Management Training Programme module titled
Disaster and Development.
47
Disaster
Preparedness
While effective means for bilateral consultation are generally important in

light of the roles that bilateral donors play in disaster relief, it is important to
keep in mind that:
Effective measures for bilateral involvement expedite obtaining
resources for disaster preparedness planning and implementation.
In particularly disaster-prone countries, donor governments have
occasionally provided a fund for the Resident Coordinator to use for
disaster preparedness and relief purposes. This fund has been used at
the discretion of the Resident Coordinator, based upon the
monitoring authority of bilateral ambassadors.
Information dissemination if vitally important during a relief operation
and only slightly less so in the disaster planning process period. It should be
an essential responsibility of UNDP, in conjunction with the DMT, to devise
appropriate public information formats. These formats should serve to
provide a regular flow of information to the international community
(including U.N. agencies at headquarters levels and capitals of key bilateral
donors) as well as members of the international community in-country and
relevant government departments.
Information on relief assessments or preparedness measures, intended to
be of benefit to the nation, can be regarded as highly sensitive. This is true
not only for the government but also for sister agencies and NGOs. You must
therefore think carefully about the contents of your various outputs. Two
common types of information formats include situation reports (“Sitreps”)
and newsletters.
Sitreps have become the standard source of information on emergency
activities throughout the U.N. system. There is no rigid format for these
reports. The message should include key activities related to preparedness,
relief and needs assessments, noting requirements fulfilled and unfulfilled.
The frequency of sending in Sitreps normally depends upon the level of
crisis at hand.
If time allows, newsletters covering disaster preparedness activities serve
to keep a wider community informed about events being undertaken in the
field. Newsletters normally serve more as a promotional vehicle and do not
cover issues that might be deemed sensitive. The intervals at which
newsletters are published depends upon the amount of time at hand in the
UN DMT secretariat and the number of activities that the DMT considers
worth publicizing.
48
2
1
INTERNATIONAL
PLANNING
PART
COLLABORATION
FOR DISASTER FOR
PREPAREDNESS
PREPAREDNESS
SUMMARY
Most emergency situations of significant magnitude in the developing

world require some form of collaborative assistance from the international
community. The United Nations system can facilitate coordination of
international community efforts which seek to support national
government disaster preparedness activities. Through a variety of agencies
at the headquarters level, the U.N. system can be of immediate assistance
by: supporting disaster preparedness initiatives; providing short-term
consultancies, study tours and exchange experts; generating emergency
funding support; and mobilizing field office resources.
At the field level, U.N. inter-agency collaborative efforts may be

coordinated efficiently and effective through a designated “Disaster
Management Team” (DMT). As a focal point for U.N. assistance the U.N.
DMT can serve as a forum in which information is exchanged on a variety
of matters, including long-term risk reduction and preparedness
arrangements, review and upgrading of preparedness plans, the
international network of support, and effective linkage with on-going
development efforts.
49
Disaster
Preparedness
NOTES
50
1
PLANNING
PART
3
FOR DISASTER
PUESTA EN PRACTICA
PREPAREDNESS
DE PLANES DE
PREPARATIVOS
3
PART
IMPLEMENTING DISASTER
PREPAREDNESS PLANS
four problematic reactions related to promoting preparedness
plans at the national level
three ways to avoid common promotional pitfalls
four approaches for establishing a reliable base of information
four plausible institutional structures for preparedness planning
three lists of advice related to institutional structures, NGOs
and bilateral donors
Promote the plan at the national level

Many government officials will be skeptical about the benefits of disaster
preparedness plans. Introducing the subject of disaster preparedness
strategies or plans to government officials may elicit at least one of the
following responses:
A tremendous idea! This is just the answer all who are concerned with
disaster management want to hear. In reality, the respondent may have
little idea of what such a plan entails. Even if this person appreciates the
broad principles that are involved, he or she may become wary when the
full range of necessary measures begins to unfold.
We need development, not disaster preparedness! A difficult argument to
refute, particularly if an official assumes that the two are mutually
exclusive. Ministries of finance and economic planning are often the
most reluctant to dedicate time and funds to a proposal that seems
tangential to their major concern of development. Focusing on
development projects often reflects institutional success and generates
considerable external assistance.
We already have one. Excellent, but what does the official mean? The
government may have a designated disaster relief office in some back
ministerial corridor. That one room and one officer hardly constitute an
effective disaster preparedness plan. It is not an easy task to suggest that
efforts which the government has made to date are not adequate.
We don’t need one. This response is usually followed by a description of
the effective role played by national Red Cross or Red Crescent Societies
in times of disasters; or the way the government handles these matters
effectively on an ad hoc basis; or an explanation that the government has
other priorities.
51
Disaster
Preparedness
Q. Review the common reactions listed above. How would you

respond to each of these reactions when promoting a disaster
preparedness plan?
A.
Given these common responses, it is important to sensitize reluctant

government officials to the virtues of disaster preparedness. A combination
of the following measures may assist in the process.
Clarify essential points

There is no trade-off between disaster preparedness and development. The
two are closely linked, conceptually and practically. An effective disaster
preparedness strategy or plan will:
Protect development. Disasters delay, or, in the worst case, destroy
progress that has been made to date. An effective disaster prepared-
ness plan should be integrated into the development process so that the
former can protect the latter.
Introduce disaster mitigation. Disaster mitigation measures such as
safer buildings, “off-the-shelf” food-for-work programs or cash-for-
work public works programs not only protect people and their assets,
but also speed up the development process if they are adequately
designed.
Strengthen the local infrastructure. For example, the institutional and
communications structure required in disaster preparedness necessar-
ily strengthens the overall local infrastructure.
Exert pressure of traditional aid donors. This may affect the overall
amounts these donors allot to development. Conversely, donors are
increasingly interested in spending resources on disaster prepared-
ness measures. Many donors now realize that disaster preparedness is
cost effective when compared to the price of emergency response.
ANSWER Seeing is believing

The text that follows the For those government officials who doubt the overall value of disaster
question contains three preparedness, organize study tours to countries where disaster preparedness
measures which could be part
of your response.
plans (for example, China) and strategies (for example, India) have proven
highly effective.
52
1
3
IMPLEMENTING
PLANNING
PART
DISASTER
FOR DISASTER
PREPAREDNESS PLANS
Organize conferences and workshops

If this stage is reached, there are converts already on the way. However,
since a disaster preparedness plan will require the commitment of the
government and relevant non-governmental organizations, conferences
and workshops afford good opportunities to convince those in doubt.
Establish a reliable information base

The more disaster-prone a country, the less reliable the information base is
likely to be. This point goes to the heart of what disaster vulnerability is all
about: extensive poverty, weak infrastructure, and inadequate administra-
tion. Under such conditions, it is difficult to maintain a reliable information
base.
There is often a “data game” that is played before, during and after a
disaster. Sometimes there are political reasons for governments to provide
unreliable data. Certain demographic data might, for example, reflect an
official’s regional affiliation. Infrastructural data might reflect the wishful
thinking of a ministry that has not completed a project as well as it suggests.
Agricultural data might reflect an optimistic forecast of the minister for
agriculture. Such games are also played by international organizations. An
agency might exaggerate the number of water projects it has completed, or
assume that there are more primary health care facilities in a particular
region than in fact is the case. At times agencies assume that food needs are
greater than they are to avoid being accused of underestimating the extent of
a possible crisis.
Even under the best of circumstances, baseline data and information
systems cannot be perfect. Gathering sensible data and approximate infor-
mation is a far more realistic information goal. It is highly recommended to
implement the following information systems at the beginning of the
planning process.
Vulnerability assessments
These assessments are particularly important for planning design purposes
and for establishing a basis for information flows and updates. These
assessments should be undertaken with the same rigor as any development
project. With a team leader that knows a particular region well, sectoral
experts from UN organizations should join with their national counterparts
to undertake the sort of full-scale assessment.
Joint-information programs
Joint data and information systems between the UN disaster preparedness
focal point and this person’s government counterpart are vital for both the
planning process and the plan itself. The fact that the government is working
from the same information base that the UN focal point is using will smooth
debates that might arise. In project proposals relating to the disaster
preparedness plan, be sure to allot funds for computer equipment, training,
and whatever else the counterpart office might require to maintain an
effective system.
53
Disaster
Preparedness
Cross-checking
Even in the most disaster-prone country, lack of data is less often a problem
than a plethora of conflicting data. Non-governmental organizations often
know more about particular areas than government offices. Some procedure
should be established, in agreement with the government counterpart, to
cross-check information with other organizations, including other govern-
ment ministries at central and regional levels.
Joint-assessment process
As part of the disaster preparedness plan, it should be formally agreed that
in times of emergencies, a team or teams comprising agency representatives
of the government focal point, the UN DMT, the government focal point and
non-governmental organizations familiar with the affected area assess the
situation jointly.
Such procedures should be formally adopted within the proposed
disaster plan. Joint assessments can reduce duplication of efforts, promote a
degree of consensus about damage and needs, and ensure that subsequent
appeals have national as well as international endorsement (when external
aid is needed).
Define appropriate institutional structures

It is not easy to determine the home base for a disaster focal point. There are
advantages and disadvantages to consider related to various options: in the
Prime Minister’s office, in one of the ministries, or as a separate entity.
A key feature of a disaster preparedness plan must be to ensure that line
ministries have vested interests in the disaster preparedness proposal. This
means that resources and responsibilities should be parcelled out amongst
all those deemed important to the plan. The idea is not to take away the
medical functions of a ministry of health, but rather to enhance its capabili-
ties to respond in coordination with other ministries. That does not neces-
sarily mean that a ministry of health would be responsible for the logistics
of emergency medicines. It might mean that its responsibility for ensuring
emergency medical provisions would be acknowledged, that its institutional
strength at local levels would be enhanced, and that its commitment to the
plan might be greater.
Q. In your country, which government agency is the focal point

for disaster preparedness?
A.
54
1
3
IMPLEMENTING
PLANNING
PART
DISASTER
FOR DISASTER
PREPAREDNESS PLANS
PREPAREDNESS
FIGURE 4
Options for integrating
disaster preparedness
within government
structures
In a disaster situation, all responsible officials must have a clear idea of

their roles and functions. This is what a disaster plan establishes and what
rehearsals test. The effectiveness of implementation can be judged by an
inter-ministerial committee and supported by the findings of a secretariat.
It is advisable to have a secretariat to liaise with designated ministries:
before implementation of a plan (for information updates, training require-
ments, and rehearsals); during implementation periods, (for coordinated
assessments); and after the first stages of implementation (for second phase
programs of recovery and rehabilitation). The roles and resources brought
by non-governmental organizations for disaster preparedness, mitigation,
prevention and relief purposes should be incorporated into the information
required by the inter-ministerial committee on disaster preparedness. The
government should also have a mechanism to determine the amount and
type of assistance provided by bilateral donors and international agencies.
55
Disaster
Preparedness
It is important to bring the planning process to the regional and local

levels. This can be accomplished in a variety of ways. Having established a
broad framework for the plan, take the plan and relevant officials to the field
to work out the most effective ways to implement the proposal. The means of
implementation should include attention to resources for preparedness at the
family and local levels. The more centralized administrative planning systems
should be in support of local efforts, not vice versa.
A national disaster preparedness strategy or plan should allow regional
variations to meet the specific conditions of particular areas. This is essential
for ensuring that the institutional structure of the plan has the support of
regional and local officials. Establish local working groups to review the
plans on a periodic basis and be sure that the substance of these reviews is
considered. Where relevant, incorporate these reviews into updates of the
overall plan. Such working groups are essential when it comes to warning
systems, evacuation measures, and health or nutritional assessments.
Be sure that disaster plan rehearsals are not conducted merely at the central
level, but that they combine central, regional and local level interaction.
Distinguish in the plan the types of disaster responses that do, or do not,
require central government approval.
Consider this advice

Some warnings are in order related to appropriate institutional structures for
disaster preparedness plans.
The exchange of information must be an active undertaking. Do not wait
for another agency to approach the UN DMT secretariat for information.
Be sure that there is an established and effective system to disseminate
information.
Ensure that agency representatives are briefed regularly on what is
happening about the disaster preparedness plan. Encourage relevant
agencies to participate in the planning process.
Be sure that any national disaster preparedness plan fully recognizes
the particular specializations of relevant UN agencies.
See to it that no decision about such specializations is discussed without
a representative of the agency present. If that is impossible, be sure to brief
the agency about the discussions that have ensued.
Do not assume that what is written in the plan is what any individual
agency might follow. Before any point of implementation, such as
conducting joint assessment missions, be sure to double check specific
commitments.
See how specific agency interests might be developed within the context of
the proposed disaster preparedness plan. Could an international child
welfare agency, at its won behest, play a more active part in health
preparedness?
See Figure 4 for help in
defining the government
agency.
56
1
3
IMPLEMENTING
PLANNING
PART
DISASTER
FOR DISASTER
PREPAREDNESS PLANS
Do not assume instant cooperation from non-governmental organiza-

tions. There is frequently a degree of wariness that pervades relations
between NGOs and government and between NGOs and the UN system.
Nevertheless, NGOs can be vital components to a national disaster prepared-
ness plan. Where willing and able, NGOs should be incorporated into the
plan.
A few more warnings are in order related to NGOs in disaster
preparedness plans.
Avoid dictates. Effective NGOs are normally represented by people with
considerable field experience. These people frequently have grass-roots
experiences with disaster relief operations. They know their business, so
remember that the exchanges are between equals.
Share experiences. See whether there is an NGO forum in which UN
activities concerning disaster preparedness might be discussed. Consider
holding special workshops on particular technical matters for NGO staff,
on topics such as emergency logistics.
Exchange information. One of the standard responses from NGOs when
discussing UN information-gathering is that it is a one-way process. The
UN gets the information, and the NGO gets nothing in return. Both UN
and government workers benefit considerably from certain insights and
information provided by NGOs. Therefore, the exchange of information
should be more open. The door of the DMT secretariat should be open to
NGOs.
Incorporate NGOs in disaster preparedness activities. Governments
might agree and even welcome the opportunity to collaborate with
NGOs. However, be certain that a government’s enthusiasm for incor-
porating an NGO into a preparedness plan is not a measure to constrain
NGO activities. Both the government and NGOs must ensure that their
agendas are not compromised.
Advice is also in order related to including bilateral donors in
plan implementation.
Be sure that donors are in the know. In the disaster preparedness plan,
there will be an officially designated focal point in the government that
will monitor the relief contributions coming into the country. However,
the information may not get through. In times of emergencies, the UN
DMT should meet regularly with donors to be sure they know what is
needed, what has arrived and the status of ports, airports and other
distribution links.
Conduct disaster preparedness briefings. Even before donors provide
assistance, be sure they know the procedures set forth in the disaster
preparedness plan on how assessments will be made and how subse-
quent appeals will be issued. Be sure donors know how relief is to be
delivered, according to the disaster preparedness plan.
57
Disaster
Preparedness
CASESTUDY
Drought Preparedness and Mitigation – The Approach in India in 1987
India is located between Latitudes 3 and 8 degrees N Agriculture: The following steps were undertaken to
and longitudes 88 and 97 degrees E. The Tropic of improve agricultural prospects in drought affected
Cancer passes through the middle of the country. areas and kept crop losses to a minimum. The 1987
Sixty eight percent of the country receives harvest was only 3.5% less than the previous year:
precipitation less than 1125 mm per year, which limits
1. A timely supply of wheat seeds was provided to
agricultural potential even in normal years. Most of the
Bihar, Jammu and Kashmir for the Rabi harvest
rain (73%) falls in the monsoon season from June to
(the winter crop season).
September.
2. Obtaining credit was facilitated through flexible
The drought of 1987 lending by the National bank for Agricultural and
Rural Development.
Failure of the monsoon brought prolonged dry spells
in western India and severely affected agricultural 3. The Rural Electrification Corporation connecteed
production, causing the fourth serious drought disaster 150,000 water pumps.
in this century. Crops were damaged in an area of 59 4. Generation of power was improved for local power
million ha spread over 267 districts and 22 states. Of plants and uninterrupted supply of power was
the 285 million persons affected by the drought, nearly provided to the agricultural sector for 8-10 hours
92 million belonged to vulnerable groups including per day. Other fuels were also supplied.
subsistence farmers and agricultural laborers. The
5. Kits for vegetable production were supplied.
previous worst drought occurred in 1965 when India
had to import grain to mitigate the resulting famine. Employment Generation: The most immediate
impact of the drought was on the incomes of rural
Organizational response: In mid-July of 1987, when families. Providing employment opportunities to these
it appeared that drought conditions were likely to have affected persons became a leading priority. Thus,
a serious impact on agriculture, the Government of 52% of the drought relief funds went to employment
India (Gol) took initiative to mitigate the impacts generation, mainly for jobs relating to drought
rather than wait for requests for assistance. A mitigation. Part of the wages were paid in food grains
Committee of Secretaries on Drought was set up and to supplement the diets of families of the workers.
an Action Plan was developed. The plan included:
• preparation of water budgets to optimize use of Labor efforts were directed toward construction of
reservoirs and ground water sources ponds, tubewells, field channels and roads as well as
• contingency plans to minimize crop losses soil conservation and water harvesting. To improve
• provision of drinking water to the affected future agricultural production, the government
populations launched 54 major irrigation projects in 14 drought
affected states to create an additional 133,000 ha of
• strengthening the food delivery system
irrigated land.
• public health measures including providing
supplementary nutrition for the vulnerable children
Information Campaign: A widescale information
• contingencies for providing adequate fodder and
campaign was undertaken by the various press,
nutrients for the livestock.
information ministries and radio agencies to create
The implementation of the drought relief programs
public awareness regarding the impact of drought and
was monitored on almost a daily basis by a Crisis
the relief measures undertaken. Special programs to
Management Group under the Central Relief
improve knowledge of drought mitigation were also
Commissioner. State level relief committees directed
broadcast. Active steps were taken to enlist volunteers
the implementation of projects and coordinated the
to help with the relief programs. For example,
appropriate departments.
volunteers distributed fodder and drinking water in the
affected areas.
58
1
3
IMPLEMENTING
PLANNING
PART
DISASTER
FOR DISASTER
PREPAREDNESS PLANS
CASE STUDY continued
Strengthening institutional mechanisms: Due to the 2. When relief measures are recognized as being
severity of the drought of 1987, the drought affected inevitable, adequate resources should be
states had to seek financial assistance from the Gol programmed at the operational level to assure
to cope with the effects. Decisions regarding the use timely response. With resources now
of the money took between 30 and 45 days. programmed at the state level through the CRF,
Subsequent to the drought, a Calamity Relief Fund response should be more rapid and effective.
(CRF) was established for every state. The States
3. Employment generation in a period of drought is
draw on the funds to meet immediate requirements for
the basic means of providing income and
disaster relief, and rehabilitation and reconstruction
purchasing power to those sections of society
following disasters. The un-utilized balance each year
which have lost normal means of subsistence.
is put toward the following year for five years after
The ever-changing economic milieu of a society,
which the residual funds become available as
however, complicates the problems of
development resources.
assessment of the employment needs in different
areas. Sections of the rural population shift
Emerging perspectives dependence from farm income to other avenues
1. The Indian experience bears witness to the of income due to economic development and
effectiveness of formulating development and perhaps the occurrence of the drought itself.
preparedness policies to meet predictable natural Generation of skills for drought prone populations,
disasters. A comparison of the 1965 and through participation in national development
1987 droughts show that inputs resulting from activities such as adult literacy and social
development in the interim years assisted in awareness programs, is needed to assist the
avoiding extreme destitution in 1987 that vulnerable groups to switch to new occupations
occurred in 1965. This was the case despite the as economic development proceeds.
fact that the 1987 drought was more severe and 4. The experience of 1987 highlighted the
affected twice the number of districts and people. importance of information dissemination relating
Development inputs included: early warning to drought and relief measures. The public
systems, clear policy frameworks and institutional satisfaction with relief measures depends largely
mechanisms for administering relief programs, an on the perception of the responsiveness of the
effective food delivery system, community administration both in quality and quantity. Also
mobilization, innovative measures by field highlighted were the importance of non-
agencies and advancements in agriculture, governmental input and use of volunteers for
irrigation and food security. implementing and monitoring relief operations.
Mechanisms to facilitate this input should be
institutionalized.
Source: B. Narisimhan, Management of Drought: An Indian Approach in 1987, Department of Agriculture

and Cooperation, Ministry of Agriculture, New Delhi.
59
Disaster
Preparedness
SUMMARY
When introducing disaster preparedness strategies or plans to

government officials it is important to sensitize officials to the virtues
of disaster preparedness: that an effective disaster preparedness plan
will protect development, introduce disaster mitigation, strengthen
local infrastructures and exert pressure on traditional aid donors.
It is important to establish a reliable information base in order to

prepare an effective disaster preparedness plan. The following
information systems are highly recommended: vulnerability
assessments; joint information programs (between UN and
government representatives); cross-checking mechanisms in order to
sort out conflicting data that may emerge; and joint-assessment
processes (with government, UN, NGOs and local networks) in order
to reduce duplication of efforts, promote a degree of consensus about
damage and needs, and ensure joint endorsement of any aid appeals.
It is also essential to define appropriate institutional structures that

will be responsible for plan design, rehearsal, implementation and
evaluation. The roles and functions of responsible officials must be
identified. Plans to coordinate the efforts of all designated ministries
and procedures to include NGOs are needed. Mechanisms to
determine the amount and type of assistance to be provided should be
established. It is important that regional and local involvement be
incorporated into the disaster preparedness planning process at all
stages. This requires variations and flexibility in planning strategies in
order to meet the specific conditions of particular areas.
Pulling it all together

This module has reviewed the breadth and scope of disaster prepared-
ness. Annex 1 can be used as a tool to not only review the subject but
also to help structure what is in a disaster preparedness plan. A useful
exercise is to review each item on the checklist to determine if the
information exists in your country and where to obtain it. If the
information is unavailable or doesn’t exist, filling that gap will be an
important step in implementing disaster preparedness.
60
1
PLANNING
PART
Annex 1
FOR DISASTER
Checklist
PREPAREDNESS
61
Disaster
Preparedness
62
1
PLANNING
PART
FOR DISASTER
Annex 1
PREPAREDNESS
Checklist
63
Disaster
Preparedness
64
1
PLANNING
PART
Annex 2
FOR DISASTER
Acronyms
PREPAREDNESS
ANNEX2
ACRONYMS
DHA Department of Humanitarian Affairs

DMTP Disaster Management Training Programme
FAO Food and Agriculture Organization
NGO Non-Governmental Organization
UNDP United Nations Development Programme
UN-DMT United Nations Disaster Management Team
UNDRO United Nations Disaster Relief Organization
(now DHA-Geneva)
UNHCR United Nations High Commissioner for Refugees
UNICEF United Nations Children’s Fund
WFP World Food Programme
WHO World Health Organization
65
Disaster Annex 3
Preparedness Resource List
ANNEX 3
ADDITIONAL READINGS
Brown, Barbara. Disaster Preparedness and the United Nations: Advance Planning for Disaster Relief.
New York: Pergamon Press, 1979.
Carter, Nick. Disaster Management: A Disaster Manager’s Handbook. Manila: Asian Development
Bank, 1991.
Cuny, Fred. Disaster and Development. Oxford: Oxford University Press, 1983.
Jones, J.T. Disaster Planning and Preparedness Towards the Year 2000: The Importance of the Local
Community Needs. Geneva: World Health Organization, 1988.
Organization of America States. Primer on Natural Hazard Management in Integrated Regional

Development Planning. Washington D C: Organization of American States, 1991.
Thompson, Paul. Disaster Preparedness. Madison: Disaster Management Center, 1987.
UNDRO. Disaster Prevention and Mitigation. Vol. 11, Preparedness Aspects. New York: United
Nations, 1984.
United Nations Environment Programme. Awareness and Preparedness for Emergencies at the Local
Level: A Process for Responding to Technological Accidents. Geneva: United Nations
Environment Programme, 1988.
World Health Organization. Emergency Preparedness and Response. Geneva: World Health
Organization.
66

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2nd.

Disaster Management Training Programme

Module prepared by: Randolph Kent

Cover Photo: The Sasakawa/UNDRO Disaster Prevention Award poster,

PART 1 Planning for disaster preparedness ............................. 15

PART 2 International collaboration for preparedness .............. 41

PART 3 Implementing disaster preparedness plans ................. 51

Annex 1: Checklist of basic information required by a UN-DMT ...... ...61

United Nations reorganization and the

*Copy is included in The Overview of Disaster Management Module.

This module is designed to help you:

Overview of the concept

Q. How would you define disaster preparedness?

Disaster preparedness involves forecasting and taking precautionary

DISASTER “minimizes the adverse effects of a hazard-”

Appropriate assistance requires careful scrutiny. The list of inappropriate

Part One should give you an understanding of the major components

Q. In your country, which activities have already been under-

Disaster Preparedness Framework

Vulnerability Planning Institutional

Information Resource Warning

Response Public Education

In most instances, you can identify particular geographical areas or com-

Q. Why should vulnerability assessments serve as the basis for a

Disaster Preparedness Framework

Information Resource Warning

Response Public Education

Planning is the theme of the whole disaster preparedness exercise. One

Four other aspects of planning should also be considered.

Typical Structure of a Disaster Plan

Disaster contingency plans normally focus on means to address

Q. Explain the difference between a disaster preparedness

Participation in the process

Q. In your country, which entities should be involved in the

ANSWER (from page 20)

Status of the plan

Disaster Preparedness Framework

Vulnerability Planning Institutional

Information Resource Warning

Response Public Education

A coordinated disaster preparedness and response system is an essential

An effective disaster preparedness plan will reflect an inter-ministerial

ANSWER (from page 22)

A variety of institutional options related to regional and community

Responsibilities should reflect established expertise

Roles and responsibilities have to be clearly defined

Roles and responsibilities have to be appropriate

Disaster Preparedness Framework

Vulnerability Planning Institutional

Information Resource Warning

Response Public Education

Early warning systems are normally comprised of various elements. They

Disaster Preparedness Framework

Vulnerability Planning Institutional

Information Resource Warning

Response Public Education

Disaster relief funding

Disaster preparedness funding

An example of harvest insurance under government sponsorship

Mechanism for aid coordination