1

DANA record sheets

Table of Contents Introduction ............................................................................................................................................................ 2

Pre-disaster report ................................................................................................................................................. 4

Baseline Assessment (Household) ...................................................................................................................... 4

Flash report ........................................................................................................................................................... 11

Preparedness planning ...................................................................................................................................... 14

Initial impact assessment report ......................................................................................................................... 16

Initial estimate of losses in crop agriculture ..................................................................................................... 18

Initial estimate of damage and loss in livestock (numbers by group) .............................................................. 19

Initial assessment of damage and loss in fisheries ........................................................................................... 20

Resources required for immediate response and revival of livelihood activities ............................................. 22

Detailed Livelihood Assessment Report .............................................................................................................. 23

Detailed Crop Assessment ................................................................................................................................ 27

A. Detailed Crop Damage Assessment – Village level ....................................................................................... 29

B. Damage to land and infrastructure – Enumeration Division Level ............................................................... 31

C. Damage to land and infrastructure – Village Level ....................................................................................... 33

Loss to Production – Community/Village Level ................................................................................................ 35

Form E2: Total Crop loss worksheet ................................................................................................................. 37

Annex 1: Training schedule October 27-29, 2009 ................................................................................................. 40

Annex 2: List of Participants .................................................................................................................................. 43

2

Introduction

FAO conducted consultations with Ministry of Agriculture and Fisheries (MoAF) and National level Damage

Assessment and Needs Analysis (DANA) focal point and the project staff to understand the current

methodologies, strengths and weaknesses and opportunities for improvement of livelihood baseline and

impact assessment. The DANA committee is one of the operational committees of the National Emergency

Management Organization (NEMO) responsible for coordination, preparation of immediate assessment of

damage in all areas in-order to make short, medium and long-term requests for assistance. It has a clear

mandate to conduct Initial Situation Assessment (8 hrs), Initial Damage Assessment (48 hrs) and Detail Sectoral

Assessment (21 days) to meet the emergency needs and the international partners’ relief requirements. It was

learned that all these assessments are ad-hoc and the relevant data are not systematically archived to shift the

focus from emergency response to pro-active risk management. Past experiences showed that the data on

agriculture impact of extreme weather/climate events were difficult to complete within the stipulated

timeframe and the mechanism to validate the data are rather weak. Further, the agriculture data did not

specifically target the livelihood perspectives.

Understanding the existing gaps in the assessment system and considering long-term strategic risk

management perspectives, a training programme has been designed and a training workshop titled

“Integrated Assessment of Livelihood Baseline and Impacts for Disaster Risk Management in Agriculture”, was

held on October 27th, 28th and 29th at the University of Belize, Department of Agriculture. This workshop was

facilitated by FAO and coordinated by the project capacity building consultant.

About 30 participants attended the training workshop and represented the following ministries and

organizations (see annex 2):

i) Ministry of Agriculture ii) Ministry of Natural Resources iii) Ministry of Rural Development iv) National Emergency Management Organization (NEMO) v) Belize Red Cross vi) United Nations Development Program vii) Damage and Needs Assessment Committee

The three day training programme consisted of 9 major sessions, which included (i) Introduction; (ii)

Conceptual framework for assessment; (iii) livelihood baseline assessment; (iv) field visit to Calla Creek for

practical data collection; (v) discussion on suitability of methods and tools by the participants based on the

field work; (vi ) introduction to integrated impact assessment framework; (vii) damage and loss assessment –

procedures and examples; (viii) analysing and presenting the information; (ix) review of checklists and data

collection formats (see training schedule in annex 1).

The highlight of this workshop was the practical session, whereby the participants were taken to the village of

Calla Creek to collect information as part of a livelihoods base assessment for the village. The training was well

received by the participants.

3

Please find in the following sections an overview of the livelihoods based damage and needs assessment

forms, which are structured into four reports: pre-disaster, flash, initial impact assessment and detailed

livelihood assessment report.

4

Pre-disaster report

Baseline Assessment (Household)

Village/Community :

Household :

Coordinates (GPS) :

District: Month Ending:

Area Officer :

Name of Data Collector(s) :

Agency :

Household Head:

Household Members: Male Female

Adult :

Children:

Elderly:

Disabled:

Nationality :

Picture

5

Type of House: Concrete/Timber/Thatched/

Type of materials :

Size of the structure:

Total size of land

Improved

un improved

Irrigation (ac)

Agriculture:

Household items:

Stove, Refr/TV/Micro wave/Washing/

Livelihood (Main source of income):

Farmers/ Common labour/Small business/social workers/e.tc.

Major hazards faced in the past:

Most recent event:

Vulnerability:

Low Medium /High (1-3 score)

Type of Farming: Memberships:

Crop

Citrus Growers

Association

Community Development

Committee (CDC)

Cattle Belize Livestock Producrs Non-governmental organization

6

Crop + Cattle Poultyr Association Church group

Fishery Banana Growers Youth Club

Bee keeping Beliz sugarcane farmers

association Women group/cooperatives/

Agro forestry

Other agricultural

organization

Inter cropping

Pasture

(natural/improved)

xxxx

Additional information that may influence the effects of the event.

Example: Antecedent/current conditions like swelling of major rivers, dam water below critical

level

Description of nearest hazard prone area:

7

Common coping Mechanisms used to deal with disasters:

1. Hurricane:

2. Floods:

3. Drought:

4. Pests/infestation:

xxxxxxx

VULNERABLE AREAS in Acres (farmland/Households)

Crops

Grown

Newly planted

(Acres)

Currently

Growing

(Ac)

Yield in lb at

Maturity

(average of 3

years)

Current

market

prices

($/lb)

Total

(value)

Corn

8

Pasture

Natural Improved

Animal population (Nos.)

Type of Livestock Number of

young

Existing

animals

Pregnant

animals

Current market

prices (live

weight)

totals

Pigs

Sheep

Poultry

9

Dairy Cattle

Beef Cattle

Fresh Water fish

other

Vulnerable fisheries activities

(no. of inland fishery unit (aquaculture fish farms and related infrastructure facilities)

POSSIBLE AFTER EFFECTS (Identify secondary effects: seed shortage, prices, pest & diseases, water dam level, animal

diseases etc.)

Farm Machinery and Equipment

Detailed description Replacement

Value in $

….

….

Tractor

Other

machinery

10

Family Labour

Outside paid labour

Traditional/Mechanized

Storage (quantity in lbs)

Seeds

Grains

Fertilizers

Insecticides

Irrigation Yes/No

Type of irrigation system

11

Flash report (IMMEDIATELY AFTER THE INFORMATION IS AVAILABLE ABOUT AN IMPENDING DISASTER

FROM THE AUTHORIZED NATIONAL FOCAL AGENCY)

Date and Time of reporting:

Location (Likely Vulnerable Districts/Community)

Type and Magnitude of the expected event including the source of early

warning information

Extent of the expected damage (Synthesis based on the warning message

relevant to the Parish)

Number of Households at Risk (Synthesis from the Baseline Report)

(Number of households, livelihood groups)

12

Likely Impact on crop agriculture (Synthesis based on the Baseline report)

(Major crops vulnerable, stages, likely area, and total anticipated value)

Likely Impact on Livestock (Synthesis based on the Baseline report)

(Major types of livestock vulnerable, parish/district/community/numbers, total

anticipated value)

Likely Impact on Fisheries

(Major types of livestock vulnerable, parish/district/community/numbers, total

anticipated value)

Preparedness, coordination and activities planned with District Committee

(Planned activities, responsibilities of BAHA/NEMO at various levels)

13

14

Preparedness planning

Resources Quantity Remarks

Available Required

Seeds of crops

Cattle feed

Pig feed

Poultry feed

Fodder

Vaccines for animal diseases

Fish fingerlings

Fertilizer

Pesticide

Others (specify)

*use another sheet for other details.

15

Initial ACTIONS PLANNED / TAKEN (prioritize actions and resources needed)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

NEXT REPORT: The next report will be sent at date ________ time _____.

(Must be reported immediately after receiving the warning message from the

National Focal agency)

16

Initial impact assessment report (Village/district wise - within a week after the occurrence of disastrous event)

PHENOMENON (DISASTER)

(Hurricane/Flood/High wind/Drought/Land slide/Flash Flood/etc.,

Date and Time of Occurrence

(detailed description for slow on-set disasters)

Description, magnitude and extent of the disaster (Detailed description and update after the flash

report); This may contain amount of rainfall, depth of flood water, sustained wind speed, etc., for at

least for the past three days)

Day Rainfall Flood water Wind speed Remarks Other details if any

17

(mm) depth (km/hr)

Affected Area and population (Districts/Community/Village – Including number of households,

affected population, their livelihood categories – the details has to be compiled in collaboration with

other line agencies at the district level to avoid discrepancies)

PRESENT SITUATION IN AFFECTED AREAS

(Use another sheet for different provinces or major areas)

Households Affected

(By livelihood categories)

Prices *

(Stable / Unstable)

Corn Fertilizer

Banana Pesticides

Rice Others (Specify)

Others

18

Additional information includes antecedent conditions that may influence the effect the event.

Initial estimate of losses in crop agriculture

NAME OF

CROP

Approximate Affected Area (Ac) Value of Loss

($)

Total Loss

(ac)

Value ($) Partial loss

(ac)

Value

($)

19

Initial estimate of damage and loss in livestock (numbers by group)

Sr. No Particulars Loss of Live Stock Damage

in $

Affected* Missing Died

1 Cattle (Beef)

(a) Females over

three years

(b) Total Beef Cattle

2 Cattle (Dairy)

(a) Females over three

years

(b) Total Dairy cattle

3 Total Sheep

4 Other Livestock

5 Total Livestock

6 Poultry (with broiler)

7 Fresh Water fish

8 Ornamental Fish

9 Any Other

* Animals affected by stress due to the disasters including flood waters, heavy rainfall, high and low

temperatures, etc.,

20

Initial assessment of damage and loss in fisheries

Impact on fishing communities (Type of fishing activity and number of households in each

category affected)

Type of fishery

infrastructure/ type of

fish

Impact (damage and Loss) Total value ($)

Total

damage/

loss

(Nos/Kg)

Value Partial

damage/

loss (Nos/Kg)

Value

Inland fishery units

Fingerling prod. Units

Fish pods (inlands)

Large size Boats

Medium Size Boats

Small size Boats

Type of fish

IMPACT on the agricultural trade/market sector (seed supply stores, agro-processing facilities,

post-harvesting facilities, and so forth)

Type of Damage Number Cost estimate

Damage to farm supply outlets

Damage to local agricultural market facilities

Damage to agro-processing facilities

Damage to post-harvest storage facilities

Damage to marketing vehicles (market trucks,

and so on)

Impact on paid farm labour supply

21

ACTIONS PLANNED / TAKEN

SPECIFIC COORDINATION ACTIVITIES WITH NEMO AND OTHER AGENCIES

POSSIBLE AFTER EFFECTS (Identify secondary effects (positive and negative) seed shortage,

prices, pest & diseases, water level, etc.)

ACTIONS PLANNED / TAKEN

22

SPECIFIC COORDINATION ACTIVITIES WITH NEMO AND OTHER AGENCIES

Resources required for immediate response and revival of livelihood activities

Resources Quantity Remarks

Available Required

Seeds of crops

Seedlings/saplings

Cattle feed

Pig feed

Poultry feed

Fodder

Vaccines for animal diseases

Fish fingerlings

Fertilizer

Pesticide

Others (specify)

*use another sheet for other details.

23

Detailed Livelihood Assessment Report

ANIMAL HUSBANDRY (DISTRICT LEVEL)

District

Date& Time: ………………………

Name of the Disaster: ………………………………

Intensity of the Disaster: ……………………………………………………………

Magnitude:

Extent:

Name/Number of villages affected:

Total size of area affected (in ac): :

No of households affected: :

Damage to the Productive Sector

Table 1. Animals affected in the district (nos. & group)

Sr.no Particulars Loss of Live Stock Loss

in $

Estimated

Loss

(in $US)

Affected Missing Loss

1 Cattle (Beef)

(a) Females over

three years

(b) Total Beef Cattle

2 Cattle (Dairy)

(a) Females over three years

24

(b) Total Dairy cattle

3 Total Sheep

4 Total Goats

Total Rabbits

5 Other Livestock

6 Total Livestock

7 Poultry (with broiler)

8 Fresh Water fish

9 Ornamental Fish

10 Any Other

Total loss in $ ………………………………………………….

Observations:

Name and Designation of the Examiner-1: ………………………………………

Name and Designation of the Examiner-2: ………………………………………

Name and Designation of the Examiner-3: …………………………………….

25

Animal Husbandry (Community/district)

Community & Special Areas included:

District

Date& Time : ……………………… Name of the Disaster : …………….

Intensity of the Disaster :………………………………………………………………….

Name of the Community/Special Area: ………………

Sr.

No

Name

of

Owner

Loss of

Animals

Medical assistance given to the

Animals

Loss

Vaccinat

ion

Primary

Treatment

Replaceme

nt cost

No of

animals

Missing

Animals

Cost of

treatment

Estimate

d value

($)

26

Observations:

Name and Designation of the Examiner-1:……………………………………………………

Name and Designation of the Examiner-2:…………………………………………………

Name and Designation of the Examiner-3:……………………………………………………

27

Detailed Crop Assessment

Enumeration Districts Included:: ………………………………………….

District

Date& Time: ………………………

Name of the disaster: ………………………………

Intensity of the disaster: ……………………………………………………………

Magnitude:

Extent:

Total size of area affected (in acrs): :

No of households affected: :

Damage to the Productive Sector:

Total area under cultivation :………………………………

Total area of irrigated land :………………………………

Table 1. Loss to the Crops (quintals& value):

Sr.

No

Crops damaged Cultivated

Area

Affected

Area

Damaged in

Quantity

Estimated

Damage

28

In Ac In Ac or no (in $.)

1

2

3

4

5

6

7

Total loss in $

Name and Designation of the Examiner-1:………………

Name and Designation of the Examiner-2:………………

Name and Designation of the Examiner-3:………………

29

A. Detailed Crop Damage Assessment – Village level

Enumeration Districts included:

Date& Time: ……………………… Name of the Calamity: …………….

Intensity/Magnitude of the Disaster: ……………………………………………………………………………………………………….

Sr.

No

Name of

farmer

Survey

no

Total Land

(possessed)

Ac

Cultivated area in ac Damage

Irrigated

Area

Area sown

twice a

year

Area sown

more than

twice per year

Name of

the crop

Area

Affected

(Ac)

Quantity (mass or

weight of

production)

Estimated

value ($)

30

Observations:

Name and Designation of the Examiner-1: …………………………………………………………………..

Name and Designation of the Examiner-2: ………………………………………………………………….

Name and Designation of the Examiner-3: ………………………………………………………………….

31

B. Damage to land and infrastructure – Enumeration Division Level

Table 1. particulars about items damaged

Sr.

No

Name of the

damage

particular

Village

:________

Estimated

Damage Estimated

Damage $

Repair

cost in

$

Replacement

cost in $

1.

Land

Soil Erosion

Deposition

others

2 Storage building

4

Implements :

Machetes

Forks

Spades

Weeders

Wheel Barrows

Pump

Oil Engines with

Pump sets

(used for

Irrigation)

Electric Pump

sets used for

Irrigation

32

Submersible

Pump

Sets(used for

Irrigation)

Tractors (used

5 Others

6 (A) Total

Damage in $

33

A. Damage to land and infrastructure – Village Level

Sr.

No

Name of the

damage

particular

Name of

community

or village

:________

Estimated

Damage Estimated

Damage $

Repair

cost in

$

Replacement

cost in $

1.

Land

Soil Erosion

Deposition

others

2 Storage

building

4

Implements :

Machetes

Forks

Spades

Weed wackers

Wheel Barrows

Pump

Oil Engines

with Pump sets

(used for

Irrigation)

Electric Pump

sets used for

Irrigation

Submersible

Pump

Sets(used for

Irrigation)

Tractors (used

34

5 Others

6 (A) Total

Damage in $JA

35

Loss to Production – Community/Village Level

Sr.

No

Name

of

farmer

Sur

vey

no

Total Land

(possessed)

Ac

Cultivated area in Ac Losses

Irrigated

Area

Area

sown

twice

a

year

Area

sown

more

than

twice

per

year

Name

of the

Crop

Area

Affected

(ha)

Production

loss

(tonnes)

Estimated

value (l$)

Total Damage= Total Damage (A) + Total Damage (B)

36

Observations:

Name and Designation of the Examiner-1:

……………………………………………………………………..

Name and Designation of the Examiner-2:

……………………………………………………………………

Name and Designation of the Examiner-3:

…………………………………………………………….

37

Form E2: Total Crop loss worksheet

Cause OF impact_______________________________________

As of ________________________________________________

PARISH STAGE

OF

CROP

STRONG WINDS

WITHOUT WATER

WITH WATER

LODGING SUBMERGED FLASHFLOODS TOTAL

Area

affected

Area affected Area

affected

Area

affected

Area affected Area affected Area affected

Equivalent Productive Area = the effective area expressed in term of its productive capacity

Yield Loss for completely damaged = 100% or 1

38

DETAILED LIVELIHOOD ASSESSMENT – SAMPLE COLLECTION SHEET FOR HOUSEHOLD DATA COLLECTION

Type of Disaster:

Geographical area affect:

Household

Number and

size

Main source of

livelihood/income

Impact

on

assets

Coping

strategies

Current

outcomes –

immediate

impact

Priority

needs in

the short-

term

Priority needs in the long-term

DETAILED LIVELIHOOD ASSESSMENT

SAMPLE COLLECTION SHEET FOR HOUSEHOLD DATA COLLECTION

Type of Disaster:

Geographical area affect:

Household Main source of Key impact Coping Current Priority Priority needs in the long-term

39

Number and

size

livelihood/income of the

disaster on

assets

strategies outcomes –

immediate

impact

needs in

the short-

term

40

Annex 1 Training schedule

TRAINING WORKSHOP ON “INTEGRATED ASSESSMENT OF LIVELIHOOD BASELINE AND IMPACTS

FOR DISASTER RISK MANAGEMENT IN AGRICULTURE”

October 27th – 29th, 2009

University of Belize Department of Agriculture

Central Farm Campus

October 27th, 2009

8:30 Registration

9:00 National Anthem & Prayer

9:05 Welcome Remarks (Mr. Ricardo Thompson, FAO NC)

9:15 Address (Mr. Gabino Canto, CEO MAF)

9:30 Address (Mr Selvaraju Ramasamy)

9:50 BREAK

10:00 Introduction of participants

10:15 Expected outcomes

10:45 Introduction to the training workshop

- Types of extreme events and its impacts in agriculture in Belize

- Need for livelihood baseline, damage, loss assessment and needs analysis

- Existing methods and procedures followed in Belize in Agriculture

- Constraints, gaps in existing methods and opportunities for improvement

12:00 – 1:00 LUNCH

1:00 Conceptual Framework for Integrated Assessment

2:00 Livelihood Baseline Assessment (includes all livelihood assets and infrastructure)

3:00 – 3:15 BREAK

3:15 Livelihood Baseline Assessment (includes all livelihood assets and infrastructure)

5:00 Conclusion of Day 1

41

October 28th, 2009 DAY 2

8:30 – 01.00 Commencement of Day 2

Travel to Calla Creek for practical data collection

Participants of the workshop will be divided into 6 groups and each group will cover

approximately 11 households in the village (total of 67 households) and employ the

appropriate tools and methods introduced during the Day 1 and collect all possible

data (both qualitative and quantitative).

01.00 – 02.30 LUNCH

02.30 – 03.30 Consolidation of data and group presentation

03.30 -03.45 Break

03.45 – 05.00 Discussion on suitability of methods and tools

What has worked? What did not work and why? What problems encountered during

the field work? Sharing of lessons learned and ways and means for improvement;

Agree on overall methodology for strengthening data base on baseline assessment.

October 29th, 2009 DAY 3

8:30 – 09.00 Commencement of Day 3

Feedback from the participants on the previous day programme

09.00 – 10.30 Integrated Impact Assessment

- Setting the context - Types of information - Sources of information - Tools and methods – PRA tools/methods and surveys

10:30 – 10:45 Break

10.45 – 12.30 Integrated Impact Assessment: Damage and loss assessment (Integration of ECLAC

Methodology)

o Damage and loss information o How to integrate livelihood baseline data into damage and loss data o Reporting time frame, update and quality check o Reporting the data in the event of natural calamities

12:30 – 1:30 LUNCH

1:30 – 03.00 Analysing and presenting the information

3:00 – 3:15 BREAK

42

3:15 - 04.30 Finalization of checklist and data collection formats

4:30 – 05.00 Conclusion of Workshop & Issuing of certificates

Vote of Thanks (Mr. Angel Tzec, NPC)

43

Annex 2: List of Participants

TRAINING WORKSHOP

INTEGRATED ASSESSMENT OF LIVELIHOOD BASELINE AND IMPACTS FOR DISASTER RISK

MANAGEMENT IN AGRICULTURE

NAME ORGANIZATION CONTACT # EMAIL ADDRESS

1 Elvis Usher DANA 605-3390 eausher@yahoo.com

2 Timoteo Romero DANA 822-2626 tmjromero@yahoo.com

3 Edward Swift DANA 822-2178 edelvinswift@yahoo.com

4 Catherine Hob MAF 665-4189 catherinemerely@hotmail.com

5 Omar Vasquez DANA 822-2711 prospect.bze@gmail.com

6 Ruben Campus Rural Development 620-4856 rubencampussr@yahoo.com

7 David Wade Jr. Rural Development 669-0932 dgwadebz@yahoo.com

8 Jose Manzanero AGRICULTURE 661-2365 daocorozal@btl.net

9 German Novelo DANA 662-5146 germannovelo@yahoo.com

10 Mario Howe MAF 626-6059 marioihowe@yahoo.com

11 Willard E. Levy Sr. NEMO 623-0237 willard.levy@nemo.org.bz

12 Suleima Celiz NEMO 629-1151 suleima.celiz@nemo.org.bz

13 Al Westby NEMO 666-4964 westby_nemo@yahoo.com

14 Rafael Lima DANA 602-9042 chaflima@yahoo.com

44

15 Gustavo Gongora DANA 604-7326 yahzimir@yahoo.com

16 Angel Tzec MAF 669-6713 angeltzec@yahoo.com

17 Herman Castillo DANA 626-1989 elgranbaroncas@yahoo.com

18 Chris Berry RED CROSS 665-5075 cbeberry@yahoo.com

19 Orlando Jiminez Rural Development

625-

6456/824-

3000

orlando.jiminez@labour.gov.bz

20 Abraham Gonzalez MAF 627-5924 gonzalezabraham@yahoo.com

21 Craig Moore DANA 602-8022 cemmoore@yahoo.com

22 Diane Wade-Moore UNDP 822-2688 diane.wade@undp.org

23 Stanislus Martinez DANA 625-5648 stantinez@yahoo.com

24 Mauricio Jones MAF 666-1847 mauriciojones@yahoo.com

25 Melanio Pech MAF 621-6020 mpechcf@yahoo.com

26 Phillip Tate MAF 822-2241 ptate@agriculture.gov.bz

27 Edwardo Cus Rural Development 628-8148 edwardo.cus@labour.gov.bz

28 Charletta Casanova Belize Red Cross 622-7249 charletta.rowland@yahoo.com

29 Alfred Serano MAF 668-5963 afjserano@gmail.com

30 Selvaraju

Ramasamy FAO selvaraju.ramasamy@fao.org

45