Facilitation Guide for the Workshop Management Group:

– Rationale– Objectives– Organization– Framework– Timeline/sked– Break-out groups– Guide questions– Output template

Rising Above & Beyond O.P.S. Lessons-Learned WorkshopONDOY • PEPENG • SANTIAstoria Plaza, Ortigas, Pasig City17 – 18 December 2009

• NDCC has been spearheading the “whole-of-government” approach to address disasters in the country

• Lessons have been learned from each major disaster that contribute to the continuous improvement of disaster response

• Lessons learned workshops have been instrumental in enhancing systems, capabilities and coordination mechanisms

• Aftermath of recent major disasters will provide an effective venue and dynamic process to once again enhance the Philippine Disaster Management System amidst a changing global environmental landscape

• With the devastating effects left by the three tropical cyclones “Ondoy”, “Pepeng” and “Santi”, lessons learned must be captured at the local, regional and national levels as well as interaction with the international humanitarian community

Rising Above & Beyond O.P.S. Lessons-Learned Workshop ONDOY • PEPENG • SANTI

Rationale

Objectives1. Revisit the over-all response to the recent typhoons at the

local, regional, national and international levels;

2. Identify the challenges encountered by the different players in the conduct of disaster operations including the operational needs and gaps identified;

3. Identify best practices and facilitating factors to address challenges in order to build the capabilities of the DCCs at all levels;

4. Formulate recommendations as inputs for policy development, advocacy, response preparedness planning, implementation and evaluation; and

5. Contribute in the systematic enhancement of the Philippine Disaster Management System through alignment of plans, programs and projects.

Rising Above & Beyond O.P.S. Lessons-Learned Workshop ONDOY • PEPENG • SANTI

EXECOMChair : CDA / Ex-O, NDCC

Vice Chair : CDEXO

ACDEXO / C, Opn / MA, OpRed

Workshop ConvenorAdministrator

GLENN J RABONZA

Lead FacilitatorAtty. P. Duque MNSA

Co-Lead: Mr. S. Jegillos

Theme 1 FacilitatorProf. C. Arcilla

RD CAR – O. Luces

Theme 2 FacilitatorMr. A. Escaño

RD 4A- V. Tomazar

Theme 3 FacilitatorMs. D. LagdameoRD 1 – E. Cabrera

Theme 4 FacilitatorMr. C. Dugenia

RD NCR – S. Cruz

Lead DocumentorMs. R. Rodriguez

Ms. B. Suerte

Theme 1 DocumentorMr. M. Obligado

Ms. M. Marasigan

Theme 2 DocumentorMs. S. Opulencia

Ms. A. Ortega

Theme 3 DocumentorMs. B. Rodriguez Ms. M. Marquez

Theme 4 DocumentorMs. A. Rosana Ms. A. Menguilla

Event CoordinatorMs. O. Basco

SecretariatMs. P. Enriquez

Info Kit & Venue PrepMr. E. Estioko

Budget & FinanceMs. R Doma

ICT Support ServicesMr. A. Lorenzo

Rising Above & Beyond O.P.S. Lessons-Learned Workshop Management GroupONDOY • PEPENG • SANTI

Rising Above & Beyond O.P.S. Lessons-Learned Workshop ONDOY • PEPENG • SANTI

Pre-workshop activities•Concept development•Admin arrangements•Invitation•Confirmation•Coordination meetings

•Facilitators’ meeting (14Dec09)

–Biodata–Guide questions–Content Review–Requirements–Final guides

•Workshop Simulation–Sequence–Timing–Coordination–COntingencies

POST WORKSHOP ACTIVITIES:

1st consolidation meeting (21 Dec 09)

Final report writing (Jan 2010)

Consultation with NDCC Technical Management Group (Feb 2010)

PRESENTATION TO THE NDCC

(TBDL)

Day 1 - OPENING CEREMONY and opening session– Overview of Workshop Concept by Atty. Priscilla N. Duque– Chronology of tropical cyclones by PAGASA – Dr. Prisco D Nilo– Summary of NDCC responses by Adm. Glenn J Rabonza

Break-out Theme 1 *Experience Sharing – Barangay DCC

Break-out Theme 2

*Experience Sharing – Municipal DCC

Break-out Theme 3

*Experience Sharing –City DCC

Break-out Theme 4

*Experience Sharing – Provincial DCC

PLENARY SESSION– Key points from experience sharing– Focus of each group discussion per assigned thematic area– Observations and comments on other thematic areas

DAY 2 – Recapitulation of previous day discussions, intro of international participants and PLENARY SESSION

– Summary of lessons by thematic area– Discussion and recommended actions

Break-out Theme 1

*international partners included

Break-out Theme 2

*international partners included

Break-out Theme 3

*international partners included

Break-out Theme 4

*international partners included

Synthesis/ Consolidation and CLOSING CEREMONY

Rising Above & Beyond O.P.S. Lessons-Learned Workshop ONDOY • PEPENG • SANTI

-OPENING CEREMONY -Opening Remarks: Renaud Meyer, UNDP-Keynote Speaker – Sec Esperanza I. Cabral, DSWD

Opening Session – Overview of Workshop Concept by Atty. Priscilla N. Duque– Chronology of tropical cyclones by PAGASA – Dr. Prisco D Nilo– Summary of NDCC responses by Adm. Glenn J Rabonza

Break-out Theme 1 *Experience Sharing – Barangay DCC

Break-out Theme 2

*Experience Sharing – Municipal DCC

Break-out Theme 3

*Experience Sharing –City DCC

Break-out Theme 4

*Experience Sharing – Provincial DCC

PLENARY SESSION– Key points from experience sharing– Focus of each group discussion per assigned thematic area– Observations and comments on other thematic areas

– Recapitulation of previous day discussions, intro of international participants and PLENARY SESSION

– Summary of lessons by thematic area– Discussion and recommended actions

Break-out Theme 1

*international partners included

Break-out Theme 2

*international partners included

Break-out Theme 3

*international partners included

Break-out Theme 4

*international partners included

Synthesis/ Consolidation and CLOSING CEREMONY (GOH – Sec Norberto Gonzales, C, NDCC)

9:00 – 10:00

10:00 – 14:00

18:00 onwards

13:00 – 17:30

14:00 – 17:00

9:00 – 12:00

TIMELINE

Day 1

DAY 2

Thematic Area 1:

Response Preparedness Measures

Thematic Area 2:

Emergency Response, Coordination & Operations

Thematic Area 3:

Impact Assessment, Early Recovery and Rehabilitation Planning

Thematic Area 4:

Disaster Information Management

Facilitator

Prof. C. Arcilla

RD CAR – O. Luces

Facilitator

Mr. A. Escaño

RD 4A- V. Tomazar

Facilitator

Ms. D. Lagdameo

RD 1 – E. Cabrera

Facilitator

Mr. C. Dugenia

RD NCR – S. Cruz

Tribeca Function Room Board Room 2 Wall Street Function Rm. Chelsea Function Room

DOST-PAGASA

NDCC OpCen

MMDA

Marikina CDCC

Pangasinan PDCC

Binangonan MDCC

Manila Observatory

Other Intl agencies

UN-OCHA – NRDA* (AusAid, JICA, ADB)*

NOTE TO SECRETARIAT:

Please list complete names of participants per group upon confirmation by 11 December 2009.

Room assignment for EXECOM – Boardroom 1

AFP

DILG – PNP, BFP

DOTC – PCG

Cainta CDCC

Abra PDCC

Calayan Is MDCC

DSWD – NROC

DepEd

RDs, OCD 5, 6, 9, CARAGA

Oxfam*, UNICEF

CFSI*, UN-OCHA* (Ann)

WFP-Opns (Bernard)*

UN – OCHA*

Other Intl agencies

(MSF, IFRC*

JUSMAG,

GTZ) *

RDCC-1 DANA

Pateros CDCC

Taguig CDCC

Benguet PDCC

DOH – HEMS

MWSS

UN OCHA*

World Health Organization*

OCD Planning Division

OCD Training Divison

OCD – NCR

RDs, OCD – 2, 7, 10, 11

PNRC,

UNDP*, JICA, UNFPA

UNICEF* USAid, FAO, ILO

UN Habitat

Other Intl agencies

Cluster Leads

DSWD

DOH

DA

DepEd

NAMRIA

PIA

NSO

PNRC

RDs, OCD – 4B, 8, 12

OCD IT Section

UN OCHA*

Other Intl agencies

IOM, EU*

KOICA, WB)*

*To join on 2nd day only

Rising Above & Beyond O.P.S. Lessons-Learned Workshop ONDOY • PEPENG • SANTI

Scope of Each Thematic Group

Themes Discussion Points

Theme 1: Response and Preparedness MeasuresTimeline: pre land fall-threat was imminent until impact stage

•Early Warning and Dissemination•Pre-emptive evacuation•Stockpiling•Pre deployment of SAR assets•Activation of EOC

Theme 2: Emergency Response, Coordination and OperationsTimeline: Impact stage until immediate emergency response

•Incident command system•Response procedures•Vertical and horizontal coordination•Immediate damage reporting•Beneficiary selection•Regional, national and international response mechanisms

Scope of Each Thematic GroupThemes Discussion Points

Theme 3:Impact assessment, emergency response, early recovery and rehabilitation planning

Timeline: Organizing for emergency response, early recovery and planning for long term recovery and rehabilitation

•Modes of assessment•Agency level/inter agency level•Joint assessment•Determination of needs and priorities•Planning for early recovery• Post disaster needs assessment•Beneficiary selection• Disaster risk reduction

Theme 4: Disaster Information Management

Overlay with 3 themes/timeline

• Use of existing information management system•Sources and processing •Procedures, forms, tools including GIS•Quality control•How use are these in decision making and planning

KEY CONSIDERATIONS

• Community-based preparedness• Awareness• Leadership• Gender• Needs-based • Social inclusion• Coordination• Funding• Timeliness

Expected Group Output

1. Summary of actions taken and analysis

2. Timeliness of action, particularly in time sensitive response.

3. Adequacy of resources vis needs in various phases

Expected Group Output

4. Appropriateness of response vis needs in various phases.

5. Presence or absence of participation of key actors in various phases.

6. Analysis of integration of disaster management system.

7. Recommendations

Structure of Group Discussion

• Introduction to the topic and coverage

• Experience sharing by DCC

• Participants consider and discuss responses to expected outputs

• Group discussion and analysis

• Summary discussion

• Presentation to Plenary (45 minutes with Q and A)

Outline for sharing (scope/ focus)

• Situation Overview • Focus on topic/ theme

– How did local DCCs concerned disseminate information and advisories to its constituents on impending weather disturbances? What were the alert mechanisms activated? If any, how was this received? How did the populace react to it?

• Operational review– Was there an organized unit or office that orchestrated the

response operations at the municipal or provincial level? How did other players carry out their roles and responsibilities vis-à-vis the ICS on the ground? How did regional offices contributed in ensuring that response operations will be synchronized and systematic?

• Key achievements of DCC on theme• GAPS/ areas for improvement

Report Template

Theme:

1.Summary of actions in each phase

2.Key accomplishments

3.Analysis of timeliness, adequacy of resources and appropriateness of response

4.Analysis of participation and integration

5.Recommendations