Synergized Standard Operating Procedures for Coastal Multi-hazards Early Warning System (SSOP) 8 th IWS/2 nd TRCG Foru

1. Synergized Standard Operating Procedures for Coastal Multi-hazards Early Warning System (SSOP)8th IWS/2nd TRCG ForumMacao Science Center, Macao, China Jim Weyman, Project Manager hiammic@gmail.com

2. Purpose: Promote community resilience to coastal multi-hazards through standard operating procedures for effective multi-hazardsEarly Warning System Focused mainly on the National Meteorological and Hydrological Services to meet the needs of diverse users • Funded by: ESCAP Trust Fund for Tsunami, Disaster and Climate Preparedness in Indian Ocean and Southeast Asian Countries • Time Frame: 24 months (1 August 2012 – 31 July 2014) with possibility extension to 31 Dec SSOP Project

3. Beneficiary Countries PTC region (7): Bangladesh (Pilot); India; Maldives; Myanmar; Pakistan (Pilot); Sri Lanka; Thailand TC region (7): Cambodia; China; Lao PDR; Malaysia; Philippines (Pilot); Thailandand Viet Nam First project of TC to be funded by international organization

4. Build communication platform as a cooperation mechanism. • Focus mainly on meteorological and hydrological services for more vulnerable coastal areas to natural disasters. • Review and document performance of Standard Operating Procedures (SOP) for coastal multi-hazard EWS. • CreateManualof synergized SOPfor integrated hydro-meteorological approach to coastal multi-hazard EWS • Train users on interpretation and uses of SOPs . Project Strategy

5. GOAL : Promote community resilience to coastal multi-hazards through SOPs for effective multi-hazards EWS for improvement of policy and institutional arrangements • MAIN OUTPUT 1:Manual of Synergized Standard Operating Procedures for integrated approach to Coastal Multi-Hazards Early Warning System, focusing on hydro-meteorological service including SOPs related to warning providers, disaster managers, media, fishermen • MAIN OUTPUT 2:Regular communication and cooperation mechanism between TC and PTC on coastal multi-hazard early warning, particularly southern countries in the region Results Framework

6. Reviewing and synergizing the existing Standard Operating Procedures (SOP) for coastal multi-hazard EWS • Develop the Manual of Synergized SOPs for an integrated approach for Coastal Multi-Hazards EWS 1.1 - Workshop for collecting/exchanging information (8-9 May 13) Indicator: Unmet needs of SOPs for EWS Identified (Completed) 1.2 - Piloting in selected Indicator: 3 In-country Workshops (3-11 October 13) (Completed) 1.3 -Compile a Manual/Handbook of Synergized SOPs for an integrated approach. (Developing – Need Input) Indicator:Distributed Manual/Handbook to TC/PTC Members Activity 1

7. Enhancing capacity building on performance of SOPs for coastal multi-hazard for TC and PTC Members 2.1 Training of users in the interpretation of EWS products Indicator:Train about 50 decision-makers, disaster managers, media professionals and warning issuers from 13 beneficiary countries. (Possible date 2nd week in June 2014) 2.2 Working meeting on building a cooperation mechanism between TC and PTC for coastal multi-hazard EW information sharing and technical transferring for target countries. Indicator: about 20 participants from 13 beneficiary countries as focal points of cooperation mechanism joined the meeting. Activity 2

8. Asian Disaster Preparedness Center (ADPC) in association withGlobal Alliance on Accessible Technologies for Environment (GAATES) Technical Assistance for enhancing the capacity of end-to-end multi-hazard EWS for coastal Hazards in Myanmar, Sri Lanka and Philippines • Asia-Pacific Broadcasting Union (ABU) Disaster Risk Reduction Broadcast Media Initiative • Regional Integrated Multi-Hazard Early Warning System (RIMES)in cooperation with World Meteorological OrganizationReducing risks of tsunami, storm surges, large waves and other natural hazards in low elevation coastal zones Other Projects Under ESCAP Tsunami Trust Fund

9. TC and PTC Country Focal Points(NMHS and NDMO) • ESCAPEconomic and Social Commission of Asia and Pacific • TCTyphoon Committee • PTCPanel on Tropical Cyclones • ADPCAsian Disaster Prevention Center • ABUAsian – Pacific Broadcasting Union • GAATESGlobal Alliance on Accessible Technologies for Environment • ADRCAsian Disaster Reduction Center • IOCIntergovernmental Oceanographic Commission of UNESCO • WMOWorld Meteorological Organization • RIMESRegional Integrated Multi-Hazard Early Warning System Partners

10. It is envisioned that the knowledge gained will be disseminated through: • Manual • TC and PTC workshops, training courses and Websites with collaboration/coordination with partners • Partners’ Meetings and Workshops (ESCAP, WMO, ADPC, ADRC, IOC-UNESCO, RIMES, etc.) Dissemination of Information and Results

11. Steering CommitteeComposition • Chairperson of Advisory Working Group of Typhoon Committee • Secretary of the Typhoon Committee; • Secretary of the Panel on Tropical Cyclones. The Chairperson of the TC AWG will perform the functions of Head of the Steering Committee. Duties • To select Consultant (s) and Project Manager; • To provide guidance to Task Force, Project Manager and Consultant(s) • To monitor progress of the SSOP project implementation. Structure of SSOP Project

12. Project Manager / (Technical Advisor) • To implement SSOP and coordinate related programmes or activities. • To take part in the activities related to SSOP. • To maintain progress of the implementation of the project and to prepare the progress reports; • To draft initial Manual of Synergized Standard Operating Procedures for Coastal Multi-Hazards Early Warning System and coordinate development Structure of SSOP Project

13. Task Team Structure and Organization • Chairpersons or representatives of WGM, WGH, WGDRR, TRCG of TC and the Chairpersons or representatives of the WGM, WGH, WGDPP of Panel on Tropical Cyclones; • Representatives from TC and PTC Secretariats; • Consultants from potential cooperation organizations; • Focal points from 13 beneficiary countries among Members of TC and PTC; and • TC Secretary to perform functions of Head of Task Force Structure of SSOP Project

14. Manual of Synergized Standard Operating Procedures • Wide variety of cultures, governments, past experiences, relationships, risks, and people among countries and even within many countries. SSOPs must be flexible best practices, operational guidelines and recommendations • Focused on meteorological and hydrological services, disaster management offices, and national tsunami warning centers, but other agencies must be involved in detailed, integrated ways to make the end to end, cross-cutting early warning system work. Various user sectors within government, businesses, and communities should be considered and addressed. • Need for a policy part of this development. With different agencies and government levels, a policy framework would increase chance for success. Conclusions - May 8-9 2013 Initial Workshop

15. Training and Human Capacity Building • Technical required, but also other types needed. Training the warning preparer to communicate better with media and media to better understand the risks and potential impacts. • Awareness of risks, potential, and similarities and differences among coastal hazards at various levels • At community level, training on meaning of warnings, risk, potential, actions needed, and methods to increase awareness especially for areas not significantly impacted for 10 -30 years. Conclusions - May 8-9 2013 Initial Workshop

16. Infrastructure Capacity Building Mostly out of the scope of this project • Better bathymetrical data for storm surge and run up • Better storm models and numerical forecasting tools • Better observation tools Conclusions - May 8-9 2013 Initial Workshop

17. Team Members • Jim Weyman, Project Manager/Technical Advisor (Philippines and Bangladesh, Skype into Pakistan) • OlavoRasquinho, Meteorological Expert, TCS • AtiqKainanAhmed, Disaster Response Expert, ADPC • Mr. Walter Welz, Media Expert, ABU (Philippines and Bangladesh) • Ahmed Said Al Barwani, Hydrology Expert, PTC • Mr. Nadeem Ahmed, Media Expert, ABU (Pakistan) Three In-Country Pilot Workshops

18. In Country Pilot Workshops were held: • October 3-4, 2013 Manila, Philippines • October 6-7, 2013 Dhaka, Bangladesh • October 10-11, 2013 Islamabad, Pakistan Draft Copies of detailed reports of Pilot Workshops, a Summary report, and Report of the May 8-9, 2013 Kickoff Workshop at: Three In-Country Pilot Workshops http://www.typhooncommittee.org/SSOP/indexSSOP.html

19. Sub-Activity 1.2:  Pilot SSOPs project focus on institutional capacity building from the national level to the local level Workshop Purpose • Review existing SOPs for coastal multi-hazards EWS for Hydro-meteorological, disaster management, media, elected official, and others from national to local levels • Identified strengths, gaps and needsin both agency internal SOPs and also integrated SOPs among agencies.  • Develop a plan of action • Based upon three in country visits, to develop a draft SOP manual. Purpose of Pilot Workshops

20. Recurring themes • High level government commitment and support • Legal and legislature framework. • Collaboration/coordination at all levels – national, regional, and local. • Media involvement as a partner. • Multi-hazard approach • Fully implemented elements of a people centered early warning system • Technical and financial assistance may be required to prepare these SOPs efficiently and funds should be identified/requested. Conclusion Pilot Workshops - EWS

21. Strengths • Favorable Framework for Creation/Maintaining SOPs. • Excellent Examples of Existing SOPs • Systems to assist in detection, monitoring, forecasting, and warning services • Systems/Situations to assist in dissemination and communications • Systems to assist in response/preparedness capacity • Supporting MOUs in place Conclusion Pilot Workshops - SOPs

22. Gaps and Needs – SOPs for Specific Areas Needs • Each agency SOPs for the implementation of roles and responsibilities defined in national policies • SOPs for both technical and non-technical activities • Hydro-meteorological service SOPs on all aspects of forecast and warning process • Development, use, and dissemination of storm surge information • Cyclone forecasting and warning process in consultation with all stakeholders • SOP to cover back-up plans for catastrophic events such as power failure, fire, facility damaged, etc. • SOP concerning preparing after action reports for situations which can be released to media and public • DRR/management agencies below national level of government SOPs on heavy rain situations • Local government SOPs on evacuation, sheltering, and resettlement Conclusion Pilot Workshops - SOPs

23. Gaps and Needs – Integrated, cross-cutting SOPs Needs • SOP standards for sharing of procedures, especially for local governments to use higher level government • Multiagency, detailed SOP on dissemination/communication process of alerts and warnings, including backup systems • Multiagency SOP on the process and mechanism for sharing data and data analysis • Local communities SOPs to prevent conflicting activities and to ensure rapid dissemination • Provision of SOPs to other agencies and consultations from the national down to local officials • Coordination procedures on dissemination of warnings and information by national, district and local governmental agencies to the media to prevent issuance of conflicting information • Coordinated procedures on the process of implementation of new or updated SOPs involving all relevant agencies • Coordinated process and procedures to simplify alert and warning information to include in SOPs, including use of technical terms, number of warning levels, emphasis on hazards not technical terms, specific non-generic warnings, simplified warnings and bulletins that media can “rip and read” • Involvement of non-government private, professional, civil society, community organizations and families in the development of SOPs • Guide book or reference manual for media to understand and communicate warning information Conclusion Pilot Workshops - SOPs

24. Testing and maintaining needs • Annual or scheduled reviews of all SOPs - Validate • Updated based on past experience • Conduct post disaster assessment between DRR/management and media • Review of SOPs after changes in equipment, procedures, etc. MOU related needs • National plan or MOU clearly defining all roles and responsibilities in EWS • MOU between DRR/management and media to define single, official source of information for government and methods of communicating • MOU between hydro-meteorological service and media on methods and procedures of dissemination of data • MOU between hydro-meteorological service and DRR/management agency • MOU on data formats, warnings, and monitoring systems Conclusion Pilot Workshops - SOPs

25. Manual - General • Wide variety of cultures, governments, past experiences, relationships, risks, and people among countries and even within many countries. SSOPs must be flexible best practices, operational guidelines and recommendations that can be applied in a variety of situations. • Direction and guidance should come from the highest levels of government to mandate the need to disseminate, consult, and collaborate at all levels • Focusedon National Meteorological and Hydrological Services, the National Disaster Management Offices, and the National Tsunami Warning Centers, other relevant government, business, and community agencies must be involved in detailed, integrated ways Conclusion Pilot Workshops - Manual

26. Manual/Handbook should contain: • Minimum baseline standard requirements • Ideas/guidelines on format and content • Ideas and checklist for SOPs for different types of events and different levels of threat • Ideas and guidelines for multi-hazards SOPs with different parts for different hazards • Need for regular updating as and when required and after a disaster; • Need to test and conduct regular exercises/drills to validate SOPs • Protocols to use with different levels of government • Examples from other countries of SOPs and other related actions and procedures • List of relevant available websites, case studies, documents, and videos for reference information • Ideas and examples of usage of social media and its application for information dissemination and 24/7/365 weather, hazard, and early warning updates; • The need to incorporate designation of spokesperson for event • Usefulness of an electronic database on different types of disasters categorized by meteorological, hydrological, tsunami, etc. in EWS • Ideas on advance communication techniques (net radio, cell phone applications) for first responders Conclusion Pilot Workshops - Manual

27. Thank you