Inter-Agency Contingency Planning: Concepts & Process

1. Inter-Agency Contingency Planning:Concepts & Process Workshop Title Workshop Location Date Facilitator’s Name Session Design: Inter-Agency Standing Committee Sub-Working Group on Preparedness and Contingency Planning

2. Session Overview Time (min) 1. Introduction 10 30 2. Key Concepts of Inter-Agency Contingency Planning 30 3. Exercise: Levels of Contingency Planning 20 4. The Inter-Agency Contingency Planning Process

3. Focus of this session Effective humanitarian action requires planning at several levels: This session will focuson the role of Inter-Agency Contingency Planning in effective humanitarian action Inter-AgencyContingencyPlanning OrganizationalPlanning Sector / ClusterPlanning

4. Why contingency plan? There are many good reasons why organizations should contingency plan: • Deal with anticipated problems before the onset of a crisis • Put in place measures that enhance preparedness Time Enhance the quality of humanitarian response! Relationships • Establish relationships with partners • Develop shared understanding of common challenges • Clarify roles and responsibilities • Strengthen coordination mechanisms Effectiveness • Identify constraints to effective response actions • Focus on operational issues

5. What is contingency planning? Contingency planning is a tool to anticipate and solve problems that typically arise during humanitarian response: Analyse potential emergencies Analyse potentialimpact Establish clear objectives & strategies Implement preparedness actions Example: Due to unusual weather patterns, Country X is at risk of large scale flooding this year Example: Up to 1.5 million people would be displaced from their homes and 50% of domestic crop production would be wiped out. • Example: • Maintaining people on their land and in their homes • Protecting the most fertile crop lands Example: Raise public awareness of preventive measures Distribute emergency supplies in high risk areas Create water diversion channels

6. When to Plan? Preparedness Planning Contingency Planning • Establish standing capacity to respond to a range of situations that may affect a given country or region • It is a continuing activity for all Country Teams that should be reviewed regularly Description • Establish capacity to respond to a specific emerging or anticipated crisis • It is a discrete activity triggered by early warning systems • If the threat becomes chronic, it may be integrated into preparedness planning Examples • Hurricane season in tropical areas • Chronic conflict zones • Pandemic influenza • Flooding in a not typically flood-prone region • Population displacement due to election violence The primary difference is the level of specificity

7. What is inter-agency contingency planning? Effective humanitarian action requires planning at several levels: Function Inter-AgencyContingencyPlanning Organizational Planning Defines specific organizational arrangements to deliver the services that the organization is committed to provide Sector / Cluster Planning Defines how organizations will work together to achieve sector specific objectives Inter-Agency Contingency Planning Provides a common strategic planning framework & process to ensure alignment of humanitarian action to overarching principles and goals OrganizationalPlanning Sector / ClusterPlanning

8. Elements of inter-agency contingency planning Inter-Agency Contingency Planning Sector / Cluster Planning Elements Elements • Common analysis, risk & vulnerability assessment • Scenarios & planning assumptions • Agreed planning figures • Overall objectives & strategies • Overall management & coordination arrangements • Linkages with government • Sector objectives & strategies • Needs assessment & analysis • Capacity & response commitments • Standards for response • Monitoring & reporting Examples Examples • Monitoring probability of emerging crisis • Projected # of people threatened by the emerging crisis • Objective to maintain people in their present location by providing supplies • Establishment of 6 Clusters • Negotiating access with government • Sector targets, e.g. in health, food, shelter, etc. • Vulnerability assessments • Application of sphere standards • Information management • Monitoring & reporting

9. Who’s involved? Who should be involved? • All who will be required to work together in the event of an emergency, including government whenever possible. • Working groups and information sharing mechanisms should be established to ensure the planning process remains manageable and effective. Who leads? • The Resident / Humanitarian Coordinator is responsible for providing overall strategic leadership to the inter-agency contingency planning process. • All members of the Humanitarian Country Team, in particular those with sector / cluster leadership responsibilities, are expected to ensure adequate coordination during the planning process within their respective sectors / clusters and agencies / organizations.

10. The planning process The inter-agency contingency planning process is organized around four basic components: Preparation Analysis ResponsePlanning ImplementingPreparedness ACTIONS • Prepare for and organize the inter-agency contingency planning process • Analyze hazards and risks, build scenarios and develop planning assumptions • Define response objectives & strategies • Define management & coordination arrangements • Develop & consolidate response plans • Enhance preparedness and continue the planning process Strong coordination and process management

11. Success criteria for IA contingency plans Commitment • Dedicated leadership • Appropriate resources • Investment in planning process, not just planning document Failure in any one area diminishes the quality of the contingency planning process and results. Execution • Effective leadership • Clear management and coordination • Prioritization of key issues • Appropriate delegation to sector / cluster level • Clear process and milestones • Continuous communication Inclusion • Engagement of all stakeholders • Inclusion of government in meaningful role • Effective information sharing Follow up • Taking action on planning recommendations • Integration of contingency plans at sector and organizational levels

12. Background & Reference

13. About the Guidelines A number of agencies had developed very good internal guidance on contingency planning. However, there was no reference document or standards for how to contingency plan on an inter-agency basis. • First version of IASC Inter-Agency Contingency Planning Guidelines developed in 2001. • Intervening years have seen an expansion in inter-agency contingency planning: • 2001: approximately 15 inter-agency contingency plans in existence • 2007: approximately 250 inter-agency contingency plans in existence • Revision of the guidelines was initiated in February of 2007 to: • Reflect accumulated good practice • Include key elements of humanitarian reform, specifically the cluster approach.

14. For more information and assistance Inter-Agency Contingency Planning Guidelines • Prepared by the IASC Sub Working Group on Preparedness and Contingency Planning • Published November 2007 Active Networks • There are active inter-agency networks in many regions that include staff from a range of humanitarian agencies that can provide advice or facilitation experience

15. Contingency Planning Reference • Inter-Agency Contingency Planning Guidelines for Humanitarian Assistance, November 2007 (Available in English Spanish, French and Arabic) • IASC Sub-Working Group on Preparedness and Contingency Planning. Challenges and Suggestions for Enhancing Inter-Agency Contingency Planning: Report of the 1st Global Consultation of Contingency Planners in Humanitarian Agencies. 2-4 July, 2007. • Available at: www.humanitarianinfo.org/iasc or www.reliefweb.int • Choularton, Richard. Contingency Planning and Humanitarian Action: A Review of Practice. HPN Network Paper No. 59, March 2007.Available at: www.odihpn.org

16. Thank you!