Synergized Standard Operating Procedures for Coastal Multi

Synergized Standard Operating Procedures for
Coastal Multi-hazards Early Warning System (SSOP)
8th IWS/2nd TRCG Forum
Macao Science Center, Macao, China
Jim Weyman, Project Manager
[email protected]
SSOP Project
 Purpose:
Promote community resilience to coastal multi-hazards
through standard operating procedures for effective
multi-hazards Early 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
Frame: 24 months (1 August 2012 – 31
July 2014) with possibility extension to 31 Dec
 Time
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); Thailand and Viet Nam
First project of TC to be funded by
international organization
Project Strategy
 Build
communication platform as a cooperation
 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
 Create
Manual of synergized SOP for integrated hydrometeorological approach to coastal multi-hazard EWS
 Train
users on interpretation and uses of SOPs .
Results Framework
GOAL : Promote community resilience to coastal
multi-hazards through SOPs for effective multihazards EWS for improvement of policy and
institutional arrangements
OUTPUT 1: Manual of Synergized Standard
Operating Procedures for integrated approach to Coastal
Multi-Hazards Early Warning System, focusing on hydrometeorological service including SOPs related to warning
providers, disaster managers, media, fishermen
OUTPUT 2: Regular communication and
cooperation mechanism between TC and PTC on coastal
multi-hazard early warning, particularly southern countries in
the region
Activity 1
 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 2
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.
Other Projects Under ESCAP
Tsunami Trust Fund
 Asian
Disaster Preparedness Center (ADPC) in association
with Global 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
Organization Reducing risks of tsunami, storm surges, large
waves and other natural hazards in low elevation coastal zones
TC and PTC Country Focal Points (NMHS and NDMO)
ESCAP Economic and Social Commission of Asia and Pacific
TC Typhoon Committee
PTC Panel on Tropical Cyclones
ADPC Asian Disaster Prevention Center
ABU Asian – Pacific Broadcasting Union
GAATES Global Alliance on Accessible Technologies for Environment
ADRC Asian Disaster Reduction Center
IOC Intergovernmental Oceanographic Commission of UNESCO
WMO World Meteorological Organization
RIMES Regional Integrated Multi-Hazard Early Warning System
Dissemination of Information
and Results
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’ Meetings
and Workshops (ESCAP, WMO,
Structure of SSOP Project
Steering Committee Composition
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.
To select Consultant (s) and Project Manager;
To provide guidance to Task Force, Project Manager and
To monitor progress of the SSOP project implementation.
Structure of SSOP Project
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
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
 Consultants
from TC and PTC Secretariats;
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
Conclusions - May 8-9 2013 Initial Workshop
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
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
Infrastructure Capacity Building
Mostly out of the scope of this project
bathymetrical data for storm surge and
run up
storm models and numerical forecasting
observation tools
Three In-Country Pilot Workshops
Team Members
 Jim Weyman, Project
Manager/Technical Advisor
(Philippines and Bangladesh, Skype into Pakistan)
 Olavo
 Atiq
Rasquinho, Meteorological Expert, TCS
Kainan Ahmed, Disaster Response Expert, ADPC
 Mr. Walter Welz,
Media Expert, ABU (Philippines and
 Ahmed
 Mr.
Said Al Barwani, Hydrology Expert, PTC
Nadeem Ahmed, Media Expert, ABU (Pakistan)
Three In-Country Pilot Workshops
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:
Purpose of Pilot Workshops
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 needs in both agency
internal SOPs and also integrated SOPs among
 Develop a plan of action
 Based upon three in country visits, to develop a draft SOP
Conclusion Pilot Workshops - EWS
Recurring themes
 High
level government commitment and support
 Legal
and legislature framework.
 Collaboration/coordination at
all levels – national, regional, and
 Media
involvement as a partner.
 Multi-hazard approach
 Fully
implemented elements of a people centered early warning
 Technical and
financial assistance may be required to prepare
these SOPs efficiently and funds should be identified/requested.
Conclusion Pilot Workshops - SOPs
 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
 Systems
to assist in response/preparedness capacity
 Supporting
MOUs in place
Conclusion Pilot Workshops - SOPs
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
Local government SOPs on evacuation, sheltering, and resettlement
Conclusion Pilot Workshops - SOPs
Gaps and Needs – Integrated, cross-cutting SOPs Needs
SOP standards for sharing of procedures, especially for local governments to use higher level
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
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 - Manual
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
Direction and guidance should come from the highest levels of
government to mandate the need to disseminate, consult, and
collaborate at all levels
Focused on 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
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

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