terminal report - ssop phase ii: implementation of ......(ssop manual module 5) • developing...

22 May 2020

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OVERALL ASSESSMENT

Briefly state the main results of the project so far. These could include key activities, but to the extent possible, focus on the result of the activities (policy changes, institutional capacities, replication, ownership etc). Is there any evidence that the project has reduced gender inequalities?

• Result 1 – Completion of Activity 1: “Conducting Training Courses on SSOP for coastal multi-hazards EWS for DRR experts and warning experts from 10 beneficiary Countries (3 days in RTC, Nanjing). - The training consisted of lectures, presentations and training scenarios along with active discussions among participants,

representatives of the beneficiary countries, and lecturers/trainers. The Workshop was attended by 23 participants from the beneficiary countries and 3 participants from China. Bangladesh and Cambodia were the only SSOP project beneficiary countries that did not send representatives.

- On the third day of the workshop exercises were conducted based on two separate scenarios. The participants were divided into two groups with representatives from DRR, Meteorology and Hydrology distributed among the groups. The first scenario had the groups work through a series of questions to guide them in the strengthening of their standard operating procedures and synergize with other agencies in order to reduce confusing/conflicting messages and increase efficiencies. The groups produced the components of an SSOP based on their discussions. The second scenario had the same groups look at how to quickly disseminate warnings, especially to remote, underserved and those hard to communicate with populations. The combined results of the groups are attached in Annex II.

• Result 2 – Completion of Activity 2: “Conducting consulting workshops (2 days) at national-level for selected 3 nations from TC and PTC regions (based on Activity 1) on supporting updating and improving the existing SOPs by using the knowledge of Manual of SSOPs.”

- Five or the desired six consultation workshops were completed. Two workshops were conducted in the PTC region (Myanmar and Sri Lanka), and three in the TC region (Thailand, Viet Nam and Lao PDR).

- Each country provided the project manager with topics to focus on based on Activity 1 – Training Workshop held at RTC Nanjing, China. The project manager then designed the two-day consultation workshop to concentrate on each of the countries desired topics. Lectures to discuss the topics were conducted followed by breakout sessions where the participants were divided into three groups with representatives from DRR, Meteorology, Hydrology, and media distributed among the groups. The groups answered questions about the topics, which eventually led to developing an improved SSOP, new SSOP, MOU, and/or produced topics for further consideration.

- Here are the outcomes and further considerations from the participants at each workshop ▪ Myanmar – Developed a list of topics to work on in order to evolve their SOPs in to SSOPs. ▪ Thailand – Using the SSOP concepts, develop or revise three MOUs, and develop the new Communication Systems SSOP.

The SOP on weather forecasting has been updated based on the SSOP guidance. ▪ Sri Lanka – Developed three SOPs for non-tectonic tsunamis which can be combined to produce a robust SSOP. Also,

determined two more SSOPs that may be considered for development. ▪ Viet Nam – Developed a list of topics to consider for improving their early warning system including consistent messaging,

strengthening relationships and providing impact-based warnings.

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▪ Lao PDR – Revised portions of their EWS SSOPs and will pursue its approval.

• Result 3 – Completion of Activity 3: “Conducting RSMC attachment training in RSMCs Tokyo and New Delhi for Tropical Cyclones forecasters of selected 4 nations from TC and PTC regions.”

- First half of Activity 3: “TC/PTC exchanges through attachment trainings delivered by RSMCs in Tokyo and New Delhi” completed. The SSOP-II Project supported three PTC Member Country representatives to attend the RSMC Tokyo attachment training in December 2017. The PTC countries represented were Bangladesh, Maldives and Myanmar.

- Second half of Activity 3: “TC/PTC exchanges through attachment trainings delivered by RSMCs in Tokyo and New Delhi” completed. The SSOP-II Project supported all five beneficiary TC Member Country representatives to attend the RSMC New Delhi attachment training in July 2018. The TC countries represented were Cambodia, Lao PDR, Philippines, Thailand and Viet Nam.

• Result 4 – Contribution to Regional Coordination/Cooperation - Strengthen relationships among member organizations of the Typhoon Committee and the Panel on Tropical Cyclones.

▪ The interaction of the participants at the Activity 1 Training Course provided opportunities for countries to better understand their neighbors and their neighbors’ procedures, share experience and knowledge, and understand the complexities or simplicity of the decision making processes.

▪ Several participants in the Activity 1 Training Course noted that the discussion during the workshop, especially during the scenarios, was valuable and will consider using how others have approached issues to work toward solutions in their own countries.

▪ The interaction of the participants at the Activity 1 Training Workshop provided opportunities for countries to better understand their neighbors and their neighbors’ procedures, share experience and knowledge, and understand the complexities or simplicity of the decision making processes.

▪ Several participants in the Activity 1 Training Workshop noted that the discussion during the workshop, especially during the scenarios, was valuable and will consider using how others have approached issues to work toward solutions in their own countries.

▪ The attachment training brought together the two regions in a forecasting environment allowing technical and relational experiences to foster better collaboration among neighboring countries.

• Result 5 – Gender Considerations - For Activity 1, Training Workshop, seven of the 26 participants were women, with six of the nine participating countries having at

least one woman representative. - For Activity 2, Consultation Workshops, the following are the ratios of women participants to total participants.

▪ Myanmar 12/33 (36%) ▪ Thailand 15/35 (43%) ▪ Sri Lanka 8/27 (30%) ▪ Viet Nam 24/42 (57%) ▪ Lao PDR 7/20 (35%)

- For Activity 3, Attachment Training, the following are the ratios of women participants to total supported participants.

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▪ One of the three supported representatives who attended the Activity 3 RSMC Tokyo Attachment Training was a woman. ▪ One of the five supported representatives who attended the Activity 3 RSMC New Delhi Attachment Training was a woman.

• Result 6 – Knowledge Transfer - Evaluations used at the completion of the Activity 1, the Training Workshop in Nanjing, China, indicated the most value the

participants received was in the following areas: during group discussions, through the nine-step process of creating and maintaining an SSOP, understanding the key concepts, basic principles and standards, through the scenarios, how to improve cooperation and integration at all levels of SOPs, and cultural exchange. This workshop was designed to provide the mechanism for establishing and preparing SSOPs in preparation for an in-country consultation workshop (Activity 2). Activity 2 was the core of initiating change in revising SOPs, providing synergized SOPs throughout all levels of government and among partners, and to devise a process for updating the SOP in order to keep it valid and encourage collaboration.

- The in-country Consultation Workshops began the process of synergizing the standard operating procedures of each country. Participants understood the value of integrating their SOPs in order to become more effective and efficient. Also, each country will work as a team within their respective countries to build an impact-based early warning system which will lead to more understandable and actionable information for the decision makers and public. In particular, the participants will begin work in the following topics to evolve their SOPs into SSOPs.

▪ Myanmar’s Consultation Workshop, held 1-2 November 2018, resulted in consensus to work on:

• Integrating current SOPs across agencies. (SSOP Manual Module 5)

• Developing impact-based early warning system. (Module 6)

• Applying lessons learned from previous events. (module 12)

• Modifying or creating color/number systems for all hazards, as appropriate. (Module 13)

• Adding social media and other dissemination systems. (Module 12)

• Adding new information to SOPs. (Module 6)

• Developing new SSOPs. (Module 6)

• Conducting public awareness using multiple agencies. (Module 9) ▪ Thailand’s Consultation Workshop, held 8-9 July 2019, resulted in consensus to work on:

• Identifying possible topics to address in their current SSOP. (Appendix II)

• Connecting with local community partners to conduct outreach, education and feedback for their SSOP. (Module 10)

• Using SSOP Manual concepts, revise and develop new MOUs. (Module 3)

• Using SSOP Manual concepts, develop a new Communication System SSOP. This SSOP will integrate the different agencies communications allowing all to have the most current information and be able to speak with one voice. (Module 6)

▪ Sri Lanka’s Consultation Workshop, held 23-24 September 2019, resulted in consensus to work on:

• Rewriting current SSOPs to be more concise or by using a recommended format from the SSOP Manual. (Module 6)

• Developing a feedback mechanism for all SSOPs. (Appendix VIII)

• Developing an SSOP for training. (Module 6)

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• Adding a non-tectonic tsunami SSOP by combining the three SSOPs developed during the workshop. (Module 6) ▪ Viet Nam’s Consultation Workshop, held 26-27 September 2019, resulted in consensus to work on:

• Involving multiple agencies when updating SSOPs. They found the value of having DRR, NMHS, Social Science, Red Cross, local to high level leadership and other associated agencies, such as those who attended the workshop, as part of the team developing SSOPs. (Module 5)

• Combining SSOPs for similar events. (Module 14)

• Providing information in easy to use formats for media, including replacing technical terms with user friendly terms. (Module 13)

• Developing an impacts-based people-centered forecasting and warning system. (Module 1)

• Involving district, provincial and local levels in outreach and feedback. (Module 10)

• Developing a process for information to be disseminated to all agencies at the same time to foster consistency. (Module 5)

▪ Lao PDR’s Consultation Workshop, held 1-2 October 2019, resulted in consensus to work on:

• Updating the current SSOP to incorporate recent changes. (Module 8)

• Pursuing approval of the SSOP by leadership. (Module 7)

• Conducting workshops at national, provincial, district and community levels. (Module 10)

• Adding a training SSOP by combining the three SSOPs developed during the workshop. (Module 6)

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ACTIVITY WORK PLAN

Activity Time Frame Trust Fund Contribution Trust Fund Contribution

Spent Description of progress

Activity 1: Conducting Training Course on SSOP for coastal multi-hazards EWS for DRR experts and warning experts from 10 beneficiary Countries (3 days in RTC,

Nanjing)

1.1 Staff and other

personnel costs

May2017 -

Aug2017

changed to

Sept2017 –

Mar2018

Consultants/Lecturers cost:

US$3,600

Remuneration for Project

Manager/Technical Advisor

- Coordinating the Training

Course : US$1,800

-Drafting the Summary

Report : US$840

Consultants/Lecturers cost for

Project Manager:

US$1,200.00


Manager


Course : US$1,800.00


Report : US$346.77

Two Lecturers and Project Manager delivered the

lectures and did not accept the payment.

A Letter of Service Agreement was signed between

Typhoon Committee and Project Manager (PM), in

which it is stated that the remuneration cost shall be kept

in TC Secretariat and shall be used for supporting PM,

experts/lectures and TC and PTC Secretariats staff on

travel costs needs and required expenses arising from

activities related to the Project. So, the remuneration and

consultant/lecture cost for PM of activity 1 was used to

support PM’s travel cost to attend the TC TECO and

TC50 from 26 Feb to 3 Mar 2018 (Total USD3,346.77)

1.2 Supplies,

Commodities,

materials

Sept2017 -

Dec2017

Office supplies:

US$1,024

Office supplies:

US$908.61

Settled payment was completed

1.5 Travel (US$57,800) Sept2017 -

Dec2017

Travel costs for Participants,

Lecturers and staff:

Air-ticket : US$28,235

DSA : US$22,384

Terminal expenses and bank

charges : US$7,181

Travel costs for 23

Participants, 3 Lecturers and 3

TCS staff:

Air-ticket : US$24,590.65

DSA : US$18,845.75

Terminal expenses and bank

charges : US$3,433.29

The training workshop was held in Nanjing, China from

24 to 26 October 2017 with 23 participants from Eight

Beneficiary Countries, 3 participants from non-

Beneficiary countries (China), two Lectures, PM and

three staffs from TCS attended the Training Workshop.

1.7 General Operating

and other direct costs

Sept2017 -

Dec2017

Organization cost:

US$1,190

Operational costs, utilities,

rental of equipment, printing:

US$3,810

Organization cost:

US$1,394.11



US$3,810.00

Settled payment was completed

1.8 Indirect cost

Aug2017

changed to

Apr2018

Indirect costs:

US$2,803

Total for the Activity 1:

US$72,867

Indirect costs:

US$2,253.17


US$58,582.35

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Activity 2: Conducting consulting workshops (2 days for each) at national-level for selected 3 nations from TC and PTC regions (based on Activity 1) on supporting updating

and improving the existing SOPs by using the knowledge of Manual of SSOPs.

2.1 Staff and other

personnel costs

Oct2018-

Nov2019

Consultants/Lecturers cost :

US$9,600




Course : US$10,800


Report: US$1,200

Consultants/Lecturers cost :

US$6,119.99


Manager:


Course : US$0.00


Report: US$0.00

Payment to 1 local consultant and 5 local experts for

Myanmar and Thailand Workshops

According the Letter of Service Agreement was signed

between Typhoon Committee and Project Manager

(PM), the remuneration and consultant/lecture cost for

PM of activity 2 was used to support PM’s travel cost

2.2 Supplies,

Commodities,

materials

Oct2018-

Nov2019

Office supplies :

USD3,900 (US$1,200+2,700.00)

Office supplies :

US$2,163.04

2.5 Travel (Participants

US$41,940 and

Lecturers/staff

US$48,000)

Oct2018-

Nov2019

Travel costs (participants) :

Lump Sum : US$34,620 (US$37,320-2,700) Bank charges : US$7,320

Travel costs (lecturers/staff) :


DSA : US$18,936

Terminal exp. : US$3,648

Bank charges : US$1,464

Travel costs (participants) :

Lump sum : US$22,138.71

Bank charges : US$962.87

Travel costs (lecturers/staff) :


DSA : US$4,257.00

Terminal exp. : US$456.00


Original 6 workshops but only 5 workshops completed

due to deadline of the project.

The In-country Consultation Workshop in Myanmar

held on 1-2 November 2018 with 33 participants, 1 local

consultant and 3 SSOP experts and PM attended the

Workshop. We are informed that Myanmar has

assigned the relevant departments for eight ideas from

SSOP consultation workshop.

The In-country Consultation Workshop in Thailand held

on 8-9 July 2019 with 35 participants and PM attended

the Workshop.

The In-country Consultation Workshop in Sri Lanka

held on 23-24 November 2019 with 27 participants and

PM attended the Workshop.

The In-country Consultation Workshop in Viet Nam

held on 26-27 November 2019 with 42 Participants, 3

consultants and PM attended the Workshop.

The In-country Consultation Workshop in Lao PDR

held on 1-2 October 2019 with 20 participants and PM

attended the Workshop.

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Following the Consultation Workshop, Thailand used

the concepts of the SSOP Manual and the information

gathered at the SSOP-II workshop to update their SOP

on weather forecasting for tropical cyclones.

Sri Lanka is following suit extending their work from

the SSOP-II workshop and has begun the process of

updating their procedures. In Lao PDR, a workshop has been conducted in order to

develop a SSOPs on Hydro-meteorological Information

and Early Warning System Delivery with the Disaster

Management Office by using the guidance from SSOP

Manual. An International Expert on Information

Delivery Systems led the workshop. Future plans for

Lao PDR include translating the SSOP guidance into the

Lao language in order to support workshops at the

community level using the bottom-up approach as

detailed in the SSOP Manual. The SSOP Project

Manager remains available for consultation.

2.7

General Operating

and other direct costs

Oct2018-

Nov2019

Organization cost :

US$4,200



US$13,800

Organization cost :

US$3,643.19



US$8,267.02

2.8 Indirect cost

Nov2019 Indirect costs :

US$5,338


US$138,778

Indirect costs :

US$2,170.83


US$56,441.60

Activity 3: TC/PTC exchanges through attachment trainings delivered by the RSMCs in Tokyo and New Delhi"

3.5 Travel (US$20,000)

May 2017-

Sept2017

changed to Aug.,

2018

Travel costs (participants):


DSA : US$13,140 (lump sum)

Terminal exp. : US$608

Bank charges : US$244

Travel costs (participants) of

Part 1:


DSA : US$7,500.00 (lump sum)



Travel costs (3 participants)

Part 1: support 3 participants from PTC Members

(Bangladesh, Maldives and Myanmar) to RSMC Tokyo

from 11 to 21 December 2017.

Part 2: support 5 participants from TC Members

(Philippines, Viet Nam, Cambodia, Lao PDR and

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Part 2:


DSA : US$10,000.00 (lump

sum)



Travel costs (5 participants)

Thailand) to RSMC New Delhi from 2 to 11 July 2018.

The difference of amount was funded from the total

remuneration of PM according to the Letter of Service

Agreement was signed between Typhoon Committee

and Project Manager (PM).

3.8 Indirect cost

Sept2017

changed to

Sept2018

Indirect costs :

US$800


US$20,800

Indirect costs :

US$1,023.48


US$26,610.51

Activity 4: Drafting the semi-annual reports and terminal report

4.1 Staff and other

personnel costs

May 2017-

Feb2018



- Drafting Semi-annual

Progress Reports : US$1,680

-Drafting Terminal Report :

US$1,200



- Drafting Semi-annual

Progress Reports : US$0.00

-Drafting Terminal Report :

US$0.00

A Letter of Service Agreement was signed between

Typhoon Committee and Project Manager/Technical

Advisor (PM), the remuneration cost shall be kept in TC

Secretariat and shall be used for supporting PM,

experts/lectures and TC and PTC Secretariats staff on

travel costs needs and required expenses arising from

activities related to the Project.

4.8 Indirect cost

Oct2018 Indirect costs :

US$115


US$2,995

Indirect costs :

US$0.00


US$0.00

Activity 5: Monitoring & Evaluation

5.1 Staff and other

personnel costs

Jun2018-

Oct2018

changed to

Nov2019

Audit professional costs

US$6,000

Evaluation costs

US$8,000

Audit professional costs

US$6,000

Evaluation costs

US$8,000

Audit report received on 12 Dec 2019 while the

Evaluation Report will be received on or before the end

of December 2019.

5.8 Indirect cost

Oct2018

changed to

Nov2019

Indirect costs

US$560


US$14,560

Indirect costs

US$560


US$14,560

Total cost US$250,000 US$156,194.46

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LESSONS LEARNED

The updated experience gathered under the implementation of the SSOP-II project has so far been:

- For the Training Workshop in Nanjing, China

o Provide shorter lectures with reaffirming exercises could be a better structure to this type of workshop.

o More practice/exercises and interaction/discussion among participates during workshops would provide the participants a greater chance to share experience and knowledge.

o Running through an example of how a country has benefitted by using an SOP would enhance the training.

o For future training/consultation, make sure to invite the same people for consistency.

o The workshop could have been extended to five days in order to provide more exercises/practice using practical situations.

- Communicating with RIMES was a challenge for the SSOP-II Project Manager. UNESCAP did provide a bridge to the communication. However, the RIMES events in the spring were announced too late for the SSOP-II Project Manager to effectively plan for the in-country workshops described in Activity 2. Therefore, the SSOP-II attempted to use the fall RIMES events to conduct in-country workshops and requested a six month extension for the project. The SSOP-II Project Manager contacted UNESCAP in order to determine how to best provide in-country workshops described in Activity 2 to those not necessarily requiring a RIMES event to receive an in-country workshop.

- UNESCAP, RIMES and the Project Manager attempted to work together in order to have the greatest lead time for attaching the in-country consultation workshops to the Monsoon Forums, as described in the project documents. However, this just did not work. Although the in-country Consultation Workshop in Myanmar on 1-2 November, 2018 occurred immediately after the RIMES Monsoon Forum the advantages of conjoining these meeting was not realized. RIMES has decreased funding for supporting individuals attending from outside of the local venue area and RIMES has decreased funding for using venues (government facilities are being used instead). These two factors required the SSOP-II Project to request a modification to the budget in order to allow coastal representatives to participate in the SSOP-II workshop. Some small adjustments were made to the budget allowing a few non-local participants to join the consultation training, but much less than expected by conjoining the RIMES Monsoon Workshops with the SSOP In-country Consultation Workshops. Therefore, the SSOP-II Project Manager requested and received a 12 month extension due to factors listed below.

o Inability to effectively coordinate with RIMES

o Inability to take advantage of the RIMES Monsoon Forums for diversity of participants

o Inability to take advantage of the RIMES Monsoon Forums for shared venues

- The Project Manager took the advice of UNESCAP and coordinated with a local consultant for each of the beneficiary country in order to prepare the country for the in-country consultation workshop by being a liaison for the project manager and working with local authorities.

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LESSONS LEARNED

- Most of the critiques from the written evaluations distributed at the end of each consultation workshop focused on the need for extending the workshop beyond two days, having translation available, having more examples, including a broader range of agencies, and extending the workshop to include higher level leadership and well as local community level leadership.

- Most of the encouraging comments from the evaluations ranged from applying the new knowledge to daily works activities to revising current SOPs using the concepts of SSOP to building relationships with national to community level agencies and organizations.

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SUSTAINABILITY

Please elaborate on any progress towards ensuring that this project results in a long-term benefit to the project stakeholders.

The purpose of the SSOP Phase II: Implementation of Synergized Standard Operating Procedures (SSOP) for Coastal Multi-Hazards Early Warning System is mainly focused on the training on how to establish an appropriate standard operating procedure based on the published SSOP Manual and provide consultation to the beneficiary countries as they establish or revise their SOPs. So, the project is to concentrate on training the “mechanism” of preparing and implementing synergized standard operating procedures for coastal multi-hazards early warning systems in beneficiary countries with the goal of promoting the capacity of coastal community resilience to coastal multi-hazards.

This project was a joint effort between the Typhoon Committee and the Panel on Tropical Cyclones. Therefore, strengthening the relationships among the countries within these entities was an expected result. The attachment trainings brought representatives of these committees together at a forecaster level, a level that is crucial for information sharing during a tropical cyclone. The technical exchange along with the camaraderie that comes with in-person training was essential in reinforcing the connections between regions.

Through engagement of personnel from the beneficiary countries during this training workshop the project worked closely with five selected countries in order to strengthen their SSOPs by helping them identify gaps, encourage synergy and cooperation among agencies and detect possible areas for efficiencies by conducting in-country consultation workshops. These in-country workshops were the key to sustainability. For the workshops to succeed UNESCAP suggested the project manager work with a liaison from each beneficiary country who could conduct country-level reviews and work with local authorities. The project manager did just that with success. A few of the liaisons invited a speaker to address the social aspect or disaster management and early warning in order to provide a new perspective in collaboration and synergy. Having a local liaison helped to promote top leadership’s commitment, developed an effective program for revising SSOPs and enhanced communication among stakeholders.

The synergy of multiple agencies (warning issuers, disaster management, media, social scientists and decision makers), allowed the project to assist in sustainability by ensuring parallel, integrated activities to motivate each other in performing and updating tasks in the future. Lastly, by developing a synergized approach to standard operating procedures national, district, and community/local level personnel within the system will be able to reach the last mile/kilometer where the need is vital and again assists to motivate each other at different levels.

The participants at their in-country Consultation Workshop found value in applying the SSOP Manual to their country’s SOPs. They have developed topics to address in their current SOPs which will integrate and bring them synergy. In addition, the participants noted new SSOPs that need to be addressed. The final step in updating their SOPs will be to incorporate public awareness. The update process will take some time due to the proposed shift in culture to an impact based early warning system. An impact based early warning system will lead to more effective warnings by providing decision makers and the public with actionable and understandable information. Also, participants understood the need to work through all levels and across agencies to provide the most effective early warning system. Collaborating with the community/village level was emphasized in the workshops in order to truly reach the last mile/kilometer. These concepts resonated with the representatives and they plan to apply the concepts to their own SOPs. As representatives continue to use the SSOP concepts it will be easier for them to sustain the synergy that comes with the SSOP process.

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SUSTAINABILITY

The countries visited during the in-country consultation sessions were at all different levels along the process of enhancing their SOPs. Therefore, the project enabled key stakeholders within varying levels of government to come together and create working groups to address portions of their SOPs. Many of these working groups designated an agency to be the focal point of the working group. Another key aspect of the project was to facilitate the creation of a network of SSOP stakeholders which will enable the country representatives to have resources within their own country along with the project managers continuing ability to consult as requested.

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ANNEX I

The first of three major actives for the UNESCAP/WMO/Typhoon Committee SSOP Phase II Synergized Standard Operating Procedures for coastal multi-hazards Early Warning System project has been completed. The training course for SSOP for coastal multi-hazards EWS for Disaster Risk Reduction (DRR) experts and warning experts was held at the WMO Regional Training Center in Nanjing, China from October 24-26, 2017. Eight of the ten beneficiary country sent representatives to the training course which included Lao PDR, Maldives, Myanmar, Pakistan, Philippines, Sri Lanka, Thailand, and Viet Nam. Also, China sent representatives to participate in the training. The workshop focused on the current state of the beneficiary countries standard operating procedures, how to use the Manual on Synergized Standard Operating Procedures (SSOPs) for Coastal Multi-hazards Early Warning System and its companion, the Quick Reference Guide on Synergized Standard Operating Procedures (SSOPs) for Coastal Multi-hazards Early Warning System, and practical application through table top discussions of real-world problems. Two instructors, Jim Weyman and Ken Kleeschulte, and one facilitator/project manager, Tom Evans, provided training on the use and application of the Manual on Synergized Standard Operating Procedures (SSOPs) for Coastal Multi-hazards Early Warning System and its companion, the Quick Reference Guide on Synergized Standard Operating Procedures (SSOPs) for Coastal Multi-hazards Early Warning System. Also, participants from each country presented on their country’s National Meteorological and Hydrological Services Agency, Disaster Management Office, current state of SSOP and expectations for the workshop. As one would imagine, these four items were quite diverse. However, a few themes emerged allowing us to focus on the needs of the participants. According to the cover of the Manual and Quick Reference Guide, there are nine cyclical stages to follow in order to have a successful SOP. They are Plan/Design, Create, Manage, Review, Approve, Publish, Use!, Track, and Update. The participants all had SOPs but were in different stages for this cycle and ranged from Review to Update, with most participants at or beyond the Use! stage. As for expectations, many participants wanted to focus on updating and improving their SOPs along with developing better synergized SOPs among their country’s agencies. The training consisted of lectures, presentations and training scenarios along with active discussions among participants, representatives of the beneficiary countries, and lecturers/trainers. The Workshop was attended by 23 participants from the beneficiary countries and 3 participants from China. Bangladesh and Cambodia were the only SSOP project beneficiary countries that did not sent representatives. On the third day of the workshop exercises were conducted based on two separate scenarios. The participants were divided into two groups with representatives from DRR, Meteorology and Hydrology distributed among the groups. The first scenario had the groups work through a series of questions to guide them in the strengthening of their standard operating procedures and synergize with other agencies in order to reduce confusing/conflicting messages and increase efficiencies. The groups produced the components of an SSOP based on their discussions. The second scenario had the same groups look at how to quickly disseminate warnings, especially to remote, underserved and those hard to communicate with populations. The combined results of the groups is attached in Annex 3.

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The interaction of the participants at the workshop provided opportunities for countries to better understand their neighbors and their neighbors’

procedures, share experience and knowledge, and understand the complexities or simplicity of the decision making processes. Several

participants noted that the discussion during the workshop, especially during the scenarios, was valuable and will consider using how others have

approached issues to work toward solutions in their own countries.

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ANNEX II

Themes resulting from Training Workshop based on Scenarios Scenario 1: In an after action report following a major disaster, one of the recommendations was to work closer with other agencies in order to reduce confusing/conflicting messages and increase efficiencies. Scenario 2: Quickly disseminating warnings to those who need to respond during disasters is paramount in making sure people remain safe and to decrease property damage. Therefore, the following questions can be used to stimulate discussion on warning dissemination.

• Communication

- Preparatory meetings

- Tabletop exercises

- Joint training sessions

- Joint press briefings (scheduled)

- Know your partners

- Service assessments

• Training

- Broadcast and print Media

- Among local Disaster Risk Reduction (DRR) staff

- For local leaders

- Include social science

• Disseminating one message (non-conflicting/non-confusing)

- One voice from DRR staff

- Easily understood

- Official in formation through email for consistency

- Use an official source for social media and repost

- Develop templates

• Resources available for warning beyond the typical

- Loudspeakers in religious places

- Warning flags

- Electronic and manual sign board and billboards

- Use schools and public places for evacuation centers

- Use Non-government organizations

- Use of charitable organizations

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- Use social societies

- Community leaders, such as prominent people, politicians, and sport coaches

- Concerned citizens situational reports

- Mobile applications

- Indigenous networks – drums, gongs, etc.

- Issue special statements ahead of developing situations for awareness

• Incorporating broadcast media and social media

- Repeated Breaking news

- Highlight the message

- Pop up messages on social media platforms

- Benefit of getting to a broad number of people at the same time

- Training media personnel can be an effective tool for disseminating messages

- Can help to deliver the message without confusion if the people are directed to official sites

- Can help in collecting feedback and create messages based on the feedback

- Can have a specific group (connect groups on mobile phones or link for the event) and exchange information

- Have room to react to the rumors

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ANNEX III

Summary of Activity 3 Attachment Training courses The 17th ESCAP/WMO Typhoon Committee Attachment Training 2017 course was held from 11 to 21 December 2017. The ESCAP/WMO Panel on Tropical Cyclone Attachment Training 2018 course was held from 2 to13 July 2018. The RSMC Tokyo – Typhoon Center has organized ESCAP/WMO Typhoon Committee Attachment Training courses every year since 2001 with the support of the WMO Tropical Cyclone Programme and the Typhoon Committee in order to advance the tropical cyclone forecasting capacity of Committee Members. Forecasters from the Member countries of the Panel on Tropical Cyclones have also been invited since 2015 to enhance training collaboration between the Panel and the Committee. The 2017 attendees were Ms. Sze-ning Chong from Hong Kong, Ms. Junjuda Pornsri from Thailand, Ms. Trang Quynh Tran from Viet Nam, Mr. Md Omar Faruq from Bangladesh, Mr. Abdulla Hafiz Abdul Sattar Ali from Maldives, and Dr. Tin Mar Htay from Myanmar. The RSMC New Delhi continues to organize ESCAP/WMO Panel on Tropical Cyclone Attachment Training courses every year with the support of the WMO Tropical Cyclone Programme and the Panel on Tropical Cyclone in order to advance the tropical cyclone forecasting capacity of Panel Members. Forecasters from the Member countries of the Typhoon Committee who attended the 2018 training were Mr. Sam Oeurn Soknara from Cambodia, Mr. Viengxai Manivong from Lao PDR, Mr. Raymond Ordinario from Philippines, Mr. Tanat Tanaboon from Thailand, and Ms. Hang Thi le Pham from Viet Nam. The training focused on practical knowledge and skills related to operational tropical cyclone analysis and forecasting via lectures and exercises using the Satellite Analysis and Viewer Program (SATAID). The course covered a range of subjects including Dvorak analysis, interpretation of microwave imagery, and storm surge forecasting. Presentations and exercises were also provided on public weather services, including the setting of warning criteria based on quantitative precipitation estimation and forecasting techniques, and forecast skill evaluation, to enhance capacity in the development and implementation of effective warning systems in collaboration with disaster risk reduction operators. All attendees gave presentations to help staff understand the current status of their meteorological and hydrological services including tropical cyclone forecasting and warning services.

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ANNEX IV

In-country Consultation Workshop – Nay Pyi Taw, Myanmar

The first of the SSOP-II in-country Consultation Workshops was held in Nay Pyi Taw, Myanmar on 1 to 2 November 2018.

Participants from across Myanmar attended the workshop, which included representatives from the Department of Meteorology and Hydrology,

General Administration Department, Myanmar Radio and Television, Fire Department, Department of Disaster Management, Irrigation and

Water Utilization Management Department, Public Health Department, News and Interpreted, Myanmar Red Cross Society, and General

Administration Department. There were 14 women who attended the workshop (12 participants, 1 local expert and 1 representative from the

General Director’s Office), which exceeded the goal of 30%.

The workshop goals were to understand where the current SOPs could use the SSOP Manual to determine topics for synergy. After a brief

review of the manual, local experts provide a background on Myanmar’s current SOPs and their ideas for synergy and improvement. Two

brainstorming breakout sessions were used to find topics within their current SOPs where applying the SSOP Manual made sense. The results

brought about several topics where synergy, integration and teamwork will render a more effective and efficient early warning system SOPs once

they are applied. There are eight topics Myanmar is considering applying to their current SOPs: integrating current SOPs across agencies;

developing an impact based early warning system; applying lessons learned from previous events, such as TCs Komen and Mora; modifying or

creating color or number systems for all hazards, as appropriate; adding social media and other dissemination systems; adding new information;

developing new SSOPs; and executing public awareness using multiple agencies. In addition to the topics under consideration for applying the

SSOP Manual, each topic has been assigned a leader in order to champion the progress and coordinate among agencies. The SSOP-II Project

Manager will work with these leaders as a consultant in order to encourage and assist as the SOPs are amended to become SSOPs.

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Participants for the SSOP-II in-country Consultation Workshop, Nay Pyi Taw, Myanmar, 1-2 November 2018

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Participants hard at work in the SSOP-II in-country Consultation Workshop, Nay Pyi Taw, Myanmar, 1-2 November 2018

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Breakout session during SSOP-II in-country Consultation

Workshop, Nay Pyi Taw, Myanmar, 1-2 November 2018

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ANNEX V

In-country Consultation Workshop – Bangkok, Thailand

The second of the SSOP-II in-country Consultation Workshops was held in Bangkok, Thailand on 8 to 9 July 2019.

Participants from mainly the Bangkok area attended the workshop, which included representatives from the Meteorological Department, Ministry

of Digital Economy and Society, Royal Irrigation Department, Marine Police Division, Department of Water Recourses, Tourism Authority,

Department of Tourism, Red Cross Society, Marine Department, Department of Disaster Prevention and Mitigation, Royal Navy, Department of

Health and Thammasat University. There were 15 women who attended the workshop (14 participants and 1 local expert), which exceeded the

goal of 30%.

The workshop goals were to understand how to apply the SSOP Manual and Guidebooks concepts in order to determine how to improve current

SOPs to strengthen their synergy, how to effectively use Memorandums of Understanding (MOUs) and using community involvement to

strengthen their Early Warning System (EWS). After a brief review of the manual, local experts provided a background on Thailand’s current

SOPs and their ideas for synergy and improvement. Also, a professor from Thammasat University provided social aspects of impact-based

warning and emergency response. The participants were separated into three groups where they applied the SSOP Manual’s Checklist (Appendix

II) to determine areas for possible improvement for their SOPs. A second breakout session was held with these same three groups to determine

how Thailand may be able to better involve the community to provide a more effective people-centered EWS. A third breakout session occurred

where the participants looked into the use of MOUs as a mean of providing better synergy among agencies. At the end of the workshop,

Thailand determined four topics they are considering applying the SSOP concepts: identifying possible topics to address in their current SSOP;

connecting with local community partners to conduct outreach, education and feedback for their SSOP; using SSOP Manual concepts, revise and

develop new MOUs; and using SSOP Manual concepts, develop a new Communication System SSOP. The first two applies to all agencies and

the second two were assigned to agencies that will lead these efforts. The SSOP-II Project Manager will work with these leaders as a consultant

in order to encourage and assist as the SOPs are amended to become SSOPs.

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Participants for the SSOP-II in-country Consultation Workshop, Bangkok, Thailand, 8-9 July 2019

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Participants hard at work in the SSOP-II in-country Consultation Workshop, Bangkok, Thailand, 8-9 July 2019

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Workshop, Bangkok, Thailand, 8-9 July 2019

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ANNEX VI

In-country Consultation Workshop – Colombo, Sri Lanka

The third of the SSOP-II in-country Consultation Workshops was held in Colombo, Sri Lanka on 23 to 24 September 2019.

Participants from mainly the Colombo, Sri Lanka area attended the workshop, which included representatives from the Department of

Meteorology, Police Department (Marine, Communications and Field Force), Electricity Board, Irrigation Department, Department of Fisheries,

Army, Coast Guard, Disaster Management, Ministry of Mass Media, Navy, Railway Department, Ministry of Health, National Aquatic

Resources Research, and Geological Survey and Mines Bureau. There were 8 women who attended the workshop, which exceeded the goal of

30%.


SOPs to strengthen their synergy and develop a new Non-tectonic Tsunami SSOP. After a brief review of the manual, local experts provided a

background on Sri Lanka’s current SOPs and their ideas for synergy and improvement. Also, a representative from the United Nations

Developmental Programme provided their perspective on the social aspects of impact-based warning and emergency response. The participants

were separated into three groups where they applied the SSOP Manual’s Checklist (Appendix II) to determine areas for possible improvement for

their SOPs. A second breakout session was held with these same three groups to determine how Sri Lanka may be able to develop a Non-tectonic

Tsunami SSOP. A third breakout session occurred where the participants actually developed Non-tectonic Tsunami SSOPs. These three Non-

tectonic Tsunami SSOPs can be combined in order to have a strong SSOP. At the end of the workshop, Sri Lanka determined four topics they are

considering applying the SSOP concepts: rewriting current SSOPs to be more concise or by using a recommended format; developing a feedback

mechanism for all SSOPs; developing an SSOP for training; and adding a non-tectonic tsunami SSOP by combining the three SSOPs developed

during the workshop. The SSOP-II Project Manager will work with agency leaders as a consultant in order to encourage and assist as the SOPs

are amended to become SSOPs.

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Participants for the SSOP-II in-country Consultation Workshop, Colombo, Sri Lanka, 23-24 September 2019

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Participants hard at work in the SSOP-II in-country Consultation Workshop, Colombo, Sri Lanka, 23-24 September 2019

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Workshop, Colombo, Sri Lanka, 23-24 September 2019

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ANNEX VII

In-country Consultation Workshop – Ha Noi, Viet Nam

The fourth of the SSOP-II in-country Consultation Workshops was held in Ha Noi, Viet Nam on 26 to 27 September 2019.

Participants from across Viet Nam attended the workshop, which and included representatives from the Department of Meteorology and

Hydrology, National Disaster Management and Prevention, Journal of Hydrometeorology, Viet Nam Television, National Center for Hydro-

Meteorological Forecasting, Red Cross Society, Disaster Management Authority, Administration of Seas and Islands, Institute of Geophysics,

National Committee for Disaster Response and Search and Rescue, and Ministry of Health. There were 24 women who attended the workshop

(22 participants, 2 local experts and 2 interpreters), which exceeded the goal of 30%.

The workshop goals were to understand where the current SOPs could use the SSOP Manual to determine how to make individual SOPs into Multi-

hazard SOPs, how to revise current SOPs to include multi-agencies and multi-levels, and by using SSOP principles and concepts, develop a process

for sustaining improvement of SSOPs. After a brief review of the manual, local experts provide a background on Viet Nam’s current SOPs and

their ideas for synergy and improvement. The participants were separated into three groups where they discussed how to use SOPs of similar

hazards to become synergized for ease of use and familiarity. A second breakout session was held with these same three groups to determine how

Viet Nam can revise the Flash Flood, Flood, and Tropical Cyclone SOPs to become more synergized. A third breakout session occurred where the

participants became familiar with how to use the SSOP concepts to find ways for improving their current SOPs. At the end of the workshop, Viet

Nam determined six topics they are considering applying the SSOP concepts: involving multiple agencies when updating SSOPs; combining

SSOPs for similar events; providing information in easy to use formats for media, including replacing technical terms with user friendly terms;

developing an impacts-based people-centered forecasting and warning system; involving district, provincial and local levels in outreach and

feedback; and developing a process for information to be disseminated to all agencies at the same time to foster consistency. The SSOP-II Project

Manager will work with agency leaders as a consultant in order to encourage and assist as the SOPs are amended to become SSOPs.

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Participants for the SSOP-II in-country Consultation Workshop, Ha Noi, Viet Nam, 26-27 September 2019

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Participants hard at work in the SSOP-II in-country Consultation Workshop, Ha Noi, Viet Nam, 26-27 September 2019

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Workshop, Ha Noi, Viet Nam, 26-27 September 2019

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ANNEX VIII

In-country Consultation Workshop – Vientiane, Lao PDR

The fifth of the SSOP-II in-country Consultation Workshops was held in Vientiane, Lao PDR on 1 to 2 October 2019

Participants from across mainly Vientiane, Lao PDR attended the workshop, which and included representatives from the Department of

Meteorology and Hydrology; National Radio and Television; Red Cross; Air Navigation; Ministry of Labour and Social Welfare; Ministry of

Natural Resources and Environment; Ministry of Energy and Mines; and Department of Hygiene and Health Promotion. There were 7 women

who attended the workshop, which exceeded the goal of 30%.


SOPs to strengthen their synergy and how to format SSOPs so that they are clear, concise and simple. After a brief review of the manual, local

experts provided a background on Sri Lanka’s current SOPs and their ideas for synergy and improvement. The participants were separated into

three groups where they applied the SSOP Manual’s Checklist (Appendix II) to determine areas for possible improvement for their SOPs. A second

breakout session was held with these same three groups to determine how Lao PDR may be able to adjust their current SSOP in order to be more

inclusive across agencies and with the local communities. A third breakout session occurred where the participants actually developed a training

SSOP. These three training SSOPs can be combined in order to have a strong SSOP. At the end of the workshop, Lao PDR determined four topics

they are considering applying the SSOP concepts: updating the current SSOP to incorporate recent changes; pursuing approval of the SSOP by

leadership; conducting workshops at national, provincial, district and community levels; and adding a training SSOP by combining the three SSOPs

developed during the workshop. The SSOP-II Project Manager will work with agency leaders as a consultant in order to encourage and assist as

the SOPs are amended to become SSOPs.

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Participants for the SSOP-II in-country Consultation Workshop, Vientiane, Lao PDR, 1-2 October 2019

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Participants hard at work in the SSOP-II in-country Consultation Workshop, Vientiane, Lao PDR, 1-2 October 2019

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Workshop, Vientiane, Lao PDR, 1-2 October 2019

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