Project Document for MDRU Project – Annex 1 of the Cooperation Agreement
Project Number
Project Title
SUMMARY OF CONTRIBUTION
OF THE PARTIES
Feasibility study on
restoring
telecommunication and
ICT infrastructure
damaged by typhoon
Haiyan through the use
of the Movable and
Deployable ICT Resource
Unit (MDRU)
Estimated Start Date
May 2014
Estimated End Date
September 2015
UN Implementing
Agency
International
Telecommunication
Union (ITU)
Government
Cooperation Agency
Ministry of Internal
Affairs and
Communications (MIC),
Japan
Beneficiary
Country(ies)
Philippines
Project Manager
Mrs. Gisa Fuatai Purcell
Project Budget (in CHF)
Description
Human Resource (local)
Missions
Assessment
Equipment
Miscellaneous
Sub-Total
ITU AOS (7.5 %)
Grand Total
MIC, Japan
33,930
20,000
30,000
94,370
24,222
202,522
15,189
217,711
MIC:
In-cash contribution: CHF 217,711
In-kind contribution: refer to section 5
ITU:
In-kind contribution: refer to section 5
DOST:
In-kind contribution: refer to section 5
Brief Description
Typhoon Haiyan (Yolanda) the strongest recorded typhoon to make landfall devastated the Visayas region of the
Philippines on November 8, 2013. The typhoon devastated much of the telecommunications network in the region for a
significant amount of time, which slowed down the process of aid recovery and disaster management by local and
national authorities.
In this regard, ITU in cooperation with the Ministry of Internal Affairs and Communications (MIC), Japan will provide a
Movable And Deployable ICT Resource Unit (MDRU) in the island of Cebu in the Philippines in order to study feasibility
for restoring basic telecommunication infrastructure that was destroyed by typhoon Haiyan.
During the ITU Telecom Word 2013, ITU and the Malaysian Communications and Multimedia Commission (MCMC)
organized "ITU-MCMC contest to promote the transformational power of broadband - connecting at the roots". The
contest was organized to raise awareness about the importance of broadband and demonstrate how it can be
harnessed to transform lives and society, at both national and international levels. Nippon Telegraph and Telephone
Corporation (NTT) won a prize of the contest in the area of “Broadband in all phases of disaster management and risk
reduction”, for the Research and Development (R&D) of Movable and Deployable ICT Resource Unit (MDRU) which can
bring not only a communications infrastructure but also data center functions to a disaster-stricken area in a very short
1
time and provide services such as harnessing the wireless LAN of nearby areas to enable people in the disaster affected
area to make phone calls. On the other hand, the Philippine Central Visayas Information Sharing Network (CVISNET)
won a prize in the area of “Broadband for communities / schools”, for providing Sudlon National High School, a school
located in a remote mountainous area in Cebu City, Philippines with broadband wireless internet and making the school
served as a gateway of internet connection for the entire community. CVISNET recognized MDRU through this ITUMCMC contest and requested NTT for a support to introduce MDRU to Cebu Island. In addition, concerning the
introduction of MDRU to Cebu Island, CVISNET consulted with the Philippine Department of Science and Technology
(DOST) which saw the need for restoring basic telecommunication and ICT infrastructure that was destroyed by
typhoon Haiyan. Furthermore, MIC and NTT have considered and coordinated a measure to effectively make use of
their R&D outcome (a part of MDRU is the outcome of the R&D supported by MIC) to support the Philippines by
conducting the feasibility study on MDRU in Cebu Island. MIC has discussed with the Department Of Science And
Technology of Philippines (hereinafter, “DOST”) on effectiveness of MDRU for preparing ICT infrastructure to a disaster
affected areas and a possibility of cooperation to conducting the feasibility study based on MDRU in Cebu Island. In
view of the unique technical advantages offered by the MDRU technology, MIC and DOST agreed to cooperate to
conduct the study on the feasibility and deployment of an MDRU solution in Cebu Island and requested ITU to support
this activity.
This project therefore is about addressing a need and responding to the Philippine Government’s request for assistance
to restore connectivity in one of the worst affected islands by typhoon Haiyan, by using the specific technology
employed by MDRU, which is acknowledged by DOST as the preferable technology for responding to the
aforementioned need.
For the
Signature
Date
Name/Title
ITU
Mr. Brahima Sanou, Director,
Telecommunication Development Bureau
MIC, Japan
Mr. Soichiro Seki,
Director-General for International Affairs
Global ICT Strategy Bureau
Ministry of Internal Affairs and
Communications, Japan
DOST,
Philippines
H.E. Louis Casambre,
Deputy Minister Department of Science and
Technology, Philippines
1. BACKGROUND AND CONTEXT
1.1 Introduction
Natural disasters are on the rise affecting trillions of people world-wide. The United Nations and international
community continue to find ways to reduce the risk of natural disasters in lost lives and economic loss. It is for
this reason that the Government of Japan and the ITU are working in collaboration to provide assistance to the
Island of Cebu in the Philippines in restoring connectivity in the areas that have been worst affected by
typhoon Haiyan.
2
Through this project the Movable and Deployable ICT Resource Unit (MDRU) will be installed and operated in
the context of conducting a feasibility study to confirm the effectiveness of MDRU and also to contribute to
the restoration of basic telecommunication and ICT infrastructure in Cebu.
Information and Communication Technologies (ICT) have been recognized as one of the key enablers of socioeconomic development and environmental sustainability. ICT play a fundamental role in assisting developing
countries overcoming challenges in improving social, economic, cultural and political developments as well as
climate change adaptation and mitigation.
It is for this reason that the ITU and MIC joint forces to improve the availability of information and solution for
the Philippines population affected by the impact of climate change through enhancing adaptation and
mitigation, and disaster management efforts through access to telecommunications/ICTs.
The project will additionally provide capacity building sessions on the operation and maintenance of the
MDRU under the feasibility study, and training of local people on the use of MDRU.
The viability of the MDRU to be promoted as a suitable solution for connectivity will be studied and shared
through this project.. The ITU will conduct an assessment to identify the strengths and weaknesses of the
system, the challenges and how they were resolves, the lessons learnt and best practices.
1.2 Problem Statement and Justification
The Philippines have been affected by two natural disasters within a one-month period being the Bohol
earthquake and Super Typhoon Haiyan (Yolanda). After these disasters, there were many communication
problems from disaster affected areas to the local and national authorities, and to the outside world.
Therefore, the President of the Philippines, H.E. Benigno Aquino III, initiated a Mobile ICT program to help ease
the demand-supply gap of ICT services after such disasters. .
The research and development (R&D) on the Movable Deployable ICT Resource Unit (MDRU) started in
response to the Great East Japan Earthquake with the support of MIC. It is a unit that can be quickly deployed
to restore communications in communities in the aftermath of a disaster. The unit is self-reliant running on its
own power source and/or is able to harness other power sources such as power generators or local active
power lines. The unit is in its final R&D phase. It is expected by the Parties that the installation of MDRU in
Cebu will contribute to the restoration of communications in the local community affected by the disaster. A
study will be carried out on the deployment of the MDRU to gage the effectiveness of this unit. The MDRU is
expected to be able to quickly restore basic telecommunication and ICT infrastructure destroyed by natural
disasters, and provide connectivity to survivors for communicating their situation to families and authorities.
The Philippine Central Visayas Information Sharing Network (CVISNET) which won a prize in the area of
“Broadband for communities / schools”, of the "ITU-MCMC contest to promote the transformational power of
broadband - connecting at the roots" organized by ITU and the Malaysian Communications and Multimedia
Commission (MCMC) at the ITU Telecom World 2013, recognized MDRU through this ITU-MCMC contest and
requested NTT for a support to introduce MDRU to Cebu Island. In addition, concerning the introduction of
MDRU to Cebu Island, CVISNET consulted with the Philippine Department of Science and Technology (DOST)
which saw the need for restoring basic telecommunication and ICT infrastructure that was destroyed by
typhoon Haiyan.
On the other hand, MIC and NTT have considered and coordinated a measure to effectively make use of their
R&D outcome (a part of MDRU is the outcome of the R&D supported by MIC) to support the Philippines by
conducting the feasibility study on MDRU in Cebu Island. MIC has discussed with the Department Of Science
And Technology of Philippines (hereinafter, “DOST”) on effectiveness of MDRU for preparing ICT infrastructure
to a disaster affected areas and a possibility of cooperation to conducting the feasibility study based on MDRU
in Cebu Island. In view of the unique technical advantages offered by the MDRU technology, MIC and DOST
agreed to cooperate to conduct the study on the feasibility and deployment of an MDRU solution in Cebu
Island and requested ITU to support this activity.
3
This project would be in line with WTDC-14 Resolution 66 (Rev. Dubai, 2014)1 to provide assistance to
developing countries in the use of ICTs to mitigate and address the effects of climate change, taking into
account the impact of ICTs on the environment. The feasibility study will also contribute to ascertain the
viability of the MDRU as an ICT solution for climate change adaptation and mitigation (objective 5.1) and
emergency telecommunication (objective 5.2) of the Dubai Action Plan of the BDT. In addition, the network
developed as emergency telecommunication will remain and serve as the initial ICT infrastructure for the local
community, which are in line with the objectives of WSIS Action Line C2: Information and communication
infrastructure, and Telecommunication/ICT networks including conformance and interoperability and bridging
the standardization gap (Objective2, Output2.2) of the Dubai Action Plan of the BDT. These findings are
expected to contribute to international standardization of ICTs for disaster recovery in ITU and ICT
infrastructure development in rural and remote areas, which could be promoted and replicated in other
developing countries, and in particular, least developed countries, small island developing states, land locked
countries and countries in special needs.
Figure 1 below shows the vast areas of the Philippines that were hit by typhoon Haiyan. It depicts the areas
worst affected and the number of houses that were destroyed or damaged by the typhoon.
1.3
Project Scope and Strategy
The project aims to strengthen the ability of countries exposed to climate change-related phenomena (and
Philippines in particular) to restore/provide ICT services in disaster-affected areas, which need to be also long
term and sustainable. Under this arrangement, the project will;
1
http://www.itu.int/ITU-D/projects/docs/project-assistance/WTDC-2010-Res-17.PDF
4
•
test the feasibility of the newly developed MDRU in disaster effected areas, including the suitable
location for installation.
•
provide adequate training to local key members for sustainable operation and management of the
MDRU network.
•
enhance disaster management planning structure to local communities for disaster preparedness.
•
gain feedback from government organizations and local communities on the activities powered by the
MDRU.
•
provide feedback of the project to government organizations through the monitoring and evaluation
of the installed MDRU.
2. PROJECT OBJECTIVE
The aim of the project is twofold – to study effectiveness of the Movable and Deployable ICT Resource Unit
(MDRU) in providing immediate communication infrastructure and ICT facilities in the worst disaster-struck in
Cebu, Philippines and to carry out a study on the viability of MDRU as a solution in the aftermath of disasters.
The MDRU will be transferred to the DOST Philippines at the end of the project. In this regard, the project shall
be a case model for ICT infrastructure development, especially for the rural and remote areas, which are in line
with the objectives of WSIS Action Line C2: Information and communication infrastructure, and
Telecommunication/ICT networks including conformance and interoperability and bridging the standardization
gap (Objective2, Output2.2) and Emergency telecommunications (Objective5, Output5.2) of the Dubai Action
Plan of the BDT.
3. EXPECTED RESULTS
3.1
use MDRU to establish and operate a local ICT network at beneficiary site with minimum delay
3.2
training of basic usage of MDRU terminal equipment, including telephony and other applications
ensured by MDRU after MDRU’s installation
3.3
provide certain application(s) installed to MDRU for use by residents of the affected region
3.4
providing ICT connectivity for residents in the affected region
Result
Key Performance Indicators
1
Time to establish ICT network with
MDRU after MRDU installation
1hour
2
Number
of
people
(aggregate number)
At least 50
3
Number of applications installed to
MDRU for daily usage by end users
of MDRU
At least 1
4
Number of MDRU end users
connected to basic communication
lines
At least 50 smartphones
provided to 50 end users
trained
Target
5
4. PROJECT ACTIVITIES
Result
1
2
Activity Description
1.1 Project preparation
1.2 Development and testing of MDRU at MIC
1.3 Secure necessary permits and
documentation for MDRU import and
acceptance
1.4 Delivery and acceptance of MDRU to DOST
by MIC
1.5 Arrival and testing of MDRU at DOST
2.1 Conduct training for designated local staffs
to establish and use MDRU and be the trainers in
the Philippines
2.2 Delivery, installation, testing and
commissioning of MDRU and establishment of
ICT network with MDRU at designated area
2.3 Conduct technical training for beneficiary
staffs
2.4 Conduct a case study, a simulation and an
analysis on MDRU usage under disasters as a
disaster drill
2.5 Conduct a case study and an analysis on
installation of applications to MDRU for daily
usage for work and life of residents in the
affected area
2.6 Data gathering for entire project as required
by ITU and MIC
2.7 Preparation and submission of reports
2.8 Conduct assessment of the Project
2.9 Transfer of title to equipment of MDRU to
DOST
2.10 Develop a plan of workshop to provide the
experiences and lessons learnt extracted from
the Project
2.11 Prepare materials and plans of activities for
publicity
2.12 Closing the project
Responsible Party(ies)
ITU, MIC, DOST
MIC
DOST
MIC, DOST
MIC, DOST
MIC
MIC, DOST
DOST
MIC, DOST
MIC, DOST
DOST
DOST
ITU
MIC, DOST
ITU, MIC, DOST
ITU
ITU, MIC, DOST
5. INPUTS
ITU


Provide project management and administration of the project
Select and designate a qualified and competent local
organization to implement certain activities of the Project.
IN CASH
CONTRIBUTION

Provide in-cash contribution of CHF 212,711
IN KIND

In collaboration with Nippon Telegraph and Telephone, Japan
IN KIND
CONTRIBUTION
MIC
6
CONTRIBUTION
(NTT), provide an in-kind contribution described in 6.2.
DOST

IN KIND
CONTRIBUTION

Secure necessary permits and documentation for MDRU
import and acceptance
Support as and when required with local needs such as on-theground logistical arrangements
6. ROLES AND RESPONSIBILITIES
6.1 ITU
Designate the responsible ITU officials for Project Manager and assistant to administer the project
Conduct initial preparations for the project (confirmation of current status of beneficiary site Procure
equipment, services and human resources as needed to implement the project
Monitoring project funds
Identify, in consultation with DOST, a qualified and competent local organization in the Philippines to
implement certain activities of the Project, namely:
o having knowledge of the current situation of ICT environment of Cebu Island
o having sufficient expertise and experiences to establish ICT networks and applications for
government, municipal, school and local residents in Cebu Island
o delivering, installing, testing and commissioning MDRU and establishing ICT networks with
MDRU at beneficiary site cooperating with Japan
o conducting training of basic usage of terminal equipment, telephony and other applications
ensured by MDRU for beneficiary staffs;
o conducting a case study, a simulation and an analysis on MRDU usage under disasters as a
disaster drill cooperating with Japan;
o
o developing at least one (1) e-application to install to MDRU for daily usage for work and life of
beneficiary cooperating with Japan
o conducting a case study and an analysis on installation of applications to MDRU for daily usage
for work and life of beneficiary cooperating with Japan
o identifying challenges and recommending solutions for these challenges of using MDRU for
beneficiary
Mission to CEBU once the MDRU is installed to understand the situation and assist with policies and
activities pertaining to the use the MDRU
Report the status and project progress to MIC, Japan, on a quarterly basis
Conduct a study of the project after the MDRU installation to identify the viability and feasibility of the
MDRU to provide connectivity to remote and rural areas, issues and challenges and how they were
resolved, as well best practices and lessons learnt from the project
Prepare and submit final reports which include know-how and lessons learned from this project to MIC
Japan to be shared with the public.
Prepare materials and plans of activities including side events in partnership with MIC Japan for
publicity to increase awareness on the use of ICT through MDRU for development and disaster
management
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6.2 MIC
Provide in-cash funding for the project of CHF217,711
In coordination with Nippon Telegraph and Telephone Corporation (NTT),provide in-kind contributions
for:
o Delivery, installation, testing and commissioning of MDRU and associated equipment to the
beneficiary site.
o Conduct trainings (train the trainer) for designated local staff to setup and use the MDRU and
become trainers for others in the Philippines
o Data collection (technical and social) and analysis on feasibility of MDRU
o Payment of shipping, freight and insurance for the MDRU to CEBU Island, Philippines
o Experts to implement the Project
o All Experts’ travels and accommodation costs, (including but not limited to airfares and per
diems) to travel to the Philippines for installation of the MDRU
6.3 DOST
Secure the timely issuance by the relevant governmental authorities or other third parties of any and
all authorizations, licenses, permits, permissions, certificates, visas and other instruments which may
be necessary or required to be obtained in connection with the implementation of the project
Ensure exemptions from all prohibitions, restrictions on imports, customs duties, direct and indirect
taxes, and other fees in respect of imported items that may be necessary or required in connection
with this project.
Provide administrative support and local staff required for the implementation of the project
Provide access to relevant information and materials necessary for the implementation of the project
Provide premises necessary to carry out the trainings contemplated under this project, including,
without limitation, the necessary physical and communications facilities, hardware, software,
equipment, networks, connections and utilities
7. RISK MANAGEMENT
Risk Description
Likelihood
Impact
H
H
The lack of control over the local
human resources
Mitigation Action
Collaboration with the relevant
Government agencies in the
Philippines
* H= High, M=Medium, L=Low
8. PROJECT MANAGEMENT
The project will be led by the ITU. The ITU Project Manager shall provide overall management and
administration of the project in close collaboration with MIC and DOST. The project will be administered
in accordance with applicable ITU Rules, Regulations and Procedures.
A steering committee (SC) will be established immediately after the signing of the Cooperation Agreement and
this Project Document by all Parties. The SC will comprise;
Representative(s) from MIC Japan;
Representative(s) from DOST;
8
Representative(s) from the ITU.
The role of the SC will include, but not limited to, the following:
Approve all substantial changes to the work plan;
Provide guidance, recommendations and decisions based on consensus as needed during the
implementation of the Project; and,
Evaluate and approve periodic progress and Project closing reports.
 The SC will meet by teleconference and SC will oversee the Project’s implementation whilst the Project
will be managed by the appointed Project Manager of the ITU.
9. MONITORING AND EVALUATION
ITU will monitor and evaluate the project based on the expected results and key performance indicators.
Quarterly reports will be prepared by the project manager to describe the progress of the project. At the
end of the project, the project manager will prepare a final report. The final project report will include
detailed descriptions of the activities, achievements towards expected results, lesson learned, best
practice, issues and challenges, and recommendations for future actions.
10. SUSTAINABILITY
The MDRU is an ICT solution for disaster countermeasure, which can be fully modularized and upgraded
in the future to keep up with modern technology. As the unit has a modularized form, it can be deployed
to disaster affected area in a short period of time. An added benefit of the unit is it can be used during
disaster and non-disaster time. To ensure the longevity of the project a sustainable business development
plan will be developed and given to local communities on how to develop a sustainable use of the
solution during non-disaster time.
The output of this feasibility study will also become the basis for the Philippine government project
through the DOST disaster recovery program called Mobile ICT (MICT) for nationwide implementation.
For further introduction of MDRU in other areas in the Philippines and other countries, the plan of the
workshop which will be held in the future to provide the experiences and lessons learnt extracted from
the Project will be developed in the Project. ITU will conduct a review of the project 12 months after its
implementation. When the project is completed and closed, ITU will hand over the MDRU to the
Government of the Philippines.
11. BUDGET
The budget for this project is attached as Annex 1.
12. WORKPLAN
The work plan for this project is attached as Annex 2.
9
Annex 1: BUDGET
The table below provides the overall estimated budget for this project by category of expenditures. The
breakdown by category of expenditures is based on the best available information at this time and is subject to
change during implementation of the project. In order to ensure the successful implementation of the project,
the project manager will have the flexibility to shift funds between budget categories as necessary.
ESTIMATED BUDGET (in CHF)
DESCRIPTION
MIC
HUMAN RESOUCE (LOCAL)
33,930
MISSIONS
20,000
ASSESSMENT
30,000
EQUIPMENT
94,370
MISCELLANEOUS
24,222
Subtotal
202,522
AOS (7.5 %)
15,189
Total
217,711
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Project Document for MDRU Project – Annex 1 of the Cooperation Agreement
Annex 2: WORK PLAN
The table below identifies the key activities necessary for the successful implementation of this project as a
well as the expected timeframe for their completion.
Schedule of Work Plan can be accelerated, if it is possible.
Result
Activity Description
1.1
Project preparation
1.2
Development and testing
of MDRU at MIC
1.3
DOST secures necessary
permits and
documentation for MDRU
acceptance
MIC delivers MDRU to
DOST; acceptance of
MDRU by DOST
Arrival and testing of
MDRU at DOST
1.4
1.5
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
M
1
M
2
M
3
M
4
M
5
M
6
Conduct training for
designated local staffs to
establish and use MDRU
and to be the trainers in
the Philippines
Delivery, installation,
testing and commissioning
of MDRU and
establishment of ICT
network with MDRU at
beneficiary site
Conduct technical training
for beneficiary staffs
Conduct a case study, a
simulation and an analysis
on MDRU usage under
disasters as a disaster drill
Conduct a case study and
an analysis on installation
of applications to MDRU
for daily usage for work
and life of beneficiary
Data gathering for entire
project as required by ITU
and MIC
Preparation and
submission of reports
ITU conduct assessment
of the Project
Transfer of MDRU to DOST
Develop a plan of
workshop
ITU Prepare materials and
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M
7
M
8
M
9
M
10
M
M
M
11
11
13
M
14
M
M
15
16
2.12
plans of activities for
publicity
Closing the project
12