YSD-PTF
6th Medical Bank Colony, Bapuji Nagar
Berhampur-760004, Ganjam, Odisha, INDIA
Tel: +91-680-3205464/2283398
E-mail: info@ysdindia.org
Website: www.ysdindia.org
Increased relief accountability in cyclone affected areas in
Ganjam, Odisha
Project Completion Report
Submitted to
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CONTENTS

Introduction and Background

Project Goal and Specific objectives

Activities Completed

Results and Outcome

Lessons Learned

Challenges

Financial Utilization Report
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Introduction and background
Disaster in the form of Phailin Cyclone has made a land fall at the Gopalpur coast near
Berhampur city of Odisha in India on 12th October, 2013. The cyclone created havoc and
devastation in and around Ganjam district with Berhampur city surroundings as the epicentre.
The havoc continued further and degenerated due to another disaster in the form of incessant
rain across the district severely affecting seven blocks (Berhampur, Chikiti, Hinjili, Sana
Khemundi, Patrapur, Dharakote, Aska), while remaining eight blocks are partially affected due
to flash floods.
The death toll, due to both the disaster cyclone and flood mounted to about 35. Thanks to the
efforts put forward by the OSDMA, government and other organisations towards cyclone
preparedness. Pre-preparedness helped in minimizing the loss of lives. However, loss of
property included damaged and collapsed houses (3.40 lakhs in Ganjam), loss of crop, collapsed
buildings, overflow of drains causing flood like situation, uprooting of cell phone towers,
telephone and electric polls, trees added to the damage. As a result basic services like drinking
water, shelter, clothing, food, sanitation, etc, have been severely hit, while people continue to
suffer in temporary relief camps. Further, long term services like education and health too were
hit with no sight of schools or health clinics opening at the earliest. On the other hand most
vulnerable sections like children, adolescent, disable, old age and women are worst affected
due to the disaster.
In response to the disasters, government agencies, international and local non government
organizations are engaged in relief and restoration activities. However, ground realities and
several media reports too have brought the issue of corruption in relief activities along with
lack of accountability among these agencies.
Lack of transparency in aid/relief distribution is doubling the disaster effect, with the victims
continuing to live on day-to-day survival basis. Moreover, lack of transparency is leading to
duplication of work by various agencies. Hence, to provide any meaningful aid and assistance to
the disaster and flood victims. In addition to the above, community participation in the relief
material or wider consultation with the community is absent. The absence of citizens' voices in
disaster preparedness and post-disaster relief measures is creating wide gap between the
actual policy making and implementation on the one side and community needs on the other.
This in turn is replicated in weak or no people's participation, absolute lack of transparency and
accountability.
Youth for Social Development (YSD), working in the area of transparency and accountability in
public activities, has started emergency relief monitoring in 40 affected slums in Berhampur
and four affected blocks in Ganjam through mobilizing local volunteers. Ground level realities
are presented to the district administration during the inter agency coordination group (IACG)
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meeting and appealed to all the agencies -- both the government and non-government to
ensure transparency and accountability standards in the relief and rehabilitation activities.
In this backdrop, Youth for Social Development (YSD) with the support from Partnership
Transparency Fund, Washington DC has undertaken this small step towards building
accountability before and aftermath of disasters. YSD has carried out a grass root survey to this
effect in the context of relief initiated in the post-Phailin period. This enquiry deals with issues
related to accountability before, during and aftermath of disasters in the context of Phailin
Cyclone that affected Ganjam district adversely. This would in turn help policy makers, civil
society organizations, communities to replicate or adopt such practices by customizing to their
needs.
Project Goal
Increased community participation in relief and aid distribution thereby making the disaster
relief responsive and accountable
Specific Objectives
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To monitor disaster relief aid in selected areas
To empower communities to monitor distribution of relief and reconstruction1aid
To create space for articulation of citizen voices vis- vis pre and post disaster relief
To share experience and knowledge to improve accountability and transparency in relief
distribution locally and internationally
To formulate a fundraising proposal covering a multiyear program for engaging
communities to improve responsiveness and accountability in reconstruction programs
in disaster affected areas in Berhampur city and Ganjam district in Odisha state.
Activities Completed
 Developed replicable social audit toolkit to monitor relief/aid distribution
A replicable social audit toolkit to monitor relief and aid distribution has been prepared and
piloted in the disaster affected regions. The toolkit includes three different bilingual
questionnaires for the household survey (form-1), focus group discussions (FGD) (form-2) and
PRI representatives (form-3). The toolkit is developed after a careful study of Odisha Relief
Code, State Disaster Reponses Force (SDRF) and National Disaster Response Force (NDFR)
1Emergency relief is short term in duration to alleviate immediate human suffering due to disaster while reconstruction is
medium term (3-5 years) and focuses on rebuilding livelihoods, public services, infrastructure and preparedness for/prevention
of future disasters.
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guidelines, Red Cross standards, HAP Accountability2 and Sphere Standards3 along with Disaster
Accountability Project (DAP). The organizations and agencies listed above have proven
international track record in promoting relief accountability. Examples were drawn through
careful study of their standards.
 Conduct training workshops for community members on relief/aid distribution
Two training workshop of community groups in two blocks has been conducted to gain their
experiences during the relief and rehabilitation works aftermath of phailin and also to train the
community leaders on the government entitlements and aid distribution standard of
government of Odisha. More than 45 community group leaders in two blocks participated in
this workshop and supported the YSD team of ‘citizen monitors’ in collection of
data/information, conduct FGD and Panchayat level information. They have been capacitated
on their basic relief and rehabilitation entitlements as per the government of Odisha standard
and their participation in assessment of damage property ad crop and also complaint
mechanism in case of fraud/corruption and selection of ineligible beneficiaries. They have also
been trained to participate in the public hearing to grievance their issues related to disaster
relief and rehabilitation.
 Collect the data on relief funds, relief agencies and their work
Information on relief funds, relief agencies ad their work has been collected from various
government and non government agencies. This includes the entitlements, relief materials,
affected areas, State Disaster Reponses Force (SDRF) and National Disaster Response Force
(NDFR) guidelines etc. These secondary sources of information and data helped the team to
design the toolkit and monitor the entitlements reached to the intended and affected
beneficiaries.
 Monitor the ground realities and needs
A total of 1512 households were surveyed, while 27 focus group discussions were held and
twenty seven (27) PRI representatives were spoken to as a part of the survey. The toolkit
covered various aspects related to disaster governance, starting from early warning systems,
rescue, relief shelters, facilities at the relief shelters and relief material from government, etc.
 Train YSD staff on implementation of social audit toolkit
YSD staff and eight (8) selected ‘citizen monitors’ volunteers who has experience in household
survey and focused group discussion has been selected and trained to conduct the household
survey, FGD and PRI survey in the disaster affected areas and they also guided to write selected
2 The 2010 HAP Standard in Accountability and Quality Management (2010), http://www.hapinternational.org/pool/files/2010-
hap-standard-in-accountability.pdf
3 http://www.sphereproject.org/silo/files/what-is-new-in-the-sphere-handbook-2011-edition-v2.pdf
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case studies and best practices during the relief and rehabilitation work. In addition to this YSD
staffs engaged in this project were also trained to monitor the survey and FGD for quality
control and efficient implementation of the tools and project activities.
 Sharing of findings with government, IACG and other civil society
Two different dissemination workshops organized one at district level and another at the state
level. District level workshop has been conducted, more than 65 participants from civil society,
government, media and communities (coastal and slums) participated and shared their views
on disaster relief and rehabilitation during phailin. Civil society has also demanded more
transparency and accountability during relief and rehabilitation with making Gram Panchayat as
unit of relief distribution and it should be people centric disaster management and governance
(including damage assessment), change in age old (British period) Odisha Relief Code and also
demanded capacity building of community based organizations on disaster preparedness and
monitor relief and rehabilitation (report attached).
State level dissemination workshop has been organized on 16th of December 2014. Issues
related to climate change and disaster in coastal regions has discussed and civil society has
taken these issues seriously and urged government to take immediate and radical steps to have
an efficient strategy to mitigate disaster and risk reduction and make relief transparent and
accountable. The coastal communities shared their experience of poor management of relief
and rehabilitation during phailin.
It has been resolved that state government should provide disaster insurance for the people in
coastal and disaster prone regions, transparency and accountability should be ensured in
disaster relief and rehabilitation work by taking panchayat as a unit, people centric disaster
management should be adopted by keeping people at epitome of disaster governance, Odisha
Relief Code should be changed and accountability issues must be addressed, capacity building
of local and village level should be undertaken to disaster preparedness, risk reduction and
monitor and ensure relief accountability. This workshop witnessed by more than 40 NGOs, 15
international donor agencies, senior officials from government, 15 coastal communities from
Ganjam and activists and academics. Among the guests Dr. Aurobindo Behera, IAS Retd. Former
Member Board of Revenue, and chairperson to the amendment commission to the Odisha
Relief Code, Dr. Ambika Nanda, State Representative, UNDP, Dr. S. N. Patro, Working President,
Odisha Environment Society and Sj. Pravat Mahapatra, Dy. State Relief Commissioner, GoO, Dr.
P.K. Prusty, Senior Scientist, Dept of Forest ad Environment , Government of Odisha are
participate and shared their views and opinion. Mr. Mangaraj Panda of United Artists
Association, Mr. Loknath Misra of Ganjam Disaster Response Forum, participated and
presented the disaster and relief situation in coastal regions of Odisha specifically in Ganjam
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district and Mr. Sudarshan Chhotaray, Convenor of Coast Council, Odisha managed the
workshop presented vote of thanks to all the participants.
 Networking with other like-minded agencies and organizations
Networking with government organized IACG, GDRF, Coast Council and state level IAG working
on issues of disaster, relief and rehabilitation has been done with sharing of the findings and
collective advocacy for more accountable relief and adopt ‘disaster governance’ instead of
disaster management. Local and state level media has been engaged to disseminate the
findings among mass. GDRF (coalition of 45 NGOs) has been actively participating at a regular
gap to advocate for increased transparency, accountability and other disaster related issues.
 Collating international experiences and best practices in community engagement
Collating international experiences and best practices in community engagement and social
accountability related to disaster relief and reconstruction programs from across the world.
Such experiences help in providing information good practices to be followed in the wake of a
disaster. Experiences were collated from various countries' experiences in engaging
communities.

Press release of report and media briefing
Media release has been conducted to disseminate the findings of the relief accountability
grassroots experiences. They have been continuously given the issues, best practices and
articles related to relief accountability and disaster management.
 Multi-year fund raising proposal
A multi-year fund raising proposal has been prepared to replicate the piloted ideation on relief
accountability and community engagement to improve responsiveness and accountability in
reconstruction program in disaster affected areas. The multi-year proposal need to be
improved further its technical part and execution plan to make it more clarity and
understanding on the other hand it should be specific to its goal and make plan for capacity
building of communities and local NGOs, CBOs in a large scale in India. For this it requires
expert support from PTF to write and redesign the multi-year proposal. YSD will provide all
related information and documents required to do so.
Tools and method used
 Household Survey (form-1)
 Sampling
 Focused Group Discussion
 Service providers interview
 Public hearing
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
People centered and media advocacy
Results and Outcome
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Replicable relief audit toolkit to monitor relief and aid distribution has been prepared
(attached Form-1,2 and 3)
Information and data generated on current relief distribution from the grass roots and
the victims of disaster to present as evidence of poor accountability and reality
Filling in the gaps of the community needs in the backdrop of relief distribution has
been done and presented to local governments (panchayats) and district administration
Informed and capacitated communities vis-a-vis relief distribution. 45 community
leaders from two blocks (sub-district level) increased their knowledge and capacity on
relief entitlements, participate in public hearing and ‘how to’ complaint fraud and
corruption.
Strong articulation of citizen voices in disaster preparedness and post disaster relief
through beneficiaries interaction and focused group discussion
Increased coordination and collaboration between CSOs and government agencies.
IACG meets in every week till the 3rd month of disaster and the CSO coalition GDRF has
been engaged to sustain the efforts made during the Phailin.
Network of civil society organizations, government and aid agencies in place. GDRF,
IACG and other aid agencies, district level officials shared the findings and discourse on
the important issue of relief accountability.
Responsive disaster preparedness and post-disaster measures. Participation of govt.
departments in IACG and GDRF meeting and acceptance of findings.
A Briefing Note on results achieved in this project and good practices and lessons
emerging from engaging communities in improving responsiveness and social
accountability in aid/relief distribution in disaster relief and reconstruction programs.
A fundraising proposal aimed Indian and foreign donors to support a multiyear program
for engaging communities in improving transparency, accountability and
responsiveness in disaster affected areas, for joint fundraising.
Increased transparency and accountability in distribution of relief material.
Coordination through IACG, has gained transparency on aid distribution by government
and other aid agencies. Information collected through the IACG has been shared among
the local NGOs and IACG requested to all agencies to hang transparency board and
ensure people’s participation before aid distribution. Government relief to various
blocks has been disseminated to all NGOs in the weekly meeting.
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Lessons Learned
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Relief accountability tools are the major building blocks in monitoring relief and
reconstruction in the disaster affected areas. Specifically the formats for beneficiary
interaction, FGD and interviews of service providers.
Training to community group members are quite useful in engaging them in monitoring
their relief entitlements, damage assessment, participating in public hearing and
reporting to fraud and corruption to the district administration.
Engaging platforms of civil society coalition i.e. Ganjam Disaster Response Forum
(GDRF) with the district administration through a platform like Inter Agency
Coordination Group (IACG) effectively and addressing the issues raised by NGOs and
CBOs.
Dialogue with the public officials (government), on issues like corruption, selection of
ineligible beneficiaries, poor information disclosure and poor accountability and their
acceptance and assurance to take appropriate action are praiseworthy and shows their
responsiveness and active CSO engagement.
A strong monitoring mechanism during the disaster relief operations helps in improving
providing relief to the right people.
It is necessary to have information/data related to the provisions of relief money
sanctioned, provisions meant to be supplied, long term plans for rebuilding the lives.
End to end information and training to be given to communities on preventive
measures, rescue operations and post-disaster relief measures.
Active engagement with print and electronic media.
Immediate estimation of damage and loss occurred due to disaster and approximate
estimation of relief required.
Community planning -- Any future and long term plans need to be designed and
executed with active community participation.
Challenges
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Poor cooperation from the local elected representatives and panchayat officials to
provide accurate information and participate in public hearing is one of the major
challenges.
Poor participation of beneficiaries in the public hearing in few villages due to
engagement in reconstruction work.
Poor information provision by the government due to emergency and lack of
transparency.
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Most of the times community members might have lost their identity credentials due to
the disaster. It becomes a major challenge for the distribution of government
sanctioned relief material. For instance, government officials may demand PDS ration
card to distribute relief provisions, but the same might have been lost in the disaster.
Another major challenge is with regard to the vested interest groups within the
community. Often such groups tend to divide communities on various issues by
spreading rumours or issuing threats, etc.
Delay in relief operations either due to inaccessibility due to the disaster or due to some
other reason has immense bearing on the communities.
Transferring ownership of long term rebuilding measures to the community due to the
divisions within the community.
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Logical frame work

Objectives
To monitor disaster relief aid in
selected areas




To empower communities to
monitor distribution of relief
and reconstruction aid



To create space for articulation
of citizen voices vis- vis pre and
post disaster relief




Activities completed
Developed replicable social
audit toolkit to monitor
relief/aid distribution
Collected the data on relief
funds, relief agencies and
their work
Monitored the ground
realities and needs


Results attained
Replicable relief audit toolkit
Information and data
generated on current relief
distribution
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Conduct training workshops
for community members on
relief/aid distribution
Train YSD staff on
implementation of social
audit toolkit

Collation of international
experiences/best practices
with regard to disaster and
community participation
Customizing international
best practices to suit local
needs
Conducting open debates for
community/citizens to
articulate their voices
Conduct media-citizen
interaction workshops on

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Filling in the gaps of the
community needs in the
backdrop of relief distribution
Informed and capacitated
communities vis-a-vis relief
distribution

Empowered
citizens/communities vis-a-vis
disasters and relief
accountability
Increased awareness on
disaster relief
Citizen voices articulated
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Verifiable Indicators
Copy of the social audit
toolkit
Report of the relief
distribution
Report of the ground
realities
Photographs and
information sheet
Report of the training
workshop
Community needs
addressed
Participation of the
communities increased in
social auditing
2 training workshops
conducted (report of the
workshop)
45 people that attended the
workshops
15 open debates conducted
and people participated and
attended
1 press releases (report and
news paper cuttings and
coverage)
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
To share experience and
knowledge to improve
accountability and transparency
in relief distribution locally and
internationally


disaster relief and response
Networking with other likeminded agencies and
organizations
Collating international
experiences and best
practices in community
engagement and social
accountability related to
disaster relief and
reconstruction programs

A Briefing Note on results
achieved in this project and
good practices and lessons
emerging from engaging
communities in improving
responsiveness and social
accountability in aid/relief
distribution in disaster relief
and reconstruction programs.

Good practices and lessons
from the responsiveness
and social accountability in
aid/relief distribution

One district level
dissemination workshop with
GDRF and Coast Council
Organised (report and
suggestions)
One state level experience
sharing workshop was
conducted on 16 Dec, 2014
(report and suggestions)
Briefing note on results
Copy of the fund raising
proposal



To formulate a fundraising
proposal covering a multiyear
program for engaging
communities to improve
responsiveness and
accountability in reconstruction
programs in disaster affected
areas in Berhampur city and
Ganjam district in Odisha state


Collating international
experiences and best
practices in community
engagement and social
accountability related to
disaster relief and
reconstruction programs
Initiate dialogue on peer
learning on good practices in
social accountability in
recent disaster relief and
reconstruction programs
across various countries,(e.g.
Haiti, Tsunami, Philippines)

A fundraising proposal aimed
Indian and foreign donors to
support a multiyear program
for engaging communities in
improving transparency,
accountability and
responsiveness in disaster
affected areas in Berhampur
city and Ganjam district in
Odisha state. YSD and PTF will
use this proposal to do joint
fundraising

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Financial Utilization Report
Total Approved Budget
Total expenses incurred
PTF grant received so far
PTF grant spent so far
PTF grant to receive
Sl. #
1.
2
3
4
5
6
7
8
9
10
INR
2,55, 000.00
2,97, 372.00
2,40,089.11
USD
4,500
57,282.89
1,000
Budget Category
Develop replicable social audit toolkit to monitor relief/aid distribution
Training workshop for community monitors
Collect the data on relief funds, relief agencies and their work
Training of YSD staff on implementation
FGD meeting in communities
Sharing of findings with government and IACG
Networking with other like-minded agencies and organizations
Reporting and documentation
Transport and communication
Administrative
Total
Budget
Actual Expenses
Currency INR
INR
40,000
40,000
20,000
23,803
40,000
41,225
10,000
8,940
40,000
41,642
20,000
36,300
20,000
17,545
30,000
42,000
20,000
19,622
15,000
26,295
2,55,000
2,97,372
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