BRITISH RED CROSS DEPARTMENT FOR INTERNATIONAL DEVELOPMENT PAKISTAN RED CRESCENT SOCIETY AND THE INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES PAKISTAN: INSTITUTIONAL PREPAREDNESS AND COMMUNITY BASED DISASTER RISK MANAGEMENT TOTAL AMOUNT RECEIVED FROM DFID: GBP 2,500,398 Aries Code: 20280-150 FINAL REPORT MAY 2012 1 Basic Data Sheet Name of Agency: British Red Cross Address: 44 Moorfields London EC2Y 9AL Implementing Partner: Pakistan Red Crescent Society (PRCS) and British Red Cross (BRC) Location: Pakistan (countrywide) Operating timeframe of Appeal: 9 months (June 2011 – February 2012) Analysis of situation: This project aimed to support PRCS’s in progressing its’ Community Based Disaster Risk Reduction (CBDRR) approach to risk reduction and strengthen PRCS rapid emergency preparedness and response capabilities. It also supported the development of 12 districts DM Cells on decentralising prepositioned stock to 25 nationwide DM Cells situated in close proximity to vulnerable communities with supplies for 200 households at each location and a total of 35,000 people have access to goods, services and support in the immediate days following a disaster. Funding Received from DFID: GBP 2,500,398 Status of Report: Final 2 Introduction This report focuses on the GBP 2,500,398 contribution provided by DFID through the British Red Cross (BRC) to support the Pakistan Red Crescent’s Community Based Disaster Risk Reduction approach and capacity to respond future emergencies. The report will outline the achievements by both BRC and PRCS under this project gained through the use of DFID funds. Key lessons and challenges, and a financial summary are incorporated. Summary Achievements Emergency shelter and NFI contribution made to enable PRCS to preposition emergency relief stocks at two central points sufficient to meet the needs of 200 households (HH) at 25 PRCS DM cells, totalling 5,000 HH (35,000 people). An additional 1,100 tents (procured using savings) distributed to flood affected beneficiaries in Thatta and Badin. A total of 12 communities have set up disaster management committees, received sensitisation awareness training and developed community risks and vulnerability plans. A total of 157 PRCS staff capacity was enhanced through a combination of training at national, provincial and district level (DM Cells). Of the total £2,500,398 budget, a total of £2,502,185 (balance covered from BRC Appeal funds) was expended. Of the total expenditure £2,295,759, equal to 92%, is committed to the delivery of goods and services. Project Background The Institutional preparedness and community-based disaster risk management project was developed in alignment with Strategic Objective 1 of PRCS Strategy 2015 and focused on community and organizational preparedness. In line with the key directions of the PRCS five year strategy, the intention of this project was to support PRCS in progressing its’ Community Based Disaster Risk Reduction (CBDRR) approach to risk reduction and in the immediate term strengthen PRCS rapid emergency preparedness and response capabilities in the face of anticipated hazards posed in the future. The project looked to address localised disaster risk and limited response capabilities by promoting the roll of PRCS DM Cells to foster a community centred approach to building resilience. Key activities identified in the initial stages of the PRCS CBDRR strategy were supported in 12 districts through designated DM Cells across Baluchistan, Gilgit Baltistan and Sindh. Additionally, PRCS national preparedness and response capacity was further developed with stock contributions held centrally for 25 nationwide DM Cells situated in close proximity to vulnerable communities to draw down from. By ensuring PRCS have disaster management staffing capacity and sufficient emergency supplies for 200 households for each location the 3 project ensured that 35,000 people have access to goods, services and support in the immediate days following a disaster. These outcomes were achieved through: 1. Procurement and prepositioning of emergency relief stocks, sufficient to meet the needs of 200HH at 25 DM Cells, totalling 5,000 Households (35,000 people); 2. PRCS staff capacity development and training at national, provincial and district level (DM Cells); 3. Investment in the PRCS DM infrastructure and equipment; 4. Building safer communities, introducing resilience concepts through existing DM Cell structures and encouraging community engagement with PRCS and local authority disaster management planning. Project rational Goal/Overall Objective: To provide integrated response and assistance to the needs of affected populations in Pakistan as and when required. Purpose: To increase and maintain PRCS preparedness and response capacity to ensure 35,000 people have access to goods, services and support in the immediate days following a disaster and to initiate CBDRR sensitisation in 12 vulnerable districts in support of PRCS community resilience approach to disaster management. Overall impact of specific DFID contribution Objective 1: Procurement and prepositioning of emergency relief stocks, sufficient to meet the needs of 200HH at 25 DM Cells, totalling 5,000 HH (35,000 people). PRCS have sufficient prepositioned emergency relief stocks to ensure that in the event of a disaster 35,000 people have access to goods, services and support allowing for a return to normality. Outputs of DFID donation under this objective Result 1: PRCS have sufficient prepositioned emergency relief stocks to ensure that in the event of a disaster 35,000 people have access to goods, services and support allowing for a return to normality. Outputs Sector: NFI 1.1 Supplement PRCS national stock holding to enable pre-positioning of locally appropriate stocks at 25 DM Cells enabling each to provide adequate NFIs for 200 HH in the event of an emergency (total 5,000 HH – 35,000 people). Activities planned 1.A. Procurement of emergency response / disaster preparedness stock: NFI kits x 5,000 families 1.B. Pre-positioning of emergency response / disaster preparedness stock 4 A. Procurement of emergency response / disaster preparedness stock: This component ensured that PRCS had sufficient prepositioned emergency relief stocks that in the event of a disaster 35,000 people have access to goods, services and support allowing for a return to normality. The procurement plan in support of Result 1 (above) was based on historical data and evaluations identifying those commodities most frequently identified as required in the immediate aftermath of a disaster (natural and man-made). The range and specification1 of items purchased in Table 1 below complemented those already pre-positioned and those held in preparedness in PRCS’s provincial and national warehouses. Further, the items conform to the Red Cross Emergency Item Catalogue (EIC) specifications. This ensures compatibility and uniformity of items already in stock or pre-positioned, and, as critically, compatibility with items delivered against international appeals for humanitarian assistance. Initial plans were to purchase complete household kits for 5,000 households but this would have created surpluses in some items and deficiencies in other items. Following the stock audit carried out in July 2011 (see Annex 1: Stock Audit Summary), it was determined that the DFID funded project will focus on procuring those items necessary to bring all the core items to the required level to cover the target number of people. BRC liaised with PRCS in Islamabad and agreed the procurement levels, specifications against the Red Cross EIC and delivery points following in June 2011. Procurement was carried out from July to December 2011 when all the items were delivered as agreed. As summary of the total number of items procured and their respective positioning are summarised in Annex 2: Summary of DFID Funded BRC Procured Items. Table 1: Stock procurement summary Item group Item description Total Stocks Family tent TENT, All Weather, 4x4, NON WINTERISED 6,400 Hurricane Lamps LAMP, HURRICANE 18,299 Jerrycan JERRYCAN, foldable, 20L, food grade plastic, screw cap 11,100 Stoves & heaters STOVE, wood burner 20,174 1 PRCS and IFRC provided BRC with the stock requirements and specifications which was shared and agreed with the DFID Humanitarian Office in Islamabad in July 2011. 5 Tarpaulin TARPAULINS, woven plastic, 4 x 6 m, white/white, piece 17,500 Total No of Items 73,473 B. Pre-positioning of emergency response / disaster preparedness stock: The International Federation of Red Cross and Red Crescent Societies (IFRC) Pakistan delegation, with PRCS, supported in the custom clearance; transportation and warehousing of these stocks and BRC employed specialist inspections companies to ensure compliance with the required standards and specification. The stocks deliveries were received, transported and warehoused by PRCS / IFRC at their warehouses in Haripur, Islamabad and Karachi. Figure 1: Picture of a standard PRCS DM Cell Kit. Standardized packages of non-food items are stored at these cells, ready to be distributed upon activation by the National Society Overall achievements, challenges and value added against Objective 1: I. Initial plans were to place the relevant stock purchase orders through the IFRC procurement office in Islamabad. Following further investigation by the BRC Head of Logistics in July 2011, it was determined that firstly BRC had the capacity through their own dedicated logistics team, and secondly, by undertaking the procurement process directly, enabled the project to save a total of £70,371 from the original budget but not having to pay the IFRC service charge of 4%. BRC does not charge for the procurement service. The savings from undertaking the procurement process and cost price savings across the procurement budget enabled the BRC to purchase an additional 1,000 tents in September 2011 to support the PRCS response after consultation with the DFID Humanitarian Unit, Islamabad. (See II below). II. The stresses of the 2011 Floods response by PRCS in Sindh added further pressures on the non-food items pipeline, especially with regards to tents. BRC agreed with PRCS’s request to provide an additional 1,100 tents directly to the PRCS which were distributed in response to the 2011 floods by PRCS Badin and Thatta branches through the support of the German Red Cross field offices. An additional 1,000 tents were sent to Badin and Mirpur Khas and distributed by PRCS branches, enabling their stock contingency levels 6 to reach 100% from a position of 83% following the 2011 Floods response. (See ANNEX 5: BRCS-DFID Tent Distribution by the GRC and PRCS Branches). III. Only 1,000 of the original BRC procured stocks of tents were distributed by PRCS in Mirpur Khas and Badin as a priority in the 2011 Floods operation in Sindh as initial early field assessment reports indicated that food was a priority during the immediate response phase. Field observations also confirmed that there was very little suitable ground for which to set up tents in the early weeks, and there were fears that tents would be sold instead for much-needed food. IV. BRC was able to source the majority of items (tents, Hurricane Lamps, Wood Burning stoves) locally through the standard IFRC procurement procedures which utilised open, competitive tendering and competitive bid analysis. (See Annex 3: IFRC Stock Report) This, combined with the institutional knowledge of both the IFRC and PRCS concerning Pakistani suppliers was able to deliver reliably the right quality at the right time, and ensured best value for money. The procurement of the Jerry cans and Tarpaulins was again undertaken through the IFRC standard procedures which identified suppliers regionally at favourable unit costs. V. Although the specifications of the materials purchased had to marry to existing PRCS stocks (and as per IFRC EIC) to enable the required stock levels to be achieved at the same specifications. This resulted in a number of restrictions. The standards set by the IFRC EIC and the rigidity of existing stocks was either too high a specification or not as relevant to local requirements during the 2011 Floods response. Tents procured met the standard specifications set out in the IFRC EIC but PRCS found that they would be too hot for households to use in Sindh province during the hot season in 2011. Likewise the 2011 Floods beneficiaries preferred battery powered lamps that they were used to using and were unwilling to accept fuel lamps from the fear of household fires and wood burning stoves were not required as all households were familiar and able to rebuild clay kiln ovens. Although Hurricane Lamps are standard PRCS NFI kits, the villages supported by PRCS during the 2011 floods used torch lights which resulted in PRCS distributing like-for-like, as requested by the communities themselves following their involvement in the planning process. Likewise PRCS standard NFI kits include the provision of five blankets per family. In response to the 2011 Floods in Sindh, PRCS chose to distribute only 3 blankets per family in southern parts of Punjab and Sindh. Again, in response to disasters in GilgitBaltistand and Kashmir, PRCS has distributed up to nine blankets per family due to the climate differences between northern and southern Pakistan. VI. Although all the procured items under the DFID funded project are according to the Federation Standards, not all of PRCS Disaster Preparedness stocks are, being a mixture of contributions from a number of donors that include both local and bilateral. This project will now enable PRCS to hold a core stock of Non-food items of standard quality that will form the main emergency stock for 35,000 people in future. VII. The requirement to ensure the procured items met with existing stocks specifications restricted the ability to purchase items that would be more flexible or have greater impact. Initial proposals to purchase solar lamps were welcomed by both IFRC and PRCS as an ideal opportunity to enhance their range of stocks. Following consultation with both parties, PRCS and IFRC chose to restrict the purchase to existing stock specifications over concerns that it would not be possible to buy enough for 5,000 7 households if solar lamps were chosen against adding to existing stocks of Hurricane lamps. VIII. PRCS Logistics standards of using the ‘first in, first out’ stock rotation system did have some benefits. Although there were restrictions in being able to utilise the stocks BRC procured during the 2011 Floods response, it did provide an opportunity for existing stocks provided to PRCS through IFRC or other Red Cross Societies to be released. PRCS were able to distribute similar levels of stocks received during this emergency and maintain their overall capacity to meet the required stock levels for 5,000 households. IFRC and PRCS were able to release existing older stocks to the 2011 Floods operation having received BRC’s news stocks to compensate. (See Annex 4: Stock Comparison – DFID Procurement and PRCS 2011 Floods Distribution). IX. Initial plans were for the procured items to be decentralised to its twenty five Disaster Management cells with each cell holding stocks for 200 households. This plan was changed by PRCS in favour of a more centralised warehousing approach with the stocks provided by BRC, primarily due to the fact that PRCS had already pre-positioned stocks within the DM Cells from existing stocks. Further prepositioning of NFI to DM cells was thought less prudent by PRCS because of the threat the early warning systems were highlighting with regards to the potential of similar monsoon floods expected in 2012 to that in 2010. With this is mind, PRCS decided to opt for a more centralised approach with BRC stocks where larger and more coordinated responses would be required. To facilitate this, PRCS took the decision to keep these stocks at national and provincial level warehouses. Stocks are still able to be deployed to disaster areas within 24 hours. X. The Turkish Red Crescent Society (TRCS) has been instrumental in responding to the recent refugee influx as a result of the Syrian conflict. In doing so, the TRCS has utilised most of their Earthquake preparedness stocks and has request immediate support from regional National Societies to help in the short term in loaning IFRC standard stocks to cover those released. In response to this request, PRCS, with IFRC support, has agreed to release a total of 5,000 tents from their own stocks. Of those tents loaned and transported to Turkey by road through Iran, 500 tents from the Islamabad Warehouse have formed part of the consignment which was procured by BRC through the DFID grant. Arrangements with local supplies in Pakistan to replenish the stocks provided have already been placed and will be completed by July 2012. Objective 2: Capacity to deliver a quality, coherent response improved through development of systems, equipment and staff training PRCS have sufficient capacities in terms of transportation, flexible storage facilities, systems and personnel to manage a disaster to ensure that 35,000 people will receive goods, services and support allowing for a return to normality. Outputs of DFID donation under this objective 8 Result 2: PRCS identification of humanitarian needs and the capacity to deliver a quality, coherent response improved through development of systems, equipment and staff training. Outputs Sector: Logistics & management systems 2.1 To ensure increased delivery capacity for goods and services to 35,000 people and accurate, timely monitoring of distributions Activities planned 2.A Procurement of Trucks for transportation of DP Stocks during emergency (Hino rigid 6MT drop side truck and Nissan 4x4 pick-up truck) 2.B Procurement of emergency use Rubb Hall x 2 2.C Initiate development of an Integrated Disaster Response System A. (Hino rigid 6mt drop side truck and Nissan 4x4 pick-up truck): Logistic support is critical for any disaster response, for timely delivery of goods and services to the affected people. Contributing to the PRCS logistic capacity as a part of organisation disaster response capacity building through the procurement of two Toyota HILUX D/CAD (transport vehicles) and two Hino Trucks (heavy transport loading vehicle), completed in February 2012, have increased the fleet capacity by 10 per cent with the additional of 4 vehicles to the existing fleet of 40 in total. To facilitate the vehicles usage, funds from within the budget were reallocated towards their adaption, insurance and registration prior to hand over to PRCS. As of May 2012, the two pickups have been deployed to Sindh and are engaged in supporting the Integrated Recovery Programme’s water and sanitation activities. B. Procurement of emergency use Rubb Hall x 2: Following consultation with PRCS, it was agreed to support two major warehouses at two strategic locations (in Islamabad and Karachi) for eight months (June 2011 to January 2012) to support the National Society’s operations within the 2010 Floods and then 2011 Floods response. At the outset of the project, PRCS determined that their present number2 of Rubb Halls was sufficient to provide the necessary level of flexible warehousing but there were concerns that there was limited strategically placed warehousing in the Provinces. PRCS took the decision with IFRC to rent two fixed warehousing units in Karachi and Islamabad to preposition their core stocks in planning for a major disaster in 2012. C. Initiate development of an Integrated Disaster Response System: PRCS has a network of 40 DM cells, provincial and NHQ resources, a national mandate to respond to emergencies, operating access to most parts of the country and a country and 2 BRC had donated x2 during the response phase; Iranian RC x14, Canadian RC x3, PRCS old stock x9 (most are erected and in use at different locations counttrywide) 9 population vulnerable to a wide range of natural and man-made disasters. PRCS lacks an integrated disaster information management system to identify and plan responses across sectors and locations delivering a more cohesive and integrated response whilst maximising the utilisation of available resources. The Project aimed to instigate the development of such a system but not through to implementation as this is beyond the timeframe of the project. Plans to develop the precursor elements including developing the ‘user specification’, with which to move forward to identifying processes, procedures and systems to meet the specification was expected to be completed under this project. This would have enabled PRCS to work together with operations management and information management consultants to develop the user specification. Subsequent to the project, PRCS engaged with software developers looking to design and implement the solution elements. Following various meetings with the software developers, PRCS recognised that this component would take time to develop, test and approve the various iterations of the software development. The development would take longer than the project timeframe and again PRCS with IFRC took the decision to cancel this element and reallocate the funding towards the modification, registration and insurance for the four vehicles which was not budgeted. D. PRCS Disaster Response Staff Training: The disaster response capacity building aspects of the project covered a number of key training components including water and sanitation in emergencies, reporting in emergencies, participatory hygiene and sanitation transformation (PHAST) and for disaster response teams (DRTs) at national, branch (provincial) and district (DM cell) levels. The detailed list of these trainings with dates and number of participants is outlined in Table 2 below: Table 2: List of PRCS DM Training activities completed # Training Title 1. DM programme review meeting Islamabad 2. Branch disaster response team training (BDRT) PRCS Gilgit- Baltistan branch 3. District disaster response team training (DDRT) PRCS Hunza (DM cell) 4. National level PHAST training 5. National water and sanitation disaster response team training Dates 14 – 15 October, 2011 21 – 25 October, 2011 28 – 30 October, 2011 21 -27 January, 2012 9 - 13 January, 2012 Participants Five DM managers and one secretary from AJK branch. 26 participants from all over the province attended the training 26 participants attended the training from all over the district Hunza Nagar 21 participants attended the training from all over the country 23 participants attended the training 10 6. Reporting in emergencies 7. National disaster response team training (NDRT) 13 - 16 December, 2012 17 - 23 February, 2012 31 participants attended the training 30 participants attended the training A second PRCS DM Review meeting for 2011 was held over 14th - 15th October, 2011, at the PRCS Disaster Management Logistics Centre, attended by PRCS DM managers from both Provincial and District Branches. (See Annex 6: PRCS DM Training Plan of Action) D1 – National Disaster Response Training: The National Disaster Response Teams (NDRT) of the PRCS comprises staff and volunteers drawn from all branches across Pakistan. Each NDRT has the primary responsibility of being the ‘first responders’ at the scene of sudden-onset or developing disasters. Their locality, and therefore connection to local communities and villages, supports them providing rapid first response pending the arrival of additional disaster response resources mobilised from neighbouring locations, nationally or, potentially, internationally. The 5th NDRT training was held by the PRCS with collaboration of IFRC in Islamabad from 16th to 23rd of February 2012. The training resulted in a total of 30 male and female participants from all over the country, representing different operation levels and experiences and different branches of the PRCS network in Pakistan both at provincial and district level being added to the existing pool of one hundred trained personnel. Each NDRT member underwent a comprehensive training programme encompassing, through theory and simulation exercises, aspects of responding including: Working with local branch people / volunteers, Regional Disaster Response Teams, IFRC and other Red Cross Red Crescent teams, ICRC and government personnel/teams. Preparing plan of action / budgeting, co-ordination with INGO’s , OCHA, UN Cluster meetings, Government Rules and Regulations on Disaster Response, working with communities in different environments, cultural / religious considerations, team leadership, security issues, assessment process and relief distribution plan, logistics, monitoring & reporting and exit strategy. Figure 2 - NDRT Training, February 2012 In addition to NDRT,BDRT and DDRT trainings for disaster management staff PRCS will also identify staff to be trained in the PHAST and WSDRT training elements. 11 The seven day training programme culminated in a comprehensive field simulation exercise carried out in Shah Pur Dam, fifty kilometres from Islamabad, affected by flooding in 2011. Following the assessment of the damage in the community and identification and register of beneficiaries, a distribution plan for distribution of NFIs was developed and carried out by the participants with support from PRCS Logistics and IFRC personnel. (See Annex 7: PRCS NDRT Training Itinerary and Annex 8: PRCS List of Participants). D2 – Branch and District Disaster Response Training: A total of 52 participants attended both the BDRT training from Gilgit Baltistan(GB) province and the DDRT Training from Hunza, AJK in October 2011. Both training courses covered topics from introductions to the Red Cross Movement, its various DM components through to emergency assessment, beneficiary targeting and introduction to Water & Sanitation in emergencies. The five day classroom based training culminated in a field based simulation exercise which enabled participants to practice a combined BDRT/DDRT disaster response scenario in a selected community. The scenario for the field exercise was designed so that participants would be able to enhance their skills in order to respond effectively and efficiently in time of need. The following activities were conducted during field exercise: Rapid and Detailed Assessment Selection and arrangements of Distribution Point Distribution of relief Coordination with different actors Forty three participants on both training components were existing or new volunteers to PRCS. The DDRT training enhanced the response capacity of Hunza branch by capacitating 22 branch officials and volunteers on disaster response and adding them to the existing disaster response team roster. D3 – Participatory Hygiene and Sanitation Transformation (PHAST)3 Training: The PHAST training, carried out in January 2012, had twenty one participants drawn from all Provincial Headquarters and the National Headquarters in Islamabad involved in implementing community based programmes related to health, water, and sanitation and hygiene promotion and social mobilization. Only two participants selected from the branches had limited background in health or hygiene sectors. Part of the training was field based and centred within a village in Haripur District. The participants were divided into three groups and assigned the activities of community mapping, investigating community practices, how diseases spread and good and bad hygiene behaviours. The teams then critiqued and modified the National Society WASH plans as a result. D4 – Water and Sanitation Disaster Response (WSDRT) Training: 3 PHAST is a participatory hygiene and sanitation transformation training. It is a participatory assessment tool for Hygiene and sanitation related problem identification and designing community based interventions. After implementation of designed activities knowledge and understanding of the use of this tool also assists in monitoring impact. 12 The WATSAN response team is also a PRCS disaster response tool with trained staff and volunteers deployed in the event of any national level disaster which may have watsan sector implications. The training enabled disaster management staff to identify and respond accordingly to meet the immediate needs of affected communities. The five day training course, facilitated by IFRC and based in Nawabshah, Sindh was carried out in January 2012 with a total of 22 Volunteers from nine different District or Provincial Branches that attended with 18 attendees selected for future deployments. (See Annex 10: List of Participants and Branch affiliate). The training was conducted in Urdu and English with Urdu translation; explanations in Urdu were done at times to provide a better understanding of some of the more detailed issues and the training course again comprised a mixture of class based (2 days) with field based practical exercises (3 days) with an assessment on completion of the participants. The Training course focused on the following: Oxfam tank erection and dismantling, Water quality analysis and treatment (Water Chemistry) Household water treatment Latrine construction Hand washing facilities ( tippy tap for washing without touching the water container) Distribution points The WSDRT training will enable volunteers to support the deployment of mass water treatment units; undertake water quality testing; support the erection of emergency latrines; and starting emergency hygiene activities. This training will complement the pool of forty-eight existing trained WatSan Disaster Response Team members at provincial and national levels following previous courses run in 2008 & 2009). WatSan teams deployed in 2012 to support the 2011 Floods activities have provided direct services to the beneficiaries and bridge the gap in services where local capacities have been unable to meet demand. Provincial WatSan teams have also linked up with National teams in which will be the main model for future emergencies. D5 – Reporting in Emergencies Training: The four day training course was carried out in Islamabad in December 2011 and attended by 31 PRCS Disaster Management Officers and Managers from all Provinces, including FATA. (See Annex 11: PRCS Reporting in Emergencies Training Participation List). The course covered IFRC standard tools within the project management cycle and facilitated by both IFRC and PRCS DM and PMER personnel. (See Annex 12: PRCS Reporting in Emergencies training itinerary). Pre and post tests were carried out to reflect knowledge uptake and understanding plus identification of knowledge gaps amongst individuals which can be directly raised with the individuals concerned to follow up on. 13 E. Purchase and Positioning of Disaster Response Kit for Response Teams: The National Disaster Response Teams (NDRT) deployment kit4 for two teams (2X4 = 8 members) has been purchased and located at PRCS disaster management and logistic centre (DMLC) for any emergency deployment of NDRT. The NDRT of the PRCS comprises staff and volunteers drawn from all branches across Pakistan. Each NDRT has the primary responsibility of being the ‘first responders’ at the scene of sudden-onset or developing disasters. Their locality, and therefore connection to local communities and villages, supports them providing rapid first response pending the arrival of additional disaster response resources mobilised from neighbouring locations, nationally or, potentially, internationally. In support of the teams, PRCS pre-positions Disaster Response kits, configured to provide personal and operational support from the initial rapid deployment until such time as additional support items are mobilised and arrive from outside the disaster area. Overall achievements, challenges and value added against Objective 2: XI. BRC was able, following consultation with PRCS, to allocate additional budget savings towards the purchase of a second Toyota Hilux 4X4 D/C to support the capacity of PRCS to move stocks quickly in future emergencies. The addition of this truck increased the capacity of the National Society by ten percent in terms of overall load capacity. Although initially budgeted for two vehicles, the vehicles costs were found to be significantly over budget which initially restricted the project to purchasing one vehicle. This increased delivery capacity reduces the PRCS reliance on contracted or leased arrangements with national trucking organisations to secure some degree of reliable delivery resource when responding to emergencies. It was found that most organisations have a limited number of owned-trucks, the majority of supply being through subcontracting owner-operators. At times of high demand owner-operators will respond to market demands, not necessarily to single demands from any one sub-contractor, and at the same time, drivers have exhibited reluctance to deliver to certain locations, either from concerns about security or road conditions. For PRCS, the priority has been to ensure access, regardless of restrictions and rapid transport of materials to key locations. Securing dedicated transport now guarantees an increased capacity wholly under the control of PRCS and therefore able to be tasked to cover the highest priority needs. The truck model chosen (Hino rigid 6mt drop-side) is common within Pakistan, ensuring good availability of service, spare parts and familiarity. Each truck has the capacity to deliver, the equivalent of sufficient blankets to shelter about 4,000 people on each trip. The truck balances overall capacity with dimensions and gross weight that does not restrict its access from smaller roads and tracks. Where conditions prevent the trucks reaching the final destination, the 4x4 pick-up trucks provide the necessary capacity and capability, at 4 NDRT kit content includes: IT & Comms (laptop, printer, drives, GPS, sat phone) admin (stationery, response and logistics forms), personal equipment (protective clothing, sleeping bag, torch, small tent), emergency equipment (shovel, saw, tool kit, first aid kit, nylon rope, Swiss army knife) 14 the same time supporting also movement of staff and volunteers to cover assessments, distributions and monitoring missions as now being demonstrated through its use in Sindh in May 2012. When considering other options rather than outright procurement, using the IFRCS vehicle leasing option was reviewed in terms of providing full-life cost savings. Whilst IFRC continues to negotiate for its status agreement with the Pakistan authorities, without which importation of lease vehicles from the Dubai free-zone global fleet base is protracted to the point of being ineffective and thus detrimental to enabling PRCS effective response in emergencies. XII. The vehicles were procured locally through open the IFRC standard competitive tendering process which ensured a degree of value for money. One constraint however concerned the unit costs at the time of tender on the open market which initially restricted the option to purchase two vehicles as planned. Fortunately, as outlined above, cost savings from the procurement process enabled funds to be reallocated within the budget to ensure two trucks could be purchased. IFRC has agreed to review its budgeting process in light of this issue. XIII. Recommendations coming out of the NDRT training focuses on ensuring that all participants to the training are specialists; greater focus on response mechanisms, tools and systems; risk assessment methodology; and introduction to new learning from past emergencies should be covered in future training, Both PRCS and IFRC will review these recommendations as part of its overall DM review process. XIV. Although the PRCS DM training events only concluded in February 2012, options for those involved from the BDRT/DDRT/NDRT to support the on-going activities to the 2010 and 2011 Floods by PRCS has been instigated. These Disaster Response Teams and the Watsan teams have been deployed to Sindh although it is not yet possible to accurately measure the impact of the trainings at this point in time. XV. It should be noted that PRCS response capacity has been enhanced by the fact that this is the first time in PRCS’s history that their NDRT teams are now equipped with deployment/emergency response kits and heavy trucks which will further contribute to a more effective and efficient response to future disasters. XVI. The initial plan were to procure NDRT deployment kit for 20 (team member), but after the change in content in the kit by PRCS National Disaster Management Working Group in August 2011, PRCS decided to procure the NDRT deployment kit for only 8 (team members) given the limited budget and the increased cost of the kits following the changes in composition. XVII. Training events such as those of the Disaster Response teams, as noted in the proposal, will build capacities by equipping participants with the necessary skills and knowledge in the event of future deployments. Volunteers and staff members are the front line first responders, deployed in the event of a national-, provincial- or district-level disasters. Likewise, assessment and reporting tools highlighted in the training are used by these teams at present, resulting in a systemised and standard approach that will help streamline information flow for future disaster response. XVIII. One example of how capacities have grown can be seen from comparing the PRCS response time to recent disasters. In the 2010 floods and 2011 floods for example, while assessments and regular distributions happened almost a month in the 2010 flooding, it 15 took a week for PRCS assessment teams to be deployed in Sindh during the 2011 flooding, and two weeks for regular distributions to begin. Although the project trainings were carried out after these events, it is expected that those trained will also aid similar results in the future. XIX. To carry out the activities in the field, funds were sent to the PRCS branches from the National Headquarters. Delays in the process in transferring funds to Branches in 2011 during the Floods response, subsequently delayed the implementation of the CBDRR activities in 2012. The National Headquarters DM unit is now working with the Finance teams to look at a more streamlined approach so that emergencies in the future do not hamper future activities. XX. The predominant use of Urdu as the base for all the training where volunteers were the main participants proved to be the most effective in terms of communication and transference of detailed information. This may seem logical but most of the standard training programmes are undertaken in English with translations provided. PRCS has taken these IFRC standard training packages and tailored them towards their volunteer base recipients. XXI. Recommendations coming from the review of the WSDRT training on its completion highlighted the needed for a greater focus on health and how interventions between the two specifics can be more married through joined up approaches or linkages. XXII. Further recommendations again highlighted the need for PRCS to develop a comprehensive Human Resource database centrally with all DM response personnel details captured and managed from one point. Additionally, PRCS would benefit from developing a core team of trainers to support future training courses internally. Objective 3: Community Based Disaster Risk Reduction (CBDRR) activities will start building capacities to leave communities more resilient to disasters in the future. Communities identified have the knowledge and capacity to respond to locally recognised risks through their own initiatives and coping allowing for a return to normality. Outputs of DFID donation under this objective Result 3: A community resilience approach to disaster management is initiated in 12 vulnerable communities engaging with local people and institutions so as to strengthen local capacity. Outputs Sector: CBDRR 12 vulnerable communities are introduced to resilience concepts and consulted regarding PRCS disaster management planning in their area Activities planned 3.A CBDRM sensitisation and awareness sessions 3.B Formation of village committees 3.C CBDRM training for Village Committees 3.D Village Disaster Management Plans developed 16 To create a community resilient approach for disaster management in vulnerable communities, twelve communities were identified in 12 DM cells districts. The Table below was developed by the various Community groups which outlined the major risks and vulnerabilities identified within the twelve districts where CBDRR initiatives have taken place; Table 3: Summary of Risks and Vulnerabilities highlighted by CBDRR Communities: Province District Taharparkar Sindh Khairpur Jhang Punjab DG Khan Gilgit Baltistan Gilgit Hunza-Nagar Baluchistan Ziarat Turbat & Noshki Lasbella & Gawadar Identified risks and vulnerabilities Drought impacting the local community through loss of crops, livestock and increase of diseases that leads to death and migration. Occasional flash floods and was affected by the 2005 earthquake. Affected by 2010 floods, and was evacuated following the monsoon rains. Crops were lost and people here are therefore particularly vulnerable to future flooding. Risk of flooding, crops and a high proportion of land were destroyed in the 2010 floods. The 2010 floods affected 160,168 acres of cropped land and 225 villages, which damaged 20,924 homes in this district. This district is also in a politically insecure zone. In 1920 a whole village was washed away and in last year’s floods, access to the population was hampered by poor road conditions and landslides. The province is comprised of 27% of glaciers- the largest in the world outside of the polar region. Many people live in isolated valleys, making them especially vulnerable when a disaster hits. In the past, there have also been two major tectonic thrusts in this province. In the Attabad lake crises of 2010, 2 / 3 entire villages slid into the river and blocked it. Located in Gilgit Baltistan, the above risks also apply for this district. Ziarat was affected by the earthquake in 2008 and was one of the worst hit areas in the 2010 floods. Violence in this district also means protection of the population is a concern, as well as their access to basic services. In 2007, these districts were affected by the floods and cyclone Yemyin, damaging and destroying homes and villages across the district. Turbat is situated on the left bank of the Kech River, making flooding likely to occur again. In winter in Gawadar, Western Disturbance, an extra tropical storm originating from the Mediterranean, can cause heavy rainfall and sudden snow. Last year, cyclone PHET caused damage across these districts. The CBDRR process started with the community identification and mobilisation followed by activities like disaster awareness sessions, village committee formation, CBDRR trainings for community based organisations (CBOs) and development of village disaster management plans (VDMPs). Progress of these activities against the selected DM Cells is outlined in the table below: 17 Table 4: CBDRR Process completed under the DFID funded Project: Branch Baluchistan Gilgit Baltistan Sindh DM cells supported by DFID Community mobilization (1 x each district) Awareness sessions Village committee formation Gawadar, Ziarat, Lasbella, Noshki, Turbat Lasbella Ziarat Kech Gawadar Noshki Lasbella Ziarat Kech Gawadar Noshki Lasbella Ziarat Kech Gawadar Noshki Hunza Gilgit Hunza Gilgit Hunza Gilgit Gilgit Hunza Khairpur Tharparkar Khairpur Tharparkur Khairpur Tharparkur Khairpur CBDRM Trainings Lasbella Ziarat Kech Gawadar Noshki Gilgit Hunza Khairpur A total of three Village Disaster management plans have been completed during the project’s timeframe and is being assessed by the local DM cells in terms of support requirements. Overall achievements, challenges and value added against Objective 3: XXIII. The disaster awareness sessions and report building supported the organisation of the communities in 12 vulnerable communities in 12 selected DM cells. The CBDRR trainings for the Village Committees helped to sensitise them on community based approaches and to initiate community based Disaster Risk Reduction programming in 12 communities’ of 12 vulnerable districts in support of PRCS community resilience approach to disaster management. XXIV. Not all of the planned 25 Disaster management officers have been recruited by PRCS within the project’s timeframe which has resulted in PRCS looking to review the number of DM cells it needs to maintain to ensure it has strategically placed covered in future. XXV. Although the establishment and sensitisation of CBDRR committees, with representatives of both genders within each committee, has been recently carried out, there remains limited information on its benefits or impact at this stage. It is hoped that further information will be more readily available in the near future. XXVI. The CBDRR approach has also been followed (Community mobilization, formation of VC, awareness raising etc.) has been used during the design and implementation of Shelter, WATSAN, and Livelihood projects in the selected villages for the PRCS-IFRC Integrated Recovery Programme, under the 2010 Floods Operation. Micro mitigation projects identified by the community have been included in the Livelihoods projects. Coordination Besides Red Cross Red Crescent Movement Coordination, PRCS and IFRC maintain a close working relationship with the National Disaster Management Authority (NDMA), provincial- and district-level disaster management authorities and local government. The IFRC country office 18 regularly attends the humanitarian country team meetings – equivalent to the inter-agency standing committee (IASC) – which constitutes the highest level coordination of the international humanitarian community in Pakistan and under which the cluster system (now referred to as the working groups) works. Overall challenges/ lessons learned Challenges XXVII. The 2011 floods response operation in Sindh had a major impact of PRCS’ ability to complete the project plans within a timely manner in order for the materials procured and those trained to be able to support the response operation. Although it was noted that the proposal did not intend for actual disaster response, implementation was only complete in February 2012, a month before the closure of the IFRC/PRCS Sindh 2011 emergency appeal. It should be noted that 2,100 tents5 were used to support the PRCS response. The flooding in Sindh in 2011 saw huge delays in response from the aid organisations involved in relief operations. This was partly because of the nature and severity of the flooding: the government had predicted an end to the monsoon season in Sindh by the time the rains had come, and unlike the 2010 ‘mega-floods’ which disaster scenarios had predicted, the flooding in Sindh was not a “riverine” type, like the previous year’s flooding, caused by swollen rivers overflowing their banks. The Sindh flooding was caused by prolonged heavy rain which blanketed most of the province, affecting all its districts, including typically dry desert areas. Nevertheless, PRCS was able to respond within days of the disaster from distribution of its own prepositioned stocks (whether from affected DM cells or provincial warehouse stock) – by the time the IFRC appeal was launched, it had already been in its second week of regular distributions. XXVIII. PRCS engagement with the 2010 Integrated Recovery Programme and the response to the 2011 Floods limited its capacity to set up and run the DM training programme and for volunteers and staff to attend whilst still engaged with on-going activities. Likewise toward the latter part of 2011 and into 2012, the level of security incidents and a greater degree of humanitarian actors being either recipients or targeted, often impacted PRCS and IFRC ability to gain access to the field and for field staff to be able to travel, which impacted on the timing of the training programme. The initial training would have enabled some of those trained to engage to a greater degree with the overall PRCS response activities. XXIX. BRC has had two BRC representatives in Pakistan over the course of the grant which has had a major benefit in having a presence in country to support the project’s monitoring and decision making. There have been gaps between their respective deployments which have resulted in less than timely communication between BRC, IFRC and PRCS which has resulted in delays in budget decisions being implemented. Whilst this has not had a major impact in the Project’s implementation, efficiencies have been reduced as a consequence. XXX. PRCS and IFRC have also been constrained by key positions at senior levels not being filled quickly with both organisations having to cover for long periods. Although this has 5 [Badin 500, Mirpur 500] =1000 through PRCS branches plus 1,100 through GRCS in conjunction with PRCS branches = 2,100 DFID tents used to support floods 2011 response. 19 not had a direct impact on the project’s outputs, the delays in communication and decision making have reduced the effectiveness and efficiency the project should have provided to on-going operations during the timeframe. XXXI. Purchasing stocks through BRC had saved significant administrative fees enabling additional stocks to be purchased and vehicles to be procured as planned. It has however resulted in both IFRC and PRCS needing to track materials through difference stock management systems. PRCS has been involved in the tracking of externally procured items that required custom clearances which they have supported whilst IFRC has been instrumental in supporting the tracking of locally procured stocks. Whilst there is a common and standard system in place in both organisations, the process of marrying the information from both sources did cause some issues by the country representatives in reconciling the tracking information and reporting. XXXII. PRCS now has limited support from other donor or supporting national societies with many having finished their support following the 2005 earthquake or have programmes with PRCS coming to a close in 2012. Long term programmes supported by partner National Societies are as follows: Table 5: Partner supported programmes Continued progress to PRCS CBDRR programming will be limited going forward without further Partner support. BRC/DFID remained the single supporter to the PRCS Disaster Management component of the country appeal in 2011. Lessons learned XXXIII. Formal lessons learnt exercise has not been conducted for the 2011 flood response by PRCS and IFRC as yet. However, measures are being taken to revise the contingency plans with input from the most disaster-prone provinces and a pre-disaster meeting is planned for June 2012 with PRCS, ICRC and Red Cross Donor/Operating National Societies which will provide an insight into further improvements towards the probable 2012 monsoon response. 20 Financial report See separate financial Statement. Outputs of the DFID grant under this project XXXIV. Of the total £2,500,398 budget, a total of £2,502,185 (balance covered from BRC Appeal funds) was expended. Of the total expenditure £2,295,759 equal to 92% is committed to the delivery of goods and services. (See Annex 14: DFID Financial Summary) Figure 3: Summary of Expenditure against Budget 1,600,000 1,400,000 GBP 1,200,000 1,000,000 800,000 600,000 400,000 200,000 0 Breakdown Budget Actuals XXXV. Of the total grant, £1,934,320 (77%) was used in the procurement of prepositioned stocks with the greatest proportion of costs (£1,479,722 / 59% of total spend) coming from the procurement of 6,400 tents. BRC, through cost savings was able to procure an additional 1,100 tents than planned which were distributed in Sindh as part of the IFRC/PRCS 2011 Floods response. (See Annex 15: BRC Procurement Expenditure Summary). XXXVI. During the duration of the project, BRC made a net gain of £14,929 from exchange rate changes and an income from interest of £3,200. These net gains were offset against the additional tent procurements. 21 XXXVII. Through the IFRC standard open tender procurement process, BRC was able to achieve lower than budgeted unit costs through the Red Cross Movement’s framework agreements with Suppliers which had local manufacturers in country and internationally. (See Annex 16: BRC Procurement Competitive Price Summary). Conclusions It is well recognized that amongst most International organisations, the Red Cross / Red Crescent Movement offers unparalleled access to communities through the hugely popular and active volunteer networks. A recent study conducted by the IFRC Secretariat concluded that for each salaried member of the Movement there are at least 20 unpaid volunteers that assist and often play central roles in the delivery of programme results. The IFRC both in Pakistan and worldwide remains a massive network for disaster response, often the very first to help through local volunteers and mobilising the network of National Societies at a regional or global level. The DM component of IFRC’s country plan 2011 focused on community based initiatives to build the capacities of local communities to enhance preparedness and response capabilities to any future disasters. Because the communities are the first responders in case of any small to large scale disasters. CBDRR component gives an ownership to the communities and is thus sustainable and leads to a longer term development of disaster risk reduction initiatives in the target communities. PRCS/IFRC supported the communities in development of the village disaster management plans (VDMPs) and provided technical support where possible. These communities are also linked up with local government and other active stakeholders for execution of these VDMPs. The disaster awareness and advocacy will further motivate them to follow up more effectively on their VDMPs. PRCS/IFRC plans for the future disaster response, risk reduction and community resilience building as a part of IFRC’s Long-Term Planning Framework (LPTF) published on the IFRC website. Pakistan is at higher risk of both natural and man-made disasters, as highlighted in the International Strategy of Disaster Reduction (ISDR). Since 2005, the history of occurrence of natural disasters and security forces operations against the militants place the region at risk to future disasters, both natural and man-made. PRCS’s five-year strategy also focuses on community and organizational preparedness. Thus, the DM programme has been developed in alignment with the PRCS strategic objectives. In any kind of disasters, communities and local staff are the first one to respond, thus through this project the role of DM cells at local level and localized response and disaster preparedness will be promoted. Any effective disaster risk management programmes must equally look to strengthen local preparedness and capacity to respond in order to achieve disaster resilient communities. As DFID highlighted in the recent 2011 humanitarian emergency response review, “resilience is about being prepared for disasters, and having good systems for responding to them”. The funding received through this pledge was limited in terms of timeframe (nine months) given that a disaster risk reduction programme typically runs far longer (normally a three-year period) to be able to measure certain longer-term results. The components supported by DFID funding, however did enable PRCS to build up disaster response capacities through the prepositioning of NFI, the equipping of response teams, adding to the fleet capacity or the maintenance of existing structures. 22 Overall the project has contributed towards the PRCS’s Strategy 2015 CBDRR objective to develop a more focused approach to disaster management around community and organisational preparedness. Following the key directions of the PRCS five-year strategy, this project has supported PRCS in progressing its CBDRR approach to risk reduction as well as strengthen PRCS’s rapid emergency preparedness and response capabilities in the face of anticipated imminent hazards posed by monsoons, floods, earthquakes and potential manmade disasters which can lead to internal displaced people (IDP) scenarios. The project has also contributed towards the PRCS overall disaster management programme to address localised disaster risk and limited response capabilities identified in this report by promoting the role of disaster management cells to foster a community-centred approach to building resilience. The total number of direct beneficiaries who benefitted from different trainings organised under the disaster management programme are 122, while approximately 16,000 individuals are indirect beneficiaries of the 12 vulnerable communities (each community has an estimated 1,400 individuals or 200 households) where the CBDRR programme has reached. Current predictions by the NDMA are that the 2012 flood season may well be more severe than both of the 2 previous years. In this regard, BRC would like to convey its gratitude to DFID for its support to PRCS institutional preparedness and community-based risk management programmes. 23 ANNEX 1: STOCK AUDIT JULY 2011 24 ANNEX 2: SUMMARY OF BRC DFID FUNDED PROCURED ITEMS Item Tents Hurricane Lamps Jerry Cans Wood burning stoves Tarpaulins Project Targets PRCS Stock deficiency 7499 20550 11892 18699 18272 Original procurement target 5300 20150 11100 18299 17500 PRCS Stock levels - DfiD funded items positioning % of PRCS stock deficiency covered by project (target) 71% 98% 93% 98% 96% Isl 1000 4000 1575 5830 Kar 4400 9424 11100 7299 5830 Haripur 6750 9425 5840 Badin 500 Mirpur Khas 500 Project results Total outstanding 6400 -1100 20174 -24 11100 0 18299 0 17500 0 % of PRCS stock deficiency covered by project (actual) 85% 98% 93% 98% 96% 25 ANNEX 3: IFRC STOCK DELIVERY REPORT ITEMS RECEIVED FROM BRITISH RED CROSS RELIEF GOOODS/DP STOCKS Item group Family tent* 1,900 IMGC Local ISLAMABAD Actual received 500 3,400 Local 1500 1900 0 5300 1000 Local 4000 9424 6750 20174 0 0 11100 0 11100 0 Local 1575 7299 9425 18299 0 International 5830 5830 5840 17500 0 PO Qty SUPPLIER Hurricane Lamps 20,150 Jerrycan 11,100 Haji Nizamuddin & Sons Haji Nizamuddin & Sons Kuehnel+Nagel Wood burning stove 18,299 IMGC Tarpaulin 17,500 Kuehnel+Nagel Local/International International KARACHI Actual received 1400 HARIPUR Actual received TOTAL QUANTITY RECEIVED TOTAL QUANTITY DISPATCHED In Stock 0 4,300 20,174 11,100 18,299 17,500 * Plus 1,100 tents procured by BRC and distributed by GRC VEHICLES Vehciles Toyota Hilux 4X4 D/C Hino Trucks NDRT kits Items Quantity Delivery Delivered on 2 24.11.2011 01 trucks 2 received by IFRC on 20.02.2012 Quantity Delivery Remarks Handedover to PRCS. GRN attached Registration is in process by IFRC Fleet dept. Remarks 26 NDRT kits 30 items Delivered on 27.02.2012 Received by IFRC DM team. GRN attached. DETAILS DISPATCH REPORT OF 1000 TENTS Item group Warehouse Origin/Destination Family tent Islamabad WH- PRCS NHQ Stocks Badin Tracking number (CTN) PRCS-11-00005 Owner/Donor Date British Red 08.09.2011 Cross British Red Cross Total PRCS-11-00005 Total British Red Cross PRCS-11-00005 Total Mirpur Khas Total Family tent Total -500 -500 PRCS-11-00005 08.09.2011 -190 07.09.2011 -310 British Red Cross Total Islamabad WH- PRCS NHQ Stocks Total -500 -500 Badin Total Mirpur Khas OUT -500 -500 -500 -1000 -1000 27 ANNEX 4: STOCK COMPARISON – DFID PROCUREMENT & PRCS 2011 FLOODS DISTRIBUTIONS Item 2011 Floods Response Project Targets PRCS Original Stock procurement deficiency target % of PRCS stock deficiency covered by DFID project (target) 71% Sindh Replenishment / Pre-positioning 2010 Floods Response Sindh 5,973 450 KPK GB Total DFID DFID % of NFI's replenished 1,464 11,359 2,000 19,246 6,4006 33% 22,377 23,439 2,000 80,923 - 5,105 20,174 395% 41,647 11,100 27% 71,649 - 0% - 18,299 0% Punjab Tents* Complete NFI Kits 7,499 5,300 - - Stoves 20,550 20,150 98% Jerry Cans 11,892 11,100 93% 13,489 15,818 2,990 9,350 Kitchen Sets - - 0% 5,932 28,194 14,357 23,166 Hurrican Lamps 18,699 18,299 98% Tarpaulins ** 18,272 17,500 96% 14,530 69,265 40,354 46,878 4,000 171,027 17,500 10% Total 18,272 17,500 96% 45,029 148,834 81,542 114,192 8,030 389,597 73,473 19% 0% 35,107 5,105 30 0 0% Figures does not include ICRC * 1 tent per family ** 2 per family 6 1,100 BRC procured tents were delivered and distributed directly in Badin and Thatta through the German Red Cross, December 2011 28 ANNEX 5: BRCS-DFID Tent Distribution by the GRC and PRCS Branches S.No. Distribution Points Date Union Council District Tents 1 Haji Muharam Khaskheli 14-Jan-12 Tahri / haji Sawan Badin 197 2 Allah abad 15-16 Jan 2012 Seerani, Ahmed Rajo ,Kadi Qazia ,Garro Badin 371 3 Local Badin 15-Jan-12 Badin-1 Badin 32 Total Badin 600 4 Haji Salah Muhammad Kernani 15-Jan-12 Kalankot Thatta 24 5 Haji Salah Muhammad Kernani 15-Jan-12 Domani Thatta 2 6 Haji Salah Muhammad Kernani 15-Jan-12 Kalri Thatta 8 7 Haji Salah Muhammad Kernani 15-Jan-12 K R Shah Thatta 19 8 Wali Muhammad Babar 16-Jan-12 Chatoo chand Thatta 26 9 Wali Muhammad Babar 16-Jan-12 Jhirke Thatta 421 Total Thatta 500 Grand Total 1,100 29 ANNEX 6: PRCS Plan of Action for DM Training programme BRC (DFID) supported DM Plan of Action (Jun, 2011 to Feb, 2012) Activities OCT NOV DEC JAN FEB Training DM Programe Review Meeting 2nd week National Disaster Response Team Training (Refresher) 2nd week Branch Disaster Response Team Training 3rd week District Disaster Response Team Training 4th week National Level PHAST Training 4th week Water & Sanitation Disaster Response Team Training 3rd week Training on Disaster Management Reporting 3rd week 30 ANNEX 7: PRCS NDRT Training Programme – 02/2012 5th "National Disaster Response Team" (NDRT) Training 17-23 February 2012 08:30 09:00 Day 2 Sat 18 Feb Day 3 Sun 19 Feb Day 4 Mon 20 Feb Day 5 Tue 21 Feb Breakfast Breakfast Breakfast Breakfast Breakfast Breakfast Official Welcome Daily Review & Eval Session Daily Review & Eval Session Daily Review & Eval Session Daily Review & Eval Session Daily Review & Eval Session Pre- Test- (ABK) Mission Finance and HR- (MN) NDRT Mission Breifing and TORs (YM) Food & Non Food Aid in emergiencies-(GG) Volunteers in emergencies- (DAS) Security in Relief Operations- (AA) Shelter / Camp Management (QA) Operational Planning and POA(QA) Inagural Session 10:00 11:00 Break Break Break Break Day 6 Wed 22 Feb Humaintarin Diplomacy(SP) Beneficiary communication- (KG) Reporting and Operaitonal updates-(AF) Break 11:30 Basic DM Term and Concept- (AN) NDRT Field equipment with IT/Telecom - (IL) WATSAN in emergencies- (NM) Beneficiary Seleciton and Registraiton-(ABK) Handover of operaitonal responsiblitites -(KW) 12:30 IFRC Global Response Mechanisms, in country Response structure and PRCS Mandate(UK) Intorduction to Sphere Standards (QA) Health in emergencies(IK) Relief Management (Relief Distributuion Plan) - (GG) End of Mission Report(UK) Day 7 Thu 23 Feb Field Sim-ex Presentaiton (YM) Field Simulation Exercise 08:00 Day 1 Fri 17 Feb Facilitators Feed Back Break Participants feedback and Post Test (ABK) Closing Ceremony 31 13:30 Lunch Response Code of Conduct for Disaster Response & Personel Preparendess (AAK) 14:30 15:30 Break NDRT Database & Trigger Factor, Alert system and SOPs - (ABK) Lunch Response Spiral & Emergancy Need Assessment- (AAK) Break Lunch Restoring Family Links- (SK) Break Lunch Media Handling(CD) Break Coordination in Disaster Response/ understanding Cluster Approch(KW) Lunch Lunch Mission debriefing-(KW) Break Free Evening / Departure Emergancy Need assessment (Continue) Logistic in Emergencies- (M) Day Sim-ex Day Sim-ex Day Sim-ex Day Sim-ex Dinner Dinner Dinner Dinner Dinner 1- ABK= Abdul Baseer Khan 5- MN= Muhammad Naseem 9- IK= Dr.Irfanullah Khan 13- GG= Gocha Guchashvili 17- AA= Ali Akhter 2- AN= Asima Naseem 6- QA= Qaswar Abbas 10- SK= Shaista Khattak 14-SP=Surein PEIRIS 18- YM= Yasir Manzoor 3- UK= Ubaidullah Khan 7- IL= Imran Lodhi 11- M= Moin Sb 15-KW= Kanwar Waseem 19- AF= Asfia Firdus 4- AAK= Asif Aman Khan 8- NM= Niaz Muhammad 12- DAS= Dawar Adnan Shams 16- KG= Katherine GUNN 20-CD=Communication Department Field Sim-ex briefing (YM) 17:00 20:00 32 ANNEX 8: List of PRCS NDRT Participants TRAINING "NATIONAL DISASTER RESPONSE TEAM" LIST OF PARTICIPANT 17th Feb - 23rd Feb, 2012 Sr.# Names Designation 1 Dr. Saqlain Gillani, AD Training (Health Department) NHQ 2 Akhtar Adil (Disaster Management Manager) Sindh 3 Farhan Razzaq Volunteer (Y&V Department) NHQ 4 Muhammad Nizam DMO Noshki Baluchistan 5 Sumaira Qurban AD M & FR ( M & FR Department) NHQ 6 Saima Freed First Aid Co AJK 7 Mr. Muhammad Naseem AD Finance DMLC ( Finance Department) NHQ 8 Mr. M. Anwar Khan Media and Com Officer FATA 9 Mr. Sahibzada Amir Secretary D.I.Khan, KPK 10 Mr. Manzoor Khan Logistic Officer GB 11 Mr.Waheed ullah DMO Dir KPK 12 Hamayoo Hassan DMO JHANG Punjab 13 Mr. Afzal Abid PHQ-KPK KPK 14 Khair Muhammad Health Motivator Baluchistan 15 Mehreen Malik Field Officer AJK 16 Ms. Rabia Butt PMER Officer IFRC - CD 17 Yasir Arafat Project Manager AJK 18 Ather Khan (Provincial Programme Officer) Sindh 19 Naeem Sarwer PSP Specialist AJK 20 S.M. Kashif Ali (Emergency Response Officer) Sindh 21 Mr. Ahmad Din DMO Hunza Nagar GB 33 22 Syed Usama Mashhadi DMM PUNJAB Punjab 23 Mr. Ghulam Muhammad DMO Astor GB 24 Muhammad Aziz DMO Gawader Baluchistan 25 Mustafa Tahir DMO Layyah Punjab 26 Mr. Asim Abbas Snr. Admin Finance officer KPK IFRC - CD 27 Mr. Irfan DMO Mohmand Agency FATA 28 Mr. Rashid Hussain Shelter Officer IFRC - CD 29 Ms. Amama Shabir Admin finance IFRC Karachi IFRC - CD 30 Ms. Farwa Rashid Ben Comm Officer IFRC - CD 34 ANNEX 9: Pictures taken from the PRCS PHAST Training, January 2012 Community involvement in PHAST Methodology, Haripur Hygiene Awareness sessions with female groups, Haripur. 35 ANNEX 10: PRCS WATSAN Disaster Response Training, January 2012 – Participants details Newabshah, Karachi 36 Water & Sanitation Disaster Response Team WSDRT-Sindh : Final Evaluation 9th - 13th January 2012 Attentiv eness Name of Participan t Designation Branch (1-10) Healthy interacti ons (1-10) Positive Attitude Communi cation skill (1-10) (1-10) Team building Knowledg e on subject matter Taking initiativ es Persona l behavio ur Field works (1-10) (1-10) (1-10) (1-10) (1-10) Total % age 1 Waheed Ali Volunteers Khairpur, Sindh 8 9 8 9 8 8 7 7 7 71 79 2 ImranUlla h Volunteers Khairpur, Sindh 8 8 8 8 7 7 7 7 6 66 73 3 HabibUll ah Volunteers Khairpur, Sindh 7 8 8 8 7 6 6 8 7 65 72 4 Kamran Ali Volunteers Badin, Sindh 7 7 7 7 6 6 7 7 6 60 67 5 Muhamm ad Aslam Volunteers Badin, Sindh 7 6 8 7 6 5 7 8 7 61 68 6 Muhamm ad Khan Volunteers Badin, Sindh 7 5 8 5 5 4 5 7 6 52 58 7 Sajid Sadiq Volunteers Mirpurkhas , Sindh 8 7 7 6 7 4 4 8 5 56 62 8 Nahal Volunteers Mirpurkhas , Sindh 7 6 8 5 6 3 5 7 6 53 59 9 Anees Khan Volunteers Mirpurkhas , Sindh 7 7 7 6 6 4 4 8 7 56 62 10 Kamran Ali Volunteers Dadu, Sindh 6 7 8 5 5 3 5 7 6 52 58 11 Damsaz Volunteers Dadu, Sindh 6 6 7 4 5 4 4 8 7 51 57 12 Raheel Siddiqui Volunteers Karachi, Sindh 7 5 8 6 6 5 5 7 5 54 60 13 Khalil Ahmad Volunteers Karachi, Sindh 5 8 8 8 7 4 4 8 6 58 64 Recommendations Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Not Recommended Recommended for deployment within the District Recommended for deployment within the District Not Recommended Recommended for deployment within the District Recommended for deployment within 37 the District 14 Shahbaz Volunteers 15 Allaudin Volunteers 16 Shuja ud Din Volunteers 17 Farooq Khattak 18 Karachi, Sindh Nawabsha h, Sindh 6 7 8 7 6 4 5 7 7 57 63 Not Recommended 6 5 7 4 5 3 4 7 6 47 52 Needs more training Nawabsha h, Sindh 6 6 8 7 7 4 5 7 7 57 63 Volunteers Thatha, Sindh 8 9 7 8 7 7 6 7 6 65 72 Mudassa r Ali Shah Volunteers KPK 8 8 8 7 7 6 6 7 7 64 71 19 Abdul Qadeer Volunteers KPK 9 8 9 8 8 7 5 8 5 67 74 20 Raja Fayaz Volunteers KPK 8 7 8 6 7 5 3 7 7 58 64 21 Umer Waqas Volunteers KPK 7 8 7 8 7 5 4 7 6 59 66 22 Sabir Zawar Volunteers Punjab 8 7 9 7 6 5 4 8 6 60 67 Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District Recommended for deployment within the District 38 ANNEX 11: PRCS Reporting in Emergencies Participants list # Names Sindh 1 2 3 4 5 6 Mr. Akhtar Adil Mr. Shahid Hussain Mr. Zainul Arfain Mr. Muhammad Sajjad Mr. Essa Paryar Mr. Israr Abbasi GB 7 8 9 10 11 12 Mr. Shafiq Ahmad Mr. Ghulam Muhammad Mr. Altaf Hussain Mr. Ahmed Din Mr. Mumtaz Hussain Mr Pervaiz Ahmed KPK 13 14 15 FATA 16 17 18 DMM DMO DMO PMER Officer DMO IT and Telecom Manager DMM GB DMO Astore DMO Skardu DMO Hunza Nagar Dist. Secretary Skardu PPO GB Mr. Ejazur Rehman Mr. Tariq Habib Mr. Waheed Ullah DMO, Chitral DMO, DIKhan DMO Lower Dir Mr. Shehryar Khan Mr. Amjad Sohail Mr Irfanullah DMM Program Officer DMO Mohmand Agency Baluchistan 19 Mr. Agha Omer Bangulzai 20 Mr. Nizam-ud-Din 21 Mr. Abdul Aziz 22 Mr. Bilal Ahmad 23 Mr. Ghulam Haider Lasi 24 Mr. Mukhtar Qureshi 25 Ch. Muhammad Iqbal Punjab 26 Mr. Ahsan Billah 27 Mr. Usama Mashadi 28 Mr Abdul Rauf 29 Mr. Sohail Akhtar 30 Mr. Abid Mehmood 31 Mr. Atif Khan DMM Balochistan DMO Noshki DMO Gwadar DMO Turbat DMO Lasbela DMO Neelum DMO Mirpur PMER Officer DMM DMO Muzafargarh DMO DMO DMO Bagh 39 ANNEX 12: PRCS Reporting in Emergencies Training Itinerary Reporting in Emergencies – (Assessments, Monitoring and Reporting) 13-16 Dec 2011, Islamabad Tuesday, 13 Dec 2011 Time 9:30 am 10:30 am 11:00 am Session 1:30 pm 2:15 pm Opening Ceremony Morning Tea Designation move, Sessions Introduction, Pre Test and expectations Introduction to RC RC DM Structure Lunch Break Energizer 2:30 pm Disaster Response Tools 12:00 pm 3:00 pm Assessments 4:00 pm Tea Break 4:20 pm Assessments 4:50 pm Feedback/close Content Presenters/ Facilitators Asfia, Ubaid and team Notes Ubaid to give opening address Sadia, Asfia and team DM Team Training Dept shiraz DM Team What is meant by Assessment When do we do Assessments? Why are Assessments important? Types of Assessments in RC RC (PRCS) Different formats and their usage Examples Exercises Problems Faced during Assessments and recommendations to improve (interactive session) DM Team PMER with DM Team PMER 40 Wednesday, 14 Dec 2011 Time 9:15 am Session Content Recap previous day/Presentation 9:30 am Planning 10:45 am Tea Break 11:00 am Planning for emergencies 1:00 pm 2:00 pm 2:15 pm Lunch Energizer Planning for emergencies 3:15 pm Introduction to Monitoring 4:15 pm Tea Break 4:30 pm General Session 5:00 pm Feedback/close Presenters/ Facilitators PMER, participants What is planning? Why is it important? Types of Planning, What is your role in planning? How to plan in emergencies? Checklist for planning DM team Continued Exercises DM team Notes Training Dept continued What is monitoring? Why is it important? Link to planning. What is your role in monitoring? Experience Sharing Checklist for monitoring Problems faced during planning and monitoring and recommendations Rabia, team PMER with DM team PMER Thursday, 15 Dec 2011 Time 9:00 am 9:30 am 10:45 am 11:00 am Session Recap previous day/presentation Introduction to Reporting Tea Break How we work together Content Presenters/ Facilitators Participants/ PMER PMER Cycle What is Reporting? What is your role in reporting? How to make good reports and what happens when we don’t report PMER Reporting in Emergencies PMER Notes 41 12:00 pm Financial Reporting 1:30 pm 2:15 pm 2:30 pm 3:45 pm 4:00 pm Lunch Energizer Reporting Exercises Tea Break Post Test and General Discussion 5:15 pm Feedback and Closing GIS Intro Different Formats (explanation and exercises) What is the financial structure and requirements of PRCS? How to report finances? What are the problems? Experience sharing Including PMER cycle elements Qaswar and Naseem Training Dept PMER Problems faced during reporting and recommendations Friday, 16 Dec 2011 Time 9:00 am 9:30 am 12:30 pm Session Recap previous day Reporting in Emergencies Content Experience sharing, Roles and Responsibilities during emergencies, Reporting structure and frequency (interactive session with working tea) Presenters/ Facilitators Participants/PMER Provincial PMERs, participants Notes Israr and Atif on preliminary floods assessment Closing Ceremony and Lunch 42 ANNEX 13: Example of PRCS Plan of Action for the Community Disaster Preparedness – Sindh Branch BRC (DFID) supported DM Plan of Action (Oct, 2011 to Feb, 2012) Items OCT NOV DEC JAN FEB Unit Cost DM Cell - Khairpur Start End Start End Start End Start End Sensitisation Awareness Sessions District Administration Awareness Session 4th week Tehsil Awareness Session 4th week Community Mobilization Rs. 55,000 for all activities under sensitization 3rd week Community Awareness Session 3rd week Working within Communities Formation of Village Committees 4th week Signing of ToP with Communities 4th week Rs.20000 CBDRM training for Village Committees 2nd week Rs.35000 nill Development of village DM plans DM Cell - Tharparkur Sensitisation Awareness Sessions District Administration Awareness Session 4th week Tehsil Awareness Session 4th week Community Mobilization Community Awareness Session 3rd week 3rd week Rs. 55,000 for all activities under sensitization Working within Communities 43 Formation of Village Committees 4th week Signing of ToP with Communities 4th week CBDRM training for Village Committees Development of village DM plans Rs.20000 2nd week 3rd week nill Rs.35000 44 ANNEX 14: DFID FINANCIAL SUMMARY BRC DFID Finance BREAKDOWN Budget £ 1,297,440 142,152 27,952 72,360 219,381 9,936 1,769,222 Actuals £ 1,479,722 148,354 28,706 43,790 220,379 13,368 1,934,320 Sum B Logistics 159,940 91,109 95,040 5,760 351,848 152,274 78,599 88,823 0 319,696 12.78 Sum C. Personnel 148,270 25,000 173,270 143,490 1,779 145,269 5.81 42,480 41,743 1.67 163,577 61,157 2.44 2,500,398 2,502,185 100.00 Budget 35,000 5,000 Estimate 35,000 5,000 500 71 500 71 A. Supplies Tents Tarpaulins Jerry cans Hurrican Lamps Wood Burning Stoves CBDRR Sum A Supplies & Materials B. Logistics Procurement Transport Storgage System Support C. Personnel Personnel M&E D. Personnel Support PRCS training & Review meeting F. Management Support Agency overhead Total DFID Breakdown Project Target Unit Costings Units Population total Families total Per Family Per Person % of total spend 59.14 5.93 1.15 1.75 8.81 0.53 77.31 Variance 100% 100% 45 ANNEX 15: BRC Procurement Expenditure Summary BRC Procurement Items (incl, transport) Supplier No. Value [£] Unit Cost [£] 1. Tents Alpinter (Haji Nizamuddin & Sons) 3,400 803,473 236.32 IMGC Global Pvt Ltd 1,900 442,058 232.66 Paramount Industries 1,100 234,191 212.90 6,400 1,479,722 231.21 2. Tarpaulins Reltex Tarpaulins (Africa) EPZ 17,500 148,354 8.48 3. Jerry cans 20L Tri-Med Serices Ltd 11,100 28,706 2.59 4. Huricane Lamps Alpinter (Haji Nizamuddin & Sons) 20,150 45,706 2.27 5. Wood Burning Stoves IMGC Global Pvt Ltd 18,299 220,379 12.04 6. Inspection Fees Intertek (tents & stoves) 3 5,720 1,906.67 Total BRC Procurement costs / % against overall budget £ 1,928,587.59 77% 46 ANNEX 16: BRC Procurement Competitive Price Summary (Yellow lines indicate selected suppliers) All Transport Cost to Islamabad DFID grant (GBP) 1,800,736 NFI SUPPLIERS Tarpaulin Reltex - x-China Alpinter / Nizam x -Pakistan IFRC IMGC Jerry Cans Tri-Med IMGC Tents Shikh Noor-ud - Din & Sons IMGC IFRC Alpinter / Nizam TNT Alpinter / Nizam Hurricane Lamps Alpinter / Nizam TNT IFRC IMGC Wood Burning Stove TNT IFRC Alpinter IMGC Exchange rate LEAD TIMES ORIGIN 5 WEEKS 10760 pcs available / 5 WEEKS CHINA PAKISTAN / CHINA 1.6 USD - 1 GBP Quantity (pcs) Unit Cost (USD) Unit Cost (GBP) TRANSPORT (USD) TRANSPORT (GBP) Total Cost (GBP) 17472 7 WEEKS 12.72 7.95 9500 21.4 9500 19.95 13.375 9.65 12.47 4.9 138902.4 inc 233,688 168,605 217,854 2.47 3.0625 1,977 inc 29,394 33,994 385 364 240.625 227.5 inc inc 1,251,250 432,250 1900 378 397 260 236.25 248.125 11,000 inc Iinc 1,352,000 448,875 1,290,250 1400 20150 373 233.125 inc 326,375 3.4 4.75 2.125 2.96875 3.72 2.46875 inc inc inc inc 42,819 59,820 74,958 49,745 16.78125 12.64 18.75 11.84375 inc inc inc inc 307,080 231,299 343,106 216,729 PAKISTAN inc 11100 4 - 5 WEEKS 6 - 7 WEEKS GERMANY TAIWAN 5200 6 - 7 WEEKS 5 - 6 WEEKS 5 - 6 WEEKS 5 - 6 WEEKS 6 -7 WEEKS OLD SPEC AVAILABLE IMMEDIATELY IN PAKISTAN 3 3 3 3 - 4 4 4 4 PAKISTAN PAKISTAN PAKISTAN / KL RLU PAKISTAN PAKISTAN WEEKS WEEKS WEEKS WEEKS PAKISTAN CHINA PAKISTAN PAKISTAN 3 - 4 WEEKS 3-4 WEEKS 3-4 WEEKS 3-4 WEEKS CHINA PAKISTAN PAKISTAN PAKISTAN 1900 3.95 18299 26.85 30 18.95 47 48