ERP Training of Facilitators

ERP Training of Facilitators

Final Version

Facilitators’ Pack

1

ERP ToF Trainers Pack

Table of Contents

List of Acronyms

I. Introduction

II. Overall Goal and Conditions

III. Participant profile

IV. Participants’ performance objective

V. Learning objectives

VI. Training team

VII. Key resources for Country Roll-Out

VIII. Preparations – the ideal scenario

IX. Folders

Outline of Training

Day One

9000-0930: Opening & Introductions

0930-1130 - Module 1: The ERP approach and its role in preparedness planning

1130-1500 - Module 2: Risk Analysis and Monitoring

1330: Energizer – from chaos to order

1515-1730 - Module 3: Minimum Preparedness Actions

Day Two

0900-1230 - Module 5: Advanced Preparedness Actions and Contingency Planning

Energizer – Wink Murder

1515-1730- Module 6. Closing and Evaluation

Annex 1 . Participant questionnaire

Annex 2. Participant self-assessment

Annex 3. Participant evaluation of the workshop

Annex 4. Stationery

Annex 5. Training rooms

Annex 6. ERP Accountabilities: Group Work Instructions

Annex 7. Hand out for Group Work on Regional Risk Assessment

Annex 8. Hand-out for the Group Work on MPAs

Background

Annex 9. ERP Day 1 evaluation

Annex 10. Hand-out for the Group Work on APAs

Annex 11. Instructions for CP Group Work and CP format

Annex 12. ERP Process steps to be included in the VIPP cards

Annex 13. The ERP process step by step

Annex 14. Final evaluation hand-out

List of Acronyms

RP / Resource Person
ToF / Training of Facilitators
ERP / Emergency Response Preparedness
IASC / Inter Agency Standing Committee
TTPR / The IASC Task Team on Preparedness and Resilience
TRC / Training Review Committee: The IASC group tasked with overseeing the development of this training

I. Introduction

The Purpose of this Trainers’ Pack is to support the work of the Facilitators ofthe2-days “Training of ERP Facilitators” (ToF). The IASC Task Team on Preparedness and Resilience (TTPR) is planning 6 ToFs during the first semester of 2015.

This Trainers’ Pack is based on the Inception Report, submitted by the consultant on 26-2-15 and revised on 9-3-15 and on 10-4-15 based on consultations with the IASC TTPR Training Review Committee (TRC). The members of the Training Review Committee are: John Long, UNOCHA MaguetteNdiaye, UNICEF, Andreas Wuestenberg, WFP, Guillaume Simonian, WHO,and Jens Hesemann, UNHCR.

This Trainers’ Pack is based on the draft IASC Emergency Response for Preparedness Guidance (December 2014 version).

The spirit of the Training is to make as much time as possible to allow participants to share their own experiences in preparedness and contingency planning.

The Training was tested in Amman on 2-3 June 2015 by John Long, OCHA, Lucia Teoli, HCR, and the Consultant, Beatrice Progida.

II. Overall Goal and Conditions

ERP Facilitatorsacquire the knowledge and skills required to facilitate the implementation of the IASC ERP Approach in any specific national or sub-national context. In order to achieve this goal the training should be:

1. Tailored to fill the specific learning needs of the trainees so that they can adapt the ERP Approach to the specific humanitarian dimensions of each national context.

2. Targeting ERP Facilitators who have the appropriate mandate and country-level legitimacy to facilitate the implementation of the ERP Approach at national and at subnational level (where appropriate).

3. In line with point 2, targeting facilitators coming from countries where the Resident Coordinator/Humanitarian Coordinator as well as a “critical mass” of Agency Representatives are fully committed to implement and sustain the ERP.

III. Participant profile

1.Regional OCHA staff and staff from IASC agencies at mid- and senior level with experience in emergency preparedness and contingency planning. Participants’ agencies must ensure availability of participant be to support the ERP roll-out in at least 2 countries within their region upon successful completion of the training.

2.OCHA staff and staff from IASC agencies with experience in emergency preparedness and contingency planning based in countries where the HCT (or equivalent) is ready and willing to implement the ERP approach

IV. Participants’ performance objective

All participants are able to define the strategy for and facilitate the implementation ofthe ERP approach.

V. Learning objectives

Working towards the overall goal and the participants’ performance objective, the Training covers 6specific learning objectives, each covered by a module.

Module / Objectives: By the end of the workshop, participants are able to:
1. The ERP approach and its role in preparedness planning / Explain the fundamental components of an effective and sustainable ERP approach.
2.Risk Analysis and Monitoring / Demonstrate ability to facilitate the implementation of the 4 steps of the Risk Analysis and Monitoring Process.
3.Minimum Preparedness Actions (MPAs) / Explain the basic steps needed to facilitate the identification, implementation and maintenance of MPAs in a specific national context.
4.Advanced Preparedness Actions (APAs) and Contingency Planning / Explain the basic steps needed to facilitate the identification, implementation and maintenance of risk-specific APAs in a specific national context.
Demonstrate the ability to facilitate a contingency planning process and to support the HCT to identify and address preparedness gaps
5. Evaluation and Close / Share plans for regional and country roll-outs
Request and access adequate technical support for the ERP roll-out
Provide feedback on ToF and ERP materials for country roll-out

VI. Training team

• At least2 HQ/Regionalfacilitators as convenors, possibly with extensive experience in preparedness planning and in facilitating ToFs. Agood understanding of the region covered by the ToF is an asset.
• For the pilot: Consultant - manages the pedagogic process: adaptation of the training pack to the context, evaluation/reporting, re-shaping the package based on user-feedback.
• Admin (one designated admin assistant at regional level)

VII. Key resources for Country Roll-Out

ERP“ Draft for Field Testing”

IASC Cluster approach

Humanitarian Programme Cycle (IASC TA document)

Refugee Coordination Model (RCM)

Joint UNHCR and OCHA Note on Mixed Situations, Coordination in Practice

Post 2015 Framework for DRR

Common Framework for Preparedness

CADRI Executive Summary 2013 - 2017

Integrating DRR in the CCA and UNDAF, UNDG 2007

Preparedness Package for Refugee Emergencies (PPRE)

Glossary on DRR (ISDR 2009)

InfoRM

VIII. Preparations – the ideal scenario

When / Who / What
3 months before the set date for the ToF / OCHA
OCHA
Drafted by OCHA
Sent by admin assistant (on behalf of the TTPR Co-Chairs) / Administrative assistant in OCHA or other Regional office has been identified.
Venue has been selected and booked. Capacity of conference room: 40 seats + at least one additional conference room with 10 people capacity (see Annex 5 for details of venue). Venue easily accessible from main airport and possibly in a hotel/office near participants’ accommodation.
Admin instruction drafted
Invitations have been sent out to IASC agencies in the region to nominate regional and country level staff for the training. Max. n. of participants 25-30
Regional Head of OCHA or other IASC Agency has been invited to Open and Close the workshop
2 months before the set date for the ToF / OCHA
OCHA HQ
TTPR TRC
Admin Assistant / Participants have been identified in conjunction with OCHA Regional and Country Offices.
An e-mail with pre-reading materials hyperinked(ERP Package and the Common Framework for Preparedness), participant questionnaire,and admin instructions has been sent to participants.
Facilitators Team identified
Catering services contracted (2 lunches, 4 coffee breaks, 1 cocktail at the end of the workshop)
1 month before the ToT / OCHA
TTPR TRC
TTPR TRC
Lead Facilitator / List of “Stationary and Materials Needed” (Annex 4) sent to the Administrative Assistant
Facilitators’ Team has met to agree on who does what in during the Training: for each session, there shall be a lead facilitator, a support facilitator (taking notes on flip) and resource persons for Group Work. One Facilitator or resource person (can be from ROs) should be identified as Rapporteur for the ToF.
Injects (fictional scenario) for MPA and APA/CP sessions have been tailored to regional risk contexts
Holds a remote meeting with Admin Assistant to ensure all steps are being implemented
1 week before workshop / Admin assistant / Prints:
3 copies of the Facilitators’ Folder
25 Copies of the Participants Folder (enough for all participants +3 spare)
30 copies of the ERP Package (in dropbox)
Enough copies of hand outs for all participants
Prepares a Document titled “ “Participants’ Profiles” based on Participants Questionnaires and includes it in the Facilitators and Participants’ Folders
Writes 3 sets of VIPP cards with sentences indicated in Annex 12
1 day before the workshop / Facilitators and admin assistant / Visit venue and verify all stapler and Stationary and Materials are in Place. Decide on seating arrangements. This is the suggested option:
Set one table at the back (behind Participants) for those Facilitators that are not engaged in a specific session.

IX. Folders

The Facilitators’ Folder

• This Facilitators’ Pack (this file), which includes all annexes
• The ERP Guidance Document (printed/bound separately for easy consultation)
• Details of participants, extracted by the admin assistant from the “participants’ questionnaire”.
• Copy of pptswith facilitators’ notes

The Participants’ Folders

• Copy of ppts in the “Notes” layout
• The ERP Guidance Document (printed/bound separately for easy consultation)
• Details of other participants, extracted by the admin assistant from the “participants’ questionnaire”.
• 1 pen and 1 notebook

Outline of Training

Day beforeToF: Facilitators’ Team + Admin Assistant meet for two hours at venue to rehearse and to check venue, print outs, facilities needed (see Annex 1).
Time / Day 1 / Day 2
0800 / Training team meets / Training team meets
0830 / Participant registration and assembly
0900
0930 / Introductions: Facilitators & Participants
Objectives and Flow of the Training / Recap of previous day
Module 4: Advanced Preparedness
Actions and Contingency Planning
Includes 30’ group work on APAs
0930
1015 / Module 1– part 1:Global picture: The ERP approach and its role in preparedness planning.
CADRI, CFP, ERP, PPRE.
Includes 20’ group work on Terminology
1015-1030 / Break
1030
1100 / Module 1 – continued
Group work: Elements of a Good Response / Module 5: APA and CP
Focus on APAs
What they represent and How they are developed; linkage between APAs and Contingency Planning. Identifying, addressing preparedness gaps
Includes 30’ group work (based on inject, prioritize 3-4 APAs. Pick one and define actions needed to implement it)
1130
1230 / Module 2: Risk Analysis and Monitoring
Which are the main risks and how should we rank them?
Includes 30’ group work (assessing risks in Klandestaan)
1230 / Lunch / Lunch
1330
1500 / Energizer
Module 2 - Continued
Debrief on Risk Identification and Ranking group work
Establishing a risk monitoring system: categorizing hazards, defining indicators and thresholds
Includes 30’ group work (establishing a monitoring system) / Energizer
Contingency Planning
Developing and testing the contingency plan
Includes 20’ group work. Describe operational delivery activities need for imminent responsetargeting 100,000 people
1500 / Break
1515
1700 / Module 3: Minimum Preparedness Actions
What the represent and How they are developed, implemented and monitored
Includes 40’ group work (prioritize MPAs for Klandestaan, pick one MPA and define actions needed to implement it) / Module 6: ERP In the Region, Evaluation and Close
40’ group work on recap of ERP steps, accountabilities for each step and roll-out plan/s in the region
Closing: address parking lot issues
1700
1730 / Day 1 Review / Contingency time for final remarks and wrap up
1730 / Close of day 1 / Close
1800 / Training team meeting / Training team meeting
1900 / Training team adjourns / Training team adjourns

Day One

9000-0930: Opening & Introductions

Session objectives

By the end of this session, participants will:

• Have a knowledge of the background and experience of fellow participants and training team members
• Have been reminded of the workshop goal, objectives & programme

Key Messages

• During the workshop, there will be time to share experiences and ask questions
• The goal of the workshop is that participants are familiar with the ERP and its implementation, so that they can facilitate its roll-out in the region, including at national and sub-national level
• Punctuality is of essence

Facilitator Review Notes

Participants and trainers need to know who is in room and participants need to understand objectives of course and its route-map. Fail to do so and we will lose even more time later in the workshop. Start slowly to finish fast! Good opportunity to set tone, light but firm (e.g. on timing).

Session resources

Self-Assessment Form

Ppt on Workshop briefing

0930-1130 - Module 1: The ERP approach and its role in preparedness planning

Learning objectives

Participants demonstrate the ability to create the conditions to launch and sustain an effective ERP Approach in their Country through:

i.Understanding inter-agency commitments and how apply which tool/guidance in different risk settings: the Transformative Agenda, the Common Framework for Preparedness, CADRI, the PPRE and their connections with the ERP Approach

ii.Why transitioning from the 2007 Contingency Planning Guidelines to the ERP

iii.Understanding which ERP component to use when (MPAs, always; imminent high risk – APAs, CP)

iv.Advocating for full engagement of the HC/RC and key HCT Agencies/NGOs/IFRC and clusters (where activated)

v.Involving key National Partners to pave the way for the implementation the ERP Approach at National level (led by the Government) and linking the ERP with national frameworks/plans

vi.Involving key technical partners and donors at local and international level in risk assessment and to support the full implementation of the MPAs and APAs.

Key messages

1. The CFP and ERP are part of the Transformative Agenda: the CFP focuses on inter-agency cooperation for Government capacity development, the ERP focuses on inter-agency preparedness. The two are linked
2. CADRI and ERP are connected but have a different scope. PPRE applies to refugee situations.
3. ERP: an operational inter-agency guidance, replacing the 2007 IASC Contingency Planning Guidelines. CFP: focuses on national ownership.
4. ERP is a RC/HC accountability and is binding to the HCT.
5. ERP focuses on inter-agency preparedness, but in many cases it should provide entry points to national preparedness planning and capacity building.
6. ERP is intended to provide a practical and flexible approach to response planning that can be tailored to meet the country context and capacity.
7. Early involvement of partners/donors pays back

Outline of content

Global commitments for preparedness 50%

CADRI, CFP, ERP, PPRE. Mainstreaming preparedness in the UNDAF and other long-term programmes

Possible entry points for ERP 20%

Key inter-agency (UNDAF development, mid-term review etc.) or national planning milestones

Identifying Participants and Partners 30%

Participants: the RC/HC, the Head if NDMA (if applicable), key emergency managers from the HCT, cluster/sector coordinators. Partners: donors, technical partners that can offer support

Session resources:

PPTs

Inject for group work

1130-1500 - Module 2: Risk Analysis and Monitoring

Learning objectives

Participants demonstrate the ability to facilitate the implementation of the 4 steps of the Risk Analysis and Monitoring Process, specifically:

i.Facilitating the identification of potential hazards possibly through consultation with Government partners and technical experts

ii.Facilitating the hazard ranking exercise based on the 5 by 5 Impact and Likelihood scale

iii.Facilitating the identification of indicators and the setting of tipping points for the establishment/implementation of APAs

iv.Facilitating the establishment of an effective risk monitoring mechanism

Key messages

1.Effective risk analysis is an essential component of the ERP as it provides both a common understanding and a prioritization of risks that might require a humanitarian response

2.Effective risk analysis and monitoring must involve a significant number of stakeholders, especially national actors

3.Risk analysis should be an on-going process. However, an overall review should be carried out at least once a year

4.Seasonal, evolving and static hazards require different monitoring systems

5.Different types of hazards require different planning processes (i.e. refugee situations: PPRE)

6.Tipping pointsin risk escalation must be linked to RC/HC commitment to triggeraction on the part of the HCT and partners

7.Monitoring risks requires a standing professional capacity, risk monitoring mechanism either centralized in one Agency/Entity, or diversified depending on the hazard being monitored.

Outline of content

Risk identification- 15%

• The 5 threat categories: natural hazards, armed conflict/civil unrest, epidemics/pandemics, drastic changes in the socio-economic environment, environmental hazards

Ranking Hazards- 20%

• How to run a successful risk ranking exercise using the 5 by 5 tool

Identifying indicators and tipping points - 30%

• How to develop solid monitoring indicators (reference to Annex 2)
• Reaching an agreement on who will monitor top risks tipping points

Establishing a Monitoring System –35%

• Identifying different mechanisms for Seasonal, Evolving and Static hazards.

Session resources:

PPTs

Inject for group work (same as inject for MPA exercise)

1330: Energizer–from chaos to order

Timing :2 - 5 minutes

Materials :Masking tape or similar

Instructions : Arrange 2 lines of tape on the floor, on opposite sides of the meeting room, one parallel to the other. Divide participants in 2 groups giving each one a 1 and a 2 and then asking number 1s to stand on one side of the room etc (to ensure that groups have the same number of members). Ask each group to stand on their line all facing the other group.

Ask them to arrange themselves in alphabetical (first name) order without stepping off the line.

Variation: You can also ask the group to arrange themselves according to:
Height
Shoe size