Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.): 6. Operations Planning: Introduction

Handbook for Emergencies - Second Edition (UNHCR, 1999, 414 p.)

(introduction...)

Using the Handbook

Introduction

Abbreviations

UNHCR's Mission Statement

1. Aim and Principles of Response

(introduction...)

Definition and Aim

Responsibilities

Principles of Response

2. Protection

(introduction...)

Introduction

Protection in Emergencies

Initial Actions

Physical Safety of Refugees

Emergencies as a Result of Changes in Government Policy

Other Persons of Concern to UNHCR

Durable Solutions

Key References

Annexes

3. Emergency Management

(introduction...)

Introduction

The Key Emergency Management Functions

Stages in Refugee Emergency Operations

Key References

4. Contingency Planning

(introduction...)

Introduction

Planning as a Process

Contingency Planning Tasks

Characteristics of a Good Plan

Key References

Annexes

5. Initial Assessment, Immediate Response

(introduction...)

Introduction

Organizing the Assessment

Immediate Response

Protection and Material Assistance

Key References

Annexes

6. Operations Planning

(introduction...)

Introduction

Operations Planning Tasks

Allocation of Responsibilities

Annexes

7. Coordination and Site Level Organization

(introduction...)

Coordination

Organization at the Site Level

Key References

Annexes

8. Implementing Arrangements

(introduction...)

Introduction

Implementing Arrangements

Implementing Procedures

Monitoring, Reporting and Evaluation

Special Considerations

Key References

Annexes

9. External Relations

(introduction...)

Relations with Government and Diplomatic Corps

Relations with the Media

Funding and Donor Relations

Formal Written Communications

Annexes

10. Community Services and Education

(introduction...)

Overview

Introduction

Organizing Community Services

Human Resources

Family Tracing and Reunification

Groups at Risk and Vulnerable Groups

Education

Key References

Annexes

11. Population Estimation and Registration

(introduction...)

Overview

Introduction

Population Estimates

Registration

Key References

Annexes

12. Site Selection, Planning and Shelter

(introduction...)

Overview

Introduction

Organization of Response

Criteria for Site Selection

Site Planning: General Considerations

Site Planning: Specific Infrastructure

Shelter

Reception and Transit Camps

Public Buildings and Communal Facilities

13. Commodity Distribution

(introduction...)

Overview

When to start distribution

Choosing a Commodity Distribution System

Components of Distribution Systems

The Role of Refugee Women

Monitoring

Key References

14. Health

(introduction...)

Overview

Introduction

Health Assessment, Planning, Monitoring and Surveillance

Main Health Programmes

Organization of Refugee Health Care

Human Resources and Coordination

Key References

Annexes

15. Food and Nutrition

(introduction...)

Overview

Introduction

Organization of Food Support

Nutritional Assessments

General Feeding Programme

Selective Feeding Programmes

Infant Feeding and use of Milk Products

Key References

Annexes

16. Water

(introduction...)

Overview

Introduction

Assessment and Organization

The Need

Immediate Response

Water Supply Systems

Water Sources

Pumping Equipment

Treatment

Storage

Distribution

Key References

17. Environmental Sanitation

(introduction...)

Overview

Introduction

Basic Principles And Standards

Human Resources And Organization

Human Excretia Disposal

Solid Wastes

Wastewater

Pest and Vector Control

General Hygiene

Disposal Of The Dead

Key References

Annexes

18. Supplies and Transport

(introduction...)

Overview

Introduction

Organization of the Supply Chain

Supplies

Transport

Reception of Goods

Storage

Stock Management

Key References

Annexes

19. Voluntary Repatriation

(introduction...)

Overview

Introduction

UNHCR's Role in Voluntary Repatriation

Conditions For a Voluntary Repatriation

On Route

On Arrival in Country of Origin

Key References

Annexes

20. Administration, Staffing and Finance

(introduction...)

Introduction

Emergency Staffing

Budget and Finance

Non-Expendable Property and Office Supplies

Office Premises

Official Transport

Office Organization

Key References

Annexes

21. Communications

(introduction...)

Introduction

Communications Management

Telecommunications

UNHCR Telecommunications Network Field Preparations

Key References

Annexes

22. Coping with Stress

(introduction...)

Introduction

Identifying Stress Symptoms

Techniques for dealing with Stress

Key References

23. Staff Safety

(introduction...)

Introduction

The UN Security System

Essential Plans

Security

Security Management

Key References

24. Working with the Military

(introduction...)

Introduction

Categories of Military Forces

Possible Roles of Military Forces in Humanitarian Operations

Coordination Between Military Forces and Civilian Agencies

Key References

Appendix 1 - Catalogue of Emergency Response Resources

Appendix 2 - Toolbox

Appendix 3 - Memoranda

Appendix 4 - Glossary

Introduction

1. An emergency response requires good planning. An important aspect of planning, particularly in an emergency situation, is the development of an operations plan. The "Operations Plan" is a vital management tool which should be based on a problems, needs and resources assessment. The plan should determine programme priorities, set objectives, and specify actions that need to be taken by the actors responsible for the various sectors of an operation. Specific tasks in an emergency and the parties responsible for the implementation of these tasks need to be clearly identified and a plan formulated in as clear and concrete a way as possible.

At the start of an emergency there is a tendency to postpone planning, both because information is not available and because there are obvious urgent needs which can be met piecemeal, without a plan. This tendency should be resisted.

2. The more critical the situation, the more important it is for the operations manager to find the time to take stock, determine priorities and develop a plan for what needs to be done, when, by whom and how.

3. Ideally, the operations plan should make use of the contingency planning process, partners identified, and resources prepared, as well as the plan itself. As the same principles of planning apply, the structure of the operations plan can be based on the contingency plan (also attached here as Annex 1). There are a range of additional considerations beyond what is included in the Contingency planning format, many of which will be addressed over time. However, the main differences between contingency planning and operations planning and the characteristics of a good plan are discussed in chapter 4 on contingency planning. The tasks and approach will be different primarily because of assessments - in operations planning, the starting point is known and assessments of the situation replace the contingency planning scenarios and many of the assumptions.

4. The views of the refugees should be taken into account in drawing up the operations plan. They are the single most important resource in meeting their own needs, and will have definite ideas on how this may best be done. The plan must strengthen the refugees' own resources and self-reliance and avoid creating dependency. The plan should also reflect the aim of a durable solution.

5. The operations plan must be comprehensive, identifying all problems, needs and resources whether these are met through UNHCR or by other organizations and sources of funds. Drawing up the operations plan should be a team effort. Clear direction must, however, come from the government and/or UNHCR.

The most effective operations plans are those developed by or with the people who will implement them.

6. Although the plan should be comprehensive, this should be balanced by the need to produce the plan quickly, so that in rapidly evolving emergencies the plan will not become outdated before it is finished. In addition, lengthy plans can be difficult to update. Characteristics of a good plan are discussed in paragraphs 23 to 25 of chapter 4 on contingency planning.

It should be stressed that, as with contingency planning, operations planning is a process.

A plan, as a document, is not an end in itself but simply a record of the process. It should be kept updated in light of the evolving situation: implementation of the plan should be monitored and corrective action taken, and the plan should then be adjusted and revised. The operations plan must be made available to all who need it.

8. This chapter focuses on operations plans developed with partners. However, planning within the office should not be neglected -simple plans of action at each administrative or office level within UNHCR should also be drawn up, from site to Headquarters, tying in with the overall operations plan and involving the same principles: clarifying objectives, allocating responsibilities, defining activities to achieve objectives, and defining coordination mechanisms such as staff meetings (discussed in chapter 20 on administration and staffing).