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

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

Operations Planning Tasks

9. Operations planning involves the tasks set out below:

i. Review existing plans and information in the contingency plan;

ii. Assess problems, needs and resources: identify critical unmet needs.

The problems, needs and resources assessments determine what must be done, and where the priorities are. Assessment of problems, needs and resources is part of planning: plans must be updated to take account of new assessments and progress in implementation. Identify critical unmet needs using the results of the assessments and comparing these with established standards - the determination of the standards to which assistance should be delivered is of fundamental importance. The resources which are available and those which are required must also be identified. Resources includes human resources and personnel, local and international implementing and operational partner organizations, and material resources.

At the early stages of a major emergency, it is unlikely that resources will be sufficient to meet all needs, thus prioritization will be an important part of operations planning.

iii. Set overall goals

The overall operation and strategic goals must be clarified. All other objectives and activities should be consistent with these overall objectives. In formulating objectives, the single most important question to ask is, "What is the intended result?" Objectives should be specific, measurable, achievable and realistic, and the time frame within which they should be reached should be specified.

iv. Clarify planning assumptions

It will also be necessary to clarify the main constraints, planning assumptions and principles behind the emergency operation. These should be set out explicitly, including an explanation of the role, responsibilities and policies of the government, UNHCR, other UN organizations and operational partners. In addition, standard or established procedures, such as monitoring and coordination mechanisms, MOUs etc. should also be set out. Similarly, standards in various sectors and any specific guidelines necessary should be specified (where the plan includes objectives, outputs and activities on a sector by sector basis). Although these issues should have been in the contingency plan, they will need to be revisited in the light of the problem and needs assessments, and restated as necessary to new partners, so everyone is working with the same assumptions and to the same standards.

v. Determine the courses of action to reach overall objectives (implementing arrangements).

Consider various options to reach objectives, their advantages and disadvantages; which are flexible, which are the most efficient and effective? Choosing an option for implementing arrangements which retains flexibility is important in a rapidly changing situation. Chapter 8 on implementing arrangements discusses this in more detail.

vi. Determine objectives and courses of action to reach objectives at sector level.

Decide on the objectives, activities and outputs for each sector. As with contingency planning, this is the most detailed part of the plan. The organization with operational responsibility for a particular sector or site should draw up the plan of action for that sector or site.

vii. Allocate responsibilities

Responsibilities (both within UNHCR and between different actors in the operation), need to be clearly stated.

viii. Determine coordination mechanisms

Coordination mechanisms should be established between the different actors in the operation. Coordination at different geographical levels (e.g. at the site and in the capital or regional city) needs also to be assured. In a large operation, it may be necessary to have separate coordination mechanisms for sectors.

ix. Determine monitoring mechanisms

From the start, the management of a refugee emergency must include continuous monitoring (by measuring the indicators of performance), reporting and evaluation in order to ensure that the objectives remain appropriate as circumstances change, and the activities to fulfill the objectives are being carried out effectively.

x. Record and disseminate the plan, monitor progress, take corrective action, and adjust and revise the plan.

Effective Planning Guidelines for UNHCR Teams (updated in January 1999) provide more details on managing the planning process at all levels of an operation in the most effective and efficient way possible. The assumption underlying this emphasis on the planning process is that better planning processes lead to better quality results delivered on time in a cost effective manner.

Figure 1 - an example of a Gap Identification Chart

	Site1	Site2	Site3
Overall site management	Agency M	Agency M	Agency R
Protection	UNHCR	UNHCR	UNHCR
Food distribution	Agency B		Agency K
Shelter	Agency B	Agency Y
Water	Agency W		Agency W
Hearth		Agency H	Agency H
Etc.