IASC Inter-agency Contingency Planning Guidelines for Humanitarian Assistance

Pilot DPPT May 2008

Question 1

Group Discussion 15 minutes As a contingency planning facilitator what are the main challenges that you encounter?

Background
First version of IASC Inter-Agency Contingency Planning Guidelines developed in 2001. Intervening years have seen an expansion in inter-agency contingency planning. Revision of the guidelines was initiated in February of 2007 to: Reflect accumulated good practice Include key elements of humanitarian reform, specifically the cluster approach. Revised IASC Inter-Agency Contingency Planning Guidelines approved in November 2007

What is Contingency Planning?

a management tool used to:
analyze the impact of potential crises ensure adequate and appropriate arrangements are made in advance respond in a timely, effective and appropriate manner

a continuing activity
which all Humanitarian Country Teams are expected to undertake and maintain.

a common, over-arching framework

which guides the collective action of all partners, including individual agencies and sector groups.

Benefits of Contingency Planning

An active contingency planning process:
helps humanitarian community plan while there is time identifies constraints and focuses on operational issues prior to the onset of a crisis establishes working relationships that make a critical difference during a crisis reinforces coordination mechanisms by clarifying roles and responsibilities before a crisis enhances preparedness level of organizations

During an emergency, time pressure is one of the most acute problems.

Responsibilities
The RC/HC is responsible for overall strategic leadership of the contingency planning process Primary responsibility for contingency planning rests with the Humanitarian Country Team Sector leads are responsible for sector-level coordination IASC guidelines recommend the creation of a Contingency Planning Working Group (8-10 participants) to manage the practical aspects of the planning process

Question 2

Group Discussion 15 minutes

What key actions should country teams take before starting a contingency planning process?

The Planning Process

Basic components of Inter-agency Contingency Planning Process:

Analysis of hazards & risks
Response planning Implementing preparedness

Step 1: Hazard and Risk Analysis

Identify most critical hazards and determine their likelihood and impact Develop scenarios to help explore their implications Define planning assumptions

Identify triggers and early warning indicators

Question 3

Plenary Discussion
Are Early Warning indicators and triggers necessary in contingency planning?

Early Warning Indicators and Triggers

Grounds contingency planning in reality Establishes a link to early action Keeps contingency planning active

Step 2: Response Planning

At the inter-agency level:

Define objectives and strategies Define management and coordination arrangements

At the sector level:

Define sector objectives Define actions to meet sector objectives Identify capacity and gaps of sector response

Different Levels of Planning

Box 1. Inter-agency Common Planning Framework
Inter-Agency Planning: Common Planning Framework Sector/cluster planning

Organization specific planning

Different Levels of Planning

Inter-Agency Planning: Common Planning Framework
Provides a common strategic planning framework to ensure complementarity of humanitarian action between agencies

Type

Sector/Cluster planning

Organizationspecific planning

Function

Defines how organizations will work together to achieve sectoral objectives

Defines the specific organizational arrangements required to deliver services that the organization is committed to provide

Overall Management and Coordination External Relations Coordination Information Management Safety and Security Resources Mobilisation Common Service Areas Media Strategy

Step 3: Implementing Preparedness

Responsibilities and timelines for preparedness actions should be assigned.

Contingency plans should be assessed and reviewed regularly.

preparedness actions should be reviewed and prioritized.

IASC recommends the use of simulations to help test planning assumptions and response systems.

Next Steps Development of an on-line toolkit on contingency planning: templates, examples, expanded checklists Inter-agency contingency planning training packages and workshop outlines Development of inter-agency simulations to test planning assumptions & preparedness