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High River Recovery Toolkit 3 - Project Identification & Prioritization
- 1. Municipal Recovery Plan ToolkitTraining Module #3 PROJECT IDENTIFICATION AND PRIORITIZATION
- 2. • This guide will provide a common understanding of the pre-disaster and post-disaster tools and techniques to support disaster recovery and community resilience • A disaster’s impact will generate structural and non-structural projects across the four environments • Effective identification, prioritization, sequencing, financing, and coordination enable a successful recovery INTRODUCTION
- 3. To provide elected officials and key municipal leaders within the Province of Alberta relevant information enabling them to understand disaster risks and to be able to identify, prioritize, and implement the recovery projects to help restore the community. INTENT
- 5. • Overview — Guide #3: Project Identification & Prioritization • Information Requirements • Participants’ Advice & Opinions • Summary Agenda
- 7. OVERVIEW – GUIDE #3 • Framing Recovery Projects • Damage Assessments • Recovery Project Management • Performance Management • Recovery Financing
- 11. DAMAGE ASSESSMENTS DRIVE AND INFORM DECISION-MAKING: • Activation of the PDR Contingency Plan • Quantify recovery scope • Support re-entry • Initial damage cost-estimates TWO ASSESSMENTS: • Rapid Damage Assessments • Comprehensive Damage Assessments
- 12. RAPID DAMAGE ASSESSMENTS (RDA) • Initial damage assessment within 48 hours post-event • Informs decision to activate PDR Contingency Plan • Determines disaster’s scale and complexity • Determines level of external support required RDA CONDUCTED IN THREE STAGES
- 13. RDA PROCESS FLOW
- 16. PROJECT IDENTIFICATION & PRIORITIZATION PROCESS
- 17. PROJECT IDENTIFICATION – MUNICIPAL PROJECT LIST All desired projects should be captured on a single Municipal Project List (Guide 3 Appendix 5) and prioritized based on a formal quantitative and qualitative assessment:
- 18. PROJECT PRIORITIZATION FEMA Long-Term Community Recovery Value Tool Allows planning team to evaluate priorities based on disaster impacts and physical community needs
- 19. RECOVERY PROJECT MANAGEMENT 1)Recovery pillars (project scope) 2)Recovery schedule 3)Coordinate project 4)Manage risk
- 20. PERFORMANCE MANAGEMENT Indicators should consider the following questions: • You are a citizen of an impacted location following a disaster What do you want to know? • You are an elected official of the disaster location What do you want to know? • You are a member of the recovery team within the administration What do you want to know? Performance indicators and metrics provide both quantitative and qualitative measures of recovery success
- 24. INFORMATION REQUIREMENTS 1) What are the standardized municipal priorities for RDA/CDA? Is the CI list aligned to the RDA priorities? 2) Who will the municipality select to lead and conduct the post- disaster Haz Op, Security Assessment and constitute the DA teams? 3) Who are the recovery finance lead designates? 4) You are a citizen of an impacted location following a disaster. What do you want to know? 5) You are an elected official of the disaster location. What do you want to know? 6) You are a member of the recovery team within the administration. What do you want to know? What are the expected performance indicators & KPIs?
- 26. IR #1 – MUNICIPAL RDA/CDA PRIORITIES • IR #1: What are the standardized municipal priorities for RDA/CDA? Is the CI list aligned to the RDA priorities? • Review: 2016 MEMP, CAMP • Advice & Opinions: Method: Plenary Discussion Use Links; Handouts Link Link
- 27. IR #2 – HAZ OP/SECURITY/RDA & CDA TEAMS • IR #2: Who will the municipality select to lead and conduct the post-disaster Hazard & Operability (Haz Op) study, Security Assessment and constitute the RDA/CDA teams? • Review: 2016 MEMP, ICS CANADA • Advice & Opinions: Method: Plenary Discussion Use Internet; Handouts Link
- 28. IR #3 – RECOVERY FINANCE LEAD DESIGNATE • IR #3: Who are the recovery finance lead designates? • Review: 2016 MEMP, ICS CANADA • Advice & Opinions: Method: Plenary Discussion Use Internet; Handouts Link
- 29. IR #4 – DESIRED INFORMATION – RESIDENT • IR #4: You are a citizen of an impacted location following a disaster. What do you want to know? • Advice & Opinions: Method: Plenary Discussion Use Flip Charts
- 30. IR #5 – DESIRED INFORMATION – ELECTED OFFICIAL • IR #5: You are an elected official of the disaster location. What do you want to know? • Advice & Opinions: Method: Plenary Discussion Use Flip Charts
- 31. IR #6 – DESIRED INFORMATION – RECOVERY TEAM • IR #6: You are a member of the recovery team within the administration. What do you want to know? What are the expected performance indicators & KPIs? • Advice & Opinions: Method: Plenary Discussion Use Flip Charts
- 32. SUMMARY • Prior to the writing the PDR Contingency Plan, it is important for the municipality to frame the aforementioned aspects of disaster recovery • Participants’ advice and considerations to inform the development of the community’s PDR Contingency Plan • Further consultation and feedback will be sought as necessary
- 33. Dana Woodworth, woodworthd@ae.ca Brian MacGillivray, macgillivrayb@ae.ca QUESTIONS & CONTACT INFORMATION
Editor's Notes
- As we continue the journey to develop the community’s all hazards pre-disaster recovery contingency plan (PDR ConPlan), this guide will provide a common understanding of the pre-disaster and post-disaster tools and techniques to support disaster recovery and increased community resilience. A disaster’s impact will generate structural and non-structural projects across the four environments, including the rebuilding of community infrastructure, the remediation of greenspaces, and social recovery. The effective identification, prioritization, sequencing, financing, and coordination of these recovery projects enable a successful recovery.
- The intent of this municipal recovery guide is to provide elected officials and key municipal leaders within the Province of Alberta relevant information enabling them to understand disaster risks and to be able to identify, prioritize, and implement the recovery projects to help recover the community.
- Desired Outcomes. The following are the desired outcomes for Guide #3: An understanding of the importance of an all-hazards risk assessment process How to develop a comprehensive asset management plan How to conduct post-disaster damage assessments How to manage recovery projects, including project identification and prioritization How to finance the recovery operation
- As we continue the journey to develop the community’s all hazards pre-disaster recovery contingency plan (PDR ConPlan), this guide will provide a common understanding of the pre-disaster and post-disaster tools and techniques to support disaster recovery and increased community resilience. A disaster’s impact will generate structural and non-structural projects across the four environments, including the rebuilding of community infrastructure, the remediation of greenspaces, and social recovery. The effective identification, prioritization, sequencing, financing, and coordination of these recovery projects enable a successful recovery.
- With a large emphasis on pre-disaster preparation and planning in Guide 1, this Guide is primarily intended to support recovery operations post-disaster. This Project Identification and Prioritization Guide supports any municipality faced with planning, decision-making, and implementation of a recovery operation. This figure illustrates some of the activities, deliverables, and decision points typical of recovery.
- The importance of damage assessments cannot be overstated. They drive key recovery decisions (such as activation of the PDR Contingency Plan), they assist in quantifying the work required to set the conditions for a safe re-entry (if evacuated) and they determine the initial cost estimates of damages to municipal, residential and commercial properties (key to the needed discussion with the provincial government for access to supporting response and recovery funding; i.e.: Disaster Recovery Program).
- The rapid damage assessment (RDA) provides the first damage assessment following an event. Once safe for site inspections, the goal is to complete RDAs within 48 hours of the disaster. These preliminary assessments will be key to several decision points or information requirements, including: determining the extent of the PDR ConPlan activation; determining whether the scale and complexity of the disaster necessitates the development of a recovery campaign plan; and determining the level of support to request from the Government of Alberta.
- Given the importance of the information provided by the RDA process, recovery leaders and planners should conduct a deliberate planning session to ensure the conditions are set to achieve the short-and-long term needs of the damage assessments. This process flow diagram illustrates a process for the development and execution of an RDA. The RDA priorities can be established during this planning session. The CAMP tools and the critical infrastructure (CI) list discussed in Guide 1 will be key inputs to the plan.
- The Pillars of Recovery are represented below: Social, Natural, Economy, and Built. They represent logical themes for the grouping of key actions to guide the community’s recovery. The supporting foundation and upper beam highlight necessary supporting functions to ensure an effective recovery and an increase to community resilience.
- A simplified version of components involved in identification of projects, and their subsequent prioritization, funding, and project management.
- To simplify the project prioritization and approvals, all desired projects should be initially captured on a single Municipal Project List. Note that this list contains a quantitative ranking metric, generated by a qualitative assessment, that will be used to support project prioritization, approval and resourcing. A broad range of desired projects will likely be identified in the Municipal Project List. As such, the competition for limited resources such as funding, procurement and project management needs, will be immense. Therefore, to ensure that projects are approved and executed in a way that is in the best interest of the community’s recovery and increased resilience, a formal project prioritization process is required.
- To ensure a transparent assessment, best-practices identify a valuation tool from FEMA for recommended use: the Long-Term Community Recovery (LTCR) Project Recovery Value Tool. The Recovery Value Tool allows for the planning team to evaluate priorities based on both the disaster impacts, and the physical community needs resulting from the disaster.
- Effective PgM/PM ensures successful delivery of the recovery activities. Whether structural or non-structural projects, recovery project management practices should be guided by the Project Management Institute (PMI) methodology and follow the municipality’s legislative requirements and practices. Recovery Pillars – Project Scope. Recovery Schedule. Project Coordination. Managing Risk.
- During this facilitated session, key performance indicators will be selected for the PDR ConPlan, based largely on the pillars of recovery and the desired outcome of the pillars’ projects. These elements will form the basis for long-term recovery planning efforts as well as the lens through which recovery efforts can be assessed. When developing these indicators, consider the following: You are a citizen of The Town of High River following a disaster. What do you want to know? You are an elected official of The Town of High River. What do you want to know? You are a member of the recovery team within the administration. What do you want to know?
- The municipality’s role in the sourcing and management of recovery financing is extremely instrumental to the overall success of the community’s recovery. From the start of the recovery process until eventual close-out of recovery activities and audit roles, financing recovery is the most lasting activity within recovery. The financial resources needed to sustain an effective recovery plan can be extensive, and the sourcing of these funds can place a significant liability on the municipal government.
- Note that municipalities may not receive any funding from the provincial government or any other external sources. Depending upon the severity of the disaster, the event may not qualify for the Disaster Recovery Program and may not attract the attention for financial support through private donations and NGOs. If it is assumed that the municipality will need to fully fund their recovery, all possible options should be examined. This slide depicts a variety of these potential external funding sources.
- In addition to providing an overview of the learnings from this guide, the intent is to extract the community representative’s advice and opinions that supports the developing of the community specific, pre-disaster recovery plan. This session is designed to draw advice or opinions for the following information requirements: What are the standardized municipal priorities for RDA/CDA? Is the CI list aligned to the RDA priorities? Who will the municipality select to lead and conduct the post-disaster Haz Op, Security Assessment and constitute the DA teams? Who are the recovery finance lead designate(s)?