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Departmental Disaster Management Plans
A sample outline
Responsibilities of the departments
of the State Government
Sec 39 of the DM Act: It is the responsibility of each department of the
State Government to
 Take measures for disaster prevention, mitigation, preparedness &
capacity building in accordance with the national or State guidelines.
 Integrate into development plans & projects, the measures for
prevention of disaster and mitigation
 Allocate funds for disaster prevention, mitigation, preparedness and
capacity building
 Respond effectively & promptly to any disaster situation
Responsibilities of departments
 Review enactments administered by it, its policies,
rules and regulations to incorporate therein the
provisions necessary for disaster prevention,
mitigation and preparedness
 Provide assistance as required by the district
authorities in drawing up the preparedness
mitigation & response plans; assessing damages
and carrying out rehabilitation & reconstruction
 Make available its resources for the purpose of
responding promptly & effectively to any disaster
situation
Section 32 of the Disaster Management Act,
requires every department of the State
Government at the District level
to prepare their
Disaster Management Plans
Objectives
 Dovetailing disaster management in the routine
affairs of the department
 Prompt and effective discharge of departmental
responsibilities during disaster situations
 Ensuring safety of departmental infrastructure,
human resource and other assets
 Ensuring safety of the beneficiaries and others
 Speedy restoration after disaster impact
How to go…………
A brainstorming within the department on the following
would help:
1. Likely disasters in the state and their probable
magnitude and geographical extent
 Description of the disasters
Magnitude of damage expected
2. Departmental responsibilities during different
disasters
 District level
 Local level
3. Magnitude of likely losses to departmental
infrastructure by these disasters
Identification of departmental infrastructure
Magnitude of losses likely to be incurred
4. Probable disruption in the services extended by the
department due to the loss of infrastructure due to
disasters and remedial measures thereof
Perceived difficulties in the discharge of
departmental responsibilities on the aftermath of
disaster due to loss of infrastructure
Measures at district and local level for ruling out
the possibility of the above.
5. Present status of departmental capabilities for the
discharge of its disaster related responsibilities
6. Identification of activities for departmental
capacity building and outline of the programmes
7. Possibilities of incorporating disaster management
related aspects in the routine functions of the
department
 Identification of the tasks routinely carried out by the
department
 Possible adverse impact upon these due to disasters
 Arrangements for minimizing this impact
 Present status of incorporation of disaster resistant
techniques in departmental infrastructure
8. Departmental initiatives
· Details of the departmental initiatives for safeguarding
departmental infrastructure, facilities and services due to
disaster impact
. · Impact of pre-disaster prevention, mitigation, planning,
training and capacity building with regard to the likely
losses to the departmental infrastructure, facilities and
services due to disaster impact
Format of the Departmental DM Plans
Chapter – 1
Introduction, Vision and Objectives
Chapter – 2
Disaster vulnerability of the District and specific tasks
carried out by the department during the previous disasters
 Likely disasters in the District
 Likely geographical extent and magnitude / severity of
the disasters
 Magnitude of the likely losses due to disasters
 Responsibilities shared by the department during
previous disasters together with departmental
experiences thereof.
Chapter – 3
Main tasks of the department and possibilities of integration
of disaster management related aspects in these
 Main tasks of the department and services extended
 Incorporation of disaster management related aspects in
departmental works
Chapter – 4
Description of the departmental responsibilities during
Pre – disaster
During disaster
Post – disaster
Chapter – 5
Programmes proposed within the routine departmental
works for disaster prevention and mitigation and strategy
for its successful implementation eg :
 Strengthening / retrofitting of departmental
infrastructure
 Outline of the disaster prevention and mitigation
programmes in the light of the routine departmental
tasks
 Administrative and financial arrangements for these
programmes
Chapter – 6
Departmental capacity building policy for disaster
management
· Logic of the activity (Why capacity building?)
· Needs assessment
· Structure and outline of the training / awareness
programmes together with time table
· Arrangements for routine implementation of
training programmes
Chapter – 7
Arrangements for regular review and upgradation of
departmental plans
- Post disaster review
- Suggestions for upgradation
- Revision of the plan
Annexure to the departmental plans:
Annexure-1: Details of the main departmental officials
(Name, Designation, Contact details)
Annexure–2: Inventory of departmental resources
(Resource, Capacity, location etc.)
Annexure–3: Details of the officers at District level
responsible for the discharge of departmental functions
(Name, Designation, Contact details)
Annexure–4: Special decision making procedures and
operating procedures for disaster situation
Annexure–5: Details of departmental budget
provision for disaster related activities
For pre–disaster awareness, capacity building and others
For pre–disaster prevention and mitigation
For ensuring procurement of essential equipments
For pre–disaster mock exercises
For the discharge of identified responsibilities during
disaster
For reconstruction and restoration
Annexure-6: Departmental Standard Operating
Procedures
Benefits of having SOPs
Explanation of performance expectations.(What is expected –
Charter of duties – Objectivity in evaluating operational
performance)
Standardization of activities.(Identify planned and agreed upon
roles & actions. Promotes coordination and communication amongst
personnel. Simplify decision making during potentially stressful
conditions)
Other benefits of having SOPs
Training and reference document. (Drills based on SOPs
improve understanding of work requirements and help identify
potential problems)
Systems analysis and feedback.(Comparison between the
existing and state of art practices and feedback from various sources
help in identification of potential problems and innovative solutions)
External communication (Communicates organizational
intentions and requirement to outside groups)
Thanks

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Departmental disaster management plans a suggested outline

  • 1. Departmental Disaster Management Plans A sample outline
  • 2. Responsibilities of the departments of the State Government Sec 39 of the DM Act: It is the responsibility of each department of the State Government to  Take measures for disaster prevention, mitigation, preparedness & capacity building in accordance with the national or State guidelines.  Integrate into development plans & projects, the measures for prevention of disaster and mitigation  Allocate funds for disaster prevention, mitigation, preparedness and capacity building  Respond effectively & promptly to any disaster situation
  • 3. Responsibilities of departments  Review enactments administered by it, its policies, rules and regulations to incorporate therein the provisions necessary for disaster prevention, mitigation and preparedness  Provide assistance as required by the district authorities in drawing up the preparedness mitigation & response plans; assessing damages and carrying out rehabilitation & reconstruction  Make available its resources for the purpose of responding promptly & effectively to any disaster situation
  • 4. Section 32 of the Disaster Management Act, requires every department of the State Government at the District level to prepare their Disaster Management Plans
  • 5. Objectives  Dovetailing disaster management in the routine affairs of the department  Prompt and effective discharge of departmental responsibilities during disaster situations  Ensuring safety of departmental infrastructure, human resource and other assets  Ensuring safety of the beneficiaries and others  Speedy restoration after disaster impact
  • 6. How to go………… A brainstorming within the department on the following would help: 1. Likely disasters in the state and their probable magnitude and geographical extent  Description of the disasters Magnitude of damage expected 2. Departmental responsibilities during different disasters  District level  Local level
  • 7. 3. Magnitude of likely losses to departmental infrastructure by these disasters Identification of departmental infrastructure Magnitude of losses likely to be incurred 4. Probable disruption in the services extended by the department due to the loss of infrastructure due to disasters and remedial measures thereof Perceived difficulties in the discharge of departmental responsibilities on the aftermath of disaster due to loss of infrastructure Measures at district and local level for ruling out the possibility of the above.
  • 8. 5. Present status of departmental capabilities for the discharge of its disaster related responsibilities 6. Identification of activities for departmental capacity building and outline of the programmes 7. Possibilities of incorporating disaster management related aspects in the routine functions of the department  Identification of the tasks routinely carried out by the department  Possible adverse impact upon these due to disasters  Arrangements for minimizing this impact  Present status of incorporation of disaster resistant techniques in departmental infrastructure
  • 9. 8. Departmental initiatives · Details of the departmental initiatives for safeguarding departmental infrastructure, facilities and services due to disaster impact . · Impact of pre-disaster prevention, mitigation, planning, training and capacity building with regard to the likely losses to the departmental infrastructure, facilities and services due to disaster impact
  • 10. Format of the Departmental DM Plans Chapter – 1 Introduction, Vision and Objectives Chapter – 2 Disaster vulnerability of the District and specific tasks carried out by the department during the previous disasters  Likely disasters in the District  Likely geographical extent and magnitude / severity of the disasters  Magnitude of the likely losses due to disasters  Responsibilities shared by the department during previous disasters together with departmental experiences thereof.
  • 11. Chapter – 3 Main tasks of the department and possibilities of integration of disaster management related aspects in these  Main tasks of the department and services extended  Incorporation of disaster management related aspects in departmental works Chapter – 4 Description of the departmental responsibilities during Pre – disaster During disaster Post – disaster
  • 12. Chapter – 5 Programmes proposed within the routine departmental works for disaster prevention and mitigation and strategy for its successful implementation eg :  Strengthening / retrofitting of departmental infrastructure  Outline of the disaster prevention and mitigation programmes in the light of the routine departmental tasks  Administrative and financial arrangements for these programmes
  • 13. Chapter – 6 Departmental capacity building policy for disaster management · Logic of the activity (Why capacity building?) · Needs assessment · Structure and outline of the training / awareness programmes together with time table · Arrangements for routine implementation of training programmes
  • 14. Chapter – 7 Arrangements for regular review and upgradation of departmental plans - Post disaster review - Suggestions for upgradation - Revision of the plan
  • 15. Annexure to the departmental plans: Annexure-1: Details of the main departmental officials (Name, Designation, Contact details) Annexure–2: Inventory of departmental resources (Resource, Capacity, location etc.) Annexure–3: Details of the officers at District level responsible for the discharge of departmental functions (Name, Designation, Contact details) Annexure–4: Special decision making procedures and operating procedures for disaster situation
  • 16. Annexure–5: Details of departmental budget provision for disaster related activities For pre–disaster awareness, capacity building and others For pre–disaster prevention and mitigation For ensuring procurement of essential equipments For pre–disaster mock exercises For the discharge of identified responsibilities during disaster For reconstruction and restoration Annexure-6: Departmental Standard Operating Procedures
  • 17. Benefits of having SOPs Explanation of performance expectations.(What is expected – Charter of duties – Objectivity in evaluating operational performance) Standardization of activities.(Identify planned and agreed upon roles & actions. Promotes coordination and communication amongst personnel. Simplify decision making during potentially stressful conditions)
  • 18. Other benefits of having SOPs Training and reference document. (Drills based on SOPs improve understanding of work requirements and help identify potential problems) Systems analysis and feedback.(Comparison between the existing and state of art practices and feedback from various sources help in identification of potential problems and innovative solutions) External communication (Communicates organizational intentions and requirement to outside groups)