TERMS OF REFERENCE

INFORMATION MANAGEMENT WORKING GROUP (IMWG)

1.0 INTRODUCTION
Geographical Information Systems (GIS) and Information Management (IM) play a critical role
in the gathering, analysis, and presentation of data and information to support the decision-
makers in delivering effective disaster management. As sub-components of Information and
Communications Technology (ICT), GIS and IM can contribute to the Caribbean’s Strategy on
Comprehensive Disaster Management (CDM), which recognises that ICT plays a vital cross-
cutting role in all of the ‘Priority Areas’. Successful disaster management through effective
preparedness, response, recovery and mitigation undoubtedly depends upon the gathering of
accurate data and information and the dissemination of that information through effective and
timely communication.

The CDEMA CU has recognised the importance of availing itself of the best advice and practice
in ICTs and has since 1995 benefitted from the services of the Information and Communication
Systems Advisory Committee (ICSAC). The IMWG will be positioned under the ICSAC.

1.1 Strategic Focus

The CDEMA CU understands that to effectively serve the Region it must implement solutions
to boost its agility and operational efficiency. The digital transformation of the CDEMA CU will
enhance its internal operations resulting in a greater ability to use ICT, including GIS and IM,
to support Comprehensive Disaster Management (CDM) and the Regional Response
Mechanism (RRM). To make this a reality will require a paradigm shift in thinking and guidance
from the IMWG. The strategic focus on a digitally driven future is in alignment with the
CARICOM Heads of Government-approved Vision and Roadmap for the Single ICT Space.

2.0 PURPOSE
The IMWG will primarily serve as the subject matter experts on GIS data and Information
Management providing guidance, advice, oversight, and data/IM products and services:

• to emergency response where coordination of support will be facilitated by the CDEMA

CU’s GIS Specialist; and

• for capacity building initiatives for the benefit of the CDEMA Participating States (PSs).

Generally, the IMWG will remain current on GIS and IM related issues at the strategic/policy,
technical, and operational levels to provide the requisite guidance and advice to the CDEMA
CU. The IMWG is expected to position itself as a repository of GIS and IM products to be used

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 within both the public and private sector as it seeks to promote the use of GIS and IM products
in disaster management.

3.0 RESPONSIBILITIES
The IMWG will have the following specific responsibilities:

3.1 Through its individual and collective knowledge and expertise, recommend to the
Executive Director, Geographical Information Systems and Information Management
policies and programmes that may facilitate an efficient achievement of the Agency’s
mandate;

3.2 Advise the Executive Director of CDEMA on appropriate strategies for executing
relevant GIS and IM programmes;

3.3 To be a review panel for the work of Information Management consultants to CDEMA;

3.4 To assist CDEMA with the following:

a. Articulating its role in advancing relevant GIS and IM components for disaster
management.

b. Planning and implementing relevant GIS and IM training activities.

c. Providing input into the design of GIS and IM components of

programme/project concept documents and proposals.

d. Reviewing Terms of Reference for Consultants to undertake work on GIS and

IM related activities for the Agency.

e. Publicising the work and achievements of the Agency.

f. Achieving its goal to be the leading public information

warehouse/clearinghouse for disaster management information in the
Caribbean region.

4.0 MEMBERS
4.1 Members of the IWMG will be based on the role, skillsets, and expertise in the field of
GIS data and information management.

4.2 The Executive Director of the CDEMA CU or designate will be a member of the IMWG.
Additional expertise may be co-opted as deemed necessary.

4.3 Eight (8) members of the IMWG will be selected from the CDEMA Partners Group,
which have a role in GIS data management and Information Management.

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 4.4 Additional expertise may be co-opted as deemed necessary by the CDEMA CU to assist
specific areas/projects to positively advance CDEMA’s strategic IM goals and
objectives.

4.5 The term for IMWG members is ### years.

5.0 CHAIRPERSON
The Chairperson of the IMWG shall be elected from among members of the IMWG.

6.0 SECRETARIAT
The CDEMA CU will provide secretarial services to the IMWG.

7.0 MEETINGS
7.1 The IMWG will meet twice per year:

• before the start of the Hurricane Season, in either May or early June; and

• at the conclusion of the Hurricane Season, in either December or early January.

7.2 A meeting is deemed quorate when most of the membership is present.

7.3 Where the meeting requires travel and other expenses that are to be met by CDEMA,
the Agency must be consulted.

8.0 REPORTING
The IMWG shall report to the Information and Communications Systems Advisory Committee
(ICSAC), a standing committee of TAC, through the CDEMA Secretariat.

9.0 COMMUNICATION
The records of all official meetings must be forwarded to CDEMA as soon as possible after the
meeting, and preferably not later than two (2) weeks after its conclusion.

10.0 FUNDING OF WORKING GROUP ACTIVITIES

10.1 CDEMA will cover authorised expenses for travelling and subsistence associated with
official meetings sanctioned by the Agency.

10.2 CDEMA will reimburse the Chairperson of the IMWG for calls made in connection with
the business of the IMWG.

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11.0 LANGUAGE OF THE WORKING GROUP
The language of the working group shall be English.

12.0 LIFE OF THE WORKING GROUP

The IMWG is a working group of the Information and Communications Systems Advisory
Committee (ICSAC), which is a standing committee of the CDEMA Technical Advisory
Committee (TAC). The life of the IMWG will be determined by the TAC.

13.0 MEETING PARTICIPATION AND RETENTION OF MEMBERSHIP

Members of the IMWG are required to attend all meetings. In cases where members of the
IMWG are absent for two consecutive meetings without reasonable justification OR for more
than 50% of the meetings convened within any one programming year, the Chairperson shall
make an initial call followed by an aide memoire to that IMWG member directly requesting an
identification of specific challenges, the steps being taken to resolve them and a confirmation
of commitment to continued participation OR indication of inability to continue service.
Members shall be permitted three (3) weeks to respond.

In the absence of a response or acknowledgement of receipt and a firm date by which

responses will be received, the Chairperson shall proceed to notify the member in writing,
with a copy to the CDEMA Coordinating Unit, that their seat has been vacated and proceed to
initiate the process for replacement of that party on the IMWG.

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