CONTINGENCY PLANNING

TRAINING COURSE
MODULE 3:
CP Process
Part 3
Recap: Workshops Completed
Workshop Topic Duration
1 Hazard Identification 1 hour
2 Developing Chapter I 1 hour
3 Goal and Objectives 30 mins
4 Cluster Identification 1 hour
5 Cluster Planning 3 hours
Developing Chapters III
6 1 hour
and IV
7 Working Groups 30 mins
Remaining Workshop Sessions
Workshop Topic Duration
1 Hazard Identification 1 hour
2 Developing Chapter I 1 hour
3 Goal and Objectives 30 mins
4 Cluster Identification 1 hour
5 Cluster Planning 3 hours
Developing Chapters III
6 1 hour
and IV
7 Working Groups 30 mins
 Chapter III:
Coordination, Command and
Control
 Chapter III:
Coordination, Command and Control
Command
Coordination
and Control
 Command and Control
Command and Control in CP contains details on:
• operationalization of the Emergency Operations
Center (EOC),
• activation of the Incident Command System
(ICS), and
• the inter- operability of the EOC and the ICS with
the clusters.

Module 3: CP Process
Part 3
Emergency Operations Center

The EOC is the facility

required by RA 10121 to
be established in every
DRRMC that shall be
operated and staffed on a
24/7 basis to undertake
coordination work.

Module 3: CP Process
Part 3
Emergency Operations Center

Features:
• Repository of
information and main
hub for coordination
• Links coordination to
command and control

Module 3: CP Process
Part 3
 Chapter III:
Coordination, Command and Control
Command
Coordination
and Control

Features of EOC:
1. Write a narrative to describe the EOC:
– physical location
– persons in charge of manning the EOC
– structure
– other related details
 Chapter III:
Coordination, Command and Control
Command
Coordination
and Control

Features of EOC:
2. Write another narrative to explain the general
concept of operations/standard operating
procedures on the activation and
operationalization of the EOC.
Incident Command System

The ICS is an on- scene response tool

that shall be used to execute
command and control functions to
manage the consequences of natural
and human- induced hazards.

Module 3: CP Process
Part 3
 Chapter III:
Coordination, Command and Control
Command
Coordination
and Control

Features of ICS:
1. Draw an organizational structure depicting the
Incident Management Team (IMT) which will
serve as the implementing arm of the clusters.
2. Write a narrative to explain the functionality of
the IMT.
Incident Management Team

• Implementing arm of the Clusters

• Supported by Clusters in terms of resources
• Established based on incident size, complexity,
and specific hazards

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 Incident Management Team
Incident
Commander
Public Information
Officer

Liaison Officer

Safety Officer

Operations Planning Logistics Finance/Admin

Section Chief Section Chief Section Chief Section Chief
 Incident Management Team
Roles and Responsibilities
POSITION
Incident Commander
Command Staff
- Public Information Officer
- Safety Officer
- Liaison Officer
General Staff
- Operations Section Chief
- Planning Section Chief
- Logistics Section Chief
- Finance and Administration
Section Chief
ROLES AND RESPONSIBILITIES
Overall manages the incident
 
Interacts with the media and public
Assesses all operational safety concerns
Point of contact for other agencies
 
Implements tactical activities
Collects information and prepares reports
Provides facilities and services support
Monitors and approves expenditures
Notes when Organizing the IMT

• Indicate agencies/offices, not actual names of

the personnel.
• Consider the situation of the agency/office as
depicted in the scenario.
• The agency/office must have sufficient
qualification, training and capability.
• Consider the most appropriate incident
management option.

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 Incident Management Options
Single Unified Incident Area
Command Command Complex Command
• No overlapping • Multi- • Multiple • An area
jurisdictional jurisdictional, incidents/events command team
boundaries multi- agency managed by a oversees
incidents/events single IMT multiple IMTs.
• A single IC is
designated • Requires
multiple ICS

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 Chapter III:
Coordination, Command and Control
Command
Coordination
and Control

Inter- operability:
1. Draw a flow chart to indicate the inter- operability
of the EOC, ICS and clusters.
2. Write a narrative to explain how the inter-
operability works.
 Inter- operability
• Clusters: coordination; the supporting groups

• EOC: links the clusters and IMT

• IMT: command and control; the supported

team

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 COORDINATION
Responsible Official

Head of Response
Clusters
Operational
Coordinator

DRRMC EOC Education Health IHA Logistics MDM Protection

FNI SRR LAO ETC CCCM

Incident
Commander Safety Officer
Public Information
Officer
Liaison Officer

Finance and
Operations Planning Logistics
Admin Section
Section Chief Section Chief Section Chief
Chief

COMMAND AND CONTROL

Chapter IV:
Activation
 Activation
This chapter indicates how the Contingency Plan
will be activated for implementation and de-
activated based on situation updates.

Module 3: CP Process
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Chapter IV: Activation
Non-
Activation
activation
 Chapter IV: Activation
Non-
Activation
activation

Activation and De- activation:

1. Draw a flow chart to indicate how the
Contingency Plan will be activated for
implementation and de- activated after the
operation.
2. Write a narrative to further describe the important
components of the flow chart.
 Triggers for Activation
Examples:
• PDRA- APP
• RDANA
• Intelligence Reports

Planned events: usually days or weeks before the

actual event

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 Deactivation
• Recommendation emanates from the IC
– The situation has improved
– Heightened alert is no longer required
– Normal operations can suffice
• RO officially declares for de- activation and
termination of operation
• For planned events: usually 1– 2 days after the
event

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 Chapter IV: Activation
Non-
Activation
activation

B. Non- activation
In the event of non- activation, write a narrative to
explain that the Contingency Plan will either be:
• Maintained as a “perpetual plan”
• Incorporated in the overall plan
 Workshop 6:
Developing Chapters III and IV
Time Frame: 1 hour

Set- up: 3 Break- out Groups

Requirements: Contents of Chapters I and II

Contents of Cluster Plans
 Workshop 6:
Developing Chapters III and IV
Instruction:
Group yourselves into 3 and develop the following
contents:
1. Features of the EOC
2. Organizational structure of the IMT
3. Flow chart for activation of the Contingency Plan
 Workshop 6:
Developing Chapters III and IV
Outputs:
• Features of the EOC
• Organizational structure of the IMT
• Flow chart for activation of the Contingency Plan

Begin!
 Annex:
Working Group
 Working Group

• Overall responsible for the completion of the

Contingency Plan.
• Initiates the conduct of follow- through activities
such as testing, evaluation, packaging, updating
and improvement.

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 Overall Duties and
Responsibilities
1. Facilitate the refinement and finalization of the
Contingency Plan
2. Develop work plan for the completion and
updating of the Contingency Plan
3. Organize consultation meetings with the
planners and relevant subject matter experts
4. Facilitate the presentation and endorsement of
the Contingency Plan to the authorities

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Members of the Working Group

MEMBERS DUTIES AND RESPONSIBILITIES

Overall Coordinator Overall in- charge

Secretariat Acts as facilitator

Technical Staff Writes the actual plan

Task/Cluster/Sector Complete the plan of the assigned
Leads task/cluster/sector

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 Required Outputs of the
Working Group
1. Work plan that covers the detailed activities,
timelines, and persons- in- charge for
completing, testing, evaluating, packaging,
updating and improving the Contingency Plan

2. Finalized Contingency Plan to include an

official issuance by the appropriate authority

3. Proceedings of meetings, workshops and

simulation exercises

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Part 3
 Workshop 7:
Working Group
Time Frame: 30 minutes
Set- up: Plenary
Requirements: Laptop/writing materials

Instruction:
Brainstorm and decide who shall form part of the
Working Group (use the next slide as template)

Outputs: Identified members of the

Working Group
 MEMBERS OPR
Overall Coordinator
Secretariat
Technical Staff
Cluster Lead
Cluster Lead
Cluster Lead
Cluster Lead
Cluster Lead
Cluster Lead
Cluster Lead
 Other Annexes

• Maps (hazard, risk, administrative, etc.)

• Statistical data on disaster reports
• Agreed standards in HADR to be observed for
operations
• Directory of agencies and participants during the
Contingency Plan formulation
• List of relevant policies and guidelines
• Others

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Post- action
 Test the Plan

Conduct drills,
exercises,
simulation, etc.

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 Evaluate the Plan

• Objectives met?
• Tasks appropriate?
• Resources
sufficient?

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 Obtain Approval
A Contingency Plan should be supplemented by an
official issuance that the plan has been approved by
the authorities

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Update and Improve the Plan

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 “Living” Document

The Working Group shall

subject the plan for
continuous testing,
evaluation, updating and
improvement.

Module 3: CP Process
Part 3
Summary
Name at least 3 CP requirements.
?
What are the main chapters of a
Contingency Plan
?
 What are the activities to be
undertaken after completing the
Contingency Plan
?
Questions?
 Module Objectives
Upon completion of this Module, the participants will
be able to:
1. Enumerate the requirements for contingency
plan formulation
2. Develop the contents of a contingency plan
3. Explain the post- activities that must be
undertaken after completing the contingency
plan
Thank you !