Disaster Information Sharingand Related Tools

Presented by:Stephen Louis, BusinessTech Research, Inc

OutlinePurpose and Objectives of SessionInterpretations – “Disaster Information Sharing” / “Information Sharing Tools”Importance of Information Sharing in Disaster ManagementInformation Sharing and CDMTechnologies to support Information SharingExamples of Information Sharing Tools

Purpose of Session

To familiarize participants with a range of computer-based methods available to facilitate information sharing in support of Disaster Management activitiesFocus on modern computer and communication technologies

ObjectivesUnderstand what is meant by “Information Sharing” and “Information Sharing Tools” in the context of DMUnderstand how these relate to the CDM approachBe able to identify computer-based technologies available to support information sharingUnderstand main considerations in determining what tools are most suitable for specific purposes

Disaster Information Sharing

Exchange of information related to any of the phases of the Disaster Management cycle, with specific target audiences.Not restricted to emergency communications

Disaster Management Cycle

Defn: Information sharing tool

“End-point” of system that allows originator of information to make it available to intended recipient or audienceDistinction between “tool” and “medium” – the means for getting the information from end-point to end-point

Information Sharing Tools - Examples

Application software for accessing or delivering DM informationWebsites that maintain DM-related informationComputers and communication devices for accessing and sharing DM informationA comms network would not be considered an information sharing tools

Information Sharing as a Subset of Information Management

Information sharing refers to exchange or dissemination of information with specific target audiences with the aim of achieving specific outcomesInformation management includes other activities such as the classification, storage and transformation of Information.

Information Management Process (Simplified)

Validation/Transfor-mation

Storage Dissemination

Sources Users

Information Sharing

Validation/Transfor-mation

Storage Dissemination

Sources Users

Importance of Information Sharing

Disaster Management is an “information intensive” disciplineSeveral of the problems identified during recent “high-profile” emergency events are information related (e.g. Ivan, Katrina)While focus is usually on emergency communications, information sharing in other phases equally important

Role of Information-sharing tools

Collaboration among DM partnersTrainingPublic InformationWarning systemsData collectionResource ManagementResponse coordination

Discussion

What do you consider your primary information sharing responsibilities in your current role (what info, with whom, how often)What are the “tools” that you useWhat are the main challenges that you face and the shortcomings of available “tools”

Information Sharing in context of CDM Strategy

Information sharing important to all components of Comprehensive Disaster Management (CDM) StrategyCDM Strategy and Results Framework suitable for examining role and options for information sharingInformation sharing tools more relevant to some CDM IRs than others

CDM Strategy and Results Framework

Goal: Sustainable Development in the Caribbean region

SO: Comprehensive Disaster Management is integrated into the development processes of CDERA member countries.

IR-1: Stronger regional and national institutions promote CDM.

IR-2: Research and training support CDM.

IR-3: Regional institutions and donors incorporate CDM in their own programs and promote CDM to their national members/ clients.

IR-4: Preparedness, response and mitigation capability is enhanced and integrated.

IR-5: Hazard information is incorporated into development planning and decision making.

Source: Bisek et al (2001)

IR-1: Stronger national and regional Institutions

Tools need to support good inter and intra-agency collaborationAlso need to support capacity development for human and information resourcesSuitable tools include “groupware” e.g. Microsoft Exchange/Outlook, Lotus Notes/Domino; and Intranets/ Extranets

IR-2: Research, Education and Training

Tools needed to build, maintain and access research databasesAlso need tools for more rapid publication of research, and for “distance” educationCan be supported by bibliographic databases with web interfacesE.g. CDERA Doc Centre, CARDIN

IR-3: CDM Incorporation and Promotion

Focus on advocacy and influenceTools needed to support dissemination of and access to CDM-related information.Tools also needed to facilitate collaboration among donors, regional institutions, etc.Web-based tools such as public websites and extranets can be used

IR-4: Preparedness, Response and Mitigation

Several applications of for computer-based information-sharing tools, both emergency and non-emergency (overleaf)Geo-spatial tools (GIS, GPS, etc) for hazard/risk assessment, websites for Public Information and Education, mobile tools for response damage assessment, response coordination, etc.

IR-4 (con’td)Phase Application of Tools

Non-Emergency

Collaboration and Coordination among agencies, Hazard and Risk Assessment, Preparedness Planning, Public Information and Education

Emergency

Warning, Public Safety Information, Command and Control, Damage Assessment, Relief Supply Management, Response Coordination

IR-5: Hazard Information and Planning

Tools needed to assist in identifying hazards, analyzing risks and communicating to decision-makers in easily understood formatGIS applications, risk modeling software (e.g. storm-surge models), etc. suitable for this purpose.

Considerations for choosing Sharing Tools

Allow capture information at source or as close as possibleEliminate or minimize manual intermediate processing stagesDeliver information directly to end-user in a form appropriate for intended useEnsure that information is of suitable quality for intended purposeFunction adequately within constraints of environment in which it will be used

Additional considerations for Emergency information

Timeliness – information should go from source to end-user in minimum time possibleInformation should be presented in easily accessible formatInformation should be succinctThere should be minimal “overhead” in transmission of information

Some considerations for Information Quality

Relevance – is the information suited to the intended purpose and the needs of the target audience?Accuracy – is the information content correct?Currency – is the information up-to-date?Adequacy – is sufficient information provided to meet the requirements of the users?

Key technologies to support information sharing

DatabasesLocal and Wide Area Network (LAN and WAN) technologiesGeo-spatial applicationsInternet/Web-based applicationsMobile applications

Note: In many cases several of these technologies are combined

“Geo-spatial” applications

Allow information to be related to physical location and other geographical characteristicsBased on technologies such as Geographic Information Systems (GIS) and Global Positioning System (GPS)Regarded as an important tools for planning and hazard analysisAlso suitable for several other DM purposes

Example of GIS application

Shelter location, status, and directions to Shelters (e.g. South Carolina Hurricane Shelter locator - http://scangis.dhec.sc.gov/dhecshelters/)

Internet/Web-based tools

Information accessed via the Internet through a “web browser”Can be used for both “static” and “dynamic” dataRequires no special software on “client” computerSupports both submission and retrieval of dataSuitable for remote access to central databases and

Example of web-based apps

CDERA “Online CDM Database”Reliefweb

Mobile Applications

Tools that allow users access to required information and functionality while “in the field”Can be “online” or “offline”Have both hardware and software componentsUse devices such as “smartphones”, “PDAs” and small notebook computers

Mobile Devices

Web-based tool example

CDERA’s Online CDM Database

Purpose of CDM DatabaseMaintain central database of CDM-related activities - enhanced version of existing CDM MatrixAllow classification of activities according to “Intermediate Results” (IRs) as defined in CDM Strategy and Results FrameworkSupport analysis of CDM activities in the region using various criteriaAssist in identification of “gaps” to determine what areas not adequately addressed

Key Design Considerations - 1

Specific requirements stipulated by CDERA (e.g. technical platform).Data accessible by all interested users via WebDecentralized maintenance of data – individual agencies responsible adding and updating their projectsShould be easy-to-use for both the end users and the data providers

Key design considerations - 2

Support analysis and evaluation of CDM activities through various types of queriesAssist in identifying gaps in implementation - identify activities not present in database or within selected record set

Main features - 1Web-based – can be accessed through browserAll users can access database simply by going to specified URL (location) or link on CDERA websiteQueries allow for retrieval of individual project details or for summarized data on multiple projectsMultiple criteria can be used in queries

Main features - 2Supports 3 categories of users – “Public”, “Agencies” and AdministratorsAdministrator and “Agency” users can access data entry/maintenance screens Some operations restricted to Administrator onlySome reference values pre-defined by Administrator to ensure consistency (e.g. Agencies, IRs, keywords, countries)

Data required for projects

Project SummaryObjectivesActivitiesOutputsOutcomes

BeneficiariesCollaboratorsCountriesFundingKeywords

Example Summary Screen