Global Health Cluster Health Cluster Co-ordination … · Health Cluster Co-ordination Training...

Global Health Cluster

Health Cluster Co-ordination Training Course

Training Team Pack As run

Alexandria, Egypt Sunday 12 – Thursday 16

December 2010

1. Introduction....................................... ....................................................................................... 1

2. Methodology........................................ ..................................................................................... 1

3. Acronyms, abbreviations and terms .................. ..................................................................... 1

4. Aims & Objectives.................................. .................................................................................. 1

Aims ........................................................................................................................................................ 1 Course objectives .................................................................................................................................... 1 Session objectives and key messages ..................................................................................................... 1 Course objectives mapped onto course sessions ..................................................................................... 2

5. Draft course outline ............................... .................................................................................. 3

6. Participants ....................................... ....................................................................................... 4

Participant details..................................................................................................................................... 4 Analysis of participant organisations......................................................................................................... 6 Participant questionnaire and self assessment ......................................................................................... 7

Participant questionnaire ...................................................................................................................... 7 Participant self assessment.................................................................................................................. 8 Results................................................................................................................................................. 8

Welcoming letter ...................................................................................................................................... 9 Practical information............................................................................................................................. 9 What you need to do before registration ............................................................................................... 9

HCC Participant information for Roster................................................................................................... 10 Participant self-assessment at the end of the course .............................................................................. 11

Form issued to participants................................................................................................................. 11 Results............................................................................................................................................... 11

7. Course materials ................................... ..................................................................................12

Pre-course reading................................................................................................................................. 12

8. Training team ...................................... ....................................................................................13

Members................................................................................................................................................ 13 Team building and working..................................................................................................................... 13 General conduct..................................................................................................................................... 14 Role of resource persons & presenters................................................................................................... 14 Role of course facilitators ....................................................................................................................... 14 Timing, flexibility & breaks...................................................................................................................... 14 Training Team Meetings......................................................................................................................... 15

Inception Meeting - Agenda................................................................................................................ 15 Template for training team meetings (print off additional copies as required)....................................... 16

9. Session briefs ..................................... ....................................................................................17

A0: Registration ................................................................................................................................ 17 A1: Opening session......................................................................................................................... 17 A2: Humanitarian Reform & Cluster Approach................................................................................... 18 A3: Roles & responsibilities of the Health Cluster at Global & Country level, highlighting those of HC Lead Agency & HC Coordination Team .................................................................................................. 19 A4: Key country cluster deliverables & timelines in emergency preparedness, response and recovery (acute and chronic crises) ...................................................................................................................... 20 A5: Participant Workshop & Learning Review.................................................................................... 21 B0, C0, D0 & E0: Morning Reflection & Preview.................................................................................. 22 B1: Role of NGO's; Co-cluster leads; Principles of partnership; Sub national coordination................. 22

B2a: Relationship and role of MOH and other national authorities ....................................................... 23 B2b: Role of Health Cluster in Emergency Preparedness.................................................................... 24 B3a: Civil military collaboration including integrated missions .............................................................. 25 B3b: Update on Health Cluster Guide and Tools ................................................................................. 26 B4: Assessment and health situation monitoring: tools, indicators and the role of the HCC................ 27 B5: Participant Workshop & Learning Review.................................................................................... 28 C1 - C4: Planning and resources, inter-cluster coordination............................................................... 28 C5: Participant Review...................................................................................................................... 30 D1: The Health Cluster as a team: structure and governance ............................................................ 30 D2: The Health Cluster as a Team – Skills Building........................................................................... 32 D3: Leadership and Coordination Skills, Appreciation and Development............................................ 33 D4-E1: Simulation exercise................................................................................................................. 34 .E2: Simex Presentations................................................................................................................... 35 E3: Simex Feedback......................................................................................................................... 36 E4: Park sheet, evaluation and closure ............................................................................................. 36

10. Simulation exercise material ....................... ...........................................................................37

Simex Management Team (SMT) briefing sheet..................................................................................... 37 Brief overview .................................................................................................................................... 37 SMT Roles ......................................................................................................................................... 37

Participant briefing sheet........................................................................................................................ 39 Scenario - Pakistan Earthquake 2005..................................................................................................... 40 Insight sheets......................................................................................................................................... 41 Sitrep request ........................................................................................................................................ 44 Talking points request ............................................................................................................................ 44 Meeting with the WR (Not used in Alexandria)........................................................................................ 44 Map1 ..................................................................................................................................................... 45 Map2 ..................................................................................................................................................... 46 Initial Rapid Assessment ........................................................................................................................ 47 Information sheet on Pakistan ................................................................................................................ 48 Scenario – Pakistan Earthquake 2005, Part 2......................................................................................... 49 Guidance to participants on outputs ....................................................................................................... 50 Panel checklist ....................................................................................................................................... 51

11. Administrative checklist ........................... ..............................................................................52

Stationery .............................................................................................................................................. 52 Training rooms....................................................................................................................................... 52

Rooms required.................................................................................................................................. 52 General requirements......................................................................................................................... 53 Equipment.......................................................................................................................................... 53

Printing .................................................................................................................................................. 53 Internet access ...................................................................................................................................... 53 Meals..................................................................................................................................................... 53 Other ..................................................................................................................................................... 53

HCCT Alexandria TT Pack as run.doc Page 1

1. Introduction

This document is the as run training team pack for the health cluster coordination training course run in Alexandria from Sunday 12th to Thursday 16th December 2010 and includes materials for facilitators, resource people and presenters contributing to the course. It is complemented by a Participants’ pack, power-point slides and other materials developed for the course. This manual is confidential to the course organisers.

2. Methodology

The course is designed as an opportunity for participants to learn and prepare for their role in Health Cluster Coordination. There is a strong emphasis on solution finding, experience sharing and providing practical guidance on effective co-ordination.

A mix of training methods is used, based on adult learning principles. Formal presentations are brief with a variety of presenters, including participants, resource people and health cluster representatives. Participants are encouraged to share their practical experiences to enhance the learning process. A simulation exercise gives participants an opportunity to practise key skills and approaches, to enhance their experience sharing and to embed their learning. Appropriate use is made of energisers, games and role-plays. Participants are encouraged to fix their learning by taking notes, reflection, discussion, practice and reinforcement. Throughout the course a park-sheet is maintained to capture issues that have been flagged but not fully addressed in particular sessions. These are reviewed by the training team periodically as the course develops to see how best they can be addressed. Space is created for sharing experiences by the participants during different sessions. Participants are asked prior to the course to share information with the training team by means of a simple survey, including their expectations of the course and their proposed contributions.

3. Acronyms, abbreviations and terms

See Heath Cluster Guide

4. Aims & Objectives

Aims • To prepare the participants for their role in Health Cluster Coordination

• To identify the roles that participants may play in Health Cluster Coordination

Course objectives The following learning objectives have been developed for this course on the basis of experience with previous courses. By the end of the course, participants should have a good:

• Knowledge and understanding of Humanitarian reform and the cluster approach (HRCA)

• Knowledge and understanding of the role and responsibilities of the Health Cluster members and lead agency at the Global and Country level (RRHC)

• Knowledge and understanding of the role of the HC coordination team, including key coordination functions (HCCR)

• Appreciation of attitude and skills needed to carry out the HC coordination team role and a opportunity to reflect on how their own attitudes and skills compare (A&S)

• Familiarity with key IASC and GHC policy documents, the Health Cluster Guide and the key tools available to the health cluster (HCP&T)

• Ability to develop a Health Sector Strategy and Action Plan (Plan)

• Ability to mobilise resources through a Flash Appeal and other cluster funding mechanisms (Money)

Session objectives and key messages These are contained in the session briefs.


Course objectives mapped onto course sessions Objective

Session HRCA RRHC HCCR A&S HCP&T Plan Money

A1. Opening Session: Welcome, Keynote Speech; Participant Introductions; Course briefing

A2. Humanitarian Reform & Cluster Approach

A3. Roles & responsibilities of the Health Cluster at Global & Country level, highlighting those of HCLA & HCC

A4. Key cluster deliverables & timelines in emergency preparedness, response and recovery

B1. Role of NGO's, Co-cluster leads; Principles of partnerships; Sub national coordination

B2a. Relationship and role of MOH and other national authorities

B2b. Emergency Preparedness

B3a. Civil military collaboration including integrated missions

B3b & B4. Health Cluster guide, Assessment and health situation monitoring: existing tools (IRA, HeRAMS, …)

C1. Planning and resources, inter-cluster coordination




D1. The Health Cluster as a team: structure and governance

D2. The Health Cluster as a Team – Skills Building

D3. Leadership and Coordination Skills, Appreciation and Development

D4. Simulation Exercise

E1. Simulation Exercise



E4. Park sheet, evaluation and closure

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6. Participants

Participant details

Name of applicant

Function Organization/Duty station

1 Azret Kalmykov Field Coordinator WHO, North Caucasus, Russian Federation

2 Sabri Gmach Sub Director of Healthcare Management MOH, Tunisia

3 Hassan Sugulle Health Manager UNICEF Khartoum, Sudan

4 Muhammad Fawad Khan

Disease Surveillance Coordinator/Provincial Health Cluster Coordinator-KPK-Pakistan

WHO, Pakistan

5 Ina Bluemel Emergency Health and Epidemic Control Focal point IFRC Africa Zone

SCF/IFRC, Dakar, Senegal

6 Nigel Pearson

Independent consultant, international health, development and humanitarian response. Currently: UNHCR’s Senior Technical Officer for urban public health.

Oxford, UK


7 Per Engstrom Technical Officer WHO WR Iraq, Amman, Jordan

8 Jose Postigo Medical Officer, Tropical Diseases and Zoonoses WHO, Cairo

9 Nageeb Hammad Health Cluster Focal Point WHO, Khartoum

10 Taher Fawzy Halawa Head of Training Department Emergency Relief Agency

(ERA), Saudi Arabia

11 Vachagan Harutyunyan

Health & Nutrition Cluster Coordinator WHO, OPT

12 Richard Fermandez

EHA Coordinator WHO, Tehran ,Iran

13 Samia Hassan Programme Manager United Nations Population Fund, Somalia CO, Nairobi, Kenya


14 Erick Ventura Regional Coordinator Migration Health

IOM, Regional Office for Southern Africa

15 Mohamed Kolaise

Emergency Officer WHO, Yemen

16 Mpairwe Allan Technical Officer, Emergencies and Disease Control

WHO, Juba, Southern Sudan

17 Rifah Khan WHO Afghanistan

Analysis of participant organisations

Organisation Number %

WHO 10 58%

UN other 2 12%

NGO 2 12%

Ministry of Health 1 6%

International organisation 1 6%

Independent 1 6%

Total 17 100%

This represents an excellent range of participants and is a useful reminder that this course is for all Health Cluster members rather than WHO alone.


Participant questionnaire and self assessment This was issued to participants prior to the course as part of the participant survey. A copy was included in the participant pack issued on registration.

Participant questionnaire

This part will be shared with your fellow participants. Please keep to one page if at all possible

Full Name:

Known as / short name:

Email:

Tel:

Organisation:

Based in:

Please insert or attach a

recent passport photograph in

electronic format or bring a hardcopy with

you to the course 1

Current job title & role

Profession:

Experience summary Number of years, main locations

Recent Humanitarian Coordination Experience Where, when, role & responsibilities:

1.

2.

My expectations of the course What I need

3.

1.

2.

My contributions to the course What I can offer

3.

1 Next time ask for participants to send any recent photograph of themselves in advance which we will crop and insert – there is insufficient time to organise photographs during the course – photographs are very useful during and after course to get to know and remember participants


Participant self assessment

This part will not be shared with other participants.

It will remain confidential to the course organisers and will be used to assess how well the course delivered against the objectives. You will be asked to rate yourself again at the end of the course and you may wish to keep a copy of this initial rating for reference.

1 = low, 5 high Please rate yourself against the course objectives by putting an X in the appropriate column: Level 1 implies basic awar eness, Level 5 means fully prepared to take on the role of HC team member

1 2 3 4 5

Knowledge and understanding of Humanitarian reform and the cluster approach

Knowledge and understanding of the role and responsibilities of the Health Cluster members and lead agency at the Global and Country level

Knowledge and understanding of the role of the HC coordination team, including key coordination functions

Appreciation of attitude and skills needed to carry out the HC coordination team role

Familiarity with key IASC and GHC policy documents, the Health Cluster Guide and the key tools available to the health cluster

Ability to develop a Health Sector Strategy and Action Plan

Ability to mobilise resources through a Flash Appeal and other cluster funding mechanisms

Results

Participant expectations of course The top seven expectations were as follows:

Expectation – to learn more about/to have the oppor tunity to Number of mentions

Coordination 10

Networking & sharing of knowledge 10

Funding 8

Inter-agency, inter-cluster and partner relationships 7

Guide and tools 6

Humanitarian reform and cluster approach 6

Strategy and action plan 5

Participant self-assessment

Objective Rating

Knowledge and understanding of Humanitarian reform and the cluster approach 3.3

Knowledge and understanding of the role and responsibilities of the Health Cluster members and lead agency at the Global and Country level 3.2

Knowledge and understanding of the role of the HC coordination team, including key coordination functions 3.4


Appreciation of attitude and skills needed to carry out the HC coordination team role 3.6


2.7

Ability to develop a Health Sector Strategy and Action Plan 3.2

Ability to mobilise resources through a Flash Appeal and other cluster funding mechanisms 3.0

Overall preparedness for role of HCC (average all results) 3.2

See course report for further details

Note: Given the wide range of levels in this and previous courses, the training team needs to focus on consolidating the skills and knowledge of the more experienced participants while encouraging them to help bringing up the skills and knowledge of the less experienced participants.

Welcoming letter Dear Participant

Welcome to Alexandria! We look forward to working with you to make this course a success.

We hope that however tiring your trip was, that you have had an opportunity to rest and prepare yourself for what will be a demanding week. The course starts promptly each day at 08:30 in the training room on the 15th floor of the hotel. If we can start on time, we can also finish on time in the evening!

Practical information

The course ends on Thursday at 17:30 and we expect all participants to be present throughout the course.

Please inform Ghada Abd El Aal whom you will meet at registration if you need to leave early or be absent for any sessions. Please also contact Ghada regarding any queries about accommodation, per diem, travel etc..

What you need to do before registration

Pre-reading and e-learning The pre-reading for the course and the link to the e-learning course were included in your acceptance. We hope that you have had the opportunity to study the documents; we will be collecting the certificates for the e-learning during the opening session on Sunday.

Introductions Please identify one other participant whom you will introduce during the opening session; s/he will introduce you.

You will have 45 seconds for each introduction. Please provide the following:

• Participant name, organisation and current post

• Their most memorable professional achievement

• One thing that will help us to remember them: hobby, family, extraordinary adventure, … We look forward to meeting you tomorrow

Osama Maher, WHO/EMRO, Cairo Rudi Coninx, WHO/HAC, Geneva Philippe Gasquet, WHO/WMC, Tunis


HCC Participant information for Roster This information will be retained by the Roster Manager

Full Name:

Email: Tel:

1

2

My strong points

3

1

2

My weaker points (I may need additional training in these areas)

3

1 National Health Cluster Coordination

2 Sub national health cluster coordination

Available for (Put X in one or more boxes)

3 Technical role only

Not available for foreseeable future (Tick if applicable)

Available from (date)

Availability

Maximum length of mission

Any other comments


Participant self-assessment at the end of the cours e

Form issued to participants This part will not be shared with other participants and will remain confidential to the course organisers.

It will be used to assess how well the course delivered against the objectives. Your name will not appear in any analysis of the course but is necessary so that we can ensure that the results are statistically valid.

Full name:

1 = low, 5 high Please rate yourself against the course objectives by putting an X in the appropriate column: Level 1 implies basic awar eness, Level 5 means fully prepared to take on the role of HC team member

1 2 3 4 5

Knowledge and understanding of Humanitarian reform and the cluster approach

Knowledge and understanding of the role and responsibilities of the Health Cluster members and lead agency at the Global and Country level

Knowledge and understanding of the role of the HC coordination team, including key coordination functions

Appreciation of attitude and skills needed to carry out the HC coordination team role


Ability to develop a Health Sector Strategy and Action Plan

Ability to mobilise resources through a Flash Appeal and other cluster funding mechanisms

Results

See course report


7. Course materials

A full set of resource materials is made available to participants at the end of the course on a USB stick, containing PowerPoint presentations, handouts, photographs etc.

Presenters should arrange for hard-copies of their PowerPoint presentations to be distributed before each session so that participants can note comments/ brief points for future reference (suggest 4-6 slides per page). If presenters/ resource persons would like to distribute any other material during their sessions, they should contact the facilitators in advance so that arrangements can be made for copying and distribution. Electronic copies of all presentations should be given to the course administrators.

If resource persons have any suggestions as to what they would like to see included in future versions of the participants’ and facilitators’ pack, please discuss with the facilitators.

Pre-course reading

Resource Source Participants pre-reading

Hard copy participant

pack 1

Terms of reference, policy documents etc.

IASC Guidance Note on using the Cluster Approach to Strengthen the Humanitarian Response (Nov 2006)

Humanitarian Reform web site

Yes Yes

Terms of Reference for Sector/Cluster Leads at the Country Level (November 2006)

Humanitarian Reform web site

Yes Yes

Terms of reference, Health Cluster Coordinator WHO site Yes Yes

Principles of partnership No Yes

Guides

Health Cluster Guide WHO site Yes Yes

Tools

Global Health Cluster suggested set of core indicators and benchmarks by category

WHO site Yes Yes

Initial Rapid Assessment (June 2009) WHO site Yes No

Health Resources Availability Mapping System (HeRAMS & iHeRAMS)

WHO site Yes Yes

Minimal Initial Service Package (MISP) for Reproductive Health in Crisis Situations

MISP site Yes Yes

Online learning

IASC Gender e-learning course: “Different Needs, Equal Opportunities: Increasing Effectiveness of Humanitarian Action for Women, Girls, Boys, and Men”.

Interaction site

WHO site Participants asked in confirmation

letter to complete and bring certificate to the course

1 Confirmation awaited – see email 05 December 2010

http://www.humanitarianreform.org/humanitarianreform/Portals/1/Resources & tools/IASCGUIDANCENOTECLUSTERAPPROACH.pdf

http://oneresponse.info/Coordination/ClusterApproach/publicdocuments/Generic Terms of Reference for Cluster Leads at the Country Level.doc

http://www.who.int/hac/network/global_health_cluster/tor_health_cluster_coordination_final.pdf

http://www.who.int/hac/global_health_cluster/guide/en/index.html

http://www.who.int/hac/global_health_cluster/guide/tools/en/index.html



http://iawg.net/resources/MISP Advocacy Sheet - IAWG FINAL Nov09.pdf

http://www.interaction.org/iasc-gender-elearning

http://www.who.int/hac/network/interagency/news/gender_e_learning/en/index.html


8. Training team

Members The presenters, resource people, administrators and facilitators form the training team.

Name Role Organisation

Ahmed El Ganainy (AEG)

Course Resource Person: available throughout the course for a range of sessions, presenting, answering questions. Arriving hopefully Saturday. Resource person for some sessions.

WHO / EMRO

Osama Maher (OM)

Project Manager (PM): Responsible for project management of the event. Arriving Thursday. Resource person for some sessions.

WHO / EMRO

Rudi Coninx (RC)

Course Resource Person: available throughout the course for a range of sessions, facilitating, presenting, answering questions. Arriving Thursday.

WHO / HAC

Philippe Gasquet (PG)

Co-Facilitator (with TF): Responsible with TF for the facilitation of the learning aspects of the whole event and of agreed individual sessions, SIMEX. Arriving Thursday.

WHO / WMC

Tim Foster (TF):

Course Facilitator (with PG): Responsible with PG for the facilitation of the learning aspects of the whole event and of agreed individual sessions. Arriving Thursday.

Independent

Ghada Abd El Aal (GAEA)

WHO administrative support WHO / EMRO

Islam Nour Eldin

IT support Private company

Ihab Mohamed IT support Private company

Session Resource People

Wojtek Wilk (WW)

Humanitarian reform, Developing plans and Funding. Arriving Saturday afternoon and staying for Sunday and Monday. OCHA Cairo

Nevio Zagaria (NZ)

Civil Military, Health Guide and Tools; arriving Saturday and leaving Monday night

WHO / HAC

Omar Saleh (OS)

Working with National Authorities arriving Friday and staying for whole course (arrived on Monday evening, later than planed and missed National Authorities session)

WHO / EMRO

Nigel Pearson (NP)

Role of NGOs & Co-cluster leads, arriving Friday and staying for whole of course Save the Children

Team building and working An effective training team is essential to deliver a high quality course. Experience has demonstrated that this can best be achieved by the training team members:

• Arriving at the venue in the afternoon1 three days before the course starts so that they can meet informally over dinner on the evening of arrival and then have two full working days before the course to make final preparations as a team.

1 The facilitators should arrive earlier in the day or even the evening before to prepare for the arrival of the other team members, to confirm details with administration staff etc..


• Attending a final briefing half an hour before the first session each day to share last minute changes, concerns and information.

• Attending a review meeting immediately after the last session each day to:

o review feed back from the participants, facilitators and resource persons. o Address issues or concerns arising from the day o Discuss the next day’s sessions to clarify roles and any outstanding tasks.

o Review how the training team is getting on.

• Participating in a final review meeting at the end of the course to summarise the overall feed back and agree on recommendations and next steps.

General conduct Each member of the training team is expected to prepare sessions, support other team members, contribute throughout and integrate into the course in a professional and committed manner. Any issues or concerns relating to the conduct of the course may be raised at the daily team meetings held before and immediately after the formal sessions each day. Any urgent matter should be raised immediately and discreetly with one of the facilitators.

Role of resource persons & presenters Resource persons and presenters should be familiar with the aims, objectives and general content of the course through reading the course packs and selected background documentation. The role of resource persons and presenters is to make their knowledge and experience available to participants through:

• developing and delivering those sessions for which they have primary responsibility;

• supporting other resource persons and presenters where indicated on the programme;

• contributing throughout the running of the simulation exercise;

• individual interaction with participants;

• judicious interventions in group discussions. Resource persons can not be expected to know the answers to all the questions put to them by participants. If they can not give a clear and concise answer to a participant’s question based on their own knowledge and experience, they should bring in another resource person or throw the question open to the participants: the answer is usually in the room somewhere.

Role of course facilitators The role of the course facilitators is to:

• Work closely with the course project manager (CPM) to design the overall structure of the course to meet agreed learning objectives.

• Support the resource people and presenters identified by the CPM in developing and delivering their sessions.

• Facilitate the smooth flow of the training during the course

• Monitor and evaluate how the course meets the learning needs and objectives.

• Submit a facilitators’ report and participate in a course review meeting or teleconference if required.

Timing, flexibility & breaks The facilitators will maintain the right balance between good timekeeping and flexibility. They will try to keep as close to the schedule as possible. However, they will be flexible so that adequate time is given to important topics. Breaks are an important part of the course and offer the participants the opportunity to network and learn from each other. Facilitators will ensure that they are given the time they are allocated. They may decide on an unscheduled break if needed. Resource persons/ presenters will be supported to maintain course timing. This may involve some discreet signals to move on, stop or in some cases, to extend the session.


Training Team Meetings

Inception Meeting - Agenda

Time & Place: 11:00, Thursday 25 November 2010, Tel econ Attendees: PG, TF, RC, ASM, OM

Item Action: Who When

1. Attendance & Apologies:

2. Meeting conduct Agree Agenda, Chair () & Minute-taking ()

3. Minutes & matters arising:

4. Confirm Training team members, management and roles Review and confirm list in TT Pack

Training team - functioning and ground rules (see TT Pack) On-site training team meeting - confirm date and time

5. Participants:

List of confirmed participants, number and contact details

Profile, Background, Experience and anticipated roles (HCC team members?) Overview of learning needs

Participant Survey Participant arrival and departure times

6. Course content and approach Aims & Objectives: Confirm as TT Pack, noting participant profile difference Course outline: Confirm as sent by RC. Run through sessions quickly, agreeing facilitators and presenters Pedagogic approach: As with previous HCC, interactive, practical, maximise discussion, minimise lecturing especially Powerpoint (see Geneva course report) Participant self evaluation: Confirm if this is to be done and synchronise with survey and course evaluation Course welcome reception and dinner?

7. Training Team Pack, Participant Pack and Reading Ma terials Training Team Pack: TF will prepare and issue to training team - course Participant Pack: TF will prepare

Reading materials

8. Course evaluation and review & Individual Participant Self Evaluation against

9. Administration:

Venue facilities, Room layout, IT support

10. Any Other Business


Template for training team meetings (print off addi tional copies as required)

Date: Time: Location:

Participants:

Item Action: Who When

1. Attendance & Apologies:

2. Meeting conduct (Agree Agenda, Chair & Minute-taker )

3. Minutes and matters arising

4. Review of activities so far 3x3 Park sheet Today’s sessions

5. Programme ahead

6. Team functioning

7. Administration

8. Any Other Business


9. Session briefs

A0: Registration

Session objectives By the end of this session, participants will:

• Have arrived at the venue, checked in, registered their attendance and obtained participant packs

• Have done a baseline self-assessment against course expectations

• Begun to practise their networking skills - aim to meet other participants and remember their names and some key memorable piece of information about them

Time-plan 30’

Mins Session Title Activity & Method

Guidance Notes for facilitators / resource people

30 •

Facilitator Review Notes: Previously there was a reception the evening before and this was seen to be well worthwhile – participants appreciated opportunity to meet each other in informal setting – this was not possible in Alexandria as many participants arrived late in the evening before or indeed during the first day of the course.

A1: Opening session Resource Persons : Dr Samir Ben Yahmed, Tim Foster Facilitator : RC

Contribution to course objectives This session contributes to all course objectives by preparing the participants to learn


• Have a knowledge of the background and experience of fellow participants and training team members in the room

• Have been reminded of the course aims, objectives & programme

• Have been introduced to the Health Cluster Guide

• Have been briefed on administrative matters

• Understand the importance of the cluster approach for quality humanitarian response

• Understand what is at stake for cluster partners & WHO as cluster lead agency

Key Messages (draft) • Humanitarian coordination needs quality people - you!

• Cluster now the way of doing business

• The cluster is a partnership, not a WHO show

Time-plan 90’

Time Mins Activity & Method Guidance Notes for faci litators

5 Assemble and Welcome (RC)

Brief: welcoming remarks, introduction of course and training team

20 Keynote Speech (SBY)

Covering key messages above

Q&A

5 Video clip

40 Participant The first communication exercise. Emphasise importance of networking & remembering names; and how to do (repeat name,


introductions

Including all members of the training team (TF)

memorable feature)

Challenge is timing – aim 45 seconds max, set the tone with first intros & bell. Encourage participants make it memorable & fun. Put instructions on flipchart, monitor and control timing tightly [Name, Country & Role, A career achievement; memory jog], move randomly around group (use paper ball?).

5 Collection of e-learning certificates (RC)

Reminder of requirement to complete online and submit certificate

Collection those already completed

15 Course briefing (TF + RC + Admin )

Background, Aims, Objectives, Programme, Ground-rules

Emphasise team not just HCC M&E of Course, Evaluation forms - complete now

Networking and Supporting each other in learning Participant expectations - met, gaps?

Participant contributions Housekeeping (Emergency Exits, Toilets, Breaks)

90 Total Mins

Facilitator Review Notes TF: As usual, important to allow adequate time for this. For introductions, can not emphasise “No CVs” enough. Good opportunity to set tone, light but firm (e.g. on timing). Don’t forget to test run PowerPoint as well as Video!

A2: Humanitarian Reform & Cluster Approach Resource person and presenter: WW Facilitator: RC

It is assumed that participants will have read relevant resource material in advance of the course

Links to other sessions This session will have been introduced by the Keynote speaker and following session will go into the detail of the global and country level architecture of the Health Cluster. Note partnership will be dealt with in greater detail in another session.

Contribution to course objectives This session contributes to the following course objective:

• Knowledge and understanding of Humanitarian reform and the cluster approach

Session objectives By the end of this session, participants will understand:

• Background and rationale of reform agenda and cluster approach (brief)

• Key aspects of the cluster approach: Sufficient global capacity; Predictable leadership, Concept of partnerships; Accountability; Strategic field-level coordination and prioritization

• Cluster architecture, gaps & overlaps, importance of inter-cluster coordination

Key Messages The 3 pillars of the humanitarian reform are:

• Leadership � Humanitarian Coordination

• Humanitarian Financing

• Cluster approach All based on Partnerships

Time-plan 90’

Times Mins Activity Methodology


11.00 5 Session overview Objectives, Key Messages, Structure, How it fits, Presenters

11.05 25 PP presentation Background and rational of the humanitarian reform

Pillars of the humanitarian reform

11.30 20 Group work

Brainstorming on costs and benefits of humanitarian reform, based on experiences in room. Put on flipchart: 3 positive points, 3 points that need improvement Done in 3 groups. Limit advantages and disadvantages to the 3 most important ones

11.50 20 Plenary discussion

Plenary feedback from groups on main changes- onto flip charts and discussed. Take one plus and one minus point per group, move around quickly.

12.10 15 Q&A Open floor, take 5 questions at a time, RP responds to these 5, then another round until time is up

12.25 5 Conclusion Summary and wrap up

12.30 90

Facilitator Review Notes: RC: timing worked well, but speaker needed to be contained to start with the group exercise. Good engagement of participants in small groups and in feedback, key points were brought up and discussed. Resources: PowerPoint presentation - based on the standardized Global Health Cluster Orientation package, Module 1 (Presentation developed by G. O'Connell)

A3: Roles & responsibilities of the Health Cluster at Global & Country level, highlighting those of HC Lead Agency & HC Co ordination Team Resource Person: Osama Maher Facilitator: TF

Links to other sessions This session builds on the previous session, going into detail of the Health Cluster at Global and Country level, especially the role of the HCC. Deliverables are dealt with in the following session.

Contribution to course objectives This session contributes to the following course objective(s):

• Knowledge and understanding of the role and responsibilities of the Health Cluster members and lead agency at the Global and Country level

• Knowledge and understanding of the role of HCC as a coordinator, including key coordination functions

Session objectives By the end of this session, participants will understand:

• The 10 functions of the HCC and how to implement them in practice

• Roles, responsibilities and accountability of the Global Health Cluster Coordinator, Cluster Lead Agency and partners.

• ToR of HCC (compare with the ToR of a WHO EHA and possible clash in case of double-hatting)

• The Health Cluster Guide is a key resource: Chapters 1.2 and 1.3, pp 28 - 38.

Key Messages As confirmed with Resource Persons:

• Know the 10 functions

• You can’t do it all - use the team (country team, cluster partners & external surge capacity)

• Know the roles and responsibilities of EHA, WR, HCC & partners (see RASCI diagram)

Time-plan 90’

Time Mins Activity and method Guidance Notes for fa cilitators


5 Introduction, plenary (TF) Objectives, Key Messages, Structure, How it fits, Presenters

15’ Role of Cluster at the Global vs Country level

Group work

10’ Feedback in plenary Group by group, adding only new points

5’ Summarise from HCG To close down Global level and focus on country level

25’ Present and discuss 10 functions in plenary

Note 10 functions in guide but longer list in TOR

5’ Short break

20’ Present and discuss organogram in plenary

Identify key challenges (reporting to and through WR, double-hatting, MOH etc.)

5’ Summary (TF) Key points to remember – keep to 3

Points or issues for Park sheet

90 Total

Facilitator review notes: TF Participants were already knowledgeable on global vs country roles so first group work not necessarily so useful. Group work planned on 10 functions but not done as session started late and other sections over-ran. Key slides are the 10 functions and country level architecture. Note differences between 10 functions and TOR!

A4: Key country cluster deliverables & timelines in emergency preparedness, response and recovery (acute and chro nic crises) Resource Person: AEG; Facilitator: PG

Links to other sessions This session builds on the previous session, going into detail of what the Health Cluster has to actually deliver not only in the response phase but also in preparedness and recovery. Note preparedness will be dealt with in greater detail in another session.




Session objectives The trainees will have discussed and understood:

• The key health cluster deliverables (add detail here – see RC email) for the Cluster Lead Agency, members and coordinator, in acute emergencies, and their time line from preparedness, through response to recovery

• How these compare with those in a chronic emergency

Key Messages To be confirmed with Resource Persons – keep to three!

• Be clear on your deliverables as HCC (for all phases)

• Know how to focus and prioritise - can’t do everything at once

Time-plan 90’


5

Introduction Iran earthquake

Objectives, Key Messages, Structure, How it fits, Presenters Split participants into 3 groups of 5


Plenary briefing Distribute a simple scenario/ case study for an acute emergency and 20 blank cards to each group.

20

Activity 1

6 groups of 5 (as previous session)

Participants identify top 20 deliverables for Health Cluster and write clearly, 1 per card Note HCC role in ensuring this deliverable

Arrange cards as timeline on wall, Prioritising as needed

30

Activity 2

Plenary review Groups (selected randomly) to present briefly key points/issues in their timeline, moving around groups quickly to add missing points / identify gaps or issues

10

Activity 3

Present and discuss RP to review and comment according to their experience and current cluster thinking. Give examples of key deliverables. Discuss the need to plan, prioritize and implement in chronological order. Raise issues of Preparedness, Response and Recovery and difference between acute and chronic

20 Activity 4 Discussion, Q&A

Sharing of experience with participants and handling their questions

5 Summary in plenary Key points arising, issues to be taken forward?

90 Total

Resources: Scenario for exercise (Iran earthquake - RO supplied)

Preparation: RPs to think about key deliverables and be ready to comment on participants’ work Facilitator Review Notes: in each group, the following roles were assigned to participants: National Health authorities; International NGO, Health Cluster, National Red Cross (NGO). Each had to address how they will contribute to the deliverables. A3 & A4 cover very similar areas – review both and ensure that they link to each other (e.g. functions and deliverables). Also some deliverables dealt with in greater detail later

A5: Participant Workshop & Learning Review

Facilitator: TF

Session objectives: • Feedback on how the course is going – process and content

• Identify any major issues & fine-tuning points

• Identify learning acquired by participants

Time-plan 30’ Working in groups of 5-6, using 3x3 matrix format (see below)

Each group to identify comments under “Keep”, “Change” or “Other” Each individual votes Agree or Disagree on each remark in their group and then on every other group’s chart.

Learning review team selected (PG) Identify 4 participants to form a learning review group to meet in the evening and prepare their set of learning points. They will then have 10 minutes to feedback on these to the group in the morning, in their own way. Facilitator Review Notes Very useful to get feedback at the end of the first day

3x3 was done on Days 1, 2, 3 & 5 which was arguably too many times, participants certainly baulked at doing on final day which. Recommend cutting to Day 1, 3 and 5. The danger is over-evaluating not under-evaluating!

Keep the same Agree Disagree

1

2

3

Change or improve Agree Disagree


1

2

3

Other comments Agree Disagree

1

2

3

B0, C0, D0 & E0: Morning Reflection & Preview Time: 30 Minutes:


• Have reflected on and shared their learning points from the previous day’s sessions

• Received feedback from the training team on any points coming out of the previous days’ sessions and evaluations

• All be ready for the day ahead (reminder programme, announcements, housekeeping etc)

Time-plan 5 minutes – assemble

5 minutes - Facilitator response to 3x3 15 minutes – Participant feedback group shares their learning points or reflections from previous day 5 minutes - Facilitator announces day ahead, any changes in programme, admin issues Facilitator Review Notes A good way to kick off the programme for the day, and worth the time.

Participants came up with their own variations on feedback:

• Mon: Quiz on 10 functions and 3 pillars – all participants standing, correct answer you could sit down, last one standing had to sing a song!

• Tues:

• Wed:

B1: Role of NGO's; Co-cluster leads; Principles of partnership; Sub national coordination Resource person: Nigel Pearson; Facilitator: RC

Links to other sessions This session builds on the previous sessions, going into detail of the role of partner NGOs. The following session looks at the role of MOH




Session objectives By the end of this session, participants will have discussed and understood:

• Principles & practicalities of partnership, WHO & NGOs,

• Coordinating and being coordinated, rights, responsibilities & challenges

• Levels of co-ordination & structures



• Focus on relationships

• Be inclusive and pro-active

• Know your partners and who will deliver what

• Be transparent

Time-plan 90’


5 Introduction

Presentation – setting the scene (NP then RC)

Cyclone hitting Myanmar. Introduce the health cluster coordinator (Rudi Coninx)

15 Defining co-lead

Plenary discussion

Group work

Who are the health cluster partners?

Why are partners needed?

Is there a need for support to the cluster coordination? If so in what capacity?

Back in same groups, reflect on experience in working with partners:

• Expectations

• Characteristics of cluster that encourage strong partnership

Discussion on definitions.

10 Principles of partnership Plenary Discussion

Discuss principles of partnership (and hand out).

Types of partnership

5 Roles of co-lead Plenary discussion

Discuss roles

20 Benefits and costs of co-leadership

Group work and feedback

Discuss in groups and write down

10 Co-lead in other countries Plenary discussion

Participants draw on their experiences of co-lead and sub-national lead from different countries Eg. Somalia, DRC, Uganda (UNICEF), Zimbabwe, ? Haiti

10 Co-lead in Myanmar

Presentation (NP &

RC)

Merlin's experience in co-lead in Myanmar – PowerPoint slides

15 Cluster co-lead

Plenary discussion

Wrap up reflection

Total 90

B2a: Relationship and role of MOH and other nationa l authorities Resource persons: Osama Maher; Facilitator: PG

Links to other sessions These sessions build on the previous sessions, going into detail of the role of MOH





Session objectives By the end of this session, participants will have discussed and understood:

• Importance of role of MoH & Nat Authorities

• Coordinating and being coordinated, rights, responsibilities & challenges

• Levels of co-ordination & structures


• Focus on relationships

• Be inclusive and pro-active

• Know your partners and who will deliver what

• Be transparent

Time-plan: 60’ (actual 80’)

Time Mins Activity & Method

Guidance Notes for facilitators

55 MOH Group work to address the questions: each group had to tackle one question

Panel made of participants with different country experiences. Was to address the following questions: 1. Cluster Lead agency: support the MOH, what

responsibility should it have vis-à-vis non government actors;

2. Govt: should we have the Govt. as a cluster partner or not? As lead? As co-lead?

3. How do we maintain the health cluster’s neutrality with the govt.

4. You are asked to share plans and resources with the govt., would you do it or not?

55 Summary

Total 110

Resources: Facilitator review notes: The question raised formulated a lot of interests and were deemed as highly relevant though there was not enough time available to address each question.

B2b: Role of Health Cluster in Emergency Preparedne ss Resource person: OM Facilitator: PG

Links to other sessions This session builds on previous sessions especially that on deliverables.




Session objectives The trainees will have discussed and understood:


• The Health Cluster’s role in emergency preparedness


• Health Cluster has a role for preparedness

• Think outside the humanitarian "box"

• Preparedness is a process not a plan

Time-plan 30’

Mins Session Title Activity & Method Guidance Notes for facilitators

5 Introduction Objectives, Key Messages, Structure, How it fits, Presenters

10 Presentation Role at:

• Global level

• Country level Issues

• In countries where cluster not rolled out?

• Resources

10 Plenary discussion Questions on presentation

Sharing of experience

5 Summary Plenary Facilitator to summarise main points

30 Total

Resources: PPT slides adapted from GVA10

Facilitator Review Notes: Emphasis on contingency planning as one form of preparedness

B3a: Civil military collaboration including integra ted missions Resource persons NZ Facilitating: TF – note lots of recent examples e.g. Haiti, Pakistan

Links to other sessions This session builds on the earlier sessions on partnership, looking at collaboration with the military (a partner?)




Session objectives By the end of this session participants will have discussed and understood:

• Humanitarian principles and space

• Potential risks but also benefits of Civil Military collaboration

• Know the principles for use of military and civil defence assets


Time-plan 60’

Time Mins Activity & Method Guidance notes for faci litators

15 Introduction in plenary

WHO “position” papers – currently 2

• User fees – finalised and on web – no further discussion – no handout


• Civil military – focus of this session – handout – but not official

Presentation (4 slides)

Introduce Civil Military position paper emphasising:

• Humanitarian space

• Benefits and risks of Civil Military collaboration

20 Group work – 3 groups

Study matrix and discuss in groups based on own experience in health sector

Need to have range of experience in each group – ask participants to organise themselves In your experience (mini case studies, start with one)

• What were the benefits of collaborating with the military?

• What were the risks/costs of collaborating with the military

• How well did your experience fit into the matrix

15 Feedback and discussion in plenary

One case study from each group

• Did benefits justify costs/risks?

• Your advice to HCCTs?

5 Response from RP

5 Summary in plenary Wrap up and main points (TF)

Total 60

Preparation:

Resources: Facilitator Review Notes TF: Session ran this way as felt that many participants would have extensive experience of dealing with military. Session worked well as it drew out complexity of challenges in field which did not always match the matrix in the position paper. For those with less experience of dealing with the military, consider case study as in Geneva earlier in year (using “free” NATO flights in Pakistan).

B3b: Update on Health Cluster Guide and Tools Resource persons NZ Facilitating: TF

Links to other sessions This session builds on the earlier sessions on the key cluster deliverables and timelines and leads into the following session where the tools etc. are dealt with in greater detail


• Familiarity with key IASC and GHC policy documents, the Health Cluster Guide and the key tools available to the health cluster

Session objectives By the end of this session participants will have discussed and understood:

• The current status and future plans for the Health Cluster Guide and Tools


Time-plan 30’ 14:30-15:00 planned 15:05 to 15:30 ac tual

Time Mins Activity & Method Guidance notes for faci litators

Update on guide and tools

• Current status

• Future plans

30 Presentation

Health cluster guide


• What, when how

Core indicators

• Why we need, stable and being used partially

HeRAMS

MIRA (new IRA)

• Work in progress with WASH, Health, Nutrition and Shelter

Total 30

Preparation:

Resources: Facilitator Review Notes TF: Core indicators not really covered and HeRAMS only sort of covered. Would have been good to do in more “News Flash” style with real life examples

B4: Assessment and health situation monitoring: too ls, indicators and the role of the HCC Resource persons: NZ; Facilitator: TF

Links to other sessions This session builds on previous sessions especially that on deliverables. It also links forward to Strategy and Action plan to address prioritized needs on Wednesday morning.


• Familiarity with key IASC and GHC policy documents, the Health Cluster Guide and the key tools available to the health cluster

Session objectives The trainees will have discussed and understood that:

• Good information is needed for good response

• Need to define task and then choose the right tools and indicators

• GHC tools are available & what their current status is

Key Messages Information for Action

Time-plan (90’) 15:30 – 17:00 planned 16:10 – 17:45 actual (delayed start due to supper announcement – delayed finish by popular demand


5 Plenary Objectives, Key Messages, Structure, How it fits, Presenters

Emphasise the session deals with assessment and monitoring and will examine how the Guide tools can be used

30 Assessment, monitoring and evaluation – group work

In groups

• Indicators used in practice (from list or as actually used)

• Tools used

• HCCT role

20 Feedback and discussion in plenary

20 Presentation

10 Discussion


5 Summary in Plenary Summarise main point

Total 90

Facilitator Review Notes: TF – would be better in group work for participants to decide on one country and come back with what was actually done as opposed to composite of several countries

B5: Participant Workshop & Learning Review Facilitator: TF

Session objectives: • Feedback on how the course is going – process and content


• Identify learning acquired by participants

Session Time-plan 30’ Working in groups of 5-6, using 3x3 matrix format (see below)

Each group to identify comments under “Keep”, “Change” or “Other” Each individual votes Agree or Disagree on each remark in their group and then on every other group’s chart. Learning review team selected (PG) Facilitator Review Notes It was very useful to get feedback at the end of the first day, but probably best to skip second day focusing instead on third and fifth (final day).


1

2

3


1

2

3


1

2

3

C1 - C4: Planning and resources, inter-cluster coor dination Resource persons: AEG & MO; Facilitator: TF & PG


• Ability to develop a Health Sector Strategy and Action Plan

Session objectives The participants will have discussed and understood:

• How to develop and write an inter-agency coordinated sector-wide strategy and health action plan and budget based on identified needs

• The importance of ownership by partners


• Clear link to assessment & analysis

• Difference between high-level strategy and operational activities

• HCC role in enhancing inter-cluster coordination

Key Messages To be confirmed with Resource Persons:

• Identify main problem and key priorities

• Ensure strategy is clearly focused on these priorities

• How to implement this in an inter-agency environment (comparative advantage), within clusters and between clusters (intra and inter)

• Process - how can HCC facilitate this?

How it fits in course - links to other sessions • Core function of HCC - how to produce the Response Strategy

• Walk through, then analyse

• Practical tips

• Practice run, then SIMEX, then real thing

Time-plan 4 x 90’ plus two coffee breaks of 30’ and lunch 60’ total 480’

Time Mins Activity & method Guidance notes for faci litators

15 Introduction

Plenary discussion (OM)

Review of course so far

Supply side and demand side discussed

45 Planning principles Plenary discussion (OS)

Objective, strategy and activities

30 Planning challenges Group work and feedback in plenary

Scenario handed out for earthquake in Lalastan with four planning challenges Each group looked at one challenge

Feedback and discussion in plenary

30 Coffee

30 Planning processes and funding mechanisms Presentation and discussion

Flash, CAP & CHAP

45 FLASH Appeal

Group work

Each group has revise sample FLASH appeal

15 Feedback in plenary

60 Lunch

90 Spill over from previous session which overran

30 Coffee

45 CERF

Presentation (AEG)

30 CERF

Group work


15 CERF feedback in plenary

Total 480

Resources 2 Powerpoint presentation Facilitator Review Notes These sessions are always challenging sessions as there are a lot of acronyms, some routinely misused even in the literature and also potential confusion over what is a plan, what is a strategy, what is a process etc.. For this course the sessions were planned very much at the last moment due to short preparation time before the course and later than expected arrival of one of the resource persons.

Investment in reviewing and preparing this day would be very worthwhile; it would need several days work bringing in both HQ staff on the financial side and field staff on the practical side. The aim would be sessions which are clearly connected with a number of key slides for short presentations but stripped of all unnecessary detail.

C5: Participant Review Facilitator: BL

Session objectives: • Feedback on how the course is going


• Select learning review group (PG)

Time-plan 30’

Mins Session Title Activity & Method Guidance Notes for facilitators

20 Group evaluation

Group work Working in groups of 5-6, using 3x3 matrix format

[3 successes, 3 “Even betters”, 3 other remarks] Each individual votes Agree or Disagree on each remark in their group and then on every other group’s chart.


1

2

3


1

2

3


1

2

3

D1: The Health Cluster as a team: structure and gov ernance This was a new session Facilitator: Tim Foster Support: Philippe E. Gasquet;


Links to other sessions This session builds on “Humanitarian Reform & Cluster Approach” and “Roles & responsibilities of the Health Cluster at Global & Country level”, focusing on the Cluster at country level


• Knowledge and understanding of the role of the HC coordination team, including key coordination functions

• Appreciation of attitude and skills needed to carry out the HC coordination role and a opportunity to reflect on how their own attitudes and skills compare

Session objective By the end of the session, participants will be able to define and appreciate a range of models for the governance and structure of the health cluster at the country level

Key Message The cluster needs to work as a team, but like any team it needs to have a structure to meet the challenges it will face

Time-plan 90’


5 Introduction Link of the session with the programme

15 Setting the scene Sharing experiences

3 x 5mn experiences

- A typical day in the life (schedule) of: o HCC at national level - Vachagan Harutyunyan

o HCC at sub-national level – Rifah Khan o IOM partner – Erick Ventura

- Focusing on key challenges they face in the cluster

25 Governance and structure of the cluster Group work (check if time to mix up groups?) – in 3 groups (next time, Group 1 looks at Q1 & Q2, Group 2, Q1 & Q3 & Group 3 Q1 & Q3

Governance exercise

Haiti - 1000 NGOs, 300 of them in health ranging from large well-known to very small and unknown (RC onto flip) 1. Criteria for membership of cluster and who attends cluster

meetings?

2. How is Health Cluster strategy agreed? 3. How are technical issues agreed? 4. How are funding decisions (inclusion in appeals and allocation

funds) decided?

30 Plenary sharing of group work

Key ideas emerging out of the group work onto flip chart

10 View from experienced HC Plenary (OS) – the case of Somalia – drawing out differences between Haiti and Somalia

Walk through of real situation

Governance: Membership? Decision-making? Authority? Examples on of structures & key procedures – beyond HCC going mad doing everything on own.

5 Summary (TF) Wrap up

Total 90

Resources: Preparation: Brief scene setters selected and briefed before session and resource HC


Facilitator Review Notes: New session following recommendations from Jakarta. Went well but need to clarify how group work and feedback will work – see notes above. Session over ran as view of experienced HC deserved extra time – 20 minutes would be better next time.

D2: The Health Cluster as a Team – Skills Building Facilitators: Philippe E. Gasquet; Tim Foster

Links to other sessions


• Appreciation of attitude and skills needed to carry out the HCC role and a opportunity to reflect on how their own attitudes and skills compare

Session objectives Key Messages

By the end of the session, participants will be able to:

• Align working practices in the cluster as a team or from a team perspective

• Attitude is crucial

• Think team (HCC can’t do everything alone)

• Think structure

30 Group work – 5 groups

-

20 Plenary sharing of group work Summary

Working in disparate teams: Studies have shown that multi-cultural teams can outperform effective “mono-cultural ones”, the challenge is that you need to take more time to get over the basics. What is the relevance of this information to the cluster as a team?

Context: Earthquake in Teheran just happened, the Health Cluster has decided to meet and address the situation. We remind ourselves of the various deliverables that are incumbent upon the “cluster as a team”:

Exercise: Simulation – Group Work Aligning Working Practices: � Q1: Organization – how should the team get organized in order to produce the goods: what

process do you suggest putting in place – remember the context you are working in... � Q2: Communication – what are the different types of communication that contribute to the

regular exchange of information, views, news and requests from within the team? For each, highlight from whom, to whom, topic or issue, method and when

� Q3: Interpersonal Skills: what ground rules for an effective working team? � How would you promote diversity, inclusiveness, feedback, support to team members � Q4: Team Accountability and Performance: How would you promote team performance and

effectiveness? Group A takes Q1 (priority) and Q3 (support) Group B takes Q2 (priority) and Q4 (support) Group C takes Q3 (priority) and Q1 (support) Group D takes Q4 (priority) and Q2 (support)


Group Work: 20mn

Debrief: each question 15mn: � priority group presents, � support group adds on, � general discussion on topic � highlight a few points to summarize the question

Wrap-up Working in disparate teams has a life of its own: Be aware of this cycle – it’s real: Form, Norm, Sto rm, Perform. 5th point: mourn: disband, lessons learned

D3: Leadership and Coordination Skills, Appreciatio n and Development Presenter: PG; Support: TF

Session objectives By the end of the session, participants will be able to use to identify their own areas for personal development and develop peer support, ie: skills required to “survive” as a HCC

Key Messages • We all are responsible for our own development

• Practice makes perfect

Time-plan 90’ (1330 – 1500)

Time Mins Session Title Activity & Method Guidance Notes for facilitators

5 Introduction Plenary Objectives, Key Messages, Structure, How it fits,

Skills Inventory and Building Focus on HCC, but relates to other team members too

20 Skills Building

Group work – 5 groups

Picked on 3 soft skills outlined as important to an HCC: Getting your message across; Listening Skills; Meeting Management

• Groups focus on 1 skill;

• Question 1: “based on what you observed through your own experience and in the workshop, what are signs of good and poor skills performance in the relevant skill area;

• Question 2: what would be the top 3 additional skills that would be essential to an HCC? VIPP it!

20 Review critical behaviours and inventory

Plenary discussion

• Review the critical behaviours for each skill and emphasize as potential areas for development and growth – where are the gaps?

• Major skills required as identified by the groups

10 Individual Reflection

Individuals to review the needs for their own individual development

• Q1 How have you developed thus far?

• Q2: what are your own gaps vis-à-vis HCC roles and responsibilities?

• Q3. How will you address your gaps? Complete your self-analysis


20 Personal Development Plan

Triads Share the results of your individual reflection in a small group: - Give each the time to share the key points of the

individual reflection; - How could you support each other in moving forward

with these personal development goals?

10 Summary Plenary • Working with the HWCO;

• Health Cluster team functions

85 Total

Resources: Preparation: Facilitator Review Notes:

D4-E1: Simulation exercise Simex Management Team (SMT)

Resource persons. 4 group monitors: OM, PG, RC & OS. Facilitating: TF

Contribution to course objectives This session contributes to all course objectives by giving the participants to embed learning by doing

Session objectives By the end of this session, participants will have had an opportunity to:

• Know it, show it, embed it, improve it

• Get structured feedback on their performance

Key messages To be confirmed with Resource Persons – keep to three!

• Team work, organization and coordination

• Prioritize

• Importance of communication and presentation

Time plan

D4 Inputs Outputs Notes

Thu

1530 Simex participant briefing sheet in hard copy and presented by facilitator

A briefing on the exercise, tasks and groups not the specific scenario. Split into 4 pre-decided groups (RC) of 4/5 to ensure good spread of experience and organisations – but see note below. Assign one resource person to 2 groups if necessary

1545 Issue:

Scenario Part 1 Insight sheets (need to select which ones to use) 2 x Maps

Information sheet on Pakistan USB with Flash Guidelines with Template

SMT initial briefing meeting

1600 Visit from SMT members to their


groups

1630 Request for Talking points by 1700.

Issue Initial rapid assessment - to groups, not in plenary

Talking points

Hand written

1700 End of day TT/SMT meeting

E1 Inputs Outputs Notes

0830 SMT meeting

0900 Request for Sitrep by 09:45 from their assigned resource person Remind groups that examples two sitrep formats on USB

Sitrep

0915 Scenario Part 2 issued

Remind groups of expected outputs (5 min briefing in each group). Both on USB in directory “Final output”

1000 SMT final tour of groups

1030 Document to TT by 1030 on USB in directory “Final output”

Hard copy of Flash Appeal & How to run documents

Need to print quickly so that panel can speed read in time for panel

1030 Coffee Panel reviews docs

Reserve items: WR meeting

Facilitator review notes: Be careful that people do not think that the first person on the list of group members is the leader of that group – probably better to have alphabetical list of participants with group number against each name. Use email for submission outputs in future. Participants had difficulty with talking points (external communication) but were very much more comfortable with sitreps (internal communication) – need to include tips and discussion in communication session on the difference. Very tight to print off and review documents during coffee break – need to receive on time and then have high speed printer available. Preparation: Monitors need to actively monitor their groups, observing process as well as outputs and keeping notes to feed back later. Also need to review SitReps and Talking Points to give feedback later.

.E2: Simex Presentations

Session plan 90’ 1300-1400 Note time change in Jakarta as participants needed to go to Mosque for Friday prayers from 1130-1230.

Mins Session Title Method Guidance Notes for facil itators

60 Final presentation

Plenary Each group makes a 7’ presentation to the panel followed by 7’ for questions from panel.

The order of presentation will be decided by drawing the group number out of a hat. No further modifications of presentations will be permitted during the meeting.

Participants, resource people and facilitators take notes for feedback on the following day.

Panel briefing notes Scenario: High Level Inter-Cluster Meeting, chaired by HC

Minimal presentational facilities and unreliable electricity supply. Panel consists of :

Resource people will be assigned the following roles: a) Humanitarian Co-ordinator (Chairing panel and discussion)


b) Disaster Coordinator (Govt rep)

c) Donor representative A d) Donor representative B

Your task as members of the panel is to:

• Listen to the presentations,

• Make notes on performance (for feedback later)

• Ask questions on content (as in real Cluster Meeting),

Always act in role during panel session. Note that feedback on presentation skills etc will come later and is not to be given in this session. Facilitator Review Notes:

BL: This session went like clockwork, participants kept time well, questions were crisp and to the point. Good level of formality. High quality presentations (aside from 1 group - cut and paste issue).

E3: Simex Feedback

Session Time-plan, 75’ 1415 - 1530

Mins Session Title Method Guidance Notes for facil itators

20 Self evaluation

Split Groups

In groups of 2-3 (SImex group split in 2)

What they need to keep / change to be an effective HCC (note this is not an evaluation of the exercise - comes later)

30 Monitor feedback

Simex groups

Feedback by group monitor on what they saw during exercise and on SitRep and Talking Points submitted. Include process and outputs. Note - monitor is no longer be playing in the panel role.

• what worked well

• what would make it even better

• other comments.

5 Assemble Plenary Groups come together in plenary

20 Discussion Plenary Key points emerging Development and Support Needs and Resources

Note - not an evaluation of the SIMEX …. Focus on what participants

75

• Facilitator review notes : BL: This session worked very well - the feedback to each group by the group monitors, with specific comments on SitReps, Talking Points, Group Work, Documents and Presentation.

E4: Park sheet, evaluation and closure Resource persons, participants, Facilitator: BL

Session objectives By the end of this session, participants will have:

• Received response to questions on the park sheet

• Evaluated the course

• Participated fully in the closure of the course

Time-plan, 60 before now 90 mins

Time Mins Session Activity & Method Guidance Notes for facilitators


Title

Introduction Plenary Presentation of how session with be run

Park sheet Responses in plenary

Facilitators and resource persons review and respond briefly to any outstanding questions on the park sheet

Evaluation Individual 2 forms (to be collected by one of training team)

• One page evaluation against objectives

• HCC roster self-evaluation

Group 3 x 3 evaluation of whole course

Each group develops message to Global Cluster

Closing remarks

Plenary Closing remarks from

• Participants (messages from above)

• Facilitators

• Resource persons

• WHO representative

Facilitator Review Notes: Good solid closing session. Message works well. Need to be vigilant about collecting the evaluation forms from each participant.

10. Simulation exercise material

Simex Management Team (SMT) briefing sheet

Brief overview

The simulation will be run over 3 sessions (D4, E1, E2) starting on Wednesday afternoon, ending with presentations to a panel of resource persons acting in role as a High Level Task Force (composition and allocation of roles to be agreed). Feedback on and evaluation of the exercise will be in session E3. Participants will work together collaboratively in separate teams (5-7 per team), each doing the same exercise, in parallel. There will be no restriction on inter-team collaboration (it is not a competition!). Their task is to develop and present to a panel the health components of a Flash Appeal and an overview on how the Health Cluster will be run To bring in the perspectives of key partners and stakeholders including inter-cluster issues, participants will be issued with short “Insight Sheets” and they will be expected to ensure that their team takes these stakeholder perspectives on board in the exercise. During the exercise, additional information and tasks will be given to participants.

The teams will be supported (but not led or guided) by Resource People, particularly on content issues. The Facilitators will maintain an overview on the process of the exercise.

SMT Roles

Resource persons • Monitor and support groups in the exercise (1 group per RP)

• Observe group and prepare feedback notes on the process to share with participants after presentations

• Respond to requests

• Develop and provide “live” input to participants

• Act in occasional roles (e.g. HQ rep, WR role…)

• Act as panel for receiving presentations from groups

• Observe individual performance and feedback

• Give feedback to their group on their process and deliverables.

Facilitators • Monitor overall process of Simex


• Manage SMT and chair SMT meetings

• Support “live input “

Support • Printing and copying documents to support the exercise

• Collating feedback on participants for assessment purposes

• Email facilities (wi-fi)

Locations • Each group in a breakout room/area

• Simulation management team adjourns to TT room, out of bounds to participants during Simex.


Participant briefing sheet

Task You are required to develop:

• The Health components of a Flash Appeal

• An overview on how the Health Cluster will be run You will

• Submit these as a document by 10:30 on Friday

• Present them to a panel of donors, government and senior UN officials in Islamabad at 11:00 on Friday The aim of the presentation is to persuade the panel to include what you are proposing in the upcoming Flash Appeal and to convince them that the Health Cluster will run effectively.

Your position You are members of the Health Cluster Coordination team recently arrived in Islamabad, Pakistan where there has been a major earthquake.

The exercise You will work in groups of 5-7 people.

Within the group, you will work collaboratively with your colleagues. You will have to take account of a range of perspectives, details to be supplied.

Assessment You will be assessed on

• Process including teamwork and support to colleagues

• Document

• Presentation

Resources Available You will be provided with very brief information on the crisis. Information is very limited and the situation is evolving very rapidly. Initial assessment teams have been deployed. Much of the information emerging from the media and informal sources is not considered to be reliable.

HQ in Geneva is very keen to hear from you and has assured you of their full support. However, you know that they are already heavily committed due to a range of other emergencies that have occurred.

Presentation The panel will include senior government officials, representatives from some of the major donors and senior UN officials. In the interests of transparency, representatives of a range of stakeholders will attend as observers. Each cluster will have a maximum of 10 minutes to make their presentation.

There will be time for questions from the panel immediately after each presentation.


Scenario - Pakistan Earthquake 2005 A magnitude 7.6 earthquake struck Pakistan, India, and Afghanistan, on 8th October, 2005, at 8:50 a.m. local time, according to the U.S. Geological Survey (USGS). The epicentre of the earthquake was located near Muzaffarabad, the capital of Kashmir, and approximately 60 miles north-northeast of Islamabad. The affected region has a remote and dispersed population. The fact that the epicentre was close to the surface combined with other geological risk factors has lead to immense destruction in the affected areas.

Aftershocks continue in the most affected areas of North West Frontier Province (NWFP), Northern Punjab, and Pakistani-administered Kashmir in Pakistan (PAK), and Indian-administered Kashmir in India. Current estimates give:

• 74,000 killed;

• 70,000 injured;

• 1.1 million homeless. The high mortality and morbidity figures are due to the earthquake striking when government officials had just reached their offices, children had started school, and many women were inside their houses. The initial relief effort (focusing mainly on search and rescue) has been conducted by local people supported by the Pakistani military. The Pakistani Red Crescent Society and a number of local NGOs are also active. The earthquake caused enormous damage to infrastructure such as roads and bridges, cutting off huge areas from main road access. Electricity and water supplies have been severely affected.

Military engineers are working around the clock to clear the main roads but road access to many remote areas will not be possible for many weeks. As a result it is extremely difficult to estimate how many casualties there have been and how many people will choose to stay in the high valleys over winter. It is 15th October 2005 and you have just arrived in Islamabad. You are the Health Cluster Coordinator. The WHO Country Representative is pressing you to demonstrate how the Health Cluster will respond to the emergency. Note 1 This fictional scenario and related material have been developed for training purposes. Although they have been adapted from accounts of actual events and issues related to the October 2005 Pakistan earthquake, the materials should not be taken as representing fact. Nor should the case be taken as a true description of any organisation or individual. Materials have been edited and adapted to fit the training exercise as has timing of the events.


Insight sheets

Insight sheet 1 WHO representative Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You know the WHO Country Representative quite well personally from when you both started working with the organisation some years ago, and shortly after your arrival she invited you to her home to talk about old times. In private, she has been more open about some of her concerns. She has been promoted rapidly and this is her first posting as Country Representative. You have the impression that she feels that she needs to demonstrate that she deserved the promotion.

Her attitude towards the cluster approach and WHO’s leadership role is very positive but it is unclear whether she has had the opportunity to think through how the cluster may work in practice. She has let on that her predecessor’s relationship with the Minister of Health was extremely good to begin with but deteriorated at the end. She is unsure why, but recognises that she needs to rebuild the relationship and hopes that the current emergency will be an opportunity to do so.

Insight sheet 2 Ministry of Health - Senior Officia l responsible for response Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You went on a long field trip with the senior MOH official, now responsible for their response to this emergency, on a previous visit to the country and you got on well together. He agreed to meet you without other officials present and was prepared to share some of his concerns. The Ministry lost a lot of senior field staff in the earthquake and many of his staff from the capital are on temporary assignment to the worst affected areas. He is too busy himself to participate in cluster meetings and will assign another member of staff to attend. It is unclear whether this staff member will chair, co-chair or simply attend the meetings, although your contact is quite clear that the MOH will run the show. You have tried to find out from your contact how much he knows about the cluster approach, but only received very vague reassurances in response to your questions.

Insight sheet 3 WASH Cluster – Coordinator Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You worked with the WASH cluster coordinator in a previous emergency. She is very much an NGO person: sometimes less than diplomatic; generally very quick to imply that the UN is a waste of money (even if she would be the first to admit that the UN was essential); and tends to work so hard that she risks losing her sense of perspective. You met her in her office and were treated to a long speech about the fact that the real challenge now was water, sanitation and hygiene in the camps, that there was no time for inter-cluster coordination and the WASH cluster would let the other clusters know when the situation in the camps was sufficiently improved to start thinking about other lesser priorities.



Insight sheet 4 Shelter Cluster’s Technical Officer with Working Group on winterisation Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You met the technical officer in a restaurant on your first evening in town; the restaurant was packed and you were both patiently sipping an overpriced cold drink while you waited for a table.

He was passionate that the real challenge was providing shelter assistance to those who had decided to stay in the high mountains over winter and was complaining that he was having difficulty securing space on helicopters for deliveries. When he finally realised who you were, he was quite open about his criticism of the number of people taking valuable space up on the few available flights to do yet another assessment. It was unclear whether he was referring to WHO staff in particular, UN staff in general or just anyone who was not a shelter person.

Insight sheet 5 Country representative and emergenc y coordinator of a major Health INGO Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You studied together and your paths have crossed a number of times over the intervening years. He has been in the country for a number of years focused primarily on development work. They were able to respond very quickly to the current emergency and have generally excellent relationships at all levels within the MOH. His NGO is not formerly a part of the Global Health Cluster, and although he personally is not as anti-cluster as some in his organisation, he frankly does not feel he or any of his senior staff have the time to participate in further coordination meetings; his priority is to form, train, deploy and support his health teams as they push ever further into the previously cut off areas both assessing and bringing emergency health assistance.

Insight sheet 6 Local Health NGO – Chief Executive Officer Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. The WHO representative insisted that you met the CEO. He is a medical doctor and very proud of the NGO he has formed. He appears to be very influential within the medical profession and his NGO relies on private donations. He also appears to have considerable influence with the MOH. He assures you that his organisation and a number of other national NGO can, with the support and recognition from the cluster, have an immediate and long lasting health impact not only during the emergency but also during the recovery phase when he claims many of the international NGOs will already have abandoned this emergency for the next new-grabbing event. He provides you with a long list of organisations which must be invited to the Health cluster coordination meetings.

Insight sheet 7 Military - Logistics and Transport section… rank of Colonel Each participant has one insight sheet so that they can bring to their group their insight of what a specific stakeholder may feel or think. You are ex pected to feed your insight into your group’s discussions in a realistic way. Do not read it out or give it to the other members of the group. You have a mutual friend who has asked the Colonel to make you welcome in his country. He has made time to meet you at your hotel although he is very busy. He is obviously a military man through and through, and does not understand why there can not be a clear command structure within the international community which then reports into the Pakistan military command structure. He expresses considerable frustration at what he sees as an excessive number of long coordination meetings he or one of his staff is expected to attend with where much is discussed but little is decided. He feels the military should be left to get on with the excellent job he feels they are doing. He suggests that emergency supplies coming into the country should be simply handed over to the military.


Sitrep request WHO’s Director General is chairing the Pakistan crisis meeting in HQ today.

The Assistant Director General, Humanitarian Action in Crises, will be attending and requires a sitrep on the health response in general and WHO’s lead cluster role in particular. Your sitrep should be delivered, hand-written, to the Operations Centre by 09:45 today.

Talking points request The Humanitarian Coordinator and the Pakistani Minister responsible for the response are holding a joint press conference this evening which will be televised live on the BBC, CNN and Al Jazeera. The Humanitarian Coordinator requires 5 talking points from the Health Cluster.

These should be delivered, hand-written, to the Operations Centre by 17:00 today.

Meeting with the WR (Not used in Alexandria) The WR is to chair the first Health Cluster Coordination meeting but will be on mission until just before the meeting. You have been asked to organise the meeting on behalf of the WR. The WR has asked you to email instructions to [email protected] who will send out invitations to participants. The WR is keen to see coordination with the Nutrition, Shelter and WASH sectors addressed during the meeting. The instructions are required by 12:15

mailto:[email protected]


Map1 See PDF file


Map2 See PDF file


Initial Rapid Assessment This was not issued in Jakarta - but should have been!

• A powerful earthquake (7.6 on the Richter scale) struck northeast of Islamabad, Pakistani Kashmir, near the Indian border, just before 0900hrs local time. The affected area comprises forest-clad mountains about 92 km. from the border. The first quake was followed by a series of aftershocks of magnitudes between 5.4 and 5.9.

• The areas affected in Pakistan include a number of districts in NWFP, Punjab, and AJK where a number of villages have been reported destroyed

• Cities affected are : Islamabad, Muzaffarabad (Kashmir) and Rawalpindi, • Several buildings in residential areas have collapsed in Islamabad and a significant number of people

are feared to be trapped in the rubble. • Initial reports indicate significant damage to buildings in the disaster area; high mortalities and casualties

are expected. Pakistani authorities have indicated the death toll could run into thousands. • Several power lines have been broken resulting in power outage in most places and outbreaks of fire in

some places • Significant military and civilian resources have been deployed by the Pakistani authorities to provide

search and rescue measures. • Lacking detailed assessment, the immediate potential health concerns are related to high mortality

resulting mainly from trauma and asphyxia. Temperatures are also reported to be very low with thick dust noticed in the atmosphere.

• Shortage of surgical supplies and medicines has been reported by Government authorities as a result of a dramatic increase in numbers of trauma cases and the severe damages to health institutions. However, there is a risk that an un-coordinated inflow of medical supplies will result in duplication of efforts causing an unnecessary logistic burden.

• Massive damage to water and sewage systems. • Severe damage to health facilities has been reported. Major hospitals in the effected area have

collapsed and/or severely damaged with many health personnel lost. • Continued power outages can lead to disruption in the cold chain system, damaging stocks of vaccines

and specific medicines. • Ensuring that hospitals and health facilities are operational have the necessary equipment and supplies

to deal with the wounded • There are pressing needs in restoring emergency health services in the effected areas. Immediate

recovery of damaged health facilities and strengthening of health manpower and other alternative solutions are vital.

• Logistics and medical supplies mainly those needed for trauma and water and sanitation will remain vital for the initial period.

• Ensuring a coordinated international health response that is based on assessed needs. • A total of 23 hospitals and three Tuberculosis hospitals have been completely destroyed in the affected

areas. Of the more than 600 primary health care centres, including maternity health centres, leprosy clinics, etc., in the affected region, many have been destroyed or severely damaged. Assessments will take place soon.

• Because of the shifting of the earth’s crust after the earthquake, many water springs have dried up, causing insufficient quantity and quality of drinking water especially in Bagh.

• Large number of cadavers (only 100 per day can be “cleaned”) DO NOT form a health threat. For relatives of the deceased, it is important that these be identified previous to burial.

• The District HQ (DHQ) hospital (122-beds) in Mansehra although severely damaged is now overloaded with cases. Most patients in Mansehra are being treated in the open outside the hospital.

• MOH has established two cells of co-ordination – one in Mansehra and one in Muzaffarabad. • MOH has set up treatment center at Rural Health Center Shinkiari, 150 tents donated by UNFPA, will be

used at DHQ and Shinkiari • Ministry of Health has sent in Coordinators to different geographical locations for coordination:

o Mansehra – Dr. Zahid Larik (0300-8354837) to coordinate medical relief efforts for NWFP o Muzaffarabad – Dr. Zareef (0304-5187701; 0320-4904153) to coordinate medical relief efforts for

AJK o Battagram- Dr. Imtiaz (0300-8550796) o Dr. Nasima Jogezai, MOH (0300-5121568) is in charge of receiving all medical teams. o The Armed Forces Deputy Surgeon General Major General Farrukh Sahel to coordinate all field

hospitals (56130136; 56131433; 56133908)


Information sheet on Pakistan See PDF file


Scenario – Pakistan Earthquake 2005, Part 2 1 Further information in now available on the impact of the earthquake: The number of homeless has been revised upwards to 3.5 million.

As much as 84% of the physical structures in AJK and 36% in NWFP collapsed. The high migration rate of able-bodied men from the earthquake-affected areas to cities in Pakistan and abroad for work has left women and elderly men with the responsibility for organising rescues within the villages and for making decisions on whether to leave the affected areas. Cultural practices normally require segregation of the sexes. With ‘visibility’ of women currently high, concerns over possible incidents of sexual or gender-based violence are increasing. Recognising that normal winter coping mechanisms have been compromised by the earthquake, GoP policy to date has been to set up ‘formal’ tented camps in the valleys for all who venture down, but not to allow out-migration from ‘areas of origin’. The huge access problems are complicating the relief effort. Spontaneous relief efforts from within Pakistan are seeing convoys of trucks, small and large, clogging all roads. Unable to reach their intended destinations, large quantities of un-sorted second-hand warm clothing is being dumped at the roadside. Perishable food commodities are similarly being dumped and being claimed by the ‘fittest’ for re-sale in the severely disrupted markets. Air transport is essential. Heavy rain and early snowfall in the immediate aftermath of the earthquake, combined with the expectation of a hard winter, resulted in a ‘race’ to get food, tents, blankets, and clothing distributed before the onset of winter.

Relief agencies recognise that ‘winterization’ of tents is required, but have little idea of how to achieve this. The issue of ‘thermal protection’ (insulation and need for heating) needs to be clarified. Meanwhile, tens of thousands of poorly manufactured canvas tents have been thrown out of military helicopters as they hover above stranded villages at high altitude, with no records kept.

On 20th October a special HOC meeting decided to advise GoP that its policy of inducing ‘affectees’ (as they are now known) to come down from the mountains is unrealistic as there is simply not enough valley floor space to house them all, and that they must be helped where they are to make best possible use of salvage. The next day, GoP agrees, and the shelter policy shifts. Operation “Winter Race” is borne: a race to supply adequate transitional shelter supplies, tools, food, utensils, and hygiene & sanitation materials in situ, starting with those living at the highest altitudes. It is now 22nd October and you are under pressure to demonstrate how the Health Cluster will under your leadership respond to the changing circumstances over the coming weeks and months.

1 This fictional scenario and related material have been developed for training purposes. Although they have been adapted from accounts of actual events and issues related to the October 2005 Pakistan earthquake, the materials should not be taken as representing fact. Nor should the case be taken as a true description of any organisation or individual. Materials have been edited and adapted to fit the training exercise as has timing of the events.


Guidance to participants on outputs There will be two outputs:

• A document including: o the health components of the Flash Appeal

o how they propose to run the Health Cluster

• A presentation

The HC has requested a soft-copy of the documents latest by 30mins before the meeting described below. The documents should be submitted to the TT room for printing.

The presentations will be made at the inter-cluster meeting convened by the HC, time to be advised. The inter-cluster meeting will be attended by a panel of senior government officials, representatives from some of the major donors and senior UN officials. In the interests of transparency, representatives of a range of stakeholders will attend as observers. Each cluster will have a maximum of 10 minutes (note - subsequently changed to 7 minutes to cater for mosque Friday prayers) to make a presentation on their components of the Flash Appeal and how they propose to run their Cluster

There will be 10 (changed to 7) minutes for questions from the panel immediately after each presentation. .


Panel checklist

Group Number:

Output – FA and presentation – to be filled out by panel for all groups

Format and content Flash Appeal

Format and content of Cluster organisation

Effectiveness of presentation

Evidence of well coordinated cluster

Overall Confidence in cluster’s ability to meet the health needs

Process– to be filled out by resource person only w hen assigned to that group

Evidence of teamwork and support

Comments on process of producing plan (e.g. team meetings, sitreps, WR meeting, group organisation etc)


11. Administrative checklist

Stationery The following items are required based on 30 participants, 15 training team members and 5 spares

• 50 folders (1.5 or 2 inch A4 ring binders)

• 50 sets of dividers each with 10 sections

• 50 name tags (with blank card - participants to write their own names with thick marker)

• 50 note pads

• 50 pens

• 50 pencils

• 2 pencil sharpeners

• 12 pads of paper for Flip Charts – 12 pads

• 2 paper punches – 2 (one in training room for handouts etc and one in secretariat room)

• 2 staplers

• 2 boxes of staples

• 2 staple removers

• 2 pairs of scissors

• 5 packs of Patafix UHU or Bluetak

• 2 rolls of transparent tape

• 2 roles of masking tape

• 10 reams of photocopy paper

• 80 flip chart marker pens (20 black, 20 red, 20 blue, 20 green). Ensure they are thick-tipped pens for flip chart (not whiteboard) so writing can be easily visible from 10 metres

• 1 box permanent markers – different colours (thin tip) – for CDs and files

• 50 USB memory sticks

• 300 A5 VIP Coloured Cards - various colours

Training rooms

Rooms required

A total of five rooms are required:

• Main training room: One main training room with sufficient space for 30 participants to be seated around 5 or 6 round tables in an arc (with no second row!) facing the presentation area. The presentation area should have sufficient space for the presenter to move freely in front of the screen with a table for a data projector and a table for his/her notes, handouts and props. At the back of the room there should be an area where up to 5 resource persons can sit and listen to the session without distracting the participants if they need to take notes etc. There should be sufficient space for group exercises (standing in a circle). There should be sufficient wall-space for flip-charts, VIPP cards etc.

• Coffee break space: Outside the main training room there should be space nearby for refreshments to be served during coffee breaks. Direct access to a terrace or garden for coffee breaks is desirable.

• Breakout rooms: Four breakout rooms adjacent to the main training room, each with sufficient space for 8 participants to be seated around one large round table.

• Training Team Room: One training team room close to the main training room with sufficient space for 10 training team members to be seated around one large table plus a minimum of three smaller tables for individual work.

• Secretariat room : for printing, etc. This can be combined with the training team room provided additional space is provided.


General requirements

All rooms should be:

• Secure so that equipment can be left unattended during breaks and overnight

• Well ventilated and lit with natural light and ventilation wherever possible

• Private and quiet enough so that participants and the training team can work without fear of being either distracted by noise from without or being overheard by people passing by

• Within walking distance from participant accommodation when provided but far enough away from any offices, shopping malls etc to avoid any temptation to just “pop into the office” or “pick up that ….”.

• WIFI is required in all rooms but it should be possible to turn it off in the training and break out rooms to avoid participants being distracted by emails etc to do with their “day job”.

Equipment

• 6 flip chart stands are needed.

• One data projector, laptop and screen in the main room

• One computer, heavy duty colour printer and heavy duty colour photocopier in the secretariat

Printing The participant pack is a 20 page document including key references The training team pack is a 70 page document including all materials for the course

These packs can only be printed immediately before the course and then have to be put into folders – see stationery – this will usually require that they are printed and copied in the training team room by administrative support staff.

• Each participant receives one copy of the participant pack.

• Each training team member receives one copy of the training team pack and one copy of the participant pack.

Internet access Participants require free internet access; if the course venue normally charges for access, this should be negotiated as part of the package. Asking participants to pay for internet access results in long and frustrating discussions which detract from running the course

Meals Participants should be asked if they have any dietary requirements (e.g. vegetarian) and the venue informed accordingly.

Other Arrange for varied refreshments in coffee-breaks, varied selection of teas, soft drinks if possible. Snacks should include fresh fruit.

Date post:	18-Aug-2018
Category:	Documents
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