EAHA DM 5.1: Writing the Plan - Captions

This is a remix of 5.1: Writing the Plan narrated by Roy William Mayega (Makerere University). The original video (without captions) can be found at http://www.youtube.com/watch?v=CRs5nR1S7uI. This video is part of a learning module from the East Africa HEALTH Alliance called Public Health Emergency Planning and Management for Districts. The full module and the video transcript can be accessed at http://openmi.ch/disaster-mgmt. Copyright 2009-2019 Roy Mayega (Makerere University). The video, transcript, and module are all shared under a Creative Commons Attribution (CC BY) 3.0 License: http://creativecommons.org/licenses/by/3.0/.

(English captions by Trisha Paul, University of Michigan)

After completing the capability based plan
using the matrices, you have to write the plan

The plan should have background information
on the situational analysis, purpose and objectives

of the plan, institutional and legal frameworks
for operationalisation of the plan.

This is called, the planning matrix is called,
'relational data' because the items are related

to each other under strategic objectives,
operational objectives, and activities.

However, the background information to the
plan is called 'non-relational data' because

it is descriptive.

It is important for advocacy purposes defining
the concept of operation, showing who is in

charge, showing the justification for the
capability tables by showing a succinct disaster

hazard analysis plan that you earlier on developed.

We shall introduce you also to the ADEPT planning
method.

ADEPT is short for Automated Disaster and
Emergency Planning Tool.

It is best on the matrix that you have been
using, on an electronic form of the matrix.

It converts relational data in a plan into
an automated electronic reference so that

you sort by activities, by time, and by person
responsible, and you are able to quickly get

to what you want.

ADEPT recommends the following approach to
planning: establish a partnership, determine

the planning context, collect the planning
data, make the plan, negotiate the plan, write

and present the plan, validate the plan, and
revise the plan accordingly.

Populate the plan with relational data, that
is, prepare the SOA Matrix for each capability.

Thereafter, populate the plan with non-relational
data, that is, prepare a succinct background

to the plan.

Present relational data in tables, that is,
a matrix, one table per capability.

Capability tables are to contain strategic
objectives, operational objectives and activities,

and responsible parties, and the times and
budgets.

For reemphasis, this is an example of the
matrix.

In this session, we are mainly concerned with
the non-relational data.

Determine what non-relational headings are
desired, and assign responsible parties to

write or collect information on these non-relational
items that is the background information.

Write or collect information on each heading.

Headings proposed include introductory material,
the purpose of the plan, the concept of operations,

the plan development and maintenance, and
then authorities and references.

This is an example of the detailed plan headings
that you are going to use to develop the background

material to your plan before you present the
capability tables.

Take some time to flip through them.

Therefore, you show us some administrative
issues in your background, the executive summary,

the approval, the table of contents, how this
plan will be reviewed and maintained, how

the plan will be distributed, and authorities
and references.

In the introduction, tell us the purpose,
scope, policy, and plan organization.

Tell us the situation, the Risk Assessment,
the HVCA that you have already conducted,

put it as part of the situation analysis for
your plan and tell us the planning assumptions.

Describe in detail the concept of operations:
alert, notification, activation of this plan

and how it will be deactivated, command and
coordination issues, communications.

Tell us the roles and responsibilities of
different persons in the event of a disaster.

You may attach addenda showing terms and
definitions, acronyms and abbreviations, tables

of organization, department organizational
chart, divisions and bureaus.

These headings can be modified according to
your situation and context.

Therefore, in the next, following activity,
we will go back to your groups and write a

background to your plan based on this key
that is shown.

Insert a title page, give a brief introduction
of the document, a letter of reference or

statement of authority, situation and assumptions,
a description of the concept of operations:

Who is the leading agency? Are there agencies
that are cooperating? the incident command

structure in the district and how these agencies
would be coordinated. Would there be a disaster

management committee in the district and how
would this relate with all the different parties

in disaster response?

Thereafter, you will insert the capability
tables that you have prepared.

Then, you can insert appendices.

Don't forget to tell us how the plan would
be reviewed and maintained.

You can now start the activity of preparing
the background information.