Establishing and Institutionalizing Disaster Loss Databases: Lessons Learned from Asia Presented by Jianping YAN UNDP/ BCPR/ GRIP Email: jianping.yan@undp.org On behalf of Regional Programme on Capacity Building for Sustainable Recovery and Risk Reduction UNDP Regional Centre in Bangkok At EM‐DAT Technical Advisory Group Meeting, 26-28 October 2009, New York

Outline Programme Background Implementation Modality & Process Experience & Lessons Learned Summary

Programme Background Regional Programme on Capacity Building for Sustainable Recovery and Risk Reduction Implemented by UNDP Regional Centre, Bangkok Outcome: Increased capacity for analyzing disaster trends and their application in decision-making UNDP/BCPR put together a Regional Programme in response to the 2004 tsunami disaster with the goal of “increasing capacities of tsunami affected countries in recovery and disaster risk reduction”. The Regional Programme was implemented in Maldives, Sri Lanka, Tamil Nadu (India), Indonesia and Thailand during Nov 2005 – Dec 2008. The Regional Programme had three components: Information management Training and learning Early warning systems and risk reduction The disaster loss database was implemented under the Information management component with the expected outcome of “Increased capacity for analyzing disaster trends and their application in decision-making”.

The experiences of the implementation of the databases are documented and are available in this report.

Implementation Modality Government Non-government Both the options are considered (including their advantages, disadvantages and limitations). The experience supports the implementation through the government to ensure the sustainability, though there are disadvantages and limitations. The Non-government option is suggested only as a “transition” option with the goal of transferring the database to the government. The next slide discusses the key steps to building the database.

Implementation Process Step 1: Create a DRM/R-enabling environment Step 2: Find an appropriate ‘home’ for the database Step 3: Establish the disaster loss database in the context of country DRR Step 4: Collect, enter and validate data Step 5: Conduct analysis, manage data and ensure sustainability Step 1: This is crucial as without an appropriate institutional and legal environment for disaster risk reduction, the database is not likely to be established or sustained Step 2: Selection of ‘host agency’ and its capacity is crucial for the establishment and ownership of the database. Step 3: Establishment of disaster loss database must involve assessment of data sources, customization of the software, necessary training and orientation to the staff. Step 4: Data collection, entry and validation could go simultaneously. Great care needs to be undertaken to ensure that the correct data is entered and there are checks and balances to eliminate error. Step 5: After establishment of database, analysis should be undertaken and shared with key stakeholders. The analysis must be tailored to meet the needs of the host agency so as to increase ownership and sustainability.

Experience & Lessons learned (1) 1. Integral part of DRR initiatives 2. DRR-enabling environment to ensure the government ownership 4. Capable host institution 5. Customization and localization (e.g. tool & manual, etc.) 6. Training and professional development Capacity of the proposed implementing partner is crucial to achieve successful implementation of the database. The project activities must focus on building capacity of the partner institution so as to ensure institutionalization and sustainability. The approach to the project implementation was to ensure government ownership. One way to achieve this was to customize the database to meet the government needs (i.e. to help them perform the mandated functions efficiently). The database was not developed as a standalone activity, rather it was linked to support DRR in the country (DMC in Sri Lanka, BNPB in Indonesia use it for DRR). The Regional Programme provided technical support with the implementation (through missions, remote email and telephone support) and also to ensure that it is coherent with the ongoing DRR activities supported by the UNDP Country Offices. Data sources, collection and validation Data sources: Good assessment of various sources of data (government records, media, research institutions, NGOs) must be undertaken to ensure reliability and credibility. Data collection: Good data collection system should be put in place to ensure that the persons engaged in collection of data understands the definitions and terminology correctly. Validation: There should be checks and balances to ensure the accuracy and quality of data.

Experience & Lessons learned (2) 7. UNDP technical support and backstopping 8. Data sources, collection and validation 9. Decision maker specific analysis 10. Advocacy for a better understanding of the use and benefits of the database, i.e. policy development, planning and programming 6. Analysis: Analysis must be undertaken to share the findings with stakeholders. 7. Training: Technical training (for Disaster Inventories Associate) and others should be conducted and also periodic refreshers training should be organized. 8. Customization and local adaptation: It was taken as a priority in each country. For example, Thai language interface was added to the database and later Bahasa Indonesia was also added to ensure its acceptability by national institutions. 9. Tools /manuals: English version for the server and analysis were developed. The Associates in each country developed their own version of the manuals and reference materials. Need for more (customized) reference materials was felt by the countries. 10. Advocacy tools/ support: There are few advocacy materials to share with stakeholders. More such reports, handouts and flyers are needed.

Summary (1) The disaster loss databases implemented in Asia are strongly supported by the institutional and legal systems of the target countries, which ensure the government ownership and sustainability of the databases. UNDP, together with other international organizations, plays an important role in supporting the capacity development of the host institution. The Government of Sri Lanka passed the Disaster Management Act in May 2005 which led to establishment of the Disaster Management Centre (DMC). The DMC has the legal mandate to build a disaster loss database and use it for planning and decision-making. The database implementation focused on developing capacity within DMC. The Disaster Inventories Associate was imparted technical training and was assisted all the time by the technical team based at UNDP Regional Centre in Bangkok. A number of regional learning events were organized in Bangkok (bringing expertise and experience from institutions such as CRED, Munich Re and ADRC). Extensive customization (e.g. adding new disaster type “Urban Flood”) of software was undertaken to ensure that it meets the requirements of the DMC. On the government side, there was good understanding of the benefits of the such a database. The government has made use of the database for various purposes, such as prioritizing districts for allocation of funds and reporting on disaster events.

Summary (2) It is highly necessary to customize the methodology and tool to meet the specific needs of the country, while ensuring the compatibility of the databases internationally. The quality control and application of the collected loss data remain a challenge. The Government of Sri Lanka passed the Disaster Management Act in May 2005 which led to establishment of the Disaster Management Centre (DMC). The DMC has the legal mandate to build a disaster loss database and use it for planning and decision-making. The database implementation focused on developing capacity within DMC. The Disaster Inventories Associate was imparted technical training and was assisted all the time by the technical team based at UNDP Regional Centre in Bangkok. A number of regional learning events were organized in Bangkok (bringing expertise and experience from institutions such as CRED, Munich Re and ADRC). Extensive customization (e.g. adding new disaster type “Urban Flood”) of software was undertaken to ensure that it meets the requirements of the DMC. On the government side, there was good understanding of the benefits of the such a database. The government has made use of the database for various purposes, such as prioritizing districts for allocation of funds and reporting on disaster events.

FOR FURTHER INFORMATION, PLEASE WRITE TO: Rajesh SHARMA UNDP Regional Centre in Bangkok Email: rajesh.sharma@undp.org