Disaster Information Sharing and Related Tools Presented by: Stephen Louis, BusinessTech Research, Inc

Outline Purpose and Objectives of Session Interpretations – “Disaster Information Sharing” / “Information Sharing Tools” Importance of Information Sharing in Disaster Management Information Sharing and CDM Technologies to support Information Sharing Examples of Information Sharing Tools

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

Objectives Understand what is meant by “Information Sharing” and “Information Sharing Tools” in the context of DM Understand how these relate to the CDM approach Be able to identify computer-based technologies available to support information sharing Understand main considerations in determining what tools are most suitable for specific purposes

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

Disaster Management Cycle

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

Information Sharing Tools - Examples Application software for accessing or delivering DM information Websites that maintain DM-related information Computers and communication devices for accessing and sharing DM information A comms network would not be considered an information sharing tools

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

Information Management Process (Simplified) Validation/ Transfor- mation StorageDissemination Sources Users

Information Sharing Validation/ Transfor- mation StorageDissemination Sources Users

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

Role of Information-sharing tools Collaboration among DM partners Training Public Information Warning systems Data collection Resource Management Response coordination

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

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

CDM Strategy and Results Framework Goal: Sustainable Development in the Caribbean region SO: Comprehensive Disaster Management is integrated into the development processes of CDERA member countries. IR-1: Stronger regional and national institutions promote CDM. IR-2: Research and training support CDM. IR-3: Regional institutions and donors incorporate CDM in their own programs and promote CDM to their national members/ clients. IR-4: Preparedness, response and mitigation capability is enhanced and integrated. IR-5: Hazard information is incorporated into development planning and decision making. Source: Bisek et al (2001)

IR-1: Stronger national and regional Institutions Tools need to support good inter and intra-agency collaboration Also need to support capacity development for human and information resources Suitable tools include “groupware” e.g. Microsoft Exchange/Outlook, Lotus Notes/Domino; and Intranets/ Extranets

IR-2: Research, Education and Training Tools needed to build, maintain and access research databases Also need tools for more rapid publication of research, and for “distance” education Can be supported by bibliographic databases with web interfaces E.g. CDERA Doc Centre, CARDIN

IR-3: CDM Incorporation and Promotion Focus on advocacy and influence Tools needed to support dissemination of and access to CDM-related information. Tools also needed to facilitate collaboration among donors, regional institutions, etc. Web-based tools such as public websites and extranets can be used

IR-4: Preparedness, Response and Mitigation Several applications of for computer- based information-sharing tools, both emergency and non-emergency (overleaf) Geo-spatial tools (GIS, GPS, etc) for hazard/risk assessment, websites for Public Information and Education, mobile tools for response damage assessment, response coordination, etc.

IR-4 (con’td) PhaseApplication of Tools Non- Emergency Collaboration and Coordination among agencies, Hazard and Risk Assessment, Preparedness Planning, Public Information and Education EmergencyWarning, Public Safety Information, Command and Control, Damage Assessment, Relief Supply Management, Response Coordination

IR-5: Hazard Information and Planning Tools needed to assist in identifying hazards, analyzing risks and communicating to decision-makers in easily understood format GIS applications, risk modeling software (e.g. storm-surge models), etc. suitable for this purpose.

Considerations for choosing Sharing Tools Allow capture information at source or as close as possible Eliminate or minimize manual intermediate processing stages Deliver information directly to end-user in a form appropriate for intended use Ensure that information is of suitable quality for intended purpose Function adequately within constraints of environment in which it will be used

Additional considerations for Emergency information Timeliness – information should go from source to end-user in minimum time possible Information should be presented in easily accessible format Information should be succinct There should be minimal “overhead” in transmission of information

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

Key technologies to support information sharing Databases Local and Wide Area Network (LAN and WAN) technologies Geo-spatial applications Internet/Web-based applications Mobile applications Note: In many cases several of these technologies are combined

“Geo-spatial” applications Allow information to be related to physical location and other geographical characteristics Based on technologies such as Geographic Information Systems (GIS) and Global Positioning System (GPS) Regarded as an important tools for planning and hazard analysis Also suitable for several other DM purposes

Example of GIS application Shelter location, status, and directions to Shelters (e.g. South Carolina Hurricane Shelter locator -

Internet/Web-based tools Information accessed via the Internet through a “web browser” Can be used for both “static” and “dynamic” data Requires no special software on “client” computer Supports both submission and retrieval of data Suitable for remote access to central databases and

Example of web-based apps CDERA “Online CDM Database” Reliefweb

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

Mobile Devices

Web-based tool example CDERA’s Online CDM Database

Purpose of CDM Database Maintain central database of CDM-related activities - enhanced version of existing CDM Matrix Allow classification of activities according to “Intermediate Results” (IRs) as defined in CDM Strategy and Results Framework Support analysis of CDM activities in the region using various criteria Assist in identification of “gaps” to determine what areas not adequately addressed

Key Design Considerations - 1 Specific requirements stipulated by CDERA (e.g. technical platform). Data accessible by all interested users via Web Decentralized maintenance of data – individual agencies responsible adding and updating their projects Should be easy-to-use for both the end users and the data providers

Key design considerations - 2 Support analysis and evaluation of CDM activities through various types of queries Assist in identifying gaps in implementation - identify activities not present in database or within selected record set

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

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

Data required for projects Project Summary Objectives Activities Outputs Outcomes Beneficiaries Collaborators Countries Funding Keywords

Example Summary Screen