1. Haleh Kootval, Samuel Muchemi Public Weather Services Programme
MOUs and SOPs
Haleh Kootval, Samuel Muchemi
Public Weather Services Programme

2. A Memorandum of Understanding (MOU) and its importance
Is a formal arrangement to guide the joint activities between two or more parties
Expresses a convergence of will between parties for common line of action.
In case of NMHSs it supports delivery of quality information and services (e.g. warnings to enable citizens make effective decisions regarding their health, safety and economic activities)

3. Structure of an MOU Identification of parties
Background (context, general objectives, purpose …)
Definition of Terms
Legislative context (reference to relevant legislation, regulation)
Aim (intended outcome, benefits …)
Scope (circumstances MOU applies/does not apply)

4. Structure for an MOU Joint undertakings and responsibilities
Cooperative activities of each party
Resources exchange arrangements
Timelines, milestones
Communication protocols
Terms of Operation
Duration of MOU
Cancellation
Review process
Dispute resolution
Waivers and rights for claims against one another
Copyright provisions
Privacy agreements of each party
Amendment principal

5. Structure template for an MOU
Official endorsement (signature block)
Focal Points (Names and contacts)
Annexes as required (work plan, milestones, timelines, budgetary matters)
Reference:

6. STANDARD OPERATING PROCEDURES
(SOPs)
… detailed, written instructions to achieve uniformity of the performance of a specific function …
test footer

7. Standard Operating Procedures (SOPs)
A set of written instructions that document a routine activity followed by an organization, for example, how two agencies will routinely work together during a severe weather event
SOPs are agreements that focus upon operational or procedural matters (more than an MOU would)
Assist organizations to maintain quality control and quality assurance processes and ensure compliance with government regulations

8. SOP Preparation
A team to determine what procedures or processes need to be documented
SOPs should be written by individuals who are fully knowledgeable about the activity and the organization's internal structure
Sufficient detail

9. General principals for developing an SOP
An SOP is a prescribed set of steps to be followed routinely or when certain defined conditions arise (e.g., when severe weather develops)
Contains a written procedure of tasks that need to be undertaken
SOP checklist steps provide operational staff a ready reference of what is expected thus avoid risk of missing key actions
SOPs best written simply so anyone can follow the instructions hence procedure is completed in the same way and to the same standard always

10. Structure of SOPs Purpose, scope and applicability (what?, who?)
Task (people, skills, safety, target)
Method summary
Definitions
Name of the organization
The title of the SOP (Identifies activity/procedure)
An identifying code number (for different tasks)
Version number
Table of contents
The authorization page (Organization, Signatures, date)
Page numbers

11. SOP General Format Cover Page: The name of the agency
Title to clearly identify the activity or procedure
SOP identification (ID) number
Date of issue and/or revision
Division, and/or branch to which the SOP applies
The signatures and signature dates of those individuals who prepared and approved the SOP
Table of Contents.

12. WORK FLOW AND SOPs

13. Synergized Standard Operating Procedures (SSOPs)
What are SSOPs?
SOPs that are harmonized for effective coordination among national, regional, local governments, and departments,and across social and economic sectors
Sensitive to varying of cultures
Flexible and applicable in a variety of situations
Integrates NMHSs, the Disaster Management Agencies, and other agencies in a detailed manner

14. Synergized Standard Operating Procedures (SSOPs)
Why SSOPs?
To enable Multi-hazard Early Warning Systems work efficiently and effectively through:
improved coordination and synchronization,
clearly defined roles and responsibilities
Increased homogeneity
development of new SOPs by stakeholders who need but do not have SOPs

15. Benefits of SOPs
SOPs:
Minimize variation and promote quality through consistent implementation of a process or procedure within the organization