Insert a short description of any ongoing response and assessments already conducted:

Transcription

1 DNA 2 Terms of Reference Template for Completion Note on the ToR: This document has been prepared to guide agencies responsible for a Disaster Needs Assessment (DNA) in preparing a ToR for the assessment. It is suggested that this is used as a template which can be completed and adjusted as necessary to the specifics of the assessment. 1. General Information Geographic area being assessed Date Lead organization Lead support organization Normally expected to be NDC If an organization is assigned to support the NDC in leading and coordinating the assessment note here 2. Background to the assessment Insert a short description of the disaster and affected area: Insert a short description of any ongoing response and assessments already conducted: Provide background to the decision to conduct a DNA 2 assessment (include when the decision was taken and by whom) 3. Goal of the DNA To provide a shared understanding of the impact of (insert the type of disaster event e.g. flooding in Central provinces or Earthquake in Western Highlands) that: Identifies priority needs of the affected population Provides approximate numbers of affected people Identifies severely affected geographic areas within the overall affected area Provides recommendations to inform strategic decisions on resource mobilization and response planning (these recommendations should be as specific as possible as well as realistic to the time frame). 4. Generic objectives of all DNAs 1. Pre-crisis profile of the affected area and in-crisis information on the disaster Provide general information on what is known about the disaster itself and its impact Provide a description of the pre-disaster situation of the affected area and identify any underlying factors that 1

2 could influence the vulnerability of the affected population Provide quantitative estimates on the number of affected population (based on official figures 1 ). 2. Profile of the affected population Provide an overview of the living conditions of the affected population after the disaster Provide an analysis of the priority needs of the community by sector (WASH, Food Security and Livelihood, Shelter, Education, Health, Protection, and Early Recovery) Give voice to the priorities of the affected people. 3. Findings and recommendations Provide recommendations for immediate response and (if possible) indicate what the likely early recovery considerations will be. Provide a gap analysis according to what is known about any on-going response and the response capacities of key stakeholders in the area (GoB, UN, I/NGO, NGO, and impacted communities) to the degree that is possible based on the information provided Scenarios and next steps Identify potential constraints in providing assistance (e.g. security, logistics, accessibility, administrative, financing) Provide scenarios or trends on the most possible evolution of the situation in the weeks and months to follow (based on lessons learned from past disasters, current conditions, seasonal considerations etc.). 5. Specific objectives of this DNA For each DNA, adapt the generic objectives (above) to this specific assessment based on what is known about the particular disaster, referring specifically to findings from any initial assessments. 6. Geographic coverage and sampling Outline the geographic area covered by the DNA. For example; Province District LLG Name of Province no 1 Name of the affected Districts Name of the affected LLGs Name of Province no 2 Name of the affected Districts Name of the affected LLGs Etc. The exact location of the site for the assessment will be defined based on a purposive sample. The site selection process and sample used needs to be detailed in the assessment report. Include a general map of the affected location area as well as other maps that show the areas of worst impact and greatest needs in the presentation of findings and in the final report. 7. Sampling and site selection 1 If PNG Government endorsed figures are not available this should be stated and an approximation of the likely number of people affected as well as a description of how this number was estimated should be included. 2 It is not the role of the assessment to compile the 3W (who is doing what where) matrix, but this information will be useful if available. 2

3 Assessment coverage of the geographic area outlined above will be based on a purposive sample of sites where people are residing within the affected area. Sampling considerations include a combination of trying to cover all of the different types of locations within the affected are as well as practical considerations. These considerations include: Differences within the affected area (livelihood groups, geography, living conditions, proximity to main access roads and larger centers). The aim here is to consider the kind of differences which will have the greatest impact on how people are affected by the disaster. Logistics (time required to travel between sites and to sites) Number of staff available to form assessment teams. Primary data collection field teams are recommended to be comprised of five people, including a minimum of two women. Security (teams will only visit sites which are considered safe) 8. Assessment tasks 1. Coordination of the assessment and links to broader humanitarian coordination Identify key individuals within organizations who will be providing support to the assessment and form an Assessment Core Group (specific to this assessment). Clarify roles and responsibilities within this group (based on the assessment tasks outlined here), make a contact list for members Communicate to / inform stakeholders on the progress of the assessment through coordination groups as appropriate (e.g. Key Government partners, HCT, donors) Encourage broad ownership of, and encourage participation in, the assessment Identify a field coordination hub, or hubs, depending on the geographic scope of the disaster. This will likely be where a field coordination team stays for the duration of the field work and where the field orientation session for teams takes place Field coordination team should make contact with each field team daily. 2. Secondary Data Review 3 Identify/agree on who is responsible for compiling the secondary data Collect and analyse pre-crisis secondary data to establish a pre-crisis profile of the area Collect and analyse in-crisis secondary data to complement, confirm, and triangulate primary data collection findings Collect and analyse a 3W matrix of the on-going response if one is available (NB this implies utilizing a 3W if it is available NOT compiling one, generating this is not the role of the assessment team) Collect and analyse quantitative information on the affected population from any initial data collection and sitreps. 3. Primary data collection 3 Sources of information for this include: pre-crisis information such as population figures, demographic breakdown, poverty profile, agricultural and livelihood knowledge; qualitative information about the affected region or population from lessons learned from past events, or other studies; and in-crisis information from sources such as assessment reports, media coverage, GoB sit reps, and weather reports. 3

4 Identify people for primary data collection. Teams should include 2 men, 2 women and a team leader (5 people in total) Quickly review and adapt the existing DNA 2 tools (formats and KoBo data capture template) to this specific area and disaster if required / time permits OR utilize them as they are Develop an assessment field plan including selection of sites for assessment Conduct a 2 day orientation session for the Field Assessment Teams Data collection using the agreed formats for Community Group Discussion, Direct Observation Key Informant, Severity Ranking and District Validation Daily data entry and verification of data (by field teams). 4. Data processing and interpretation Clean and check data Produce initial tables, graphs, and maps based on primary data collected visualize the data and assist with initial analysis and interpretation Include quantitative information from other sources if possible 5. Joint analysis Organize and facilitate a joint analysis meeting with multi-stakeholder, multi-sector representation The lead organization is responsible for ensuring that information from the primary data collection and the secondary data review is available at the joint analysis meeting because this will be the basis for the analysis and the findings. Produce findings and recommendations in a format to be shared and discussed during the session (PowerPoint, report etc.) At this meeting, based on the graphs and tables produced from the raw data (above), secondary data, baselines and pre-crisis knowledge, stakeholders are to agree on findings, priorities, and recommendations (findings are validated, priorities and recommendations are agreed). 6. Findings and recommendations dissemination Present the findings and recommendations to the relevant groups of stakeholders (e.g. HCTT, INGO Forum/Emergency Sub Committee) for endorsement and decision-making Disseminate the report through a pre-defined mailing list Publish the report on an agreed website Make raw data available as soon as possible. 7. Lessons Learned workshop At a future time which is suitable to as many stakeholders as possible, the Lead Organization or a stakeholder representing them should arrange a lessons learned event in order to capture the key learning from the assessment to improve future assessment tools and practice. 9. Expected outputs/deliverables Final narrative report (including maps, tables, and graphs) which detail the DNA findings and recommendations Short presentation with the main findings and recommendations Dataset (database) with primary data collected compiled and cleaned (available to all humanitarian 4

5 stakeholders via a web-platform) 10. Roles and responsiblities The Lead Organization is in charge of the overall coordination of the assessment and responsible for providing the final report and present the finding and recommendations. It is expected that the (NDC) will be the lead organization in assessments at the national level in PNG. The Assessment Core Group is a group of stakeholders who commit to support the Lead Organization in the main tasks of the JNA including: Review and adapt Phase 2 Tools Data processing Secondary data review Provide trainers for the orientation sessions The DNA Member Agencies are the organizations who are committed to the DNA by involving themselves in the assessment in the way that suits their capacity and expertise. Most importantly these organizations are expected to provide human resources for the Field Assessment Teams and/or logistic support based on their areas of operation. The commit to informing themselves of the DNA, involving themselves in the assessments and to using its findings as an evidence base for their responses rather than carrying out parallel processes. The Joint Analysis Group is a multi-stakeholder, multi-sector group of humanitarian/development practitioners who commit to sit together as soon as the initial findings from the primary data collection are available in order to agree on the findings, on implications of the situation and, based on these, priorities and recommendations from the assessment that will be shared. The list of the organizations involved in the JNA should be noted in the Annexes of the report with their level of involvement: Name Roles 11. Timeframe The DNA 2 should be completed in less than 3 weeks. The main activities with approximate suggested timeframes are outlined below. This is considered as a guideline only and should be adapted based on knowledge of the specific disaster and it s location. Activity Start day End Day Disaster event is known about OR a disaster event becomes considered significant enough to require an assessment Considered day zero 5

6 Decide to trigger the DNA, begin preparations 0/1 1 Lead Organization forms the Assessment Core Group 1 1 Review DNA planning 1 2 Review the DNA tools and formats 2 4 Review available secondary data 1 7 Confirm the field team composition (for primary data collection) 3 3 Define the purposive sample (list of sites and types of sites) 4 4 Orientation sessions for field teams 5 6 Primary data collection 7 10 Data entry (electronic data capture takes place in the field) 7 10 Data processing Draft initial Phase 2 findings Joint analysis meeting Finalize Phase 2 findings into a report and presentation Present Phase 2 findings to stakeholders Disseminate the Phase 2 findings and report For sudden onset disasters, the day of the disaster is considered Day 0. For slower onset events, day 0 can be considered as the day that the assessment was triggered (i.e. the day that partners recognized the need for information on the impact of a disaster event). The above timeframe is approximate however the importance of timely information is critical for a Phase 2 assessment. Stakeholders should not agonize over a perfect report, it is more important to share information quickly and note its limitations. Even if there has been training on the assessment approach during preparedness, experience from other countries shows that better quality information will be collected if all people involved in data collection are involved in an orientation. 6