Coordination

Ensuring collaboration with partners and relevant groups.

Table of contents

Overview

At the onset of a disaster, the ETC looks at the situation on the ground, asking questions like:

  • What voice and data services are available for the humanitarian community?
  • How are the residents going to communicate with each other?
  • What technology, like the power grid and satellite coverage, is still working?
  • What do government and local partners need to do their job?
  • What options, such as solar panels or unmanned aircraft systems, are available to us?


Next, the ETC makes recommendations to set up the communication ‘backbone’.

A collaboration forum is held to share common approaches, access common tools and share best practices with government and humanitarian partners. 

The dedicated ETC Coordinator is the link between the NGO community and the ETC, whose job is to issue regular Situation Reports (SitReps), factsheets, operational document summaries, and global information update teleconferences; survey and share user satisfaction so that services can be improved; and liase with the ETC communications team to share photos, feature stories, blog posts, and social media with the public and donors. 

C.1 Common Security Telecommunications Assessment

Standard/Optional service: Standard

Activation time: 1st week

Assessment of common security telecommunication infrastructure needs for Humanitarian community.

Purpose

Identify gaps and requirements for enabling MOSS compliance (please see MOSS documentation for details). Identify existing resource gaps and requirements

Description The purpose of the security telecommunications assessment is to identify the current status of communications infrastructure within the operational theatre. Once completed, the assessment will identify gaps within the telecommunication infrastructure and based on those gaps will develop recommendations which form the basis for the provision of a common security communications backbone and also identify other potential projects.
Service Description Status  Final
Standard features Prepare a report that describes the present status of and recommendations on: VHF network - Frequency allocations - Coverage and capacity - Usage (no. organizations/users, operational schedule) - Regulatory UHF network - Frequency allocations - Coverage and capacity - Usage (no. organizations/users, operational schedule) - Regulatory HF network - Frequency allocations - Coverage and capacity - Usage (no. organizations/users, operational schedule) - Regulatory Satellite phone - Network availability identification and any restrictions (Thuraya, Iridium, etc). Radio Rooms - Capacity of agencies - Trained qualified staff Review of MOSS situation and requirements Importation, licensing and other regulatory requirements ETC coordination through local/global working groups
Optional features Not applicable
Details of service level The assessment is based on the Assessment Report template and will cover all the relevant items in the assessment checklist
Activation trigger Emergency is declared and ETC activated
Deactivation trigger Emergency is declared and ETC activated
Time for service delivery after activation  Basic services could be provided within 48 hours subject to nonexisting security telecommunication infrastructure in the area of operations. Report is prepared and disseminated within XXX days
Dependencies
Not applicable
Responsibilities of service recipients To ensure their security communications capacity and requirements are communicated/made known to the assessment team for inclusion in the report.
Cost to service recipients  No cost of the service during the project
Technical support Local ETC
Maintenance arrangements  Local ETC
Name of provider(s)  Global ETC

C1.1 Common ICT Infrastructure Assessment

Standard/Optional service: Standard

Activation time: 1st week

Assessment of common ICT infrastructure needs for humanitarian community.

Purpose

 

Identification of Local and Wide Area Network infrastructure needs for voice and data for the humanitarian system. Identification of technical specifications and unmet requirements related to ICT infrastructure.

Description The purpose of the ICT Assessment is to review the capacity and operational status of the existing voice and data services available to the humanitarian community, and to assess whether these are satisfactory or what additional common ICT services are needed to support the operations of the humanitarian community. This will include: - Documenting the existing voice and data services available to the humanitarian community in the area(s) of operation, this will include local public infrastructure and services and private/independent solutions of humanitarian organizations. - Identification of gaps relative to the standard ETC services. - Assess the key ICT priorities and service offerings defined. - Identification of requirements which will enable and support ETC service catalogue activities and operational requirements in respect to emergency voice and data services for the humanitarian community.
Service Description Status  Final
Standard features -Assessment report based on the ICT Assessment Report template and report checklist. - Key findings and recommendations. - Identification of unmet requirements which will for basis/justification for future ICT infrastructure projects
Optional features Identification of feasibility for provision of permanent and long-term voice and data services for the humanitarian community.
Details of service level The report will identify existing and required infrastructure and resources to support emergency voice and data services, these include: Voice Connectivity - PTT landline services - Cell phones, SMS, 3G/4G - SMS - Roaming - Sat Phones - Skype/VoIP - PBX Data Connectivity- upstream connectivity - BGAN - VSAT options - Local providers (ISP, WiMAX, GSM, 3G/4G data) - Existing UN infrastructure Data Connectivity- last mile - Point to point - Wireless provision - Provision of cyber cafe type of emergency data connectivity and voice telephony. High Definition Video Conference. Data center with server hosting. Disaster recovery service for data.Human resource capacity and staffing requirements Environmental requirements - Electrical - Air conditioning Post initial emergency (60 days+) assessment of common infrastructure (long-term data and voice communication services) requirements including cost sharing and service charge back.
Activation trigger Emergency is declared and ETC activated
Deactivation trigger Emergency is declared and ETC activated
Time for service delivery after activation  24 hours
Cost to service recipients

No cost of the service during the project

Technical support  Local ETC
Maintenance arrangements Document to be reviewed during Flash Appeal, revision/review/revise as appropriate.
Name of provider(s) Local ETC
Provider contact details  Local ETC
Sponsoring agency/ MoU  Global ETC

C.2 Liaison with Government Authorities

Standard/Optional service: Standard

Activation time: 1st week

Act as the single focal point with government authorities on behalf of the humanitarian community for all radio, voice and data communications related matters including importation, frequency licensing and customs support. Frequency usage/control and allocation (VHF and HF).

The local ETC coordinator or designate will act as focal point with local government agencies to facilitate and enable the use and importation of emergency ICT equipment and approval of licenses that may be required.

Purpose

Identification of Local and Wide Area Network infrastructure needs for voice and data for the humanitarian system. Identification of technical specifications and unmet requirements related to ICT infrastructure.

Description The purpose of the ICT Assessment is to review the capacity and operational status of the existing voice and data services available to the humanitarian community, and to assess whether these are satisfactory or what additional common ICT services are needed to support the operations of the humanitarian community. This will include: - Documenting the existing voice and data services available to the humanitarian community in the area(s) of operation, this will include local public infrastructure and services and private/independent solutions of humanitarian organizations. - Identification of gaps relative to the standard ETC services. - Assess the key ICT priorities and service offerings defined. - Identification of requirements which will enable and support ETC service catalogue activities and operational requirements in respect to emergency voice and data services for the humanitarian community.
Service Description Status  Final
Standard features -Assessment report based on the ICT Assessment Report template and report checklist. - Key findings and recommendations. - Identification of unmet requirements which will for basis/justification for future ICT infrastructure projects
Optional features Identification of feasibility for provision of permanent and long-term voice and data services for the humanitarian community.
Details of service level The report will identify existing and required infrastructure and resources to support emergency voice and data services, these include: Voice Connectivity - PTT landline services - Cell phones, SMS, 3G/4G - SMS - Roaming - Sat Phones - Skype/VoIP - PBX Data Connectivity- upstream connectivity - BGAN - VSAT options - Local providers (ISP, WiMAX, GSM, 3G/4G data) - Existing UN infrastructure Data Connectivity- last mile - Point to point - Wireless provision - Provision of cyber cafe type of emergency data connectivity and voice telephony. High Definition Video Conference. Data center with server hosting. Disaster recovery service for data.Human resource capacity and staffing requirements Environmental requirements - Electrical - Air conditioning Post initial emergency (60 days+) assessment of common infrastructure (long-term data and voice communication services) requirements including cost sharing and service charge back.
Activation trigger Emergency is declared and ETC activated
Deactivation trigger Emergency is declared and ETC activated
Time for service delivery after activation  24 hours
Cost to service recipients

No cost of the service during the project

Technical support  Local ETC
Maintenance arrangements Document to be reviewed during Flash Appeal, revision/review/revise as appropriate.
Name of provider(s) Local ETC
Provider contact details  Local ETC
Sponsoring agency/ MoU  Global ETC

C 5.0 Collaboration Forum

Standard/Optional service: Standard

Activation time: 1st week

Implementation of or collaboration with existing, regular ICT inter-organization meetings (e.g. ETC WG, ICTWG). Collaboration Forum description.

Purpose To provide an electronic platform for information exchange and collaboration for ETC members and other humanitarian organizations at the local and global level. To nurture the exchange of ideas concerning the global ETC business.
Description - The forum provides a facility for the humanitarian community to exchange ideas and collaborate on current country specific and global ETC related issues.
- The forum is a repository of information about previous emergencies.
- The forum fosters the development of an ICT Community of Practice (CoP) where users can browse training opportunities, share common approaches, access common tools and share best practices.
- The forum provides for public information related to ETC activities.
- The forum is used as a repository for the global ETC meetings, plenary and other related bodies.
Service Description Status Final
Standard features - Web platform - Moderator - User authentication - Country/emergency specific standardized sub sites. - Thematic sub sites (training, meetings, events, best practices). Subscriptions (RSS) - Users can post content. - Users can comment on posts.
Optional features  Sandbox
Activation trigger ETC Cluster activation/deactivation
Deactivation trigger ETC Cluster activation/deactivation
Cost to service recipients No cost of the service during the project
Technical support
Local ETC, Global ETC

 

C 8.0 Dedicated ETC NGO Coordinator

Standard/Optional service: Standard

Activation time: 2nd week 

Dedicated NGO coordinator to ensure NGO needs are considered in planning ETC operations. Service to be deployed on a case by case basis.

Purpose Lack of awareness of the role of the ETC and services provisioned by the ETC to the NGO community. Limited NGO engagement and representation at the ETC Working Groups locally, resulting in NGO needs not effectively captured in planning and implementing.
Description - The link between the NGO community and the ETC while working as an integrated part of the ETC team. While serving the NGO community, the ETC NGO Coordinator will remain accountable to the ETC Coordinator.
- Ensure that the needs and requirements of the NGO community are included in the overall response plan of the ETC.
- Develop, enhance and maintain relationships between the ETC and the NGO ICT focal points, this to allow for collaboration on common projects. This involves organizing and holding regular NGO ICT coordination meetings.
- Engage with the NGO community to conduct requirements analysis, determine and aggregate demand for common ICT infrastructure and services in operational areas and prepare appropriate ICT project plan and budget that informs overall ETC project plan and budget.
- Facilitate and coordinate the portfolio of ETC projects across the NGO community. This would entail involving NGOs to contribute in the planning, designing, implementation and maintenance of ETC projects.
- Review the efficiency effectiveness of common ICT services provisioned to the NGO community by the ETC, and provide feedback to the ETC Coordinator.
- Coordinate relevant documentation and reporting for response and share documents on the HEP. This documentation includes, but is not limited to, assessments documents, project plans, budgets, project reports, transition plans and lessons learnt.
- Develop a communications strategy and ensure communication of relevant information and updates to key stakeholders within the NGO community and ETC. This includes ensuring that the NGO community is fully aware of the role and activities of the ETC as well as the services that are available or can be made available to NGOs.
- Establish, build and maintain relationships within the humanitarian aid community operating in the disaster areas, on behalf of the ETC. Be a key participant in the local ETC Working Group meetings and the global ETC teleconferences communicating the common - Document and communicate lessons learnt within the ETC community. As a result, contribute to the enhancement of the ETC strategies, policies, processes and standards.
- Facilitate development of a long-term NGO collaboration forum for on-going coordination of common ICT programmes.
Service Description Status  Final
Standard features All listed features in the “detailed description” section should be provided as standard features.
Optional features  Not applicable
Details of service level Not applicable, until the ETC defines a Service Level Agreement.
Activation trigger A large scale emergency is declared and ETC activated.
Deactivation trigger - Emergency project completed and service is decommissioned or
- Hand-over arrangements are established to transition the service to local NGO coordination mechanism.
Time for service delivery after activation  Second week
Responsibilities of service recipients 

Service recipients would be the NGO community, whose responsibilities would include;

- Contacting global ETC to determine whether dedicated NGO Coordinator service is activated, through; global.ETC@wfp.org
- Engaging the appointed ETC NGO Coordinator, and communicating ICT service requirements and other information that would be relevant for receiving of ETC services e.g. operational locations.
- Participate in NGO ICT coordination meetings and/or calls convened by ETC NGO Coordinator.
- Provide feedback on the efficiency and effectiveness of ETC services.

Specifications for end-user terminals  Not applicable
Cost to service recipients  No cost of the service during the project
Technical support Not applicable
Maintenance arrangements Not applicable
Name of provider(s)  Any NGO and/or NGO consortium that is a member of the ETC and has the required operational capacity. [In the past, position hosted by: World Vision International (Haiti) and NetHope (Horn of Africa)]
Provider contact details  To be determined during each emergency. Contact WFP for contacts of appointed service provider: global.ETC@wfp.org
Sponsoring agency/ MoU  To be determined

 

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