Departmental Disaster Management Plans

A sample outline

Responsibilities of the departments of the State Government

Sec 39 of the DM Act: It is the responsibility of each department of the

State Government to

Take measures for disaster prevention, mitigation, preparedness &

capacity building in accordance with the national or State guidelines.

Integrate into development plans & projects, the measures for

prevention of disaster and mitigation

Allocate funds for disaster prevention, mitigation, preparedness and

capacity building

Respond effectively & promptly to any disaster situation

Responsibilities of departments

Review enactments administered by it, its policies,

rules and regulations to incorporate therein the

provisions necessary for disaster prevention,

mitigation and preparedness

Provide assistance as required by the district

authorities in drawing up the preparedness

mitigation & response plans; assessing damages

and carrying out rehabilitation & reconstruction

Make available its resources for the purpose of

responding promptly & effectively to any disaster

situation

Section 32 of the Disaster Management Act, requires every department of the State

Government at the District levelto prepare their

Disaster Management Plans

Objectives

Dovetailing disaster management in the routineaffairs of the department

Prompt and effective discharge of departmentalresponsibilities during disaster situations

Ensuring safety of departmental infrastructure,human resource and other assets

Ensuring safety of the beneficiaries and others Speedy restoration after disaster impact

How to go…………

A brainstorming within the department on the followingwould help:

1. Likely disasters in the state and their probablemagnitude and geographical extentDescription of the disastersMagnitude of damage expected

2. Departmental responsibilities during differentdisasters District level Local level

3. Magnitude of likely losses to departmentalinfrastructure by these disastersIdentification of departmental infrastructure

Magnitude of losses likely to be incurred

4. Probable disruption in the services extended by thedepartment due to the loss of infrastructure due todisasters and remedial measures thereofPerceived difficulties in the discharge of

departmental responsibilities on the aftermath of

disaster due to loss of infrastructure

Measures at district and local level for ruling out

the possibility of the above.

5. Present status of departmental capabilities for thedischarge of its disaster related responsibilities

6. Identification of activities for departmentalcapacity building and outline of the programmes

7. Possibilities of incorporating disaster managementrelated aspects in the routine functions of thedepartment

Identification of the tasks routinely carried out by thedepartment

Possible adverse impact upon these due to disasters Arrangements for minimizing this impact Present status of incorporation of disaster resistant

techniques in departmental infrastructure

8. Departmental initiatives

· Details of the departmental initiatives for safeguardingdepartmental infrastructure, facilities and services due todisaster impact

. · Impact of pre-disaster prevention, mitigation, planning,training and capacity building with regard to the likelylosses to the departmental infrastructure, facilities andservices due to disaster impact

Format of the Departmental DM Plans

Chapter – 1

Introduction, Vision and Objectives

Chapter – 2

Disaster vulnerability of the District and specific taskscarried out by the department during the previous disasters

Likely disasters in the District Likely geographical extent and magnitude / severity of

the disasters Magnitude of the likely losses due to disasters Responsibilities shared by the department during

previous disasters together with departmentalexperiences thereof.

Chapter – 3

Main tasks of the department and possibilities of integrationof disaster management related aspects in these

Main tasks of the department and services extended

Incorporation of disaster management related aspects in

departmental works

Chapter – 4

Description of the departmental responsibilities duringPre – disasterDuring disasterPost – disaster

Chapter – 5

Programmes proposed within the routine departmentalworks for disaster prevention and mitigation and strategyfor its successful implementation eg : Strengthening / retrofitting of departmental

infrastructure Outline of the disaster prevention and mitigation

programmes in the light of the routine departmentaltasks

Administrative and financial arrangements for theseprogrammes

Chapter – 6

Departmental capacity building policy for disastermanagement

· Logic of the activity (Why capacity building?)· Needs assessment· Structure and outline of the training / awareness

programmes together with time table· Arrangements for routine implementation of

training programmes

Chapter – 7

Arrangements for regular review and upgradation ofdepartmental plans

- Post disaster review- Suggestions for upgradation- Revision of the plan

Annexure to the departmental plans:

Annexure-1: Details of the main departmental officials(Name, Designation, Contact details)

Annexure–2: Inventory of departmental resources(Resource, Capacity, location etc.)

Annexure–3: Details of the officers at District levelresponsible for the discharge of departmental functions(Name, Designation, Contact details)

Annexure–4: Special decision making procedures andoperating procedures for disaster situation

Annexure–5: Details of departmental budgetprovision for disaster related activities

For pre–disaster awareness, capacity building and othersFor pre–disaster prevention and mitigationFor ensuring procurement of essential equipmentsFor pre–disaster mock exercisesFor the discharge of identified responsibilities duringdisasterFor reconstruction and restoration

Annexure-6: Departmental Standard OperatingProcedures

Benefits of having SOPs

Explanation of performance expectations.(What is expected –

Charter of duties – Objectivity in evaluating operational

performance)

Standardization of activities.(Identify planned and agreed upon

roles & actions. Promotes coordination and communication amongst

personnel. Simplify decision making during potentially stressful

conditions)

Other benefits of having SOPs

Training and reference document. (Drills based on SOPs

improve understanding of work requirements and help identify

potential problems)

Systems analysis and feedback.(Comparison between the

existing and state of art practices and feedback from various sources

help in identification of potential problems and innovative solutions)

External communication (Communicates organizational

intentions and requirement to outside groups)

Thanks