Minutes of FSC Workshop for DFPs - 17 June 2014

FOOD SECURITY CLUSTER
DISTRICT FOCAL POINT ROLL OUT
SATKHIRA 17 JUNE 2014
NOTE FOR THE RECORD
DATE
TIME
VENUE
17 June 2014
9:00 – 16:00
Shushilan Office, Satkhira
AGENDA
Time
9:00-9:15
9:15-9:30
9:30-10:30
Content
- Arrival of Participants
- Welcome, Round the Table Introduction & Introduction to the Workshop and
Objectives
Cluster Coordinator Line Rindebaek
- Introduction to the Food Security Cluster
- Introduction to the FSC Contingency Planning and District Focal Point (DFP)
Mechanism
Cluster Coordinator Line Rindebaek
Tea Break
10:45– 12:15
-
Group Work & Plenary Discussions: DFP Mechanism and Emergency Response
Coordination
Cluster Coordinator Line Rindebaek and FSC Team
Lunch
13:00 – 13:40
-
13:40 – 14:00
-
14:20 – 15:00
-
Introduction to Needs Assessment
FSC Needs Assessment Officer Omar Farook
Introduction to IPC
FSC Needs Assessment Officer Omar Farook
Introduction to Information Management
FSC Information Management Officers Nihad Chowdhury and Liam Costello
Tea Break
15:15 – 16:00
-
Future Steps
Closing Remarks
Cluster Coordinator Line Rindebaek and FSC Team
1. Welcome and Introduction
FSC Cluster Coordinator Ms. Line Rindebaek welcomed participants and explained that due to the small
numbers of participants the workshop remain informal with a focus on understanding specific
responsibilities of the DFPs.
1
2. Presentations
The presentations delivered during the Satkhira day 2 (17 June) workshop were a condensed version of
the Day 1 workshop (16 June) material. The following four presentations were made:
1. Introduction to the FSC, Cluster Contingency Planning and the District Focal Point
(DFP) Mechanism Presented by Ms. Line Rindebaek – Cluster Coordinator
- The presentation provided an overview of the background for the cluster system,
globally and in Bangladesh. The disaster coordination mechanism in country was
explained with a focus on how the FSC fits into the framework.
- The cluster objectives and the key aspects of the FSC contingency plan (including
the DFP mechanism and standardization of food and cash transfers) was
highlighted.
- The key objectives and roles of the DFPs was discussed in detail.
- Emphasis was also given to the key activities that need to be undertaken by the
DFPs during the roll out and the “Start-Up Phase”, “Emergency Alert Phase” and
“Relief and Response Phase” of a cyclone emergency.
2. Introduction to Needs Assessment Presented by Omar Farook – FSC Needs Assessment
Officer
- An overview of the importance of assessments in general was provided whilst
the joint needs assessment cycle in Bangladesh was discussed.
3. Introduction to Information Management Presented by Liam Costello – GIS and
Information Management Officer
- The presentation focussed on the specific tools that the DFPs will use during the
“Start-Up Phase”, “Emergency Alert Phase” and “Relief and Response Phase” of a
cyclone emergency.
4. Introduction to IPC Presented by Omar Farook
- An overview of the Integrated Food Security Phase Classification (IPC), a key
component of the FSC in Bangladesh, which serves as baseline data for food
security responses, was presented.
For more detail on the presentations, please see the minutes for the Satkhira DFP Roll out Orientation
Workshop on 16 June.1
3. DFP Group Discussion2
The day 2 (17 June) workshop in Satkhira was conducted as an informal discussion including lead and
alternate DFPs from three districts. Participants were provided with an in depth overview of the specific
requirements, key activities and IM tools required as part of DFP activities.
1
Available on the FSC website under the “Sub-National Coordination” heading:
http://foodsecuritycluster.net/country/docfiles/371/310 - all PowerPoints are also available here.
2
For an overall view of group discussion findings across all DFP roll-out workshops please refer to the FSC District
Focal Point Roll-Out Report http://foodsecuritycluster.net/country/docfiles/371/310
2
The major discussion points from Satkhira Day 2 were as follows:
The following discussion points are related to general DFP activities:
-
It is important to keep the line manager in copy in all vital correspondence related to the FSC
and keep them informed. There should be clear communication between Dhaka and district
level in every phase. It is also important to have team backup for the DFPs where this is possible.
-
It was suggested that in order to ease transition in case of absence of a DFP, the DFP could
nominate another official from within the agency – however, the Coordinator clarified that the
DFP role follows the individual and not the organisation meaning that the DFP must inform FSC
Dhaka immediately in case the role is handed over to someone else within the organisation.
-
It was agreed that meetings can also be conducted by rotation among the Leads and Alternates
and also by the membership to ensure fair distribution of resource use and participation.
-
The possibility of nominating Upazila-level focal points to ensure that the UNOs feel included
within this mechanism was discussed. The point was noted but it was decided that this was
outside of the current scope of the mechanism.
-
In Satkhira, Khulna and Bagerhat, WFP is a member of the DDMC and will therefore, as the DFPs,
represent FSC in DDMC. In other districts, DFPs are not automatically members of DDMC.
-
It was agreed that the FSC district level meetings could take place together with DDMC
monthly meetings where all stakeholders are included. This will also avoid the requirement for
allowances for government officials. (In some districts such as Satkhira, the DDMC meetings do
not take place regularly).
-
DFPs were encouraged to share comments on all templates shared from Dhaka.
-
It should be ensured that the rapid reporting template does not detract from the JNA phase 1.
The rapid reporting tool is only meant to establish a preliminary overview of on ground
activities. The JNA is a more involved and comprehensive process.
-
There should be commitment at the Dhaka level to coordinate assessments so that local NGOs
are not over-pressured. The DFPs need to advocate this from the district-level with clusters.
-
Funding arrangement for workshops was discussed and it was suggested that government may
provide in kind support by hosting meetings where possible. Further discussion with the DC will
clarify future steps. It is very important to be inclusive of the government at district-level in
formulating this plan. FSC Dhaka team can support with facilitation, tools and maps etc.
however no dedicated funding is currently available for district contingency planning workshops.
-
As there are many BRAC DFP representatives, it is important to keep the BRAC central office
informed of DFPF operations as it is standard protocol for all documents to be channeled
through their central office.
-
It was emphasized that DFPs are encouraged to contact the FSC in Dhaka for support and advice,
at any time, during and after the establishment phase of the DFP roll out.
3
-
One of the key advantages that was highlighted for Satkhira, Khulna and Bagerhat was that the
DFP Lead and Alternates are long-standing partners so coordination among the DFPs will not be
difficult. It was highlighted that as there is only one DFP lead for the three districts, it would be
important to have all the Alternate DFPs on board to support the DFP lead at every stage.
-
It was also decided that for these three district the monthly reporting template will be prepared
after discussion between DFP Lead and Alternates in the monthly meeting.
 Monthly reporting format is available on the FCS website.3
-
There is plan to formulate district-level contingency plan for emergencies for Bagerhat.
Government has provided support.
4. Summary and Future Steps:
Ms. Line Rindebaek thanked participants for their attendance and expressed gratitude to their ongoing
commitment to disaster preparedness in Bangladesh.
The participants expressed support for the mechanism and agreed to advocate for the successful
implantation following the DFP roll out.
Although most of the below already has been initiated or completed, the participants agreed to carry
out the “Start-Up Phase” activities4 by end of July:
 Key stakeholders – arrange meetings.
 Establish district contact list
 Agree on a regular "food security" coordination (monthly / quarterly)
 Agree on information sharing system
 Ensure awareness of the contingency plan (standardised food rations)
 Assess the district level response capacity
 Activity Checklist: “Start-Up Phase” activities completed by end July
 First monthly report to be shared by end July
3
Available on the FSC website under the “Sub-National Coordination” heading:
http://foodsecuritycluster.net/country/docfiles/371/310
4
See Activity Check-List on: http://foodsecuritycluster.net/document/tor-activity-checklist-introduction-englishand-bangla-fsc-district-focal-points
4
PARTICIPANT LIST
Orientation Workshop on Roll-out of FSC District Focal Point Mechanism in Satkhira
Thursday, 17 June 2014 (Day 2)
#
Name
Designation
1
Liam Costello
GIS and Information Management Officer
2
Line Rindebaek
Cluster Coordinator
3
Mahfuz Alam
4
Md. Radwon Bhuiyan
5
Md. Rafiqul Islam
6
Md. Shamim Uddin
7
8
9
Nihad Chowdhury
Noor Ahmed
Omar Farook
Satchidananda Biswas
Satu
10
Head of Sub-office and Lead DFP (Satkhira,
Khulna and Bagerhat)
Programme Associate
National Program Manager and DFP Alternate,
Satkhira
Deputy Director and
DFP Alternate, Bagerhat
Information Management Officer (IMO)
Deputy Program Coordinator
Assessment Officer
Assistant Director and
DFP Alternate, Khulna
Organization
Food Security Cluster –
FAO/WFP
Food Security Cluster –
FAO/WFP
Contact
Number
Email
01795201413
[email protected]
01761496211
[email protected]
WFP
01711892235
[email protected]
WFP
01730705173
[email protected]
Solidarites International
01711988176
RRF
01715850800
[email protected]
FSC – FAO/WFP
Solidarites International
01730793955
01911747219
01730705166
Shushilan
01712-334808
[email protected]
[email protected]
[email protected]
[email protected];
[email protected]
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