The Sphere Project Phase II Narrative Report # 2

            Humanitarian Charter & Minimum Standards in Disaster Response

1 November 1999 – 30 April 2000

(This six-month report follows a previous interim report that covered the first year of Phase II of the Sphere Project (November 1998 – October 1999). In that interim report, information on the background and management of the Project was recorded. If this information is again needed, please contact the Sphere Project office at (41) 22 730 4501 or see the interim report on www.sphereproject.org)

1.0            Objectives for Phase II

To disseminate and implement the Sphere Humanitarian Charter and Minimum Standards widely within the international humanitarian system and to encourage their adoption and practice by relief agencies and their donors. (For those interested, a logframe for Phase II is available from the Project Office.)

1.1            Specific Goals

The objectives were/are being achieved through the following work:

Goal 1, dissemination of information about the Humanitarian Charter and the Minimum Standards developed in Phase I, throughout aid agencies, governments, and research/academic institutions.

During the time period of this report, the Project has:

·         Published the revised (first final edition) handbook in English, French, Russian and Spanish. Contracted Oxfam Publications to sell and distribute all language versions of the handbook. Of the 6000 English-language handbooks printed, 4500 copies were ordered during report period. The Project experienced some difficulties with the translations, specifically around lack of agreement on key terminology.  However, this experience contributed to generating useful guidelines for other language translations. We plan to reprint 8000 English-language copies, which will get us through the year 2003 (when, presumably, a second edition will be produced). For this reprint, an index will be added. The indexed edition will be available in mid-June.

Ÿ         Redesigned and updated the website to include complete French, Spanish and English options. Each language version includes the final first edition of the handbook text, pilot agency info, training information, the newsletters (translated as budget allows), the interim report and general information on the Project.

Ÿ         Produced additional copies of the nine-minute video that profiles the Project. To date, over 1000 copies have been distributed around the world.

·         Developed and instituted a joint promotion plan for the handbook with Oxfam Publishing that includes outreach to humanitarian journals for review, to academic institutions, to key journalists, and to humanitarian and disaster management “think-tanks”.

·         Presented Project to UN agencies in NY (UNDP, OCHA and EMOPS of UNICEF). UNHCR (Geneva) purchased and subsequently distributed 300 handbooks to branch offices worldwide with letter from the Assistant High Commissioner endorsing Sphere and recommending its use in programme planning for all HCR staff.

·        The International Conference of the Red Cross/Red Crescent approved Plan of Action (2000 – 2003) include a statement endorsing minimum standards such as those represented by the Sphere Humanitarian Charter and Minimum Standards.

·         Presented to various foundations (Ford), international institutions (World Bank) and think tanks (ALNAP, International Center at NYU).

·         Presented Project in East Timor (by invitation from ACFOA, the Australian NGO umbrella group).

·         The governments of Turkey, India and Zambia (Ministry of Health, Relief Commissioners, and the Vice President’s office respectively) are looking to use Sphere to review and refine national disaster preparedness and response plans. The Ministry of Health (Turkey) has completed translation of handbook into Turkish under a World Bank grant.

Pilot Programme:

The pilot programme is entering an exciting phase, as 19 agencies are now fully on board and beginning to exchange ideas on implementation. One further agency, International Islamic Relief Organisation, will make a final decision about piloting once the position about an Arabic translation of the handbook is clearer.

Agencies that have received visits (and reports*)

ADRA *

Africa Humanitarian Action *

CARE *

Christian Council of Burundi

Cordaid

CRS

International Federation of the Red Cross and Red Crescent Societies *

International Rescue Committee

Lutheran World Federation *

Mercy Corps *

Oxfam *

Save the Children UK *

World Vision International *

Agencies awaiting visits

Caritas India                                         July

Comission Cristiana del Desarrollo            May

Okutiuka (Angola)                                   TBA when Portuguese translation completed

Sarvodaya (Sri Lanka)                          July         

Sphere in India Committee                    July

Ownership

·         Most pilot agencies are working to build up ownership and identify links to the Humanitarian Charter and Minimum Standards HC/MS) within their agencies. This may be the most difficult aspect, but has moved on a great deal in only a few months. The way that most agencies are doing this is to analyse how Sphere resonates with internal policies and practice. Links are being drawn between the HC/MS and existing perspectives e.g. “justice lens”, “civil society lens”. In one African agency, Sphere is felt to be a tool that will enhance health standards they are already using and will help in negotiating minimum standards in proposals to donors.

Internal training and dissemination

·         The HC/MS is being widely incorporated into training programmes,  both through internal workshops and by agreement with academic institutions

·         Most pilot agencies have distributed the handbook to the field and wide dissemination is taking place through internal critical meetings

·         One agency is developing the idea of 'hands on' learning about Sphere in the field.  Staff working in refugee camps are being tasked with analysing the extent to which current practice meets the Sphere standards and indicators. This was found to be a useful experience with practical results. Staff were motivated by the realisation that most of the Standards had been met, but some aspects of practice changed as a result of the review.

Programme practice

·         Sphere is increasingly introduced into project proposals. Two pilot agencies are conducting technical reviews of all proposals in relation to Sphere.

·         There is a lot of discussion about the use of the HC/MS as a framework for disaster preparedness.

We are not aware of a full plan based on the HC/MS as yet, but it is expected to happen through a number of agencies in the near future

·         Emergency response teams are already beginning to use Sphere to guide project proposals and practice.

·         Sphere will be incorporated into emergency programme evaluations

Tools and Sphere

·         The HC/MS has been incorporated into formats for assessment, monitoring and disaster preparedness

·         Some of these tools are being distributed by the Sphere Team to pilot agencies and other organisations on request (by permission of the authors)

·         Agency handbooks on emergency practice are beginning to reference Sphere

Monitoring and evaluation

·         Several agencies are concerned to introduce practical systems of monitoring and evaluation in relation to selected indicators. Some agencies are developing tools and methodologies by sector. Most work seems to be taking place in the health sector in relation to health information systems.

Human Resource practice

·         Sphere is being introduced into job descriptions and staff orientation

·         Several agencies noted they are likely to introduce Sphere into staff evaluations once they are more familiar with the tool

Initiatives in India and Sri Lanka

Caritas India is interested in establishing a rapid response team with special responsibilities in relation to each of the five Sphere sectors. Caritas, together with the Sphere in India Committee (an umbrella body of NGOs interested in incorporating Sphere) and Sphere Implementation Team are debating the best way to go forward with sector specific training for non-specialist staff.  These ideas are expected to progress further following a visit to both agencies in July.

The Sphere in India Committee is working with a number of different local bodies to analyse how Sphere is best adapted and applied in the Indian context.

Goal 2, trial the applicability of the Minimum Standards across a range of operational environments: See interim report sent in January 2000 and posted on website.

Goal 3, reviewing and integrating the crosscutting issues of gender and protection into the Humanitarian Charter and the Minimum Standards: See interim report sent in January 2000 and posted on website.

Goal 4, developing and promoting training on the Sphere Standards:

The training programme was developed and implementation begun to ensure widest possible awareness of the standards, to promote participation of aid agency personnel, to allow for the refinement of the technical content, and to assist agencies in moving towards a position where they can fulfil the Humanitarian Charter and Minimum Standards.

During this reporting period the Training Programme has:

·         Conducted interagency workshops in the following locations:

Sri Lanka, India, Canada, USA, Kosovo, Kenya, and Ethiopia. Workshop participation averages 40 with representation from senior operational managers of NGOs, donor representatives, UN agencies and frequently, local government offices. (Reports and evaluations on workshops are available on the website.)

·         Conducted a one-day workshop in Oslo for Norwegian humanitarian agencies.

·         Presented to class at the London School of Hygiene

·          Presented to the emergency staff of TearFund ,Oxfam, Christian Aid and CAFOD and CARE (Great Britain )

·         Conducted one-day workshop in Canberra, Australia for NGO community

·         Conducted one-day workshop for Irish NGO humanitarian agencies.

Sphere interagency workshops are free and take place in cities where there is a concentration of humanitarian actors (primarily but not exclusively field-based). Each workshop is hosted by an NGO that invites the participants and provides the logistical and administrative support. The Sphere Project provides the facilitators, basic funding and the workshop content. Participating organisations pay for travel and expenses of their participants if required. Workshop content varies, depending on the issues where it is being held, but is based on the four training modules produced by the Project. The goal of each workshop is to explore the use of the Sphere handbook in practical fieldwork, and to consider the implications of the institutionalization of Sphere.

These workshops are local, not regional and are usually two days. The day before each workshop there is a special meeting for heads of agencies to discuss the implications of the Sphere initiative in the local context.

The workshops are designed to be a highly practical examination of the issues, opportunities and applications of the Sphere Humanitarian Charter and Minimum Standards. They are intended to provide an opportunity to reflect on the quality and accountability of the humanitarian system at the local level. Additionally, they may launch a process that works toward the adoption of Sphere using methods appropriate for the local context.

Specifically, the workshop participants explore the concerns and issues surrounding the application of the Humanitarian Charter and Minimum Standards and use the Sphere handbook in common applications such as disaster assessments, problem analysis, programme planning, monitoring or preparedness. 

·         Tested and refined training modules

Four training modules are under development.  They are the basis of the interagency workshops and presentations, and focus on the application of the Sphere handbook in practice.  The approach taken in the modules is one of pragmatism, emphasizing common elements of NGO fieldwork and where the use of the handbook would improve quality.  Currently undergoing a second revision, they reflect the evaluations of over 300 people who have participated in interagency workshops that use the modules.  Together the modules will constitute a package that provides the following information:

·         General facilitation guide (how to use the materials)

·         Evaluation guide (how to provide feedback to the Sphere Project on the training materials and issues which arose in workshops)

·         Background reading, presentation notes, visual aids, participant handouts for each module

·         Forms and instructions

The modules are:

·         1 – Introduction to Sphere (1/2 day)

·         2 – the Humanitarian Charter in Detail (1 day)

·         3 – Sphere and the Programme Cycle (2 day)

·         4 – Sphere and Disaster Preparedness (1/2 day)

Goal 5, develop mechanisms for the handling of complaints:

The researcher was hired and the work has begun. The researcher has contacted or met with most of the Management Committee members as well as other humanitarian actors. Her meetings to date have led to rich discussions and the work is proceeding on target. The report will be available by end of June 2000. 

2.0       Budget

The original Phase II budget total was $1,420,507. A revised forecast for expenditure is now

$1,032,878 (does not include contingency). Of that, we have received and have committed income of $1,026,978 and $643,553 expensed. A finance report reflecting report period income and expenses is attached. (Annex 1).

At present, due to lower than anticipated funding, the Project has begun restricting activities. (The shortfall is primarily a result of ECHO returning a funding proposal due to their internal difficulties and inability to process funding requests.) Unless additional funds are pledged, the Project anticipates a $5,900 deficit for Phase II (not including contingency). Funding requests are currently under review with the Swiss government and Ireland Aid.

The proceeds from the sale of the 4500 handbooks will amount to approximately $10,000. This money will be expensed entirely on the reprint of the 8000 English language versions.

3.0 Looking ahead

In the last six months of Phase II, the Project will concentrate on:

·        conducting a Training of Trainers for 35 participants in Geneva

·        completion and uploading to the website of the training modules

·        conducting workshops in Burundi,  Rwanda, El Salavador, Bosnia, Germany and Mozambique

·        producing a lessons-learned document on the challenges and opportunities of institutionalizing the Humanitarian Charter and Minimum Standards

·        In Sri Lanka, the Sphere Implementation Team will work with Sarvodaya, a national NGO, plus a group of NGOs in the conflict zones.  Save the Children-UK and Oxfam are supporting the initiative to work with NGOs in the north and the Implementation Team expect to run two or more workshops in the north of the country in July.

·        producing the complaint-handling research report

·        overseeing special funding from the DEC (UK) for a Portuguese translation and production of the handbook and training materials

·        continuing and expanding relationships with the UN operational agencies and identifying ways in which they can work more effectively with the handbook.

·        presentations to interested institutions and agencies.

END