A meeting of pilot agency representatives
Cairo, Egypt
26-28 February 2001
SUMMARY REPORT
“We must be successful
as a humanitarian system in implementing Sphere - we cannot risk going back to
pre-Goma days”
Paul Giannone, CARE-US
2. What have pilot agencies achieve in applying Sphere?
3. What have pilot agencies learned?
4. What are the main challenges?
5. Plans for the next 15 months
6. Proposed Sphere team action plan
7. Conclusions for discussion within agencies
The Cairo meeting was the first opportunity for all Sphere pilot agencies to discuss Sphere together and to exchange experiences. The purpose was to debate the lessons learned by pilot agencies during 2000 and consider how these lessons could be translated into practice.
This report is a summary of conclusions of the meeting and should be read in conjunction with the lessons learned paper[1]. It is structured as follows:
Pilot agencies can use this report as a basis for broad-based discussion within agencies. In particular, agencies can debate the conclusions of the meeting and provide feedback to the Sphere Team and Management Committee representatives.
WHAT HAVE PILOT AGENCIES ACHIEVED IN APPLYING SPHERE?
Application of Sphere within disaster response
There is growing use of the Humanitarian Charter and Minimum Standards in practice.
They have been used in assessments, programme planning and implementation in:
o Earthquakes in Gujarat and El Salvador
o Floods in Mozambique, Venezuela and Madagascar
o With refugee populations in Pakistan, Afghanistan, Thailand, Albania, Macedonia and Kenya
o In post-earthquake response and disaster preparedness in Turkey
o With displaced and resident populations in Angola
o With displaced populations in Burundi, Sri Lanka and East Timor
The Sphere Project is collecting case studies (published on the website) on these (and other) experiences that will inform the broader debate on the application of Sphere.
Training
· Sphere has been integrated into many different forms of internal training, including hands-on training in ‘field schools’ (applying the handbook in a camp setting).
· The handbook has been used to help define the skills base required for establishing an emergency rapid response team
· Some training is focusing on specific stakeholders in disaster response, such as with the military (Australia and Sri Lanka).
Dissemination
· Pilot agencies are participating in translating the handbook into other languages eg. Turkish and local languages in Asia, as well as creating posters, brochures etc.
· Very wide distribution of the handbook across country programmes worldwide (for example, the IFRC alone has distributed over 700 copies).
Legislation
· In Angola, pilot agencies have participated in the process of developing new national legislation and procedures to define the rights of displaced populations, drawing on the Deng Principles and Sphere.
Practice Manuals
· Many pilot agencies have incorporated Sphere into emergency response manuals and tools (assessment, monitoring).
Mainstreaming into agency policy and procedures
· The larger pilot agencies have introduced awareness of and commitment to Sphere into job advertisements, descriptions, interviews and induction procedures
Inter-agency coordination
· Pilot agencies have successfully encouraged OCHA to include the Humanitarian Charter and Minimum Standards in its Consolidated Appeal Process.
Advocacy
· The standards and indicators have been used successfully on many occasions as a point of reference for advocacy with host and donor governments for additional funds, appropriate programs or for increased access.
Disaster Preparedness
· Sphere has been incorporated into disaster preparedness training and planning.
· The standards, indicators and guidance notes have been used to draw up lists of material items required for disaster response (for global pre-positioning, as well as lists for household level).
WHAT HAVE PILOT AGENCIES LEARNED?
1. Single agencies cannot implement the Humanitarian Charter and Minimum Standards alone. For example, in El Salvador and in Kenya, pilot agencies found that they could work towards part of the standards, but since programmes are usually implemented in conjunction with other agencies (for example, food aid programmes in conjunction with the World Food Programme), there were aspects beyond their control. To be really effective, all agencies need to share a good understanding of the Humanitarian Charter and Minimum Standards before a disaster occurs and work towards the same end.
2. There are often constraints to achieving the standards and indicators (eg. host community is living below the standards/indicators, restricted access, limited resources). In this case, agencies should explain why the standards and indicators cannot be achieved at that time. Indicators should not be adjusted down to the local context (except at the advice of those affected by the disaster), rather the indicators should be considered as medium to long term development objectives.
3. Some pilot agencies have found that it is possible to promote and achieve ownership of the Humanitarian Charter and Minimum Standards, but that this does not necessarily imply that staff will apply Sphere in disasters. More work to translate ownership into practical implementation on the ground is needed.
4. Training is essential, but more follow-up is needed than has been possible to date.
5. Large numbers of small local agencies participate in disaster response. Much more work is required in dissemination to local partners
6. More conceptual analysis is required on a number of issues:
· The use of Sphere as development standards and indicators
· The links between accountability, performance and advocacy
· How to link Sphere to child-rights programming
The Sphere Team should take the lead on this debate, to be shared with pilot agencies (and beyond).
1. The Sphere Project aims at enhancing the quality and accountability of disaster response. Two important aspects of accountability are:
· Regular monitoring and analysis of the situation of disaster affected populations against the Sphere indicators. Most agencies agree that monitoring against the indicators needs to be reinforced.
· Participation of the affected population. Although some pilot agencies are keen to experiment with a rights-based approach together with affected populations, many feel that it is too early and that they need to consolidate their own understanding of applying Sphere before sharing it with populations. In the first instance, a proposal is to share national relief codes and legislation, while developing a firmer understanding of the implications of sharing Sphere with affected populations.
2. Developing more clarity on some conceptual issues, including those referred to above: i) the use of Sphere as development standards and indicators iii) links between accountability, performance and advocacy iii) how to link Sphere to child-rights programming
3. Dissemination to all actors in disasters, even within large pilot organizations, remains a challenge. Although considerable progress has been made, there is stilla long way to go.
4. Feedback and information exchange within and between agencies needs to be reinforced. Some case studies illustrating Sphere implementation have been produced, but many more are needed. Improving feedback on piloting experiences from agencies to the Sphere Team is needed.
PILOT AGENCIES
This section includes examples of the action points described in the action plans drawn up by each individual pilot agency.
DISSEMINATION
· Prepare a two page summary on Sphere outlining its potential and translate into French, Spanish, Portuguese and Arabic
· Circulate the Sphere newsletter, case studies and training schedules to all country offices
· Edit the handbook into a briefer version, translate into local languages (Tamil, Sinhala, Umbundo) and integrate into existing community programmes
· Presentations at major fora, through the PARINAC network and OCHA and the OAU
· Disseminate to other NGOs and universities
· Explore dissemination of Sphere in China, Taiwan, Tajikistan and Indonesia
· Create posters and brochures on local application of Sphere in India and Sri Lanka
TRAINING
Training of Trainers
· Participate in the Sphere training of trainers workshop (11 pilot agencies)
· Establish a cadre of internal trainers within the pilot agency
· Set up a national training of trainers course in India
Workshops
· Workshop for board members and department heads with materials designed for the purpose of introducing the Humanitarian Charter and Minimum Standards at a governance and/or policy level.
· Field school training workshops in refugee/displaced camps
· Integrate Sphere into all planned training events
· Train key individuals at HQ eg. proposal writers, program managers
· Workshops for other actors: ministries, government departments,
· Ensure that partner agencies have access to Sphere training. If inter-agency workshops are not available, provide Sphere training
On-job training
· Participate in joint assessments as a form of on-job training
· Use the project proposal appraisal process as a form of on-job training, with reference to Sphere
Capacity building assessment
· Test the use of the Sphere handbook to identify strengths and weaknesses of NGOs in disaster response
Regional training
· Develop training package for south east Asia region, NGOs in Angola
INTER-AGENCY COLLABORATION/COORDINATION
· Promote local groups of Sphere pilot agencies
· Promote Sphere through alliance networks (Save the Children, Christian movement in Central America)
· Continue liaison with Japanese NGOs on Sphere adoption/dissemination
SPHERE IN THE PROJECT CYCLE
· Test the assessment and monitoring tools in the Sphere handbook (and Oxfam’s public health assessment tool incorporating Sphere)
· Develop a child-rights assessment tool
· Prepare manuals on food aid, shelter, health and disaster preparedness incorporating Sphere
· Monitor and evaluate the next large-scale disaster and on-going humanitarian projects in relation to Sphere
POLICIES AND PROCEDURES
· Include Sphere in procedures manuals, emergencies guidelines etc.
· Include Sphere in procedures to identify appropriate partners for disaster response
· Ensure adoption within policies and approval by the Board
· Address awareness of Sphere in staff recruitment, orientation, job descriptions
GENDER
· Evaluate existing humanitarian programmes/projects with regard to Sphere and gender
· Prepare a manual on gender and emergencies, incorporating Sphere
DISASTER PREPAREDNESS
· Incorporate Sphere into formats and guidelines for disaster preparedness
· Develop lists of items, prices and suppliers based on the minimum standards and guidance notes
· Analyse existing disaster preparedness plans with reference to Sphere
· Experiment with Sphere in community based disaster preparedness
· Train community leaders in Sphere and the rights-based approach and establish community level disaster committees
· Establish early warning systems
· Exchange information on disaster mitigation and preparedness between pilot agencies (esp. Turkey, Tajikistan and Gujarat)
ADVOCACY
· Disseminate experiences on advocacy
· Promote joint advocacy campaigns eg. on ‘forgotten emergencies’
· Discuss inclusion of Sphere in global advocacy initiatives and position papers
· Lobby Provincial Government to achieve the standards set in new Angolan legislation
PROPOSED SPHERE TEAM ACTION PLAN
The Sphere Implementation Team (together with the Project Office and Training Team) will support the efforts of pilot agencies through the following activities.
ANALYSIS
· Prepare brief discussion papers on:
· The distinction between standards and indicators
· The use of Sphere as development standards (that should include comparison with existing social summit development indicators)
· The links between accountability, performance and advocacy
· Prepare a briefing on what has been successful in mainstreaming Sphere before the meeting in May 2002
Share these papers directly with pilot agencies.
INFORMATION SHARING
· Promote and pro-actively share case studies with all pilot agencies: on advocacy, gender, application of indicators where they cannot be achieved, community based disaster mitigation and preparedness, participation of disaster-affected populations.
· Share relevant papers with pilot agencies – critiques of Sphere, discussions of accountability, quality etc.
· Share tools between agencies (including a translation of DMI’s logistics tool for emergencies)
· Ensure that all pilot agencies are included on the distribution list for the newsletter
· Provide updated information and passwords on the Sphere discussion site and conduct an informal survey in 6 month’s time to see whether it should be continued
PROJECT CYCLE
· Facilitate pilot agencies in developing and testing robust systems for monitoring in disasters
ADVOCACY
· Identify points for common advocacy between pilot agencies
· Develop strategies for enhancing awareness and sensitive application of Sphere amongst donor agencies
· Raise awareness amongst INGOs, donors and UN agencies about the strategic advantage of collaborating with local NGOs and promote partnerships between INGOs and LNGOs.
MONITORING SPHERE IMPLEMENTATION
· Request information from pilot agencies on proxy indicators: proposals, internal evaluations, job descriptions, records of training
TRAINING
· Understand who are the various target groups of Sphere training (government, community, humanitarian workers) and identify the messages and methodologies for each group
· Increase the participation of UN agencies and government entities in workshops
· Enhance training for field based staff on humanitarian law
· Consider the strategic opportunity of Sphere training in specific locations following a disaster, in order to exploit the heightened awareness at that stage
· Create a new training module on Sphere dissemination (who needs information, how information is required, when messages should be conveyed, what should be transmitted).
· Share lists of participants of previous inter-agency workshops with pilot agencies
· Experiment with using the handbook as a framework to identify strengths and weaknesses within national agencies.
DISSEMINATION
· Explore creating a toolkit with visual informative materials for all stakeholders (including communities)
GENDER
· Collect and distribute case studies on gender issues in disaster response and the role of Sphere
INTER-AGENCY COORDINATION
· Together with pilot agencies, analyse the possibility of introducing a Sphere resource person in the next large disaster.
CONCLUSIONS FOR DISCUSSION WITHIN AGENCIES
1. There is serious concern amongst pilot agencies about the timing of some aspects of the Sphere Project:
· An external evaluation is absolutely essential to demonstrate the impact of the Project. However, institutionalisation of the Humanitarian Charter and Minimum Standards is a very long process and beginning an evaluation in 2002 may be too early to demonstrate impact.
· The pilot group are concerned that the Sphere Implementation Team and Training Team are scheduled for phase-out from mid 2002. This may not be sufficient time to support the process of institutionalisation.
2. Some proposals were made to strengthen the institutionalisation and sustainability of Sphere in the future, including collaboration between pilot agencies in the field.
3. Issues of collaboration between national and international NGOs were raised and some proposals made to reinforce partnership in the future.
[1] Sphere Project (2000) Lessons Learned Through the Process of Piloting the Humanitarian Charter and Minimum Standards.
Sphere Implementation Team