Collaborative Collaborative ApproachesApproaches

Emergency Emergency PreparednessPreparedness

Fleet ManagementFleet Management

Inter-AgencyInter-AgencyEmergency Preparedness Emergency Preparedness

Working GroupWorking Group (East & Central Africa)(East & Central Africa)

ParticipantsParticipants Catholic Relief Catholic Relief

ServicesServices CARE InternationalCARE International Concern UniversalConcern Universal IIRRCC MERLINMERLIN MSF – LCNMSF – LCN Save the Children UKSave the Children UK Tròcaire Tròcaire Oxfam GB Oxfam GB RedR - Engineers for RedR - Engineers for

Disaster Relief Disaster Relief VSF - BelgiumVSF - Belgium World Vision World Vision Intl.Intl.

International Office International Office for Migrationfor Migration

International International Federation of Red Federation of Red Cross & Red Crescent Cross & Red Crescent SocietiesSocieties

UNICEFUNICEF UNHCRUNHCR UNDPUNDP UN-OCHAUN-OCHA UN-WFPUN-WFP UN-Operation Lifeline UN-Operation Lifeline

SudanSudan

Aims & ObjectivesAims & Objectives Added value of personal contact and thus Added value of personal contact and thus

better knowledge of partner organisations;better knowledge of partner organisations; ImproveImprovedd understanding of: understanding of:

– Joint Joint preparednesspreparedness capacity capacity and and response response capability; capability; TTraining needs; Iraining needs; ICTCT

Technical information sharing. Technical information sharing. – Opportunities to agree and set Opportunities to agree and set

standards/specificationsstandards/specifications During emergencDuring emergenciesies there should be better there should be better

coordination to complement existing coordination to complement existing structures and avoid ‘reinventing the structures and avoid ‘reinventing the wheel’.wheel’.

Sub Working GroupsSub Working Groups

1.1. Supply-Supply-CChain hain MaManagement;nagement;

2.2. TrainingTraining;;

3.3. IICCTT

4.4. Emergency PreparednessEmergency Preparedness..

Technical staff collaborate in four Technical staff collaborate in four sub-working groups:sub-working groups:

1. Supply Chain Management1. Supply Chain Management

Agreement to share resources:Agreement to share resources:– Relief supplies, human resources / expertise;Relief supplies, human resources / expertise;– Procurement: joint framework agreements (LTAs)Procurement: joint framework agreements (LTAs)

Agreement on common specs for relief items;Agreement on common specs for relief items; Enhancing compatibility of logistics systemsEnhancing compatibility of logistics systems

– e.g. Vetting of suppliers and service providers;e.g. Vetting of suppliers and service providers; Developing cross-border contacts to facilitate Developing cross-border contacts to facilitate

deployment of stocks and staff;deployment of stocks and staff;

Achievements:Achievements:

Supply-chain concernsSupply-chain concerns

Few benchmarks and KPIs for Few benchmarks and KPIs for procurement. Limited management procurement. Limited management information;information;

Low priority; poor ‘senior-level’ Low priority; poor ‘senior-level’ understanding (inefficiencies and understanding (inefficiencies and wasted resources) wasted resources)

Different degrees of procurement Different degrees of procurement centralization among organizations.centralization among organizations.

Catalogues – can there be a standard Catalogues – can there be a standard approach?approach?

2. Joint Training2. Joint TrainingObjectives:Objectives: Collaborative, coordinated approach to Collaborative, coordinated approach to

promote efficient use of fundspromote efficient use of funds. . Information sharing on:Information sharing on:

– UpUpcoming training events coming training events – EffectiveEffective use of training organisations; use of training organisations; – Capacity for Sphere trainings;Capacity for Sphere trainings;

Joint concept papers/proposals to donors;Joint concept papers/proposals to donors;(Plan research consultancy to assess training (Plan research consultancy to assess training needs and capacity).needs and capacity).

3. ICT3. ICT

Objectives:Objectives: Develop means to standardise Develop means to standardise

equipment andequipment and software software;;Now sharing Now sharing information on:information on:– Experiences with commonly used equipment; Experiences with commonly used equipment; – New productsNew products and s and suppliers.uppliers.

MeansMeans to share to share telecommunicationtelecommunication systems:systems:– Pre-positioning of VSAT for emergencies.Pre-positioning of VSAT for emergencies.

Develop / utilise regional databases and Develop / utilise regional databases and web sites.web sites.– Family tracing databases etc. for Family tracing databases etc. for

IDPs/RefugeesIDPs/Refugees

ICT concernsICT concerns

Organisations very set in their ways! A Organisations very set in their ways! A reluctance for change (e.g. Software reluctance for change (e.g. Software and hardware);and hardware);

A need to develop industry standards;A need to develop industry standards; Too much talk and not enough action!Too much talk and not enough action!

4. Emergency Preparedness4. Emergency Preparedness

Achievements:Achievements: Joint contingency planning;Joint contingency planning; Developing means of using joint Developing means of using joint

assessment teams;assessment teams; Developing initiatives for information Developing initiatives for information

sharing and disaster response sharing and disaster response coordination;coordination;– Research consultancy planned to start end Research consultancy planned to start end

February ‘04February ‘04 Sharing information on early warning Sharing information on early warning

systems .systems .

Fleet ForumFleet Forum

Global Fleet ForumGlobal Fleet Forum

Established by:Established by: UN World Food ProgrammeUN World Food Programme World Vision InternationalWorld Vision International International Federation of the Red International Federation of the Red

CrossCross

ParticipantsParticipants APSOAPSO CARECARE CRSCRS ConcernConcern Fritz InstituteFritz Institute Global Road Safety Global Road Safety

PartnershipPartnership GTZGTZ ICRCICRC IFRCIFRC JacanaJacana MSF Belgium, Holland & MSF Belgium, Holland &

FranceFrance NCANCA Norwegian Red CrossNorwegian Red Cross Norwegian Refugee CouncilNorwegian Refugee Council

OSCEOSCE Oxfam GBOxfam GB RedRRedR Swedish Rescue Services Swedish Rescue Services

AgencyAgency TearfundTearfund TPGTPG TransaidTransaid UNDP/IAPSOUNDP/IAPSO UNDPKOUNDPKO UNHCRUNHCR UNICEFUNICEF UNWFPUNWFP WHOWHO World Vision Intl.World Vision Intl.

What participants What participants representedrepresented

3030 organisations organisations – UN, Intl. NGO.– UN, Intl. NGO. FFleet of 45leet of 45,,000 vehicles000 vehicles SSpenpendd $800 m $800 millionillion per per year year on on

operating costsoperating costs ProcureProcure annual annuallyly about 6 about 6,,000 000 vehiclevehicless

Topics discussedTopics discussed

Fleet Management SystemsFleet Management Systems Training Training Security /Road safetySecurity /Road safety ProcurementProcurement

IssuesIssues

What are the best ways that we could What are the best ways that we could collaborate to:collaborate to:

Agree common specs?Agree common specs? Negotiate collectively with suppliers for Negotiate collectively with suppliers for

low prices and fast delivery times?low prices and fast delivery times? Negotiate lease agreements?Negotiate lease agreements? Share transport resources during a crisis?Share transport resources during a crisis? Share training capabilities?Share training capabilities?

Way ForwardWay Forward Map specs of the key vehicle typesMap specs of the key vehicle types - -

establish set of common ‘aid vehicle’ establish set of common ‘aid vehicle’ specificationsspecifications;;

InfoInfo on FMS on FMS - - advice on advice on bestbest systems to systems to useuse;;

SSecurity and road safety ecurity and road safety - - regulations within regulations within each organisationeach organisation??

Map training material and coursesMap training material and courses - - overvoverview of who does whatiew of who does what,, where where??

EEstablishment of a Forum Web Sitestablishment of a Forum Web Site and and appointment of appointment of Fleet Management Fleet Management Information Coordinator.Information Coordinator.

Overall….Overall…. What lWhat lessons essons can be can be learned from learned from

private sector private sector ccollaboratiollaborative approachesve approaches?? How can organisational politics and How can organisational politics and

competition be overcome?competition be overcome? What should be the interface with other What should be the interface with other

aid sector consortia?aid sector consortia?