Creating the Information Management-Technical Working Group (IM-TWG) and Ensuring the Availability and Accessibility of Quality Operational Datasets to Support the Disaster Risk Reduction and Management System in the Philippines

January 18, 2016

NDRRMC MEMORANDUM CIRCULAR NO. 002-16

 

1.0 Rationale

Data and information are the basis of all disaster risk reduction and management (NDRRM) plans. They also serve to facilitate appropriate and timely emergency response. In order to improve the decision making process, such data and information have to be available, of quality 1 and accessible. In addition, the systems that support the transfer and use of these data and information have to be interoperable.

Institutionalizing information systems for operational datasets is considered an effective tool in managing the growing impacts of disaster risks. As a response, the Philippine Government has enacted a number of laws and policies, including the Republic Act 10121 or the Philippine Disaster Risk Reduction and Management (DRRM) Act of 2010. Said Act recognizes the importance of multi stakeholder participation in the development, updating, sharing of and access to information for policy, planning and decision-making before, during and after disasters.

Likewise, the Government advocates the interoperability of information systems as promoted by Joint Memorandum Circular 2015-01 or the Guidelines for the Implementation of the Open Government Data General Provision, as encapsulated in Republic Act 10651 or the 2015 General Appropriations Act in order to support data and information sharing and exchange across and in all levels of governance. SaCIDT

It is therefore imperative for NDRRMC member agencies and key partners to: (1) Establish, sustain and give access to quality Common and Fundamental Operational Datasets (CODs, FODs) to all stakeholders involved in disaster risk reduction and management; and (2) Strengthen and align data and information management and system interoperability capacities, skills and practices through improving current institutional arrangements.

2.0 Purpose

This Memorandum Circular aims to:

2.1 Establish the Information Management Technical Working Group (IM-TWG) that will serve as a venue for NDRRMC Member Agencies and key partners involved in DRRM to address disaster-related data and information availability, quality and accessibility, as well as system interoperability issues across the emergency cycle; and

2.2 Provide the guidelines in establishing, managing and sharing Common and Fundamental Operational Datasets.

3.0 Expected Outcome

3.1 All the necessary geospatial (COD) and statistical (FOD) data needed to take decision will be available, of quality and accessible to all NDRRMC Member Agencies and key partners during the different phases of the emergency cycle (prevention, mitigation, preparedness, response, rehabilitation and reconstruction). This common dataset will not only provide a common operational picture to the all DRRM community but also allow for the generation of cluster specific products (maps, tables and graphs).

3.2 All the DRRM based information systems in the country will be interoperable and their content compatible.

3.3 The data and information management capacity of governmental agencies will be strengthened.

4.0 Legal Bases and References

4.1 Joint Memorandum Circular No. 2015-01 Guidelines for the Implementation of the Open Data Government Provision in the 2015 General Appropriations Act

4.2 Section 9, para g. Powers and Functions of OCD under RA 10121 (Philippine Disaster Risk Reduction and Management Act of 2010)

 Formulate standard operating procedures for the deployment of rapid assessment teams, information sharing among different government agencies, and coordination before and after disasters at all levels;

4.3 Section 3, IRR of RA 10121 (Philippine Disaster Risk Reduction and Management Act of 2010)

 Formulate, harmonize, and translate into policies a national agenda for research and technology development on disaster risk reduction and management.

4.4 Section 4, para 21 IRR of RA 10121 (Philippine Disaster Risk Reduction and Management Act of 2010)

 Establish linkage/network with other LGUs for disaster risk reduction and emergency response purposes.

4.5 Section 4, para 14 IRR 10121 (Philippine Disaster Risk Reduction and Management Act of 2010)

5.0 Scope and Coverage

This Memorandum Circular shall apply to all NDRRMC member agencies, R/LDRRMCs and key partners, whether government or private, that are responsible for the development, updating and sharing of Common and Fundamental Operational Datasets in their respective areas of jurisdiction. It shall specifically focus on ensuring the availability, quality and accessibility of operational datasets and information system interoperability across all phases of disaster risk reduction and management.

6.0 Definition of Terms

a) Common Operational Dataset (COD) — Key geographic objects needed to support the operation and decision making during the response. This would include but not be limited to: administrative boundaries, populated places, transportation network, health facilities, schools, evacuation centers, etc.

b) Data — Facts and statistics collected for reference or analysis.

c) Data Compatibility — property of a dataset that allows for it to be integrated with other datasets without having to be altered to do so.

d) Data Management — all the disciplines related to managing data as a valuable resource. This covers, but is not limited to: data collection, cleaning, validation, documentation as well as the generation of data products (graphs, tables and maps).

e) Disaster — a serious disruption of the functioning of a community or a society involving widespread human, material, economic or environmental losses and impacts, which exceeds the ability of the affected community or society to cope using its own resources. cHECAS

f) Disaster Response — Republic Act 10121 defines that it is the provision of emergency services and public assistance during or immediately after a disaster in order to save lives, reduce health impacts, ensure public safety and meet the basic subsistence needs of people affected. It predominantly focused on immediate and short term needs and is sometimes called disaster relief.

g) Emergency — as per Republic Act 10121, it is defined as unforeseen or sudden occurrence, especially danger, demanding immediate action.

h) Fundamental Operational Dataset (FOD) — information or statistics attached to the key geographic objects defined as part of the CODs. This would for example and not be limited to: population, livelihood, response capacity, and others.

i) Information — facts provided or learned about something or someone.

j) Information Management — the collection and management of information from one or more sources and the distribution of that information to one or more audiences.

k) Information System — an integrated set of components for collecting, storing, and processing data and for delivering information, knowledge, and digital products.

l) System Interoperability — property of a product or system, whose interfaces are completely understood, to work with other products or systems, present or future, without any restricted access or implementation.

7.0 Policy Statement

To accord with the cited legal bases and references herein, this Memorandum Circular hereby:

7.1 Creates the Information Management-Technical Working Group (IM-TWG). Its functions, structure, membership and method of work are rigorously discussed in Annex 1.

7.2 Orders NDRRMC Members Agencies and key partners to take the necessary action for:

7.2.1 The CODs and FODs identified by the IM-TWG to be generated, maintained, regularly updated and made accessible to any institution involved in disaster risk reduction and management in the Philippines. The data in consideration shall comply with the guidelines, specifications and standards developed and agreed upon among IM-TWG Members;

7.2.2 Their respective information systems to be interoperable and the content of these systems to be compatible following the guidelines, specification and standards agreed upon among IM-TWG Members;

7.2.3 An open data policy to be used as much as possible. When this is not possible, agreements allowing access to the identified CODs and FODs should be signed through the IM-TWG between the concerned governmental agency and all the actors involved in disaster risk reduction and management activities;

7.3 Orders the Office of Civil Defense (OCD) to engage with the local and international community in a concerted effort in order to: (1) strengthen data and information management capacities within the government; (2) support projects and other activities aiming at improving the availability, quality and accessibility of the identified CODs and FODs and/or information system interoperability; (3) integrate the data collected during crisis into the government information system.

8.0 Separability Clause

Should any of the provisions herein be declared invalid or unconstitutional by the appropriate authority or courts of law, the same shall not affect the other provisions' validity, unless otherwise so specified.

9.0 Repealing Clause

9.1 All existing issuances, which are inconsistent herewith are hereby suspended.

9.2 Any future reference with respect to their issuances in relation to the Information Management-Technical Working Group (IM-TWG) shall be made in reference to this Memorandum Circular.

10.0 Dissemination

The Office of Civil Defense (OCD) and its Regional Directors, NDRRMC and member agencies shall disseminate the Memorandum Circular to all LGUs within their territorial jurisdiction.

11.0 Effectivity

This Memorandum shall take effect immediately for information, guidance and widest dissemination.

 

(SGD.) VOLTAIRE T. GAZMINSecretary, DND andChairperson, NDRRMC

ANNEX 1

Functions, Structure, Membership and Method of Work of the Information Management-Technical Working Group (IM-TWG)

1. Functions

The function of the working group is to work in partnership with all concerned stakeholders to: AHDacC

a) Develop and implement a common strategic framework to data and information management for disaster risk reduction and management that would include but not be limited to:

i) Facilitating the availability, quality and accessibility of the identified core datasets and ensuring systems interoperability through the provision of common terminology, specifications, standards and protocols; and

ii) Coordinating data collection efforts and projects (including the harmonization of data and information collection tools) to avoid unnecessary duplication, ensure data compatibility and obtain a comprehensive and common operational picture.

b) Come up with the necessary policies, associated guidelines and protocols to support the implementation of the strategic framework including:

i) Proposing measures to leverage the necessary resources for the government, in collaboration with the international community, to be in the position of generating, maintaining and openly sharing the necessary data and information; and

ii) Ensuring coordination and fostering collaboration and harmonization among stakeholders of efforts and projects pertaining to disaster-related data and information management and systems interoperability.

c) Identify all the necessary common and fundamental operational datasets (CAFODs), its associated metadata attributes crucial among government agencies and other institutions involved in disaster risk reduction and management through a comprehensive matrix jointly developed and agreed upon by the IM-TWG members.

d) Assess data and information sources and systems interoperability needs as well as identify corresponding gaps among the DRRM community;

e) Develop and reach consensus on data and information management taxonomy, specifications, standards and protocols;

f) Develop and agree on systems and protocols of data sharing, access and, reporting or dissemination;

g) Share knowledge, experiences, expertise, best practices and project information related to data and information management as well as system interoperability;

h) Ensure the long term sustainability of the IM-TWG activities and the strengthening of governmental agencies technical capacities in the area of data and information management; and

i) In close collaboration with the open data, the Philippine eGovernment Interoperability Framework and other relevant initiatives, advocate for the strategic framework and associated policies and guidelines, to be applied at all levels of the Government (National to Local) and in other contexts and serve as a contribution towards the perspective of establishing a national data infrastructure.

2. Structure and Membership

a) The IM-TWG is placed under the umbrella of the NDRRMC;

b) The Office of the Civil Defense (OCD) shall serve as the Chair and the Department for Social Welfare and Development (DSWD) as Co-Chair of the IM-TWG;

c) The roles and functions of the Chair, and Co-Chair if needed, are to:

i) Provide leadership to the IM-TWG;

ii) Provide the provisional agenda to all Members and facilitates the meetings; and

iii) Ensure that executive summary of the meetings and other materials are shared with the IM-TWG members.

iv) Communicate/report coordination and policy gaps and issues that cannot be resolved within the TWG to appropriate NDRRMC officials, relevant government agencies, groups and committees for resolution. IDSEAH

d) The Operation Division of OCD and the Emergency Response Integration Center (ERIC) shall work as secretariat of the IM-TWG. They are in-charge of inviting the focal points to the meetings and other activities of the IM-TWG as well as preparing and sharing the corresponding executive summary.

e) The IM-TWG comprises focal points from:

i) NDRRMC Member Agencies through (if appropriate, one person could fulfill more than one of the listed functions):

1) A senior officer — Person having the authority to take decision on data, information management and system interoperability issues. In the case of NDRRMC Member Agencies this should correspond to someone involved or who has served in the actual emergency operations either on field assignment or in the NDRRMC Operations Center;

2) Content focal person — Person in charge of data and/or information management in the agency, and

3) An ICT focal person — Person knowledgeable about system interoperability within the agency.

ii) Other governmental agencies mandated to collect, manage and share the identified CODs and FODs. These agencies to also nominate focal points;

iii) Key partners and stakeholders invited by the IM-TWG Chair;

f) The roles and functions of the focal persons are to:

i) Represent her or his agency and report on its activities during IM-TWG meetings;

ii) Serve as contact person and subject matter expert on issues covered by the IM-TWG and provision of data and information needed for disaster risk reduction and management;

iii) Report back to her or his agency on discussions and decisions taken during the IM-TWG meetings;

iv) Perform other tasks as requested.

g) Annex 2 illustrates how the position of the IM-TWG, as a forum for the DRRM community and relevant projects, contributes to the development and sharing of Common and Fundamental Operational Datasets (CODs/FODs) and to DRRM information system interoperability as well as the development and implementation of the NDRRM Data and Information Management Strategic framework with the purpose to prevent and reduce the human and economic impact of disasters.

3. Methods of Work

a) Meetings

i) The frequency of meetings will be determined based on the needs and progress of the IM-TWG's activities;

ii) One week before each meeting, the Chair will ask Members for items to be included in the agenda and will share a final draft with all Members at least the day before the meeting;

iii) The IM-TWG has the power to create sub-committees as needed; and

iv) Focal points and subject matter experts will be convened based on the items on the agenda;

v) When appropriate, virtual meetings will be organized.

b) IM-TWG Web site

 A web site for collaboration, coordination and communication is to be setup.

c) Reporting

 Written executive summary of the meetings shall be issued and distributed to all IM-TWG Members within one week after each meeting.

ANNEX 2

Relation between the DRRM Community, the Projects and the IM-TWG as well as its Expected Outputs and Purpose

Footnotes

1. Refers to data/information that are complete, up-to-date, reliable, accurate and documented.