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Enhancing Resilience to Reduce Vulnerability in the Caribbean
Commissioning Unit: Barbados
Evaluation Plan: 2012-2016
Evaluation Type: Project
Completion Date: 03/2014
Unit Responsible for providing Management Response: Barbados
Documents Related to overall Management Response:
 
1. Recommendation: In future projects, SMART indicators should be elaborated once the implementation strategy has been approved. A baseline should then be captured in order to assess future progress. In the next stages of the process to promote the use of Dewetra, SMART indicators can be formulated using data tracking access and behaviour of users while logged on the platform
Management Response: [Added: 2014/06/20]

This project was developed in conjunction with the Government of Italy with the indicators and targets being developed after mutual agreement with the Donors. The use of SMART indicators is part of the renewed focus of UNDP to ensure that the degree of project impact can be measured and as a result we agree with this recommendation. UNDP has already taken steps in this regard as all new projects have incorporated these SMART indicators to measure the degree of change.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Incorporation of SMART indicators in future UNDP projects
[Added: 2014/06/20]
UNDP 2014/06 Completed Applicable for future projects
2. Recommendation: The analysis of risks and assumptions should be an ongoing activity of projects. Project management would then need to formulate contingency planning in case assumptions are not met or risks become real.
Management Response: [Added: 2014/06/20]

Risk analysis was an ongoing activity as part of project. The status updates provided at the quarterly Project Board meetings contained updated risks logs which were reviewed by Project Board members and facilitated any contingency planning

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Continue to update risk logs in preparation for Project Board Meetings on future projects.
[Added: 2014/06/20] [Last Updated: 2018/11/26]
UNDP 2014/06 Completed Risk logs actively updated and prepared for Project Board meetings; applicable for future projects. History
3. Recommendation: Although model legislation can be a useful benchmark for the elaboration of future laws and regulations, without adequate follow-up the potential outcomes are very uncertain. It would be advisable that project partners start an internal reflection on the relevance of such activities and which strategies could be implemented to make them more effective
Management Response: [Added: 2014/06/20]

This recommendation is noted, but it should be also considered that the model legislation initiative approach is a CDEMA strategy to build capacity through shared experience and has been applied over the prior 10 years including model policy. It is therefore consistent with the expectations and strategy of the main partner and a review of this approach should be done within the wider setting.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Discuss efficacy of model policy and legislation within wider DRR capacity building with CDEMA
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CDEMA, UNDP 2014/12 Completed History
4. Recommendation: Implementing agencies and participating national institutions (MET and DM agencies) should agree on a specific commitment to ensure that the same trainees participate in the entire training cycle
Management Response: [Added: 2014/06/20]

The challenge in identifying the appropriate persons/agencies or having this commitment for specific training is ensuring that the agency can sustain that capacity. Substantially agencies like UNDP or CIMH have a limited role in the selection of country participants. The most that can be done is to recommend the level of qualifications necessary for participants and the need for the same participants to access all of the training in a particular category. The Governments of the respective countries have the final authority in determining national participants.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Continue to make recommendations to Government relating to the qualifications necessary for participants and the importance of having the same participant attend all the training.
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CIMH/UNDP 2014/06 Completed Recommendations were made during project implementation period. History
5. Recommendation: The participation of both DM and MET people from each participating country in the trainings helps to achieve a more homogenous buy-in
Management Response: [Added: 2014/06/20]

While in agreement with this recommendation it should be noted that invitations were sent to both DM and MET officials in relation to trainings but as highlighted above their participation will be dependent on respective country decisions. The project sought to engage representatives through country specific missions and facilitated the participation of Met Officials at the Comprehensive Management Conference for presentations and discussions on the project and more importantly to engage in discussions with the disaster management agencies throughout the region. Representatives from both agencies were present at the project close out meeting and were able to provide comments relating to the sustainability of the project.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Continued engagement of country representatives to ensure sustainability. However it is important that this dialogue not only be initiated by regional agencies but it is incumbent that the national dialogue be initiated and occur between the national Meteorological and Disaster Management Agency discussing the national benefits of the platform
[Added: 2014/06/20]
UNDP 2014/06 Completed Project activities completed
6. Recommendation: Involve both officers and management from MET and DM personnel offices in future trainings on the use of Dewetra
Management Response: [Added: 2014/06/20]

While agreeing, this recommendation is seen as a continuation of the progress made during the project. Invitations were sent to both DM and MET officials in relation to trainings but as highlighted above their participation will be dependent on respective country decisions. It is felt that to ensure sustainability and buy-in, any future trainings relating to the platform should be country driven with the countries deciding on national participants.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Continued involvement of Meteorological and Disaster officials in planned future trainings relating to DEWETRA
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CIMH 2014/06 Completed Project activities completed History
CIMH to include Dewetra in training of Met Officials during formal education programming
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CIMH 2014/06 Completed Project activities completed History
7. Recommendation: Where possible consider the value of inclusion in trainings and development of partner agencies who have both a prescribed role under existing government DM legislation such as the National Red Cross Society, and key partners such as the UN operational agencies such as OCHA.
Management Response: [Added: 2014/06/20]

We agree that linkages should be sought with existing structures when implementing relevant project activities, which is undertaken, to the extent possible, on an ongoing basis for all UNDP projects

Key Actions:

Key Action Responsible DueDate Status Comments Documents
In project preparation through situation analysis and stakeholder engagement, UNDP seeks to involve all key partners in relevant processes
[Added: 2014/06/20]
UNDP and national focal points 2014/06 Completed Applicable for future projects
8. Recommendation: Consider the potential harmonization or at least collaboration and coordination of volunteer networks with existing Caribbean emergency team rosters such UNOCHA, UNDAC and Red Cross NITS and RITS
Management Response: [Added: 2014/06/20]

Within UNDP we have sought to use existing networks while implementing project activities. As such we agree with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
On-going discussions between CDEMA and Un System regarding improved coordination of response mechanisms led by the UN RC
[Added: 2014/06/20] [Last Updated: 2018/11/26]
UN RC, CDEMA & ECDPG/DM 2014/06 Completed Project activities completed. History
9. Recommendation: Elaborate an organogram of the Tsunami Regional Coordination mechanism
Management Response: [Added: 2014/06/20]

While a document on the organizational structure and governance of the tsunami early warning system exists it will be beneficial if a diagram is available showing the network of actors and the rank of its parts and positions/jobs

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development of Organogram
[Added: 2014/06/20] [Last Updated: 2018/11/26]
Caribbean Tsunami Information Centre (CTIC) Interim Director 2014/12 No Longer Applicable [Justification: UNDP is not a responsible party for this key action]
History
10. Recommendation: An MoU for the sustainability strategy should be signed soon between CDEMA and CIMH
Management Response: [Added: 2014/06/20]

CDEMA-CIMH MOU is under development and will be signed at the 2014 Technical Advisory Committee Meeting in 2014 to formalize arrangement

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Follow up with agencies on the signature of CDEMA-CIMH MOU
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CIMH, CDEMA 2014/12 No Longer Applicable [Justification: UNDP is not a responsible party for this key action.]
History
11. Recommendation: Member states? representatives to the Project Board should do the reporting to the other countries instead of leaving the task to the Project Manager. This would improve accountability and ownership by participating countries
Management Response: [Added: 2014/06/20]

We do not believe that this recommendation is realistic. The Project Board was comprised of a representative of UNDP, CDEMA, CMO, UNESCO-IOC, the Government of Italy, one representative of a Pilot 1 country, one representative of a Pilot 2 country and a representative of the inter-governmental committee addressing tsunamis and coastal hazards. There were therefore only two country representatives on the Project Board, hence while those countries could report directly in country, dissemination of information to other participating states was best served by the project team who had the more direct engagement.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Pay attention to communication of project activities and results from Project Board and Project Team to beneficiaries
[Added: 2014/06/20]
UNDP 2014/06 Completed On-going
12. Recommendation: Improve CTIC business plan with a comprehensive resources mobilization plan that includes an approximate budget for public awareness activities
Management Response: [Added: 2014/06/20]

Resource mobilization is one of the substantive task to be undertaken by the CTIC in 2014

Key Actions:

Key Action Responsible DueDate Status Comments Documents
CTIC Interim Director to review Business Plan within context of CARIBE EWS WG IV
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CTIC Interim Director, UNESCO IOC 2014/12 No Longer Applicable [Justification: UNDP is not responsible for this key activity.]
On-going History
13. Recommendation: Perform a thorough assessment of the other weather forecasting and incident management platforms in the region to identify opportunities for harmonization and/or integration
Management Response: [Added: 2014/06/20]

Meteorological Services with forecast office have access to many modelling platform which can be used for forecasting. However, the Dewetra platform is the only platform which is cross-cutting and accessible to both Meteorology and Disaster Management for all hydro-meteorological events. Hence, this platform is not seen a duplication and recommend that this platform be used throughout the region to facilitate the merger of products previously produced from other platforms. Additionally the substantive mandate and technical capacity of CIMH meant this was they were best placed to identify any such opportunities

Key Actions:

Key Action Responsible DueDate Status Comments Documents
UNDP will work with the mandated and specialized agencies to identify and work with relevant structures to support capacity building in weather and climate services
[Added: 2014/06/20] [Last Updated: 2018/11/26]
UNDP 2014/06 Completed Completed during project activities. Applicable for future projects History
14. Recommendation: Assess the results of CERT trainings and schedule follow-up sessions with CERT teams that are not yet able to replicate the trainings independently
Management Response: [Added: 2014/06/20]

This assessment for the majority of CERT trainings has been completed and CERT teams have already begun to replicate the training independently. As an example two members from the Department of Disaster Management in the British Virgin Islands were trained as trainers in July 2012 and they have begun working to establish CERTs in the territory. The same can be said for Grenada. It is however recognized that as it relates to some territories there will be a need for reinforcing capacities and support the process of establishing teams of local trainers. Note also that CERT training is an ongoing strategy of CDEMA and therefore the commitment for sustainability is accepted by the main stakeholder

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Discuss with the Caribbean Disaster Emergency Management Agency a methodology for follow up sessions with CERT teams
[Added: 2014/06/20] [Last Updated: 2018/11/26]
CDEMA, UNDP 2014/12 Completed History

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