(English captions by Trisha Paul, University of Michigan)
After completing the capability based plan using the matrices, you have to write the plan
The plan should have background information on the situational analysis, purpose and objectives
of the plan, institutional and legal frameworks for operationalisation of the plan.
This is called, the planning matrix is called, 'relational data' because the items are related
to each other under strategic objectives, operational objectives, and activities.
However, the background information to the plan is called 'non-relational data' because
it is descriptive.
It is important for advocacy purposes defining the concept of operation, showing who is in
charge, showing the justification for the capability tables by showing a succinct disaster
hazard analysis plan that you earlier on developed.
We shall introduce you also to the ADEPT planning method.
ADEPT is short for Automated Disaster and Emergency Planning Tool.
It is best on the matrix that you have been using, on an electronic form of the matrix.
It converts relational data in a plan into an automated electronic reference so that
you sort by activities, by time, and by person responsible, and you are able to quickly get
to what you want.
ADEPT recommends the following approach to planning: establish a partnership, determine
the planning context, collect the planning data, make the plan, negotiate the plan, write
and present the plan, validate the plan, and revise the plan accordingly.
Populate the plan with relational data, that is, prepare the SOA Matrix for each capability.
Thereafter, populate the plan with non-relational data, that is, prepare a succinct background
to the plan.
Present relational data in tables, that is, a matrix, one table per capability.
Capability tables are to contain strategic objectives, operational objectives and activities,
and responsible parties, and the times and budgets.
For reemphasis, this is an example of the matrix.
In this session, we are mainly concerned with the non-relational data.
Determine what non-relational headings are desired, and assign responsible parties to
write or collect information on these non-relational items that is the background information.
Write or collect information on each heading.
Headings proposed include introductory material, the purpose of the plan, the concept of operations,
the plan development and maintenance, and then authorities and references.
This is an example of the detailed plan headings that you are going to use to develop the background
material to your plan before you present the capability tables.
Take some time to flip through them.
Therefore, you show us some administrative issues in your background, the executive summary,
the approval, the table of contents, how this plan will be reviewed and maintained, how
the plan will be distributed, and authorities and references.
In the introduction, tell us the purpose, scope, policy, and plan organization.
Tell us the situation, the Risk Assessment, the HVCA that you have already conducted,
put it as part of the situation analysis for your plan and tell us the planning assumptions.
Describe in detail the concept of operations: alert, notification, activation of this plan
and how it will be deactivated, command and coordination issues, communications.
Tell us the roles and responsibilities of different persons in the event of a disaster.
You may attach addenda showing terms and definitions, acronyms and abbreviations, tables
of organization, department organizational chart, divisions and bureaus.
These headings can be modified according to your situation and context.
Therefore, in the next, following activity, we will go back to your groups and write a
background to your plan based on this key that is shown.
Insert a title page, give a brief introduction of the document, a letter of reference or
statement of authority, situation and assumptions, a description of the concept of operations:
Who is the leading agency? Are there agencies that are cooperating? the incident command
structure in the district and how these agencies would be coordinated. Would there be a disaster
management committee in the district and how would this relate with all the different parties
in disaster response?
Thereafter, you will insert the capability tables that you have prepared.
Then, you can insert appendices.
Don't forget to tell us how the plan would be reviewed and maintained.
You can now start the activity of preparing the background information.