SOP(ET)

CLUSTER E: Emergency Telecommunications Cluster Operations Protocol

Copy Number:

Issuing Agency: National Disaster Risk Reduction and Management Council

Place of Issue: Camp General Emilio Aguinaldo, Quezon City

Date of Issue:

Integrated Plan: National Disaster Response Plan

RATIONALE

During disaster, affected areas are so badly hit by tropical cyclones or torrential rains that Information and Communications Technology (ICT) systems are rendered non-operational. These may result in the non-availability of essential voice, data, Internet, television and radio broadcast services that are critical during and post disaster management operations. There have been cases where LGUs cannot seek help from other agencies of government or even their neighboring cities and municipalities. In such cases, the activation of Emergency Telecommunications Cluster is required to install, operate and maintain a system of communication that will reconnect the isolated LGUs’ Emergency Operations Centers to the NDRRMC’s Operation Center and system. Moreover, the Emergency Telecommunications Cluster will also respond in all major emergencies when directed by the NDRRMC and/or the Civil Defense Administrator, OCD, requested by other cluster Leads and where the scale of the emergency is beyond the capacity of local government units.

The purpose of this plan is to provide an overarching framework to have an effective and timely emergency telecommunications services to support other clusters in carrying out their respective mandates safely and efficiently. The vast majority of Emergency Telecommunications Cluster key players who will deliver on this protocol are based in the field, calling on regional and even global level support as needed.

2. OBJECTIVE

To achieve the Emergency Telecommunications Cluster goal, the broad objective for the cluster’s strategy is to strengthen ICT capacities at the national Cluster level down to local levels to prepare for, respond to and recover from the impacts of disasters.

This will be organized by providing a timely, resilient and predictable Information and Communications Technology (ICT) support to improve:

a. Response and coordination among response organizations

b. Decision-making through timely access to critical information

c. Common operational areas for disaster response

d. Common system standards and operating procedures.

e. Standards based architecture for HADR Operations.

f. System architectures for compliance and interoperability.

3. CONCEPT OF OPERATIONS

As per reference with the Inter-Agency Standing Committee (IASC) that intends for strengthening humanitarian response as a preliminary point, the protocol serves as a framework to guide international, national, regional, and down to barangay clusters’ level action in the emergency telecommunication activities. The activation and operationalization of the ETC will be the decision of the NDRRMC and/or the Civil Defense Administrator, OCD. The contexts in which this cluster will operate include large scale acute emergencies, protracted crises, and also in cases where there is no information being received from the affected LGUs/areas.

The ETC response operations are dependent on the volume and quality of information received and provided by government Clusters members. It will be responsible for coordinating the deployment and implementation of communications services and must fulfill the role of “Provider of Last Resort”. It will be the provider of communications, electronics and information system support services. Also, as part of the support response and coordination among clusters, the ETC will initially assess the ICT requirements and provide the means to facilitate the flow of information to and from different sources involved in the response operations.

The services that will be provided in disaster areas by the ETC through the RETT (Rapid Emergency Telecommunications Team) include communication reconnection access to facilitate telecommunications link/connections for response activities between the LGU Emergency Operations Center, Incident Command Posts and the higher levels of government (PDRRMC, RDRRMC, NDRRMC).

The Cluster will provide basic communications support services and shared voice radio network system. The Cluster will dispatch the RETT to the areas cut off from communication in coordination with the Logistics Cluster. The RETT will serve as rapid deployment team that will be the main focal for the Cluster and will mobilize all available assets of the AFP, PNP, BFP and PCG situated or in the vicinity of the affected area to cover all necessary emergency telecommunication requirements. The team will ensure that Cluster Members exchange information and expertise and provide personnel, equipment, system and solutions.

In a prolonged ICT operations in the disaster area, the RETT in partnership with its cluster members, will provide vital IT and telecoms services and prioritize innovation and use of existing information management tools to help humanitarian workers carry out operations efficiently and effectively. The ETC, through the RETT on-ground, will always facilitate communications, collaboration, cooperation, coordination and commitment among Cluster Members in every disaster operations.

Deactivation of the RETT will be upon full normalcy of the telecommunication system services of the affected LGUs as assessed and confirmed by the LCE/LDRRMC. RETT will follow formal hand-over of the ICT responsibility to concerned government unit before RETT returns to Central Office.

NDRRMC’s secured frequencies will be used for response operations to facilitate the coordination requirements of the ETC and other Response Clusters as well. These frequencies will be used solely by the members of the Response Clusters during Disaster operations.

The Cluster will conduct its own post disaster assessment that is internal to the group to identify good practices and areas for improvements.

The following are the key players and actors in the implementation of this concept.

A. Lead Cluster Agency

a) Office of Civil Defense (OCD) through the Operations/CEIS Division will lead the cluster and perform the following functions:

i. During Disaster Phase

Provide emergency telecommunications coverage around the main operational area for the Command Center and other responders.
Install, operate and maintain the ICT requirements of the Emergency Operation Center (EOC) and National Incident Command Post (ICP) in the disaster area/s through the deployment of RETT.
Publish and maintain a list of allocated disaster management frequencies for the radios of responder groups, organizations and other key players in the disaster area/s.
Collate the different Radio Net Diagram of responder groups, organizations and other key players in the disaster area/s.
Shall maintain an inventory of augmented communication equipment for proper accounting.
Install and maintain internal ICT systems between clusters and individuals independent from national or local public services.
Establish a dedicated GSM/LTE mobile network to be used by the cluster workers in the operational area in partnership with the TELCO(s).
Publish and maintain a list of GSM providers and availability of 2G/3G/4G/LTE and data services and its availability and reliability in partnership with the TELCO(s).
Provide a directory services containing the contact information of the different key players in disaster area/s implied in a specific humanitarian mission.
Conduct repair and maintenance activities as needed.
Receive and consolidate reports related to ICT resources.
Dispatch the RETT as per instruction from the NDRRMC and/or CDA, OCD.
Coordinate with the RETT on ground for updates and operational requirements.

ii. Post Disaster Phase

1. Collates the documentation for ETC requirements, lesson learned, and best practices.

2. ETC and/or RETT to deactivate all emergency telecommunication systems as soon as full resumption of the LGU’s communication system is achieved.

B. Cluster Members

a) Department of Social Welfare and Development (DSWD) – through the Information and Communications Technology Management System

i. During Disaster Phase

1. Shall activate and deploy Disaster Augmentation Response Teams (DARTs), who will immediately install
2. Provide equipment supply and provide technical assistance to maintain communications (voice and data) connectivity.
3. Shall provide additional communication equipment to augment the RETT equipment if available.
4. Shall submit an inventory of augmented communication equipment to OCD for proper accounting.

ii. Post Disaster Phase
1. Shall submit Terminal report to Response Pillar. Shall submit documentation for ETC requirements, lesson learned, and best practices to OCD.

b) Philippine National Police (PNP) through the National Operations Center and the Communications Electronics Service.

i. During Disaster Phase

- 1. Shall provide assistance in communication between disaster site and DRRMCs
  2. Maintain communications connectivity (voice and data) between NDRRMC/LDRRMC and PNP NOC/RTOC.
  3. Shall provide additional communication equipment to augment the RETT equipment if available.
  4. Shall submit an inventory of augmented communication equipment to OCD for proper accounting.
  5. Shall provide technical assistance to radio users and to maintain serviceability of all issued communication equipment & system for PNP units deployed in disaster area
  6. Ensures availability and operational readiness of all issued equipment.

ii. Post Disaster Phase

Shall provide assistance in communication between disaster site and DRRMCs
Maintain communications connectivity (voice and data) between NDRRMC/LDRRMC and PNP NOC/RTOC.
Shall provide equipment support
Shall provide technical assistance to radio users and to maintain serviceability of all issued communication equipment & system for PNP units deployed in disaster area
Directs ITMS and CES to perform the following tasks:
- - - Establish emergency telecommunications with NOC;
    - Augment IT personnel in the communication posts; and
    - Account the communication and IT equipment required by the affected units for immediate replacement
Assists the NDOC/DPCR on the accounting and assessment of data after disaster.
Provides additional communications equipment as necessary.
Ensures availability and operational readiness of all issued equipment.
Disseminates Radio Net Diagram.
Coordinates with local amateur radio groups.
Conducts assessment/evaluation of equipment and materials used in policing during disaster.

c) Armed Forces of the Philippines (AFP)

i. During Disaster Phase

Shall provide personnel/technical and equipment assistance for communication between disaster site and DRRMCs, consistent with defense priorities.
Shall provide additional communication equipment to augment the RETT equipment if available.
Shall submit an inventory of augmented communication equipment to OCD for proper accounting.
Shall coordinate with the DRRMCs on the optimum employment of communications assets, both manpower and equipment.
Shall establish operations procedures consistent with the communications flow of the DRRMCs
Shall assist the DRRMCs in managing the spectrum by discouraging employment of unauthorized communications equipment.

ii. Post Disaster Phase

Shall provide DRRMCs the good practices employed during the disaster phase to serve as “lessons learned” documents.
Shall be prepared to provide debriefing as part of communications education.
Shall conduct retraining of technical personnel and refurbish ICT equipment to ensure operational readiness status.

d) Philippine Coast Guard (PCG)

i. During Disaster Phase

Shall be responsible for assessing and collecting the degree of damage related to sea navigation, immediately after a hydro-meteorological disaster, especially a tropical cyclone disaster, and report to DRRMCs, if navigation of marine vessels are found unsafe, due by wrecked ships and floating debris/objects, damaged aids to navigation (lighthouses/navigational buoys) ~~and other objects~~.
Shall provide communications assistance and render reports/updates on activities and incidents to DRRMC and Cluster Lead.
Shall provide additional communication equipment to augment the RETT equipment if available.
Shall submit an inventory of augmented communication equipment to OCD for proper accounting.

ii. Post Disaster

Shall submit documentation for ETC requirements, lesson learned, and best practices to OCD.

e) Department of Public Works and Highways (DPWH)

Assist in the clearing operations for areas of telecommunication sites and other infrastructure facilities.
Assist in the conduct of RDANA.
Assists the LGUs to reinstall communication facilities.

ii. Philippine Information Agency (PIA) and Media

i. During Disaster Phase

Activate regional/provincial PIA team to provide regular updates from regional/provincial PIA to be disseminated thru text blast and website news facility in coordination with the DRRMCs.

iii. Post Disaster Phase

Report information to the public on impacts of disaster and updates of response activities thru text blast, website news facility.

g) PLDT, Smart Communications Inc. and Sun Cellular

i. Pre Disaster Phase

1. Identifying and Prepositioning of Key People and Resources for Disaster Response (work with ETC cluster members for easy transport and facilitation).
2. Network Resiliency Check for both wired and wireless
3. Ensure that all alert/monitoring systems running on network are available (Infoboard, Social Media assets, NOAH, Weather alerts)

ii. During Disaster Phase

Informing and Alerting during the Disaster

1.a Cell Broadcast , in accordance with NDRRMC request.

1.b Infoboard

1.c Communications Support to Responders

1.d LibrengTawag/Cellphone Charging Stations/Internet

1.e Social Media engagements via Rappler, Relief.PH, Rescue.ph

1.f Provision of reports for areas with no signals or communication networks.

2. Deployment of Quick Communications Solution

2.a Satellite voice communications (ThurayaSatSleeves for Iphone)

2.b Satellite internet (BGAN)

2.c Instant Network (in partnership with Vodafone and Telecoms Sans Frontiers)

2.dCellsite on wheels (prepositioned with satellite)

2.e Connectivity augmentation in OpCen

3. Social Media and other Emerging Technologies*

3.a Crisis mapping

3.b Big data analytics

3.c Mobile apps

Post Disaster Phase
1. Network Audit for Fixed and Wireless to consider ‘adaptation’ strategies.
2. Ensure that all alert/monitoring systems running on network are available (Infoboard, Social Media assets, NOAH, Weather alerts)

h) Bureau of Fire Protection (BFP)

Shall provide assistance in relaying vital information on the actual condition from the disaster area to the DRRMCs for proper disposition.

i) National Telecommunications Commission (NTC)

Shall monitor Telecom Network Situation.
Shall ensure availability of Radio Frequency for DRRM
Shall man their staff to confirm and restore the function of the communication being managed by their own.
Shall report the statuses of communication conditions of each mean, such as radio wave communication service to to DOTC.
Shall exert all efforts to newly create or revive the redundant radio wave communication for emergency information communication under the coordination of the DOTC Headquarter.
Shall need to put effort on proper and uninterrupted operation of communication, by allocating staff to disaster area and implementing communication control, to deal with problems such as interference during congestion of communication in radio transmission stations at the time of disaster.
Shall provide National Interagency Radio Support systems for use by disaster response teams to report information from the disaster area to the DRRMCs and such other applications as determined by the radio communications coordinator.

j) Department of Health (DOH)

Provide database of available communication equipment with specification of the Health Cluster
Provide database of critical facilities and personnel

k) REACTPhils. Inc– CRS AFP

Will assist conveying the warning messages and information in accordance with the requests by DRRMCs.
Provide feedback communication to respective local DRRM and OCD through National Office.
Shall provide alternate national communication system for emergencies through its prepositions local groups and facilities nationwide.
Coordinate with other local and national radio groups.
Help coordinate with stakeholders in affected areas.

l) Department of Science and Technology (DOST)

During Disaster:

1. Shall provide emergency communications equipment such as Satellite Phones and BGANs in coordination with the International Telecommunications Union.

Post Disaster:

Shall submit documentation for ETC requirements, lesson learned, and best practices to OCD.

m) Metropolitan Manila Development Authority (MMDA)

During Disaster:

Maintain communications connectivity (voice and data) between NDRRMC and MMDRRMC.

Post Disaster:

2. Shall submit documentation for ETC requirements, lesson learned, and best practices to OCD.

4. CONCEPT OF SUSTAINMENT

A. The OCD as Cluster Lead will coordinate the dispatch of the RETT and will handle all its budgetary needs to support its operation at the affected area.

B. All members of the cluster acting on request from the OCD will make available necessary and operational telecommunication equipment at the disposal of the RETT at the affected area.

C. Concerned government agencies and their subordinate offices shall utilize their respective internal personnel. Additional personnel requirements shall be coordinated through the NDRRMC in collaboration with all Council members.

5. COMMAND AND CONTROL

A. Command Relationship – all DRRM actors and key players will refer and based their actions as prescribed in IRR of R.A. 1021, Rule 3, Section 2. Composition

B. Command Center – National Disaster Risk Reduction and Management Operations Center (NDRRMOC), Camp General Emilio Aguinaldo, Quezon City.

1) Succession of Command:

a) Chairperson, NDRRMC (S, DND)

b) Vice-Chairperson for Disaster Response (S, DSWD)

c) Emergency Telecommunications Cluster Lead (OCD-OpnsDiv)

d) Emergency Telecommunications Cluster Members

2. Interagency Communication System Support

For the entire duration of the operations, the existing means of communications shall be utilized whatever is applicable. However, the Emergency Telecommunication Cluster will be activated once communication is cut-off from the affected areas.

FOR GUIDANCE AND STRICT COMPLIANCE

SEC VOLTAIRE GAZMIN

Chairperson, NDRRMC

Department of National Defense