Information management and communication
5.5 Specialised system functionalities
5.5.1 Document management system
A comprehensive documentation management system mustbe developed to allow for classification, storageand retrievalof all documents pertaining to disaster risk manage-ment policies, standards, regulations and guidelines.The system must also provide for the classification, storage, and retrieval of all documents pertaining to institutional capacity (minutes of meetings, agreements), disaster risk assessments (risk assessment
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s 25(3Xa),s38(3Xa), reports), disaster risk reduction programmes, plans and operational activities (action s 52(2Xa) plans,SOPs,memoranda). This would facilitate ease of access for all users in the three
spheres of government. It would also facilitate the inclusion of relevant information in the training and information systems. The system mustaccommodatetext, video, digital, electronic and voice formats.
The NDMC is responsible for developing a uniform documentation management system, which must be used by all national, provincial and municipal organs of state to submit, record and retrieve documentation related to disaster risk management.
5.5.2 Resource and capacity database
s 17(2)i) A comprehensive, uniform and easily updateableresource and capacity database must be developed and implemented to support the activities described in theKPAsandenablers.
To this end, the following data must be captured:
• infrastructure and facilities
• human resources
• equipment and material.
The database must be accessible to all national, provincialand municipal organs of state as well as NGOs. These users must be able to access, record and update their data sections, which should include theresourcesdcapacities they have available for the purpose of disaster risk management. It is therefore necessary to assign responsibility for the updating and maintenance of the respective sections of the database to designated officials in the relevant organs of state. TheNDMCmust ensure that the system is main-tainedand the information is available to all role players.
5.5.3 Modelling and simulations functionality
The functionality to perform modelling and simulation of risks related to different sce-narios and the probability that specific events would occur must be provided in order to ensure a continuous situational awareness and the effective allocation of resources.
Furthermore, simulations can also be used intrainingprogrammes aimed at developing and evaluating skills and competencies in particular roles. The effectiveness of specific courses of action in real-life situations can also be determined through the use of model-ling and simulations. Such models can be used to ensure that policies and procedures to address specific situations or events follow best practice.
5.5.4 Monitoring and evaluation system
s 15(1)(b), s 19(a-b), The Act and the national disaster management framework emphasisethe role of the s 21 NDMC,PDMCsandMDMCs in monitoring and measuring performance and evaluating
the status of all disaster risk managementactivitiesintheir respective areas of jurisdic-tion.To facilitate a uniform approach and simplify reporting on the status of disaster risk management by organs of state in all spheres of government, one integrated monitoring, reporting and evaluation system must be developed and implemented. The NDMC responsible for the development and implementation of such a system. All organs of state in all spheres of government must use the system to report on the status of their pro -grammes, plans and operations.
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s 7(2Xm), s 21(aXiii), The key performance indicators outlined in the national disaster management framework 24,536,549 must be used as a basis for the monitoring and evaluation system. Annual reports sub
-mitted by the NDMC, PDMCs and MDMCs, as required by the Act, must also be included in the system.
5.5.5 Management of disaster risk management programmes and projects
s 19(e), s 25, s 38, An integrated portfolio (homogeneous grouping of programmes or projects and pro-s 39, pro-s 53 grammepro-s per KM, province or department), programme and project management pro-sypro-stem
must be developed and implemented by the NDMC. Features that need to be included in this component are:
• disaster risk management planning
• mechanisms to monitor progress with the preparation and regular updating of disaster risk management plans
• mechanisms to track the status of projects.
The portfolio, programme and project management system must allow all role players in all spheres of government involved in impjementingdisaster risk management pro -grammes and projects to view information relatedto their respective programmes and projects. These role players must also have secureaccess to the system, allowing them to register new projects, update existing information, view and track progress and cost information.
5.5.6 Quality management system
A quality management system (QMS),which will form an integral part of the disaster risk management database, must be established. The purpose of the QMSis to ensure the quality of management and operational processes conducted by organs of state involved in disaster risk management in the three spheres of government. It will ensure the integrity and effectiveness of the information management and communication system on an ongoing basis and in a planned and systematic manner.
TheQMSmust conform to the requirements ofISO9001-the standard for quality man -agement systems set by the International Organization for Standardization(ISO). The NDMC. PDMCs and MDMCs must establish, document, implement and maintain a QMSand continually improve its effectiveness in accordance with the requirements of ISO 9001.
A designated person within each disaster management centre must be assigned responsi-bility for performing the quality management function and must report directly to the Head of the centre.
All organs of state involved in planning and implementing disasterrisk management projects, either as primary agencies or as members of project teams, must use the system to record and update their project plans.
s 7(2)(m),s 21 5.5.7 Key performance indicators
A uniform document management system has been developed and implemented and is used by all role players.
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