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Document prepared by European Commission

DG GROW, DG ECHO, DG JRC

Version 1.1

February 2015

Copernicus

Emergency Management Service

Mapping

Manual of Operational Procedures

Guidelines for EC Services,

Service Providers and

Authorized Users

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Table of contents 1. INTRODUCTION ....................................................................................................................................................... 5

2. WHAT DOES COPERNICUS EMS MAPPING OFFER? – AN OVERVIEW OF THE SERVICES ............... 6

2.1. RAPID MAPPING SERVICE ..................................................................................................................................... 6 2.2. RISK AND RECOVERY MAPPING SERVICE.............................................................................................................. 7 2.3. COPERNICUS EMS MAPPING VALIDATION ........................................................................................................... 8

3. COPERNICUS EMS MAPPING ORGANISATIONAL ARRANGEMENTS ...................................................... 9

3.1. BASIC PRINCIPLES ................................................................................................................................................. 9 3.2. ROLES AND RESPONSIBILITIES .............................................................................................................................. 9

3.2.1. European Commission .................................................................................................................................... 9 3.2.2. European Space Agency (ESA) ..................................................................................................................... 11 3.2.3. Service Providers .......................................................................................................................................... 11

3.3. WHO ARE THE COPERNICUS EMS MAPPING USERS?........................................................................................... 11 3.3.1. Authorised Users (AU) .................................................................................................................................. 11 3.3.2. Associated Users (ASCU) ............................................................................................................................. 12 3.3.3. General Public Users (GPU) ........................................................................................................................ 12

3.4. ACCESS TO THE RAPID MAPPING AND THE RISK AND RECOVERY MAPPING SERVICES BY USERS ....................... 12 3.5. FOR WHICH GEOGRAPHICAL AREA CAN A USER REQUEST A SERVICE? ................................................................. 13

4. COPERNICUS EMS RAPID MAPPING SERVICE ............................................................................................. 14

4.1. THE SERVICE WORKFLOW ................................................................................................................................... 14 4.2. SERVICE REQUEST FORM (SRF) - RAPID MAPPING MODE .................................................................................. 15

4.2.1. How to prepare a SRF................................................................................................................................... 15 4.2.2. How to submit a SRF..................................................................................................................................... 16

4.3. THE ACCEPTANCE CRITERIA FOR SERVICE REQUESTS (SR) – RAPID MAPPING ................................................... 16 4.4. PRODUCT DELIVERY ........................................................................................................................................... 17 4.5. USER FEEDBACK ................................................................................................................................................. 17

4.5.1. The Authorized User’s opinion and feedback ............................................................................................... 17 4.5.2. The End User’s feedback .............................................................................................................................. 18

4.6. SUMMARY OF THE COPERNICUS EMS RAPID MAPPING SERVICE ........................................................................ 18

5. COPERNICUS EMS RISK AND RECOVERY MAPPING SERVICE .............................................................. 20

5.1. THE SERVICE WORKFLOW ................................................................................................................................... 20 5.2. SERVICE REQUEST FORM (SRF) – RISK AND RECOVERY MAPPING SERVICE ...................................................... 21

5.2.1. How to prepare a SRF................................................................................................................................... 21 5.2.2. How to submit a SRF..................................................................................................................................... 21

5.3. THE ACCEPTANCE CRITERIA FOR SERVICE REQUESTS (SR) – RISK AND RECOVERY MAPPING SERVICE ............. 22 5.4. PRODUCT DELIVERY ........................................................................................................................................... 22 5.5. THE END (ASSOCIATED) USER’S FEEDBACK ....................................................................................................... 22 5.6. SUMMARY OF THE COPERNICUS EMS RISK AND RECOVERY MAPPING SERVICE ................................................ 23

6. COPERNICUS EMS MAPPING VALIDATION .................................................................................................. 24

7. DATA AND DISSEMINATION POLICY OF THE COPERNICUS EMS MAPPING PRODUCTS .............. 25

7.1. DATA POLICY PRINCIPLES ................................................................................................................................... 25 7.2. SECURITY RESTRICTIONS OUTSIDE THE EU ......................................................................................................... 25

7.2.1. Identifying sensitive activations outside the EU ............................................................................................ 25 7.2.2. Controlling access to and dissemination of VHR data .................................................................................. 26 7.2.3. Identifying sensitive information content within service products ................................................................ 26 7.2.4. Preventing misuse of products ...................................................................................................................... 26

7.3. DISSEMINATION MODALITIES .............................................................................................................................. 27 7.4. BRANDING .......................................................................................................................................................... 27

8. CONTACT POINTS ................................................................................................................................................. 28

8.1. RAPID MAPPING SERVICE ................................................................................................................................... 28 8.2. RISK AND RECOVERY MAPPING SERVICE............................................................................................................ 28

9. ANNEXES .................................................................................................................................................................. 29

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9.1. LIST OF AUTHORIZED USERS OF COPERNICUS EMS MAPPING ........................................................................... 29 9.2. DEFINITION OF AREA OF INTEREST ..................................................................................................................... 31

9.2.1. Using the Map Coverage Planner ................................................................................................................. 31 9.2.2. Digitization from Google Earth .................................................................................................................... 31 9.2.3. Conversion from shapefile to KML/KMZ ...................................................................................................... 32 9.2.4. The importance of the data reference system ................................................................................................ 33

9.3. RAPID MAPPING SERVICE PORTFOLIO ................................................................................................................. 33 9.3.1. Map types, main content, production time and mode (service levels) ........................................................... 34 9.3.2. Activation Extent Map ................................................................................................................................... 38 9.3.3. Event types (disaster) covered....................................................................................................................... 38 9.3.4. Output types and formats .............................................................................................................................. 38 9.3.5. Other technical specifications of the products .............................................................................................. 39 9.3.6. Mapping guidelines ....................................................................................................................................... 43

9.4. RISK AND RECOVERY MAPPING SERVICE PORTFOLIO ........................................................................................ 44 9.4.1. Product types, main content and delivery time ............................................................................................. 44 9.4.2. Event types (disaster) covered....................................................................................................................... 50 9.4.3. Output types and formats .............................................................................................................................. 50 9.4.4. Other technical specifications of the products .............................................................................................. 51 9.4.5. Reporting ....................................................................................................................................................... 53 9.4.6. Mapping guidelines ....................................................................................................................................... 53

9.5. REQUIRED PRODUCT ELEMENTS AND DOCUMENTATION ..................................................................................... 53 9.6. ACRONYMS ......................................................................................................................................................... 55 9.7. GLOSSARY .......................................................................................................................................................... 57

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1. Introduction

The European Earth Observation program Copernicus1 has entered in its full operational phase following the adoption of the Copernicus Regulation2. The Emergency Management Service is one of the Copernicus service components. It consists of a set of activities aimed at mapping (Copernicus EMS Mapping) and an activity supporting early warning systems. Copernicus EMS Mapping is operational since April 20123 and will continue its operations as defined in the Copernicus Regulation. This manual of procedures details the Copernicus EMS Mapping, which is implemented as three separate service modules:

The EMS Rapid Mapping;

The EMS Risk and Recovery Mapping;

The EMS Mapping Validation.

The aim of this manual is to define and clarify the roles and responsibilities of all actors, describe the detailed workflow for each service module, and inform all potential users on what they can get from the Copernicus EMS Mapping services and how. The manual builds on the first version which was drafted for the GMES Initial Operations EMS Mapping services, since 2013 known as Copernicus EMS Mapping. It was updated according to the specifications of the service operations starting in 2015. The manual gives an overview of Copernicus EMS functioning. It does not replace existing legal texts (e.g. Copernicus Regulation) or terms of service contracts. The manual is organized as follows:

chapter 2 gives an overview of the services offered by Copernicus EMS Mapping, during all phases of the emergency management cycle. Details and examples of products are listed in Annex (sections 9.3.1 and 9.4.1);

chapter 3 explains the organizational arrangements with the roles and responsibilities of actors and lists the users authorized to trigger the Rapid mode and Risk and Recovery mode;

chapters 4 and 5 describe in detail the workflow of the two Copernicus EMS Mapping modes: Rapid Mapping and Risk and Recovery Mapping;

chapter 6 describes the activities of the Copernicus EMS Mapping Validation;

chapter 7 describes the data and information policy for the Copernicus EMS Mapping products with the related dissemination rules;

chapter 8 gives the contact points for all actors involved in the Copernicus EMS, including contact points for requesting a service, requesting information, providing feedback, etc.;

chapter 9 contains the annexes (e.g. authorized users list, examples of products for the Rapid Mapping and the Risk and Recovery Mapping service, Acronyms, Glossary).

1 The name was adopted in 2013 for the programme that was previously known as Global Monitoring of Environment and Security (GMES). 2 Regulation (EU) No 377/2014 of the European Parliament and of the Council of 3 April 2014, establishing the Copernicus Programme and repealing Regulation (EU) No 911/2010. 3 Former GIO EMS - Mapping (GIO operations 2011-2013).

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2. What does Copernicus EMS Mapping offer? – An overview of the services

The Copernicus EMS Mapping service provides timely and accurate geospatial information derived from satellite remote sensing and completed by available in-situ data and open source information. The Rapid Mapping and the Risk and Recovery Mapping services are offered only upon activation by authorized users in all phases of the emergency management cycle and are free of charge for the users. The information generated by the service can be used as supplied (e.g. as digital or printed map outputs) or further combined with other data sources (e.g. as digital feature sets in a geographic information system (GIS) to support geospatial analysis and the decision making processes of emergency managers). Figure 1 shows a schematic overview of the products offered by Copernicus EMS Mapping. The detailed description is provided in chapters 4, 5 and 6.

Reference maps

Disaster response maps

Reference maps

Pre-disaster situation maps

Reference maps

Post-disaster situation maps

Rapid Mapping

• On demand

• Standardized

• Hours-days

Risk & Recovery Mapping

• On demand

• Tailored to user needs

• Weeks-months

Mapping

validation

Figure 1: Overview of products offered by Copernicus EMS Mapping services.

2.1. Rapid Mapping service

The service consists of the on-demand and fast provision (hours-days) of geo-spatial information in support to emergency management activities following an emergency event. The service is based on the acquisition, processing and analysis, in rapid mapping mode, of satellite imagery and other geo-spatial raster and vector data sources. The products are standardized maps with a set of parameters the user can choose when requesting the service. The user can choose between three different map types and two temporal modes which are defined through service levels.

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Map types Reference maps provide a quick updated knowledge on the territory and assets using

data prior to the disaster. The content consists in selected topographic features on the area affected by the disaster, in particular exposed assets and other available information that can assist the user in their specific emergency management tasks. A reference map is normally based on a pre-event image. In Europe, the reference maps may be generated from very high resolution ortho-imagery and spatial data sets that are available through the national mapping and cadastral agencies.

Delineation maps provide an assessment of the event extent (and of its evolution if requested). Delineation maps are derived from satellite post-disaster images. Delineation maps include the disaster type and the delineation of the areas impacted by the disaster.

Examples: burnt area map, flooded area map, earthquake impact area map. Grading maps provide an assessment of the damage grade (and of its evolution if

requested). Grading maps are derived from post-event satellite images. Grading maps include the extent, type and damage grades specific to the event. They may also provide relevant and up-to-date information on affected population and assets, e.g. settlements, transport networks, industry and utilities. Examples: earthquake grading map with the count of the number of destroyed/damaged buildings in each cell of a regular grid. Population, roads, hospitals, shelters, gathering areas may be included.

The maps can be requested individually (i.e. delineation map only) or in combination with other map types (i.e. delineation and grading). The delivery mode (service level, see below) can be different for each map. Monitoring maps: within the same activation, for a given AOI, updates of the initial map may be requested.

Service levels The user can choose between two delivery times for the above mentioned map types. In the case of service level 1 (SL1), maps are provided within some hours after delivery and quality approval of imagery (9h for reference maps, 12h for delineation and grading maps). For service level 5 (SL5), all map types are typically provided within five working days (SL5) (the delivery time of SL5 can be shortened or extended based on the user needs). A specific feature of SL1 is the provision of a First Available Map (FAM), which is by default provided for delineation and grading maps 3h after the delivery and quality acceptance of the imagery. FAM provides the same content as the final product but the early delivery may lead to lower quality and higher uncertainty (lower thematic and positional accuracy, in vector and raster jpeg 200dpi only).

2.2. Risk and Recovery Mapping service

This service consists of the on-demand provision of geo-spatial information in support to emergency management activities not related to the immediate response, i.e. not requiring rapid mapping-mode delivery, in particular relating to the prevention, preparedness and reconstruction/recovery phases. Production of these products will take weeks or months and products are therefore more sophisticated than those for rapid mapping. Given the wide variability of situations to service, the user is able to design the request according to his needs:

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1) choose from a pre-defined set of detailed topographic features (in particular regarding infrastructures) and disaster risk information (hazard, exposure, risk). This allows to have a base standard structure;

2) describe in free text the information needs specific to the crisis event and type of product wanted. This allows including a wide range of optional information layers, depending on the user needs.

Three broad product types are foreseen. Reference maps provide a comprehensive and updated knowledge of the territory and

assets in disaster risk reduction contexts.

Pre-disaster situation maps provide relevant and up-to-date thematic information that can help planning for contingencies on areas vulnerable to hazards, aiming to minimise loss of life and damage.

Examples: hazard exposure, vulnerability/resilience, risk status, evacuation plans, modelling scenarios.

Post-disaster situation maps provide relevant and up-to-date thematic information on recovery needs, reconstruction planning and progress monitoring, mapping long-term impact, etc. and may need to be updated frequently.

Examples: post disaster needs assessment, recovery plans, reconstruction/rehabilitation monitoring, IDP monitoring, Refugee Camp monitoring.

2.3. Copernicus EMS Mapping Validation

This service consists of the verification of a sample of service outputs produced by the Rapid Mapping or Risk and Recovery Mapping services. It will be triggered only by the EC for a sample of products, as a random check or in case of specific issues (e.g. apparent accuracy inconsistencies). Activation may be suggested to the EC by the authorized users in case of specific issues and availability of surveyed data which can be used as reference. The service includes validation of thematic information content and comparison to alternative information sources related to the emergency context. This service is carried out independently from the Rapid Mapping and the Risk and Recovery Mapping services.

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3. Copernicus EMS Mapping organisational arrangements

This chapter addresses issues that are common to the Copernicus EMS Mapping (both Rapid and Risk and Recovery Mapping). It describes the roles and responsibilities of involved actors, and how the services are triggered. Details on the activation and production workflow are given in the chapters 4 and 5.

3.1. Basic principles

The operation of the Copernicus EMS Mapping service is based on several basic principles: Pursuant to Regulation (EU) 377/2014 the objective of the Emergency Management

Service is to provide users (Civil Protection and humanitarian aid communities) with information for emergency response in relation to different types of disasters, including meteorological hazards (e.g. storms and floods), geophysical hazards (e.g. earthquakes, tsunamis, volcanic eruptions and landslides), deliberate and accidental man-made disasters and other humanitarian disasters, as well as the prevention, preparedness, response and recovery activities.

As a European service the Copernicus EMS Mapping's first priority is to serve large scale national or cross-border disasters worldwide.

The Copernicus EMS Mapping services can be activated by Authorized Users (AUs) only. A list (see paragraph 3.3) is established for the Rapid Mapping and Risk and Recovery Mapping services.

A single interface is set up for handling user activation requests for Rapid Mapping and Risk and Recovery Mapping services. This interface is established at the Emergency Response and Coordination Centre (ERCC) / DG Humanitarian Aid and Civil Protection (ECHO) of the European Commission.

The operations are managed by several service providers following procedures managed by the Commission.

The Copernicus EMS Mapping is funded by the EU budget and managed by the EC, thus the Authorized Users (AUs) implicitly accept to share information on activation and outputs of the service with the EC, other AUs and with a broader user community following the Copernicus data and information policy which may however be subject to security restrictions (chapter 7).

For some activations outside the EU attention needs to be paid to security aspects and dissemination of products may be limited.

3.2. Roles and responsibilities

3.2.1. European Commission

Pursuant to decision of the Commission regarding the Copernicus yearly Work Programme the coordination of the Copernicus EMS Mapping is entrusted to the EC. Responsibilities are shared between DG GROW (overall governance and budget implementation), DG ECHO (operational coordination including interface with the users and authorization of the activations based on

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predefined criteria) and DG JRC (technical coordination, contractual management and monitoring and quality assurance of deliverables). DG ECHO ensures the interaction with authorized and associated users, in particular national focal points of the civil protection authorities and humanitarian aid actors, and coordinates with the other DGs and the EEAS (European External Action Service).

(1) DG Internal Market, Industry, Entrepreneurship and SMEs (GROW)

For the Copernicus programme as a whole, DG GROW is in charge of the a overall programme governance which consists in defining the Copernicus policy objectives, the high level orientation and content of the Copernicus programme, the associated budget requirements, the main organisational principles, and the overall guidelines for programme implementation. DG GROW also coordinates funding commitments from other stakeholders. For the operations of the Copernicus programme, DG GROW regularly interacts with the Copernicus Committee and the Security Board, and consults the user requirements through the User Forum and dedicated workshops. DG GROW is also responsible for the promotion of the service. For the specific implementation of the Copernicus EMS Mapping activities, DG GROW is liaising with DG ECHO for the policy guidance and for the interaction with users of the service. DG GROW is the managing authority who defines the service portfolio in cooperation with DG ECHO, prepares and implements the Copernicus EMS work programmes, manages dedicated budgets and supervises the implementation of service tasks. DG GROW is responsible for the preparation of administrative arrangements with entities in charge of the implementation of technical tasks, namely DG JRC for the Copernicus EMS Mapping (cross-delegation agreement) and the European Space Agency (ESA) (delegation agreement) for the coordinated access to Copernicus Contributing Missions data, including the Copernicus Emergency Satellite Tasking (CEST) tasks.

(2) DG Humanitarian Aid & Civil Protection (ECHO)

DG ECHO and its European Response Coordination Centre (ERCC) provide operational policy support for the Copernicus EMS Mapping. The ERCC is the on duty authority collecting and processing service requests from Authorized Users. DG ECHO is the authority able to implement security restrictions, possibly after consultation with external entities such as the EEAS (especially in case of mapping outside the states participating in the Union Civil Protection Mechanism). DG ECHO can reject an activation request, modify the AOI, interrupt ongoing activation, and restrict the dissemination of Copernicus EMS Mapping products.

(3) DG Joint Research Centre (JRC)

DG GROW has delegated the technical coordination of the Copernicus EMS Mapping to DG JRC. JRC is in charge of the preparation of Invitation to Tenders (ITT), evaluation of tenders and of the contractual management of Service Providers. DG JRC is responsible for the off-line monitoring of activation requests and service workflow and for the management of the validation of service products. DG JRC hosts and maintains the secure FTP (SFTP) server and web portal through which access to service deliverables is provided.

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3.2.2. European Space Agency (ESA)

ESA's role is defined in the Delegation Agreement between the EC and the Agency. It is entrusted with the responsibility to coordinate access to satellite data, including the Copernicus Contributing Missions (CCMs) that are requested for the Copernicus EMS Mapping. Following the Delegation Agreement, ESA is responsible for the operations of the Copernicus Data Access Coordination tasks, including the tasking of CCMs for the Copernicus EMS Mapping through the Copernicus Emergency Satellite Tasking activity (CEST). Requests for satellite images are made by Service Providers based on the validated service requests received from DG ECHO/ERCC (rapid mapping) or the specific contracts established for the risk and recovery mapping or validation requests.

3.2.3. Service Providers

Service Providers are the operating entities contracted by DG JRC to carry out specific service tasks, including the interface with the AU for finalising the service request, the interface with ESA for ordering and tasking of satellite data, the specification of final products with their delivery schedule, the processing of data, the generation and delivery of final products.

3.3. Who are the Copernicus EMS Mapping users?

Users are entities and organisations at regional, national, European and international level. They are typically active in the field of crisis management within the EU Member States, the States participating in the EU Civil Protection Mechanism, the Commission’s Directorates General (DGs) and EU Agencies, the EEAS and international humanitarian aid organisations. Authorised Users (AUs) are the only entities authorised to trigger the service via the ERCC. The dissemination rules are addressed in Chapter 7.

3.3.1. Authorised Users (AU)

Authorised Users are the only entities authorised to trigger the service, i.e. by sending a service request directly to the ERCC. They are usually Focal Points acting as intermediate users between a broader user community (e.g. Associated Users) and the Copernicus EMS Mapping. The Focal Points represent the necessary interface for the sub-level user category to activate the service. The AUs are informed immediately of all activation requests. In the EU Member States and in the countries participating to the Civil Protection (CP) Mechanism, the Focal Points are proposed by the national authorities. At international level, DG ECHO-ERCC is acting as the Focal Point for international governmental organisations and international non-governmental organisations. For the EEAS, the Situation Room is identified as the Focal Point, also for EU Delegations. The list of AUs (Table 1, paragraph 9.1) is approved by the European Commission in consultation with the Civil Protection and the Copernicus Committees. The categories of Authorised Users are the following:

i. National Focal Points (NFPs) in EU Member States and from other Countries participating to the EU Civil Protection Mechanism (Iceland, Norway, Liechtenstein, former Yugoslav Republic of Macedonia);

ii. EU services: European Commission units from DG ECHO (ERCC) and such as for example DG HOME, DG REGIO, DG DEVCO. The ERCC of DG ECHO is also the Focal Point for DG ECHO's geographical units with the Regional Offices and international organisations (UN agencies, World Bank and International NGOs, e.g. ICRCRC/IFRCRC).

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DG JRC is also an AU and can trigger an activation either in normal way or for testing the service evolution.

iii. The Situation Room of the European External Action Service (EEAS), also acting as the Focal Point of the Common Security and Defence Policy community and for EU Delegations.

3.3.2. Associated Users (ASCU)

Associated Users (ASCU) are not authorised to send the Service Request to the ERCC directly, but they have the possibility to coordinate with and go through the AUs for triggering the Copernicus EMS Mapping. The Associated Users in the EU Member States and countries participating to the Civil Protection Mechanism are proposed by their respective Focal Points to the European Commission. The list of international Associated Users is approved by the European Commission in consultation with the Civil Protection and the Copernicus Committees. The ASCU are:

i. Local, regional and other public entities in Member States and in the other countries participating to the Civil Protection Mechanism: they can trigger the service through their respective NFPs;

ii. National Non-Governmental Organisations: they may trigger the service through their respective NFPs;

iii. International Governmental Organisations (e.g. UN agencies, World Bank), and National & International Non-Governmental Organisations (e.g. ICRCRC/IFRCRC): they can trigger the service through the ERCC;

iv. Entities and institutions belonging to the EEAS and conducting activities related to the CDSP (e.g. EU Delegations, Situation Centre, EU Satellite Centre): they can trigger the service through the EEAS Situation Room.

3.3.3. General Public Users (GPU)

General Public Users are any other non-public body, person or legal entity outside the AU and ASCU list, e.g. media operators, general public, value-adding companies operating in the downstream sector such as insurance, mapping, regional and local planning, consultancy in risk assessment. The GPU are not authorised to trigger the service, but can be informed of an activation request and access service outputs through the web portal, excluding activations for which security restrictions apply.

3.4. Access to the Rapid Mapping and the Risk and Recovery Mapping services by Users

The Copernicus EMS Mapping, for both Rapid Mapping and Risk and Recovery Mapping, can be requested by Authorized Users (AU) only. Any other entity needing a service may ask to trigger the service, but only through an AU. The reference AUs are normally the National Focal Points (NFPs). The ERCC is also acting as the Focal Point for ASCU from International Governmental and Non-governmental Organisations.

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Other entities who do not know the reference of their Focal Point may ask the ERCC who will give the information (contact points are listed in chapter 8, page 28). Figure 2 describes these rules in a diagram.

Start

I need Copernicus EMS Mapping services. I have

Information on the disaster.

I am an Authorised

User

To the Copernicus EMS Mapping

workflow

Y

N

The AU prepares the Service Request

[SRF] and contacts

the ERCC

Y

I ask my Focal Point to prepare the

Service Request

N

Addresses me to my Focal Point

ERCC may act as AU

End

I am an Associated

User

I know my Focal Point

Y

The ERCC

I call the ERCC

N

I am a General

Public User

I am not allowed to trigger the service

Focal Point proceeds

NY

Figure 2: User access to the Rapid Mapping and Risk and Recovery Mapping services.

3.5. For which geographical area can a user request a service?

The Authorised Users (NFPs and EU services) can trigger the service globally.

Inside the EU only the NFP can decide to activate for their territory. In cross border events, the ERCC may coordinate with affected states participating in the EU Civil Protection Mechanism before triggering the service. In any case, it is the ERCC who will receive the activation request and process it before activating the service.

Outside the EU, all AUs are authorized to place an activation. ERCC will coordinate multiple requests for activations outside the EU.

Each activation request placed by an AU will be immediately subject to an authorization decision by the European Commission (DG ECHO/ERCC). The authorization is based on a set of criteria that depend on the type of the service (Rapid Mapping or Risk and Recovery Mapping). They are presented in chapters 4 and 5.

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4. Copernicus EMS Rapid Mapping service

4.1. The service workflow

The Copernicus EMS Rapid Mapping service follows a standard procedure. Figure 3 describes the different steps of the service workflow.

Authorized User

(AU)

European Emergency

Response Coordination

Centre (ERCC)

Service Provider

(SP)

Start

Service Request

(SR)

Criteria check

Product

specification

Product generation

Product delivery

AU feedback

Archive

Quality rejected

End

End

AcceptedNot accepted

Product

relevance

Relevant

Not

relevant

Quality ok

Quality

check

Rapid

Mapping

1

DG JRC EEAS

Inform

ESA

Preliminary product

delivery plan

Satellite

acquisition and

delivery plan

2

3

4

5

6

Satellite ordering

7Final

product

delivery plan

8

10

9

Inform quality

Dissemination to

GPU

Products to ASCU

12

14

Quality ok

13

EEAS informed

11

feedback

Satellite tasking

Quality

review

AU informed of

final delivery plan

OkNo

Figure 3: Workflow of – the Copernicus EMS Rapid Mapping service.

Service steps

1. The Authorized User (AU) starts the process by filling out the service request form (SRF) and forwarding it to the European Emergency Response Coordination Centre (ERCC, see Section 4.2.2), followed by a phone call to the ERCC.

2. The ERCC reviews the SRF against a set of pre-defined evaluation criteria (see Section 4.3). The ERCC flags if there are sensitivity issues related to Service Request outside the EU. If the SR is authorized, the ERCC forwards the SR to the Service Provider (SP). If the SR is not authorized, the ERCC notifies the AU about the reason.

3. The SP analyses the SRF and immediately derives the parameters needed for satellite tasking, contacting the AU if the information given is not exact. The relevant activation details and the

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product specifications are registered into the Online Logging System - OLS. The JRC, the EEAS and all AUs are automatically informed and kept updated about the request.

4. Based on the product specification, the SP tasks the ESA CEST mechanism. ESA CEST will reply to the SP with a satellite acquisition and delivery time plan based on their consultations with satellite data providers. The satellite delivery plan is registered into the OLS.

5. Based on the satellite delivery time plan, the SP issues a product delivery plan to the AU. Any outstanding questions related to the product specification, other than those needed for satellite tasking, are resolved with the AU.

6. The AU is kept informed about the progress of the request. The satellite tasking will run in parallel, to minimise potential delays. In case the AU decides that the (revised) product plan is no longer relevant, the activation will be closed. In exceptional cases, ERCC may decide to close the activation for non EU activations.

7. Satellite data are ordered (archive or new acquisitions) by ESA CEST. The SP is kept informed on progress and possible failure in acquisition (e.g. due to excessive cloud cover, technical problems) and alternatives to replace failures. The SP informs the AU on satellite tasking status.

8. Directly upon reception of the satellite data, the SP performs a data quality check. If the satellite data is found to be not compliant with the minimum required quality (e.g. due to cloud cover, image defects), a new satellite acquisition and delivery plan is generated by ESA CEST (iteration of step 4) and a new product delivery time plan is generated by the SP (iteration of step 5). There may be more than one iteration of the decision steps between the SP, ESA CEST and the AU before accepting the product delivery plan or closing the activation (only in case of major deviations).

9. If the satellite data is found to be compliant with the minimum required quality, the SP communicates the final product specifications and delivery schedule to the AU and starts the production.

10. Quality compliant satellite data will be used by the SP to generate the product. The SP performs an internal quality check before delivering the product to the AU, ERCC and DG JRC. Depending on the requested service level, products are delivered within the maximum delivery time.

11. The AU provides feedback on the products and service to the JRC.

12. The DG JRC performs an off-line technical quality check of the delivered products and informs the SP of the results.

13. The AU receives the products and gives feedback about the products by sending the user feedback form to the JRC.

14. The JRC will disseminate the products via a dedicated portal web-site. The products will be archived by JRC.

15. The Authorized User who triggered the service is responsible for collecting and providing the feedback on the product and service received. This feedback is needed for the final quality check and service evaluation.

4.2. Service Request Form (SRF) - Rapid Mapping mode

4.2.1. How to prepare a SRF

The Authorised User must have a clear idea of the location and size of the disaster for the definition of the Area(s) Of Interest (AOI). The best way to provide this information is to prepare a KML file and attach it to the SRF. In Annex 9.2 it is explained how to produce a KML file using the Map Coverage Planner or Google Earth.

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The AUs are invited to check if they can share local data that may help and speed up the service, namely:

Data that could be shared with the SP to help the map preparation (in hours/days);

Data that could be shared with the JRC to help the map validation (in weeks);

For third countries, data/information that could be shared to check whether the area is sensitive (critical infrastructure, conflicts etc.).

The SRF is meant to help and support the AU in collecting the information relevant to the activation workflow. The AU should follow and fill it in as detailed as possible. The AU is encouraged to submit the SRF early even if it is filled only partially. The SP will contact the AU to clarify the missing information. The SRF contains the available options, covered by the service provision. The AU may give additional details on the disaster or the information expected/requested with respect to the products in the “Comments/Further specifications” section at the end of the form. The AU should consider selecting only the options relevant to the specific event, as it may lead to significant time saving. The SRF is available in printable/editable format on the website http://emergency.copernicus.eu.

4.2.2. How to submit a SRF

The AU sends the SRF for the Rapid Mapping service to the ERCC contact point as an e-mail attachment to the ERCC functional e-mail address. The SRF is available on the main page of the Copernicus EMS Mapping portal, as either a PDF or Microsoft Word document. A call to the ERCC emergency phone number is required to initiate the service activation after the SRF has been sent with the e-mail request.

4.3. The acceptance criteria for Service Requests (SR) – Rapid Mapping

When the ERCC receives a SR, the following acceptance criteria are applied. 1) Authorized User. The ERCC checks if the requestor is in the list of Authorized Users

(AU). If not, the requestor is invited to liaise with its Focal Point. The ERCC can also decide to activate the service as Focal Point for international organisations and for ECHO.

2) Completeness of the SR. The ERCC verifies that the SR is detailed enough to allow its review. In case the AU has indicated that dissemination restrictions should be applied, the ERCC checks the justification provided.

3) Copernicus EMS Mapping scope. The disaster event should fall into the Copernicus EMS Mapping scope in terms of relevance. The scope includes emergency situations and humanitarian crisis related to large scale natural disasters or man-made accidents, in which civil protection and humanitarian response organisations are involved or are very likely to become involved. The event impact is typically challenging and has a serious impact on lives, property, environment and cultural heritage, with large areas affected, high potential or actual number of victims, widespread damage and losses, etc. For cases outside Europe, the event impact is also largely exceeding the coping capacity of local authorities and lack of up to date GIS data hampers situational awareness and assistance efforts.

4) The request requires urgent response (rapid mapping mode): the event requires urgent response to contribute to organise efficient civil protection and humanitarian aid operations. According to user requirements, the objective is to get first reference

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products within 9 hours, and first delineation and/or grading maps within max 12 hours after the acquisition and quality approval of relevant imagery.

5) Coordination with other emergency activations. The ERCC will check whether other international mapping initiatives have already been triggered for the event which is referenced in the SRF, in particular the International Charter for Space and Major Disasters, UN activities or other relevant regional programmes (e.g. Sentinel Asia, SERVIR). Copernicus EMS Mapping is aimed at addressing primarily European needs, including for disasters outside Europe. In case of an already existing activation the ERCC may interact with those services before taking a decision.

6) The request would not harm the security interests of the Union, its Member States or international partners because of the likely use of service information for tactical or operational activities (e.g. in an existing conflict, because EU military operations or a known politically, foreign policy sensitive area). The ERCC verifies that former is not the case. If this is the case, the ERCC may reject the activation directly or suggest modifying the AOI for the activation or can do so after conferring with the Situation Room of EEAS for activations outside the EU.

7) Overall number of activations: The ERCC will take into consideration the capacity of the service to cope with multiple simultaneous activations (five on SL1 are guaranteed with a total of eight activations on SL1 and SL5) within the timeframe of the Copernicus EMS Mapping, and it will monitor the budget availability.

After the SR has been authorized by the ERCC, there are other major check points:

8) Validation of the product relevance by the AU. After delivery of the product time delivery plan by the service provider, the AU can assess and validate the relevance of the activation plan. If (revised) plans are no longer relevant, the AU may stop the activation.

9) Further validation of the product relevance by the AU. The AU is alerted in case of data quality problems and consequent change of the delivery plan or product specifications.

4.4. Product delivery

The SP updates the AU, by email, on the progress of the activation, in particular on the status of products generation and on the expected delivery time. As soon as a product is ready, the SP uploads it on the service secure FTP site and promptly informs all AUs and the ERCC of the new availability. All AUs may download the product from the service secure FTP site. The products for activations which are not considered sensitive will appear on the Copernicus EMS Mapping portal shortly after they have been uploaded to the secure FTP site. The products on the portal are accessible also to public users.

4.5. User feedback

4.5.1. The Authorized User’s opinion and feedback

The AU may give her/his opinion in different steps of the activation, the main are: During the product specification, the AU may need to finalize service request details with

the SP;

After reception of the product time delivery plan. In case the AU thinks this is no longer relevant, the activation should be closed;

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If an alternative satellite data plan is prepared, the AU needs to review the relevance of the new timing and product specification;

After reception of the products. The AU may highlight quality issues that need to be resolved (a new product will be released).

The AU is requested to give a final feedback on the activation by a specific feedback form (AU-FF). It is available in printable/editable format on the Copernicus EMS Mapping portal. This feedback is needed for the final quality check and service evaluation.

4.5.2. The End User’s feedback

The End Users (EndU) are the most important beneficiaries of the mapping service, therefore their feedback is also relevant to assess and improve the quality of the service. If the EndU is different from the AU, the EndU is requested to give a final feedback on the activation by a specific feedback form (EndU-FF). It is available in printable/editable format on the Copernicus EMS Mapping portal.

4.6. Summary of the Copernicus EMS Rapid Mapping service

The next figure summarizes the main steps involving the AU.

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Figure 4: Overview of the Rapid Mapping service from the user point of view.

1) Service Request (SR) The AU selects a product from the Copernicus EMS Mapping portfolio. The AU prepares a SR and submits it to the ERCC.

ACTORS AU Authorized User ERCC European Emergency

Response Coordination Centre

SP Service Provider JRC Joint Research Centre of

the European Commission

OBJECTS

SR Service Request

2) Product relevance The AU decides if provisory product

specifications and delivery plan are relevant to him/her.

The AU is informed in case of data quality problems and consequent change of the delivery plan or product specifications.

3) Product delivery The AU receives the product and uses it.

4) Feedback The AU and the End user provide feedback about the product and service quality to the ERCC and JRC.

Service Request authorization The ERCC decides on the SR authorization. The SP may ask AU for some SR technical clarifications.

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5. Copernicus EMS Risk and Recovery Mapping service

5.1. The service workflow

The Copernicus EMS Mapping follows a standard procedure, similar to the procedures of the Rapid Mapping service. Figure 5 describes the different steps of the service workflow.

Figure 5: Workflow of Copernicus EMS Risk and Recovery Mapping service.

1. The Authorized User (AU), starts the process by filling out the service request form

(SRF) and forwarding it to the European Emergency Response Coordination Centre (ERCC, see Section 5.2.2).

2. The ERCC reviews the SR with respect to the acceptance criteria. The EEAS is informed of the SR (if outside EU) in the OLS.

3. If the SR is authorized by the ERCC, the JRC examines the SR in order to produce technical specifications for the requested product(s). The JRC may revise the service

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request, in coordination with the AU, on the basis of the technical and or financial feasibility analysis.

4. The final technical specifications are sent by JRC to three SPs, who are invited to submit their technical and financial offers, under the signed Framework contract.

5. The offers are evaluated by JRC. The tender is awarded to the most advantageous offer and a specific contract is signed. If no offers are received, or offers are judged to be non-compliant with the technical and financial criteria, no specific contract is awarded and the SR is closed.

6. The SP has maximum 20 working days after signature of the specific contract to generate the product and to deliver it to the ERCC and DG JRC.

7. The JRC performs a formal quality check of the delivered products, which may lead to the product rejection. In this case the SP is requested to correct the product and deliver it again. The JRC informs the AU of the quality check output.

8. The AU receives the final product.

9. The End User is requested to give their feedback on the product and service received. This feedback is taken into account in the final quality check in case it arrives within 10 working days after products delivery.

10. The DG JRC will archive and disseminate the reviewed products via the Copernicus EMS Mapping portal (if the activation is not considered sensitive).

5.2. Service Request Form (SRF) – Risk and Recovery Mapping service

5.2.1. How to prepare a SRF

Before submitting a Service Request (SR), the Authorised User must collect all the requirements needed, i.e. make sure to have a clear idea of the situation to be analysed, e.g. the type and intensity of the event of interest, the Area Of Interest (AOI), the scenario or risk he wants to be analysed, etc. The best way to provide this information is to prepare a KML file and attach it to the SRF. Appendix 9.2 explains how to create a KML file using the Map Coverage Planner or Google Earth. Each request should correspond to a product, i.e. to the consistent thematic information set related to the emergency phase of interest, e.g. an evacuation plan, a monitoring of reconstruction, etc. If different information sets are needed, different service requests should be submitted. Nevertheless, the product can be composed of several maps, with different size and extension, required in the SRF. The AUs are invited to check if they can share local data that may help, namely:

Data that could be shared with the SP to help the product preparation;

Data that could be shared with the ERCC/JRC to help the map validation.

The SRF is meant to help and support the AU in collecting the information relevant to the activation workflow. The AU should follow this and fill it in as much as possible. The SRF contains the available options. If the AU needs additional features, the AU may require them in the “Comments/Further specifications” section at the end of the form. The SRF is available in printable/editable format on the website http://emergency.copernicus.eu.

5.2.2. How to submit a SRF

The AU sends the SRF for the Risk and Recovery Mapping service as an e-mail attachment to the ERCC emergency e-mail address. The SR is handled during normal working hours.

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5.3. The acceptance criteria for Service Requests (SR) – Risk and Recovery Mapping service

When the ERCC receives a SR, the following acceptance criteria are applied.

1) Authorized User. The ERCC checks if the requestor is in the list of Authorized Users (AU). If not, the requestor is invited to liaise with its Focal Point. The ERCC can also decide to activate the service, as Focal Point for international organisations and for ECHO.

2) Completeness of the SR. The ERCC verifies that the SR is detailed enough to allow its review (see paragraph 5.2).

3) Copernicus EMS Mapping scope. The purpose or product usage should fall into the Copernicus EMS Mapping scope in terms of relevance inside or outside the EU. Priorities will be on Disaster Risk Reduction, Prevention and Preparedness purposes in particular, as well as on reconstruction.

Priorities will be given to Reference Maps on hotspot and disaster prone geographical areas around the world where this information is missing. The contribution of Copernicus EMS Mapping to the production of reference maps will be coordinated by the ERCC with international players in disaster risk reduction (e.g. International organisations: UN, World Bank etc.);

Monitoring of reconstruction phase following a disaster;

Situational awareness that assist in humanitarian planning;

Characterisation of risk exposure factors (e.g. vulnerable population, valuable economic assets).

4) The request would not harm the security interests of the Union, its Member States or international partners because of the likely use of service information for tactical or operational activities (e.g. in an existing conflict because of EU military operations or a known politically and diplomatically sensitive area). The ERCC verifies that former is not the case. If that should be the case, the ERCC may seek the advice of the Situation Room of the EEAS before taking its decision.

5) Overall number of activations: The ERCC will take into consideration the budget situation and the remaining capacity of the service to cope with new activations within the timeframe of the Copernicus EMS Risk and Recovery Mapping service.

5.4. Product delivery

As soon as a product is ready, the SP uploads it on the JRC secure FTP site and informs the JRC who will carry out a quality check. The AU will be informed after the quality is confirmed by JRC and it is verified by ERC. The AU downloads the product from the service secure FTP site. The products for activations which are not considered sensitive will appear on the Copernicus EMS Mapping portal shortly after they have been uploaded to the secure FTP site. The products on the portal are accessible also to public users.

5.5. The End (Associated) User’s feedback

The AU interacts with the ERCC on behalf of itself or the End User. In the Copernicus EMS Risk and Recovery Mapping, the performance of the ERCC is of secondary importance with respect to the quality of the products. For this reason, the focus is on the AU and/or the End User or

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Associated User, who is the most important beneficiary of the mapping service. Their feedback is the most relevant in order to assess and improve the quality of the service. The AU/EndU is requested to give a final feedback on the activation by a specific feedback form (EndU-FF). It is available in printable/editable format on the EMS Mapping website. This feedback is taken into account in the final quality check in case it arrives within 10 working days after products delivery.

5.6. Summary of the Copernicus EMS Risk and Recovery Mapping service

The next figure summarizes the main steps involving the AU.

Figure 6: Overview of the EMS Risk and Recovery Mapping service from the user point of

view

1) Service Request (SR) The AU prepares a SR detailing needs and submits it to the ERCC. The user can ask the ERCC for technical support.

ACTORS AU Authorized User ERCC European Emergency

Response Coordination Centre

SP Service Provider(s) JRC Joint Research Centre of

the European Commission

OBJECTS

SR Service Request

2) Tendering phase The JRC prepares technical specification

and invites three (3) SPs to submit an offer

The JRC chooses the best offer and awards the tender

3) Product delivery The AU receives the product and uses it.

4) Feedback The AU and/or the End user provide feedback about the product and service quality to the ERCC and JRC.

Service Request acceptability The ERCC decides on the SR acceptability.

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6. Copernicus EMS Mapping Validation

Upon activation, the Copernicus EMS Mapping Validation service takes as input the outputs of the Rapid Mapping and Risk and Recovery Mapping services and validates them on a sample basis, producing a validation report. The validation methodology is based on the validation protocol developed by the DG JRC. The validation service is implemented as a service contract with a service provider who is independent from any of the other two EMS Mapping service contractors, to avoid potential conflict of interest. The validation contract foresees service activities of the following types: Field data collection in rapid mode

The contractor will perform a field data collection mission in order to collect ground truth on event impact for which the Rapid Mapping service was activated. The contractor may be requested to be in-field within a maximum of 6 working days from the service request itself.

Product validation

This module aims to assess the quality of the mapping following a validation protocol and adapting it to the specific case. The main step is assessing the reliability of the information content, through comparison with reference data, e.g. (i) other data sources (aerial imagery, satellite imagery with better resolution, field truth, etc.); (ii) other products; (iii) the output of a complete and accurate re-processing of the original data. Other validation steps include assessing the consistency and usability of the products.

Product valuation and impact analysis

This module aims to assess the added value and impact provided by the product to the user workflow. It includes: (i) comparison of the value adding elements and weaknesses of the Copernicus EMS Mapping deliverables to alternative information publicly available and available to the user; (ii) detailed assessment of impact of the Copernicus EMS Mapping products on the user workflow, e.g. estimation of time and cost reduction (or increase) due to the availability of Copernicus EMS Mapping products, estimation of emergency support effectiveness due to the availability of Copernicus EMS Mapping products, error propagation analysis; (iii) detailed user feedback collection.

The service is normally triggered by the JRC. An activation may be suggested by the Authorized Users in case of specific issues and in case of availability of surveyed data which can be used as reference during the validation process. The JRC prepares the technical specifications for the validation of a specific product and submits them to the service provider, who, in turn, submits a technical and financial offer. If accepted, this offer leads to a specific contract to carry out a validation exercise.

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7. Data and dissemination policy of the Copernicus EMS Mapping products

7.1. Data policy principles

Copernicus Regulation 377/2014 empowered the Commission to further define a data and information policy for Copernicus. This regulation sets as an objective full and open access to information produced by Copernicus services and data collected through Copernicus infrastructure subject to security restrictions and licensing conditions, including registration and acceptance of the user licence. As a general rule, the main dissemination mode for all Copernicus service output should provide to any user full and open access under the terms of a licence granting for free the rights to use, reuse and distribute the information on a worldwide basis. Restricted dissemination modes shall protect legitimate interests (e.g. security concerns) whenever strictly necessary. For the Copernicus EMS Mapping, the main dissemination mode under a free, full and open data and information policy shall apply. However, under exceptional cases, dissemination restrictions may be imposed for security reasons.

7.2. Security restrictions outside the EU

In most of cases, the Copernicus EMS Mapping will be running without any security restriction. The Copernicus Security Board has identified four potential security issues of the Copernicus EMS Mapping: a. Identifying sensitive activation b. Controlling access to Very High Resolution (VHR) satellite data c. Identifying sensitive information content within service products d. Preventing misuse of products

7.2.1. Identifying sensitive activations outside the EU

The ERCC is in charge of collecting the service request and may also itself place an activation request on behalf of ECHO or international organisations. Whoever is behind the activation request, the ERCC carries out a criteria check including sensitivity criteria. If DG ECHO considers that an activation may be sensitive, the ERCC may cancel it or seek advice from the EEAS Situation Room for activation outside the EU. Potential sensitivity issues may pertain to:

(1) Activation request over an area where a complex crisis is occurring with civil unrest and / or civil war;

(2) Activation request over an area with existing or planned military operations.

These criteria are assessed by the ERCC (Criteria n°6 for Rapid Mapping and Criteria n°4 for Risk and Recovery Mapping).

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7.2.2. Controlling access to and dissemination of VHR data

Access to VHR data For some disaster situations, access to Very High Resolution satellite data is required. VHR data are exclusively provided by Copernicus Contributing Missions from European and non-European satellite providers, using non-exclusive (i.e. unrestricted) image modes only. The access to VHR data is subject to national regulations where the satellite provider is located. For satellite data providers located in the EU Member States, national security authorities shall apply their security regulations. In Europe, VHR satellite and aerial ortho-imagery has been made available for reference mapping in Copernicus EMS under an agreement established by the European Environment Agency (as part of their Copernicus in-situ coordination role) with the national mapping and cadastral agencies, facilitated by EuroGeographics. Dissemination of VHR data VHR data are normally distributed to the SP only. Providing satellite VHR data to Authorised Users may be allowed, under three conditions:

(i) no security restrictions have been expressed by the national security authority to the satellite provider

(ii) the activation is not considered as sensitive by the ERCC

(iii) the redistribution or dissemination is allowed by the terms and conditions of the license agreed between the satellite data provider and ESA in the framework of the Data Ware House mechanism.

Any other case is subject to specific analysis between the ERCC who may seek advice of DG GROW and DG JRC, or EEAS for outside the EU.

7.2.3. Identifying sensitive information content within service products

The activation criteria are expected to prevent the generation of products containing sensitive information. However, during the service workflow, security concern may arise, e.g. civil unrest following a disaster or launch of new military operations in the Area of Interest. The ERCC will continuously monitor all service steps, and DG GROW, DG JRC and the EEAS will be kept informed of the service request, on-going activation and product under generation, with the expected delivery time, via email. In case of sensitive issues, possibly after seeking advice from other EC services or the EEAS, the ERCC may terminate an activation.

7.2.4. Preventing misuse of products

The following measures will be put in place to prevent the misuse of products by ill-disposed users:

(i) in the decision process with ERCC cancelling the service activation;

(ii) at the service level with the restricted dissemination of products.

The following principles will apply:

a. Non sensitive products will be distributed to all users, without discrimination, including general public users (GPU). This is the main dissemination mode that shall be applicable to a large majority of situations.

b. Sensitive products will not be distributed to general public users. This exceptional dissemination mode shall be decided and implemented by the

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ERCC, possibly following recommendations from ENTR, the Authorised User at the origin of the activation or the EEAS. The AU triggering the service may ask a time constraint (e.g. 3 weeks, 3 months) before the full release of the product to the public.

7.3. Dissemination modalities

The products will be delivered by the service provider to the Authorized User through a secure FTP service with login and password (registration procedure). In the case of non-sensitive activations, the products are accessible also via public portal.

7.4. Branding

The products shall be disseminated with the logo of the European Union and the Copernicus programme. The placement of any other logo should be explicitly authorised in writing by the Commission.

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8. Contact points

8.1. Rapid Mapping service

Rapid Mapping service request and feedback forms:

o echo-ercc@ec.europa.eu o +32-2-292-1112 (operational 24/7) o Any service request must be communicated by email AND phone call

Rapid Mapping feedback forms

o ems-rapid-mapping@jrc.ec.europa.eu

Copernicus EMS Mapping sftp (password protected):

sftp.emergency.copernicus.eu

Copernicus EMS Mapping portal:

http://emergency.copernicus.eu

8.2. Risk and Recovery Mapping service

Risk and Recovery Mapping service requests

o echo-ercc@ec.europa.eu o +32-2-292-1112

Risk and Recovery Mapping feedback forms

o ems-risk-recovery-mapping@jrc.ec.europa.eu

Copernicus EMS Mapping sftp (password protected):

sftp.emergency.copernicus.eu

Copernicus EMS Mapping portal:

http://emergency.copernicus.eu

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9. Annexes

9.1. List of Authorized Users of Copernicus EMS Mapping

Table 1: List of Authorized Users of Copernicus EMS Mapping

ID COUNTRY AU

1. Austria Federal Ministry of the Interior, Operations and Crisis Coordination Centre (EKC)

2. Belgium Centre Gouvernemental de Coordination et de Crise

3. Bulgaria DG Civil Protection

4. Cyprus Centre of Operations – Civil Defence

5. Czech Republic Ministry of Interior - General Directorate of the Fire Rescue Service of the Czech

Republic

6. Denmark Danish Emergency Management Agency

7. Estonia Information Monitoring Department of the Ministry of Interior

8. Finland Government Situation Centre

9. France Centre Opérationnel de Gestion Interministériel de Crises (C.O.G.I.C)

10. Germany Gemeinsames Melde- und Lagezentrum von Bund und Ländern (GMLZ)

11. Greece General secretariat for Civil protection - Directorate for Emergency Planning and

Response

12. Hungary National Directorate General for Disaster Management (NDGM)

13. Ireland National Directorate for Fire and Emergency Management Department of

Environment, Heritage and Local Government (or police communication center)

14. Italy Presidency of the Council of Ministers - Italian Department of Civil Protection

15. Latvia State Fire and Rescue Service

16. Lithuania Fire and Rescue Department under The Ministry of the Interior of the Republic of

Lithuania

17. Luxembourg Administration des services de secours

18. Malta Civil Protection Department

19. Netherlands Ministry of Security and Justice / National Coordinator for Security and

Counterterrorism / National Operations Center

20. Poland The National Centre for Coordination of Rescue Operations and Protection of

Population/ National HQ of the State Fire Service

21. Portugal National Command for Relief Operations - National Authority for Civil Protection

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ID COUNTRY AU

22. Romania General Inspectorate for Emergency Situations

23. Slovakia Ministry of Interior - Section of the Crisis Management

24. Slovenia Ministry of Defence – Administration for Civil Protection and Disaster Relief /

Notification Centre of the Republic of Slovenia

25. Spain Ministry of Interior - Centro de Coordinación Operativa (CECOP) de la Dirección

General de Protección Civil y Emergencias

26. Sweden Swedish Civil Contingencies Agency (MSB)

27. United Kingdom Cabinet Office – Civil Contingencies Secretariat

28. Croatia National Protection and Rescue Directorate in the Civil Protection Sector

29. EC Services DG ECHO / ERCC

30. EU Service EEAS Situation Room

31. Iceland National Commissioner of the Icelandic Police Civil Protection Department

32. Norway Directorate for Civil Protection and Emergency Planning (DSB)

33. former Yugoslav

Republic of Macedonia

Protection and Rescue Directorate of the former Yugoslav Republic of Macedonia

Colour Schema

National user Focal Point – EU Member State

EU user Focal points

National user Focal Point – Civil Protection Mechanism Country

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9.2. Definition of Area of Interest

9.2.1. Using the Map Coverage Planner

A tool tailored to support the definition of AOIs is available at http://emergency.copernicus.eu/mapping/tools-mapcoverageplanner. The tools allows defining a rectangular AOI following the default A1 map sheet dimensions and required map scale. For detailed instructions see the help section of the tool.

9.2.2. Digitization from Google Earth

If you need to digitize the AOI to submit a SRF you can use Google Earth free software to do so. Google Earth can be installed following the instructions on the website http://www.google.co.uk/intl/en_uk/earth/index.html Open Google Earth. You can navigate to the place of the AOI typing its name, or a name of a place nearby, in the “Fly to” box (in the upper left part).

Figure 7 - “Fly to” box of Google Earth to choose a place where to zoom in.

You can zoom in or out using the navigation panel or using the mouse. As soon as you have the area of interest in the map window, you can choose the tool for drawing a polygon from the top of the window (see Figure 8).

Figure 8 - Tool to draw polygons

To draw the polygon simply left-click on the positions where you want to place the vertices, without holding the mouse down while moving. Each additional left-click adds a vertex to the polygon. If you right-click you can delete the last drawn vertex. To change the colour of the polygon click on the “Style, Color” tab of the “Edit polygon” window. Choose “Outlined” in the “Area” part of this tab to remove the inner filling colour of the polygon.

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Figure 9 - “Edit Polygon” window.

When you have finished click on the “ok” button of the “Edit polygon” window. If you want to modify an existing polygon you can right-click on it and choose “Properties”. When you have finished drawing you can export your AOI as a kml or kmz file. You can export the single polygon, right-clicking on it in the “Places” window (Figure 10, blue arrow) or, if you have more than one polygon, you can export the whole content of “My Places”, right-clicking on it in the “Places” window (Figure 10, red arrow). If your “My Places” lists many other polygons, or other links to materials not related to the request, it is better to save the relevant polygons individually. Save with a name that makes sense, e.g. geoname_event_AOI1.kml, where geoname is the name of the area to which the emergency event relates and event the type of emergency event (e.g. flood, forestfire, earthquake).

Figure 10 - “Places” window of Google Earth.

9.2.3. Conversion from shapefile to KML/KMZ

If you work in a GIS environment and digitise the AOI in a GIS, you may then convert it into a KML/KMZ. If you decide to do this, you can do the following.

You can use Quantum GIS4 free and open source software. Once you have imported the

shapefile in the working environment you can right-click on it in the “Layers” window

(Figure 11) on the file you want to export, then choose “save as…” and from the top

menu of the window that appears choose KML (Figure 12).

4 http://www.qgis.org/

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Figure 11 - “Layers” window in Quantum GIS.

Figure 12 - “Save as…” window of Quantum GIS.

If you have ArcGIS software installed you can use the ArcGIS tool (ArcToolbox ->

Conversion Tools, To KML) to convert the shapefile to KML.

If you are used to work with scripts, you can use ogr2ogr of the free and open source

GDAL5 using the command “ogr2ogr –f KML shapefile.kml shapefile.shp”

9.2.4. The importance of the data reference system

When you export the AOI from Google Earth it will be in WGS84 geographical coordinates (longitude, latitude in decimal degrees), which is readily accepted by the SRF and for the SP. Copernicus EMS Mapping products are normally provided in the (metric) UTM coordinate reference system (CRS), for the relevant UTM zone in which the emergency event AOI is/are located. If you need the Copernicus EMS Mapping products in another coordinate reference system (i.e. your national grid coordinate system) you should specify it in the SRF in the “Comments/Further specifications/Instructions/Other information” section. Note that you can convert the coordinate reference system of the vector outputs of the mapping service using the same tools as listed in the previous section (QuantumGIS, ArcGIS, GDAL). If you use your own GIS environment and if you digitise the AOI based on existing layers which are in your local coordinate reference system, the exported KML/KMZ will be in WGS84 geographical coordinates, i.e. the local CRS information is lost.

9.3. Rapid Mapping service portfolio

The service consists in the on-demand and fast provision (hours-days) of geo-spatial information in support to emergency management activities immediately following an

5 http://www.gdal.org/

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emergency event. The service provision is based on the processing and analysis, in rapid mapping mode, of satellite imagery and other geo-spatial raster and vector data sources. Authorized Users (AU) only (paragraph 3.3.1) can submit a service request. If accepted, the service request leads to a service activation. Each Rapid Mapping service activation normally leads to the generation of one or more maps. The AU specifies the Area Of Interest (AOI) in the service request form. Exceptionally large events and evolving crisis (e.g. a flood that propagates downstream) may require additional maps. During the activation, the service provider regularly reports the AU of the activation progress and is available to give further information to the AU.

9.3.1. Map types, main content, production time and mode (service levels)

The AU request and selects one of the three map types described in the following table.

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Map TYPE AIM and CONTENT MAX DELIVERY TIME (*)

1) Reference maps

The aim is to quickly provide knowledge on the territory and assets

prior to the emergency. The content consists in selected

topographic features on the area affected by the disaster, in

particular exposed assets and other available information that can

assist the users in their specific crisis management tasks.

The reference map is usually based on the pre-event image, if

available. If a pre-event image is not available, the reference map

will be based on the post-event image and ancillary information

from other resources.

9h

Copernicus EMS Rapid Mapping reference map for the April 2013 Croatia flood (Sisak, EMSR035,

1:10,000) 2) Delineation

maps Delineation maps provide an assessment of the event impact and extent (and in case of monitoring its evolution). Delineation maps are directly derived from images acquired immediately after the emergency event. When relevant, they may be combined with digital modelling and compared with archive information of similar event occurrence. Delineation maps include the event type, the impact extent and, if relevant, impact severity assessment.

12h

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Copernicus Rapid Mapping delineation map for the July 2012 Italy forest fire (Gravina, EMSR015,

1:26,000) 3) Grading

maps Grading maps provide an assessment of the damage grade and its spatial distribution (and in case of monitoring its evolution). Grading maps are directly derived from images acquired immediately after the emergency event. When relevant, they may be combined with digital modelling and compared with archive information of similar event occurrence. Grading maps include the extent, type and damage grades specific to the event. They may also provide relevant and up-to-date information that is specific to critical infrastructures, transport systems, aid and reconstruction logistics, government and community buildings, hazard exposure, displaced population.

12h

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Copernicus EMS Rapid Mapping grading map for the May 2012 Italy earthquake (San Felice,

EMSR-004, 1:6,000) (*) after delivery of the imagery to the Copernicus EMS Rapid Mapping service provider. The described map types may be requested according to two service levels which are described in Table 2. The table provides an overview on the maps that can be produced in the frame of Rapid Mapping activations. Products are defined by the service level, which defines the delivery time, and the map types. Service level

Description Map Maximum delivery time (after delivery of imagery) Reference Delineation Grading

SL1 Is the fastest delivery, intended to provide deliverables as soon as possible.

Standard 9h 12h 12h FAM Not available 3h 3h

SL5 For activations which require delivery in some days, i.e. for which the map provision is not time critical.

Standard 5 working days (can be prolonged based on the request)

FAM Not available Not available Not available

Table 2. Overview of maps produced in a Rapid Mapping activation, distinction between delivery time (service level) and map type. The operational chain for both service levels is 24/7/365. FAM First Available Map, see following paragraph.

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First Available Map (FAM) For each delineation map and for each grading map provided in service level SL1, an early information product, the First Available Map (FAM), is requested with the following characteristics (with respect to the final product):

- lower thematic and positional accuracy are acceptable (best effort approach); - same contents and other characteristics; - vector and raster format jpeg 200dpi only are delivered (each as soon as it is

ready). FAM is accordingly a fast analysis product derived from the post-event satellite imagery. It is as close as possible, quality-wise, to the final post-event products. However, it has not undergone extensive quality review yet and may lack some summary information derived from the analysis.

9.3.2. Activation Extent Map

For each activation, an Activation Extent Map (one sheet) shall be produced with the purpose to provide a quick and easy-to-understand overview of the Maps included in the Activation. The AOI(s) will be represented as non-filled polygons and annotated with the clear AOI(s) identification. The background of the Activation Extent Map should be simple with the aim to quickly locate the AOI(s). The background may include the vector and raster layers available to the contractor or in the public domain. The licence of the background layers shall allow creation of this map and its public distribution. The Activation Extent Map is generally of small scale and should be cartographically generalized to fit its purpose. It should contain important landscape features (for example major roads, main rivers, important towns and settlements) and their labels. The features shall be represented with point, line or areal symbols allowing maximum readability of the Activation Extent Map.

9.3.3. Event types (disaster) covered

The following emergency event types are included in the Copernicus EMS Rapid Mapping: floods, forest and wild fires, earthquakes, wind storms, industrial accidents (including nuclear accidents), geophysical (e.g. tsunamis, landslides, volcanic eruptions), humanitarian crisis (e.g. IDP and Refugee camp analysis) and other events that are considered to be covered by emergency management. In addition to that, security related maps are included. Examples of these maps and their corresponding map type are the following: reference map of road network status, damage delineation or grading of road network, damage delineation or grading related to conflict, reference map of critical infrastructure and delineation or grading map of crisis situations.

9.3.4. Output types and formats

Copernicus EMS Mapping products are normally provided in the (metric) UTM coordinate reference system, for the relevant UTM zone in which the emergency event AOI is/are located. By default, the product, is provided with the output types and formats described in the following Table.

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Output types a) Printable map

Full colour ISO A1, or equivalent Resolution: high = 300dpi; medium = 200dpi; low = 100dpi Geospatial PDF6 file format Metadata file

b) Georeferenced map

Full colour ISO A1, or equivalent Resolution: high = 300dpi; medium = 200dpi; low = 100dpi GeoTIFF7, Georeferenced JPEG file format (with worldfile) Metadata file – can be the same as for the printable map

c) Vector files of all the features derived from the analysis and interpretation stage

ESRI shapefiles8 with projection file (.prj) Google Earth KML (or KMZ) format9 Metadata file

Table 3: Provided output types and formats

Example: if the AU requests a delineation map (i.e. product type number 2), the elements described in the following Table will be provided:

Output type Elements provided for the delineation map

(a) Printable map 3 files for the map (high, medium and low resolution)

(b) Georeferenced map and metadata

3 files for the map (high, medium and low resolution)

Metadata file*

(c) vector files and metadata

A set of vector files

Metadata file

* The metadata file can be the same describing all the elements

Table 4: Elements provided in case of request of a delineation map

9.3.5. Other technical specifications of the products

(1) Cartographic projection, ellipsoid and geodetic datum

By default, the maps are provided in UTM cartographic projection using WGS 84 geodetic system (EPSG code: 4326). However, a different projection and geodetic system can be requested to fulfil a specific request.

6 http://en.wikipedia.org/wiki/Geospatial_PDF 7 http://trac.osgeo.org/geotiff/ 8 http://en.wikipedia.org/wiki/Shapefile 9 http://en.wikipedia.org/wiki/Keyhole_Markup_Language

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(2) Scale, area and accuracy thresholds for the output types

Output type Scale/area Accuracy thresholds Printable map

& Georeferenced raster format map

Dependent upon user requirements and size of the Area of Interest, e.g.: - Scale: 1:25,000 – 1:500,000

- Area: approx. 200 – 100,000 km2

- Scale: 1:5,000 – 1:25,000

- Area: approx. 10 – 200 km2

Positional accuracy:

- From max 5 pixel for data of pixel size ≤1m

- To max 1 pixel for data of pixel size ≥30m

Thematic accuracy10: - >= 80%

Vector files Vectors will be delivered for the overall area contained in the maps

Positional accuracy: - Derived from the input

data used for the analysis

Thematic accuracy: - 80%

Table 5: Scale, area and accuracy thresholds for the output types

For each delivered product, an estimate of the actually obtained positional and thematic accuracies is contained in the product. If different parts of the product have significantly different accuracy or reliability levels (e.g. due to different data sources, limitations of the processing method, limitations of the sensor), the product explicitly outlines these differences.

(3) Relation between resolution of input data and acceptable map scales

The resolution of the input imagery must fulfil two principal criteria: 1. Analysis: the resolution of the input imagery used in the production of crisis

information must always honour the requested analysis (disaster type, related level of detail, etc.).

2. Map scales: the resolution of the input imagery used in the topographic features extraction and in the map production must comply with cartographic principles. The following table gives some examples of the range of map scales as a function of the resolution of the input data after standard orthorectification. The other cases can be derived by proportions.

3. Resolution of input

imagery Maximum

scale Ideal scale Minimum scale

1m 1:2,000 1:4,000 1:20,000 2.5m 1:5,000 1:10,000 1:50,000 5m 1:10,000 1:20,000 1:100,000

10m 1:20,000 1:40,000 1:200,000 15m 1:30,000 1:60,000 1:300,000

Table 6: Examples of resolution of input data and related map scales

10 Russell G. Congalton and Kass Green, “Assessing the Accuracy of Remotely Sensed Data—Principles and Practices” (Second edition), CRC Press, Taylor & Francis Group, Boca Raton, FL (2009) ISBN 978-1-4200-5512-2

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The ideal scale is defined following the guideline of the American Society for Photogrammetry and Remote Sensing11 based on the cartographic convention to fix the minimum readable thickness for graphic elements of a map to 0.2-0.3mm The maximum acceptable scale corresponds to the dimension of 0.5 mm for each information pixel; at a larger scale, the map resolution would become too coarse. The minimum acceptable scale is fixed to limit the density of the pixels and preserve the readability of the map.

(4) Required products’ elements and documentation (metadata)

The following elements are presented in all the digital map products and in the related documentation.

Map Frame:

Indication of the Area Of Interest (AOI) Indication of the Area of Analysis (if it does not correspond to AOI) Contents compliant with product typology and activation request; the crisis

information should have the prominent symbology North oriented by default Graticules and tick marks Background satellite image or background cartographic map according to the request

Map Marginalia:

Title, containing topic/event, event location and date, map type Activation identification and GLIDE number (if existing), map version Inset Maps allowing easy location of the event Cartographic Information: cartographic scale, scale bar, printing size, map resolution in

DPI, north arrow, cartographic projection, ellipsoid and geodetic datum Legend area - meaning of the symbology used in the map frame with contents

compliant with product typology and activation request e.g.: crisis information general information (Area of Interest, Area of Analysis including information on

different accuracy or reliability levels in different parts of the map) topographic features (settlements, hydrology, transportation etc.) Summary table containing figures regarding the exposed or affected population,

settlements, transportation, utilities, land use, etc. Examples are given in Mapping Guidelines.

Map information. Neutral and factual text which describes in short the event. This section contains a table with the most relevant time records: event time, activation time, crisis status time and map production time.

Description of all data sources (e.g. spatial resolution and accuracy, date and time, including acknowledgement and copyrights)

Map Dissemination and Publication policy, license and copyright, available formats, activation URL

Disclaimer Map Production summary

11 American Society for Photogrammetry and Remote Sensing (ASPRS) Specifications Standards Committee (1990). "ASPRS Accuracy Standards for Large-Scale Maps." Photogrammetric Engineering and Remote Sensing 56(7): 1068-1070.

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Description of map production steps (image processing and classification) Estimation of the positional and thematic accuracy of reference and crisis layers Limitation of the analysis techniques Contact Names of the production and quality control entities Contact information The metadata of digital feature data sets (including imagery) that are part of the deliverables are compliant with INSPIRE12 requirements for products generated both inside and outside the EU to ensure their smooth interoperability.

(5) Topographic features

Specific to each activation request, the following features are included: Hydrology: rivers, lakes, reservoirs and open water, etc.

Toponyms and administrative boundaries, etc.

Physiography: cliffs, contour lines and heights above sea level, etc.

Land cover/use: cropland, grassland, scrub, forest, bare soil, wetlands, etc.

Settlements, both formal (urban, suburban, rural, etc.) and informal (slums, IDP camps, etc.)

Transport: all transport networks and related infrastructure (e.g. roads, tracks, trails, railways, bridges, harbours, airfields).

Industry and Utilities: industrial facilities and power stations.

Settlements, transport networks and related infrastructures, industry and utilities, altogether named “assets” are characterized, with the following detail: For scales 1:1,000 – 1:10,000: asset (e.g. building) footprints

For scales 1:10,001 – 1:50,000: building blocks

For scales 1:50,001 – 1:500,000: built-up areas

Each element (asset footprint, building block, or built-up area) is classified according to its principal use and construction materials.

(6) Exposure and consequences information

Specific to each activation request, the following elements are included; terms are explained in the glossary (paragraph 9.6, page 55): Exposure Consequences The primary information needed in Rapid Mapping products is related to exposure and consequences, the latter in particular for human, economic and environmental impacts.

(7) Multilingual versions

The language of the default version of the maps is English and it has to be always delivered. One additional EU official language version of the map (only the PDF and georeferenced raster format) can be requested at no additional cost. At least the following elements in marginalia must be translated: title, activation identification, cartographic information, legend, table with

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the relevant time records, dissemination and publication and contact. The other non-translated elements of the marginalia can remain in English. The two lingual parts must be clearly separated. Minor adaptations can be expected in the course of the service. The multilingual terms must be defined and maintained in a standardized form in a glossary which allows automatic generation of requested language version. The multilingual support can be request for all maps except for FAM.

9.3.6. Mapping guidelines

Copernicus EMS Rapid Mapping focuses on the production of individual information layers at different scales. As far as possible, a standard set of mapping guidelines is applied to the mapping product. This also facilitates a consistent quality review process. The mapping guidelines are based on best practice, the experience gained in the operational phase since April 2012 and inputs and feedback from users. The mapping guidelines are detailed in a separate document. Compilation of the layers provided by the Copernicus EMS Mapping services into decision oriented products (e.g. a briefing note, an evacuation plan) is left to the Authorised and Associated Users, who may want to combine with other information and are in a better position to apply contextual knowledge.

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9.4. Risk and Recovery Mapping Service Portfolio

The service consists in the on-demand provision of geo-spatial information in support to emergency management activities not related to the immediate response, i.e. not requiring rapid mapping mode delivery (weeks-months); in particular, information provision relates to the prevention, preparedness and reconstruction/recovery phases. Given the wide complexity of situations to handle, Risk and Recovery Mapping products will be tailored to the specific user needs, expressed while requesting the service. Authorized Users (AU) only (chapter 3.3.1, page 11) can submit a service request. If accepted, the service request leads to service activation.

9.4.1. Product types, main content and delivery time

Copernicus EMS Risk and Recovery Mapping service is designed to allow the users to request a range of products, based on their needs. By selecting among a predefined set of information layers and by filling a free text box, the users are able to formulate a request containing all the elements relevant to their needs. The ERCC is available to assist the users in formulating and submitting their request. Each request should correspond to a product, i.e. to the consistent thematic information set related to the emergency phase of interest, e.g. an evacuation plan, a monitoring of reconstruction, etc. If different information sets are needed, different service requests should be submitted. Nevertheless, the product can be composed of several maps, with different size and extension, required in the service request form. For each activation, three SPs under the Framework contract will be requested to offer their best technical and financial proposal to satisfy the users’ needs. The following table describes the three broad product types and their main characteristics. However, specific request may deviate from these characteristics by combining elements of more than one category. The information contained in the products can be grouped in three categories: (i) topographic features; (ii) disaster risk information; (iii) tailored information related to the specific event and to the crisis management cycle phase. PRODUCT

TYPE AIM and CONTENT DELIVERY

TIME Reference maps

The aim is to provide comprehensive knowledge of the territory and assets in disaster risk reduction contexts. The contents are (i) topographic features on areas vulnerable to hazards, in particular regarding infrastructures, (ii) disaster risk information and (iii) other available information that can help the user in their specific crisis management tasks, creating inventories of assets at risk, planning engineering and other protective measures, awareness raising campaigns etc. Examples of information contained in prevention products include:

Land use zoning plans (where risk maps are used for rulings on appropriate land use, with the corresponding effects on different segments of the population or interests of a community, e.g. discouraging high-density settlements and key infrastructures in hazard-prone areas, siting of service routes for transport, power, water,

20 working days

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sewage and other critical facilities) Mitigation measures (undertaken to limit the adverse

consequences of hazards, e.g. physical constructions, protective structures, policies, awareness, etc.)

Further combinations of the above mentioned information

Pre-disaster situation maps

Pre-disaster situation mapping products provide relevant and up-to-date thematic information that can help civil protection and humanitarian aid agencies plan for contingencies on areas vulnerable to hazards, aiming to minimise loss of life and damage, e.g., preparing in advance timely response operations, organising temporary reallocation of people and property from threatened locations, and facilitating timely and effective rescue. Pre-disaster situation products are composed on the basis of (i) topographic features and (ii) disaster risk information. In addition, (iii) specific information e.g. Up to date imagery use and modelling play key roles in this phase. Pre-disaster situation products may need to be updated frequently. Examples of information contained in preparedness products include:

Hazard exposure of a given location to a certain hazardous event e.g. the exposure to flooding, landslides, volcanic eruptions, etc.

Vulnerability/resilience of urban settlements and buildings

Risk status for population and assets Evacuation plans (evacuation points, assembly points,

escape routes, vulnerable road infrastructure, public reception facilities, safe locations, priority evacuation areas)

Forecasts (estimation of the occurrence of a future event at a given time.)

Further combinations of the above mentioned information

20 working days

Post-disaster situation maps

Post-disaster situation mapping products provide relevant and up-to-date thematic information, beyond the immediate response phase. Post-disaster situation products are composed on the basis of updated imagery, (i) topographic features, (ii) disaster risk information. In addition, (iii) specific information e.g. recovery needs, reconstruction planning and progress monitoring, mapping long-term impact, etc is used. Recovery measures aim to re-establish the social, economic and environmental conditions of a community or geographical area to the pre-disaster state. Post-disaster situation products may need to be updated frequently. Examples of information contained in recovery/reconstruction products include:

Hazard exposure of a given location to a certain hazardous event (in particular for new assets)

Vulnerability/resilience of urban settlements and

20 working days

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buildings (in particular for new assets) Risk status for new assets Post disaster needs assessment (detailed damage and loss

assessment and estimation of recovery needs, collected in dedicated atlases)

Recovery plans (mapping the measures and a schedule to re-establish the physical infrastructure of a community after a period of rehabilitation subsequent to a disaster)

Reconstruction/rehabilitation monitoring (rubble clearance, progress monitoring of new construction, rehabilitation of agricultural land)

IDP monitoring (IDP camps, IDP movements) Further combinations of the above mentioned

information

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Example of a Copernicus EMS Risk and Recovery Mapping sheet for 2013 urban land use in Sudan (Nyala, EMSN-002, 1:5000) made at the request of the International Committee of the Red Cross (ICRC) for water infrastructure planning

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Example of a Copernicus EMS Risk and Recovery Mapping sheet for July 2014 (Nepal, EMSN-012, 1:10,000)made at the request of DG ECHO for earthquake preparedness, disaster risk assessment and disaster reduction

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Example of a Copernicus EMS Risk and Recovery Mapping sheet for December 2013 [Portugal, EMSN-010, 1:20,000) made at the request of

ANPC – Autoridade Nacional de Protecção Civil for forest fire assessment, erosion and landslide risk evaluation.

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9.4.2. Event types (disaster) covered

Main: floods, forest and wild fires, earthquakes

Others: geophysical (tsunamis, landslides, severe storms/hurricanes, volcanic eruptions), humanitarian crisis, industrial and nuclear accidents, other hazards that are considered to be covered by emergency management

9.4.3. Output types and formats

Copernicus EMS Mapping products are normally provided in the (metric) UTM coordinate reference system, for the relevant UTM zone in which the emergency event AOI is/are located. By default, the product (overview map and one or more detail maps), is provided with the output types and formats described in the following Table 7. Output types a) Printable map

Full colour ISO A1 Resolution: high = 300dpi; medium = 200dpi; low = 100dpi Geospatial PDF13 file format Metadata file

b) Georeferenced map

Full colour ISO A1 Resolution: high = 300dpi; medium = 200dpi; low = 100dpi GeoTIFF14, Georeferenced JPEG file format (with worldfile) Metadata file – can be the same as for the printable map

c) Vector files

ESRI shapefiles15 with projection file (.prj) Google Earth KML (or KMZ) format16 Metadata file

Table 7: Provided output types and formats

Additional output types and formats may be required by the users

- Georeferenced maps in .tiff + .tfw format - Black and white maps (printable or georeferenced or hardcopies) - Tiled maps in ISO A3/A4 (e.g., as an atlas of sub-regions), or equivalent - Additional vector formats (e.g. GML)

13 http://en.wikipedia.org/wiki/Geospatial_PDF 14 http://trac.osgeo.org/geotiff/ 15 http://en.wikipedia.org/wiki/Shapefile 16 http://en.wikipedia.org/wiki/Keyhole_Markup_Language

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9.4.4. Other technical specifications of the products

(1) Scale, area and accuracy thresholds for the output types

Output type Scale/area Accuracy thresholds Printable map

& Georeferenced map

Dependent upon user requirements and size of the Area of Interest Overview maps - Scale: 1:25,000 – 1:500,000

- Area: approx. 200 – 100,000 km2

Detail maps - Scale: 1:5,000 – 1:25,000

- Area: approx. 10 – 200 km2

Geometric accuracy: - From max 5 pixel for

data of pixel size ≤1m

- To max 1 pixel for data of pixel size ≥100m

Thematic accuracy17: - 80%

Vector files Vectors will be delivered for the overall area contained in the maps

Geometric and thematic accuracy: The same as per the map in which they are included. The parts which are included in detail maps, require the accuracies related to the same detail maps.

Table 8: Scale, area and accuracy thresholds for the output types

For each delivered product, an estimate of the actually obtained geometric and thematic accuracies is contained in the product. If different parts of the product have significantly different accuracy or reliability levels (e.g. due to different data sources, limitations of the processing method, limitations of the sensor), the product explicitly outlines these differences.

(2) Relation between resolution of input data and acceptable map scales

The following Table 9 gives some examples of the acceptable range of map scales according to the resolution of the input data. The other cases can be derived by proportions.

Resolution of input imagery

Maximum scale

Ideal scale Minimum scale

1m 1:2,000 1:4,000 1:20,000 2.5m 1:5,000 1:10,000 1:50,000 5m 1:10,000 1:20,000 1:100,000

10m 1:20,000 1:40,000 1:200,000 15m 1:30,000 1:60,000 1:300,000

Table 9: examples of resolution of input data and related acceptable map scales

17 Russell G. Congalton and Kass Green, “Assessing the Accuracy of Remotely Sensed Data—Principles and Practices” (Second edition), CRC Press, Taylor & Francis Group, Boca Raton, FL (2009) ISBN 978-1-4200-5512-2

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The ideal scale is defined following the guideline of the American Society for Photogrammetry and Remote Sensing18 based on the cartographic convention to fix the minimum readable thickness for graphic elements of a map to 0.2-0.3mm The maximum acceptable scale corresponds to the dimension of 0.5 mm for each information pixel; at a larger scale, the map resolution would become too coarse. The minimum acceptable scale is fixed to limit the density of the pixels and preserve the readability of the map.

(3) Required products’ elements and documentation (metadata)

The metadata of digital feature data sets that are part of the deliverables are compliant with INSPIRE19 requirements for products generated both inside and outside the EU. In addition, geographical projection information must be included in such digital feature sets. The elements required in the digital map products and/or in the related documentation are listed in paragraph 9.5.

(4) Topographic features

Specific to each activation request, the following features are included: Hydrology: rivers, lakes, reservoirs and open water, etc.

Toponyms and administrative boundaries, etc.

Physiography: cliffs, contours and spot heights, etc.

Land cover: cropland, grassland, scrub, forest, natural vegetation, bare soil, wetlands, etc.

Settlements, both formal (urban, suburban, rural, etc.) and informal (slums, IDP camps, etc).

Transport: all transport networks and related infrastructure (e.g. roads, tracks, trails, railways, bridges, harbours, airfields).

Industry and Utilities: industrial facilities and power stations.

Settlements, transport networks and related infrastructures, industry and utilities, altogether named “assets” are characterized, with the following detail: For scales 1:1,000 – 1:10,000: asset (e.g. building) footprints

For scales 1:10,001 – 1:50,000: building blocks

For scales 1:50,001 – 1:500,000: built-up areas

Each element (asset footprint, building block, or built-up area) is classified according to its principal use and construction materials

(5) Risk information

Specific to each activation request, the following elements are included; terms are explained in the glossary (paragraph 9.6, page 55): Hazard Exposure Risk Consequences The primary information needed in Risk and Recovery Mapping products is specific to hazard, exposure and risk.

18 American Society for Photogrammetry and Remote Sensing (ASPRS) Specifications Standards Committee (1990). "ASPRS Accuracy Standards for Large-Scale Maps." Photogrammetric Engineering and Remote Sensing 56(7): 1068-1070. 19 http://inspire.jrc.ec.europa.eu/

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(6) Version and updating information

Each map deliverables will have a version number. If the map product is updated from a previous version, e.g. after quality review or external validation, the previous version number is mentioned, and information related to the updating action is provided.

9.4.5. Reporting

The deliverables should also include a report summarizing the results obtained and give a brief

explanation on the workflow and techniques used to derive map products.

9.4.6. Mapping guidelines

Copernicus EMS Risk and Recovery Mapping focuses on the production of individual information layers at overview and detailed scales. As far as possible, a standard set of mapping guidelines is applied to the mapping product. This also facilitates a consistent quality review process. The mapping guidelines are based on best practice, the experience gained in both the pre-cursor projects and the operational phase of Copernicus EMS and inputs and feedback from users. The mapping guidelines are detailed in a separate document. The production of standard layers may be enhanced with additional analysis, for instance, cross-comparisons, summary statistics, decision oriented products (e.g. a briefing note, a risk plan). The user is invited to provide the other relevant information and contextual knowledge that would support such analysis. This extra information and the related analysis requirements will be integrated in the service definition and execution.

9.5. Required product elements and documentation

The following elements are required to be present in all the digital map products and/or in the related documentation. At least, the marked elements (*) must be contained in the map. Product usability elements

Map area with indication of the Area Of Interest (*)

Contents compliant with product typology and user request (*)

Overview map with indication of the Area Of Interest (*)

Coordinate graticules/grid (*)

Background satellite image or background cartographic map according to the request

Cartographic scale and printing size (*)

Description of processing steps and information sources (*)

Interpretation text/report (*)

Acknowledgement and sources (*)

The name of producer (*)

Logo of Copernicus EMS Mapping (*)

Media Used

Title, containing topic/event, location, date, map type (reference, impact, damage assessment, etc.) (*)

Legend (*)

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Projection and coordinate system (*)

Eventual multilingual support (*)

Responsible organization (contact information) (*)

Information on license and copyrights (*)

Activation and GLIDE number; product and version number. (*)

Constraints related to access, use and information sharing (*)

Distribution Liability statement (*)

Background satellite image or background cartographic map according to the user request and depending on the licensing conditions of the input data (*)

Reliability of information elements Estimation of the thematic accuracy (*)

Estimation of the geometric accuracy (*)

The methodology used for accuracy assessment

Date of the information sources (*)

Information on occlusion

Information on different accuracy or reliability levels in different parts of the product (*)

Semantic definition of information content (either public or ad hoc)

Information on the spatial detail of information sources (*)

Consistency elements Relative positional consistency across different feature sets in the same product

Consistency between map and legend symbols (*)

Topological consistency (correct adjacency/overlapping of features, closure of polygons, connection of networks, presence of dangles, continuity of features across tiles), in particular for vector files

Attributes consistency (data type compliance, value range, filling of required fields) for vector files

Consistency between declared and effective representation scale (*)

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9.6. Acronyms

AOI Area of Interest

ASCU Associated User

AU Authorized User

AU-FF Authorized User Feedback Form

CEST Copernicus Emergency Satellite Tasking

Copernicus EMS Copernicus Emergency Management Service

CP Civil Protection

CRS Coordinate Reference System

CRED Centre for Research on the Epidemiology of Disasters

DAP Data Access Protocol

DEM Digital Elevation Model

DG Directorate General (of the EC)

DG ECHO DG Humanitarian Aid & Civil Protection (ECHO)

DG GROW Internal Market, Industry, Entrepreneurship and SMEs

DPI Dot Per Inch

EC European Commission

EEAS European External Action Service (of the EU)

EMS Emergency Management Service

EMS-98 European Macro seismic Scale - 1998

EndU-FF End User Feedback form

EO Earth Observation (Remote Sensing)

ERCC European Emergency Response and Coordination Centre (of DG ECHO)

ESA European Space Agency

EU European Union

EUSC European Union Satellite Centre

FTP File Transfer Protocol

GIS Geographic Information System

GCP Ground Control Points

GIO GMES Initial Operations

GIO EMS GMES Initial Operations Emergency Management Service

GMES Global Monitoring for Environment and Security

GPS Global Positioning System

GPU General public user

HR High Resolution (image)

ICRC International Committee of the Red Cross

IFRC International Federation of Red Cross and Red Crescent Societies

INSPIRE Infrastructure for Spatial Information in Europe

IDPs Internally Displaced Persons

INGO International Non-Governmental Organization

ISO International Organization for Standardization

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JP(E)G Joint Photographic (E)xperts Group format

JRC Joint Research Centre of the European Commission

KML Keyhole Markup Language

KMZ Keyhole Markup Language, Zipped

linkER Supporting the implementation of operational GMES services in Emergency Response (Preparatory Action, European Commission)

MIC The Monitoring and Information Centre operated by DG ECHO, to become the ERCC

NGO Non-Governmental Organization

NFP National Focal Point

OGC Open Geospatial Consortium

PDF Portable Document Format

SAFER Services and Applications For Emergency Response (FP7 project)

SP Service Provider

SR Service Request

SRF Service Request Form

TIFF Tagged Image File Format

UF User Feedback

UFF User Feedback Form

UTC Coordinated Universal Time

UN United Nations

UNITAR United Nations Institute for Training And Research

UNOOSA United Nations Office for Outer Space Affairs

UNOSAT UNITAR’S Operational SATtellite applications programme

UN-OCHA UN Office for the Coordination of Humanitarian Affairs

VHR Very High Resolution (image)

WGS84 World Geodetic System 1984

XML eXtensible Mark-up Language

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9.7. Glossary

Accessibility An indicator of the extent to which people can travel in a given area using existing infrastructure, such as undamaged roads. If accessibility is hindered by a persistent blockage of the infrastructure it will be marked accordingly. Very high resolution satellite imagery is best suited for the extraction of this kind of information. After a disaster, key parts of the infrastructure are often rapidly cleared or repaired. Thus, ‘accessibility’ is transitory information which can become obsolete very quickly over time, and may need to be updated. Affected Area The area directly or indirectly affected by the disaster. Affected Population Population living in physically affected / potentially affected / estimated extent of affected area. Calculation of affected population is dependent on an available population data set and additionally, from EO data. No further specifications about “affected” (in the sense of dead, injured or loss of property) are possible. Assets Critical facilities that are the primary physical structures, technical facilities and systems which are socially, economically or operationally essential to the functioning of a society or community, both in routine circumstances and in the extreme circumstances of an emergency. Authorised User Authorized users are public entities active in the field of disaster management in the EU Member States, the European Civil Protection Mechanism, the Commission’s Directorates General (DGs) and the participating European Agencies. Authorised Users are the only entities authorised to trigger the service, i.e. by sending a service request directly to the ERCC. Consequences (**) Consequences are the negative effects of a disaster expressed in terms of human impacts, economic and environmental impacts, and political/social impacts. (ISO 31010). Contingency (planning) A management process that analyses specific potential events or emerging situations that might threaten society or the environment and establishes arrangements in advance to enable timely, effective and appropriate responses to such events and situations. (UNISDR, 2009*). Copernicus Previously known as Global Monitoring for Environment and Security - GMES, it is an EU programme aimed at developing European information services based on satellite Earth Observation and in situ (non-space) data. Damage assessment Common term used to refer to the information - extracted from EO imagery acquired immediately after the crisis by comparison with archive information - about the damages to settlements, infrastructure and/or to the environment. In this manual we use two more specific terms that refer to different aspects of the damage: delineation and grading. Data Acquisition Data acquisition refers to the supply of satellite imagery to the service provider. Due to different service level specifications and to the satellite system itself (e.g. agility), the timeliness of data delivery to the service can vary between different data providers. This makes it difficult to indicate an “average” time of product delivery. Delineation Map Derived from post-event satellite imagery, it is a Rapid Mapping product that provides an assessment of the event impact and extent (and of its evolution if requested) and includes the

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event type. It is delivered by the Service Provider. The overall target production time is 12 hours after satellite data reception. Delivery Time The time between the triggering of the Risk and Recovery service and the provision of the final product to the user. It strongly depends on the time needed for satellite data acquisition. Detailed Damage Assessment Detailed damage assessment is an in-depth analysis of the damage to settlements, infrastructure or the environment. This product is provided in the recovery phase after a disaster, typically in Risk and Recovery Mapping. Disaster-prone Area Describes an area that may be affected by a disaster in future, based either on historical record about past events, or by means of modelling / simulation. Disaster Risk Reduction The concept and practice of reducing disaster risks through systematic efforts to analyse and manage the causal factors of disasters, including through reduced exposure to hazards, lessened vulnerability of people and property, wise management of land and the environment, and improved preparedness for adverse events. (UNISDR, 2009*). End User The most important beneficiary of the mapping service, the one who actually uses the product. ERCC The ERCC – Emergency Response Coordination Centre – operated by the European Commission in Brussels, is the operational heart of the EU Civil Protection Mechanism with a genuine 24/7 capacity. The ERCC is the successor of MIC. Evacuation plan Risk management strategy for preparedness, developed prior to an emergency, to be used to mitigate the effects of an emergency or disaster on a community. Exposure (**) People, property, systems, or other elements present in hazard zones that are thereby subject to potential losses. (UNISDR, 2009*). Physical assets are characterized (type of asset, principal use, age, construction materials, etc.), assessing their vulnerability/fragility and economic value. If the geographic distribution of the population is available, also human exposure can be assessed. External Validation On-demand verification of a sample of service outputs produced by the Rapid Mapping and the Risk and Recovery Mapping, and includes external quality control, validation of thematic information content and comparison to alternative information sources related to the emergency context. Georeferencing The practice of aligning geographic data to a known coordinate system so that it can be viewed, queried, and analysed in relation to other geographic data. GIO (GMES Initial Operations) Initial operational phase following the adoption of the Regulation on GMES Earth Monitoring programme. It was replaced in 2014 by the Copernicus operations. Glide Number A globally common unique identifier number for a disaster (GLobal IDEntifier number; www.glidenumber.net). GMES (Global Monitoring for Environment and Security) Former name of the EU-led programme for the establishment of European services in support to environment and security policies. In 2013 the programme was renamed in Copernicus.

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Grading Map Derived from post-event satellite imagery, it is a Rapid Mapping product that provides an assessment of the damage grade (and of its evolution, if requested) and includes the extent, type and damage grade specific to the event. It is delivered by the Service Provider. The overall target delivery time is 12 hours after satellite data reception. Hazard (**) A dangerous phenomenon, substance, human activity or condition that may cause loss of life, injury or other health impacts, property damage, loss of livelihoods and services, social and economic disruption, or environmental damage. In technical settings, hazards are described quantitatively by the likely frequency of occurrence of different intensities for different areas, as determined from historical data or scientific analysis. (UNISDR, 2009*). In situ Information acquired through non-Space means, either gathered directly on the field, or through other sources such as airplanes, balloons and buoys. JRC The Joint Research Centre is the scientific and technical arm of the European Commission. It provides the scientific advice and technical know-how to support a wide range of EU policies. Land Cover/Land Use Land cover and land use data describe the surface coverage or the purpose or function of a portion of land, respectively, and can be used as background information in geographic reference products. For Europe, the CORINE dataset is used as the default; for the rest of the world, “basic land cover” is utilised, and can additionally be customised, by agreement with the service Focal Point and the Service Provider. Global land cover data is used in overview maps. MIC MIC has been replaced by the ERCC Mitigation Mitigation refers to the lessening or limitation of the adverse impacts of hazards and related disasters. The adverse impacts of hazards often cannot be prevented fully, but their scale or severity can be substantially lessened by various strategies and actions. Mitigation measures encompass engineering techniques and hazard-resistant construction as well as improved environmental policies and public awareness. (UNISDR, 2009*). Monitoring Recurrent observations of a crisis situation. In rapid mapping mode it can be obtained by requesting several subsequent products. Optical Satellite Data Optical remote sensing makes use of visible, near infrared and short-wave infrared sensors to form images of the earth’s surface by detecting the reflected solar radiation. Orthorectification The process of correcting the geometry of an image so that it appears as though each pixel was acquired from a position vertically above the target area. Orthorectification uses elevation data and ground control points (GCPs) to correct terrain distortion in aerial or satellite imagery. Spatial (ground) resolution Measure of how closely lines can be resolved in an image. The spatial resolution is measured by the ground sample distance of an image and depends on properties of the system creating the image, i.e. on the payload sensor characteristics. Post-disaster situation map

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Derived from post-event satellite imagery, it is a Risk and Recovery Mapping product that provides relevant and up-to-date thematic information, beyond the immediate response phase and it is delivered within 20 working days after the signature of the specific contract for the work related to the request received from the authorized user, or as otherwise specified in the specific contract. Pre-disaster situation map Derived from post-event satellite imagery, it is a Risk and Recovery Mapping mode product that provides relevant and up-to-date thematic information that can help civil protection and humanitarian aid agencies plan for contingencies on areas vulnerable to hazards, aiming to minimise loss of life and damage. It is delivered within 20 working days after the signature of the specific contract for the work related to the request received from the authorized user, or as otherwise specified in the specific contract. Preparedness The knowledge and capacities developed by governments, professional response and recovery organisations, communities and individuals to effectively anticipate, respond to, and recover from, the impacts of likely, imminent or current hazard events or conditions. (UNISDR, 2009*). Prevention The outright avoidance of adverse impacts of hazards and related disasters. (UNISDR, 2009*). Product delivery The provision of the satellite imagery derived products from the SP to the users who requested them. Product dissemination The provision of the satellite imagery derived products from the EC that makes them available to the community through dedicated websites. Radar satellite data Radar is an active remote sensing system, which means that it provides its own source of energy to produce an image. It therefore does not require sunlight (as do optical systems) and data can be acquired either by day or by night. Furthermore, due to the specific wavelength of radar, cloud cover can be penetrated without any effect on the imagery. Rapid Mapping products The maps available in rapid mapping mode are: reference maps, delineation maps, grading maps. Rapid Mapping On-demand and fast provision (hours-days) of geo-spatial information in support to emergency management activities immediately following an emergency event. The service provision is based on the processing and analysis, in rapid mapping mode, of satellite imagery and other geo-spatial raster and vector data sources. Raster data A raster data set is, in essence, any type of digital image representation as a regular grid of picture elements (pixels), which may have an associated spatial and spectral dimension. Raw data The term “raw data” refers to satellite data streams received at the downlink station which have not yet been processed (georeferenced and orthorectified), or transformed in order to perform the thematic analysis needed for map production. Reference Map Product available in both Rapid Mapping and Risk and Recovery Mapping. As Rapid Mapping product, it is normally based on the pre-event image and it provides knowledge on the territory and assets prior to the emergency. It is delivered by the Service Provider. The target

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delivery time is 9 hours after satellite data reception. The content consists in selected topographic features on the area affected by the disaster, in particular exposed assets and other available information that can assist the user in their specific crisis management tasks. As Risk and Recovery Mapping product, it provides comprehensive knowledge of the territory and assets in disaster risk reduction contexts and it is delivered within 20 working days after the signature of the specific contract for the work related to the request received from the authorized user, or as otherwise specified in the specific contract. Response 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 the people affected. Risk (**) A combination of the consequences of an event (hazard) and the associated likelihood/probability of its occurrence. (ISO 31010). Risk and Recovery Mapping The on-demand provision (weeks-months) of geo-spatial information in support to emergency management activities not related to the immediate response, i.e. not requiring rapid mapping-mode delivery; in particular, information provision relates to the prevention, preparedness and reconstruction/recovery phases. Risk and Recovery Mapping products Given the wide complexity of situations to manage, they will be tailored to the specific user needs, as expressed in the service request form. The Risk and Recovery Mapping products are Reference maps, Pre-disaster situation maps and Post-disaster situation maps. Service activation If the service request of the AU is accepted, the ERCC opens an activation in order to provide the requested products. Service Provider The entity in charge of the production and provision of geo-spatial information in support to emergency management activities in Rapid Mapping and Risk and Recovery Mapping. Service Request Request made by an AU to the Copernicus EMS Mapping focalpoint (the ERCC) for the provision of geo-spatial information in support to emergency management activities User feedback The users are requested to give their opinion on the Copernicus EMS Mapping service and products. In particular, in the Rapid Mapping mode, two specific feedback forms are available: one for authorised users and the other for end users, while in the Risk and Recovery Mapping, only the feedback form for end users is available. Vector data A coordinate-based data model that represents geographic features as points, lines, and polygons. Vulnerability The characteristics and circumstances of a community, system or asset that make it susceptible to the damaging effects of a hazard. (UNISDR, 2009*). * http://www.unisdr.org/files/7817_UNISDRTerminologyEnglish.pdf (**) “Terminology from Commission Staff Working Paper SEC(2010)1626 “Risk assessment and Mapping Guidelines for Disaster Management” http://ec.europa.eu/echo/civil_protection/civil/pdfdocs/prevention/COMM_PDF_SEC_2010_1626_F_staff_working_document_en.pdf”

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