Guidance and template for initial flash appealJanuary 2012

This document is structured into the following parts

1. SUGGESTED TIMELINE AND WORKFLOW FOR DEVELOPING FLASH APPEALS

2. SELECTED GUIDANCE DOCUMENTS AND OTHER RESOURCES

3. SUGGESTED CHECKLIST FOR DEVELOPING AND FINALISING INITIAL FLASH APPEAL IN-COUNTRY

4. APPEAL TEMPLATE (with guidance notes)

How to use this document This document contains a fully formatted, blank flash appeal template with integrated

guidance sections, highlighted in yellow, to assist in the drafting process. Once a final field draft has been completed by an appealing country team, parts 1 – 2, as well

as the integrated guidance notes, may be deleted leaving section 3 (checklist) and the completed appeal template to be sent to CAP Section.

For further background information on aspects of the flash appeal process, please consult the Flash Appeal Guidelines.

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1. SUGGESTED TIMELINE AND WORKFLOW FOR DEVELOPING FLASH APPEALS

The following is a suggested timeline including the steps needed to enable a flash appeal to be developed within the required 5-7 days following a sudden onset disaster, or other triggering event. Please feel free to adapt this as necessary, adding the appropriate dates in the left-hand columns.

Day 1

Flash appeal process triggered by the UN RC/HC, in consultation with the HCT. The RC/HC in consultation with the HCT assigns one organisation to lead and coordinate

the response in each priority sector or area of activity (e.g. cluster/sector leads). If there is no OCHA presence in the affected country, the RC/HC assigns an appeal focal

point for consolidating inputs from agencies in the field. The Multi Cluster/Sector Initial Rapid Assessment (MIRA) process is begun, with work

prioritised on a Preliminary Scenario Definition (PSD) to be produced within 72 hours. The government of the affected country is consulted (though its permission is not needed

for a flash appeal).

Day 2

The RC/HC communicates the appeal’s overall direction, strategy, and criteria for selection of projects to the HCT, in particular to the cluster leads.

Rapid needs assessments or appraisals begin (if required). All needs assessments are to be reported to relevant cluster/sector leads.

Each cluster/sector group meets at the national level to map capacity and assign roles and responsibilities within the sector or area of activity.

The IASC CAP Sub-working Group or other HQ-level taskforce establishes regular teleconferences to coordinate any HQ level issues if required.

Day 3

RC/HC’s team (including OCHA if present) drafts general sections of appeal document. RC/HC decides on appeal duration and communicates this clearly to the HCT.

Relevant organisations in each cluster/sector meet to analyse needs assessment information; agree on general response strategy; review and select their members’ proposed projects; review pre-crisis baseline information (e.g. from contingency plans); establish parameters for use of information available through inference and reasonable estimation.

Cluster/sector leads coordinate and facilitate the consensus building on project inclusion and draft response plan.

PSD is finalised and shared with the country team.

Day 4 Cluster/sector leads finalise draft response plan, incorporate selected projects, and forward

to OCHA or other designated focal point. OCHA/focal point compiles these with general sections to produce assembled appeal draft.

Day 5

RC/HC and HCT approve final field draft of the appeal and sends to OCHA CAP Section (Geneva), including cover photo (with credit).

(Note: once the RC/HC and HCT have sent the document to Geneva, they cannot make further changes before publication. They will be consulted, however, if agency headquarters request any significant changes.)

END OF DIRECT FIELD INVOLVEMENT IN DRAFTING APPEAL.

START OF REVIEW PERIOD AT OCHA AND HQs OF IASC ORGANISATIONS PARTICIPATING IN THE APPEAL

Day 1 (of receiving final draft)

CAP Section circulates final field draft to agency HQs, which have 24 hours to return comments on the document.

Final comments from IASC headquarters due. OCHA-HQ Desk Officer incorporates and reconciles HQs' comments, and returns

document to CAP Section.Day 2 (of receiving final draft)

CAP Section performs final substantive review, style-checks, uploads project information onto FTS, and formats the document.

The appeal is finalised and published: if a launch is planned this takes place at identified time/place(s).

NB: References to “OCHA” mean the OCHA office in-country

Notes There is a difference between ‘finalising’ an appeal (publishing it) and ‘launching’ it (an event):

not all appeals are launched, although all are finalised. Some appeals are launched in the field, some in Geneva/NY, and some in multiple locations.

Scheduling launches: experience has shown that a launch meeting must NOT be scheduled either at HQ or in the field until the final field draft of an appeal is received in Geneva, and CAP

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Section has been able to verify the content and quality, otherwise the final document may not be ready for the launch.

Printing: unless otherwise specified or required, initial flash appeals are not printed by CAP Section other than for launch events (if one is organised).

Once the final field draft is gone from the field, any last minute changes must go to appealing agencies’ IASC HQ reviewers or the appropriate desk officer involved in the appeal process.

Definitions Final field draft: the final draft of an appeal that has been approved by the

Resident/Humanitarian Coordinator (or their designate), and which has been sent to CAP Section. Once a final field draft has been sent, no further changes will be authorised to the text from the field without first checking/clearing it with CAP Section, or following a specific CAP Section request to do so.

Finalising an appeal: the process by which a final field draft is reviewed by the IASC CAP Sub-Working Group, OCHA CRD, and CAP Section. The review involves verification by the HQs of participating IASC agencies of the text and projects, submission of corrections/amendments, and the final formatting, style checking, and financial review by CAP Section.

Publishing an appeal: once a draft has been finalised by CAP Section, it is sent to member states and posted to Reliefweb, and to www.humanitarianappeal.net. At that point, the appeal is considered published, and may be used or referred to officially.

Launching an appeal: a formal event whereby a published appeal is presented, usually to member states and other interested parties. In NY and Geneva, launches are usually organised by OCHA (either by the Coordination Response Division (CRD) in NY, or by the Geographical Coordination and Monitoring Section (GCMS) in Geneva). The organisation of local launches is at the discretion of the country office, but they must be coordinated with CRD/GCMS, and the material used (i.e. presentation of the appeal, briefing documents, maps) should be the same/not contradict information given at Geneva/NY launches.

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2. SELECTED GUIDANCE DOCUMENTS AND OTHER RESOURCES

Thematic area GuidanceBackground guidance on flash appeals

Flash Appeal Guidelines October 2010

Clusters/sectors IASC Guidance Note on Using the Cluster Approach to Strengthen Humanitarian

Response, 24 November 2006 IASC Generic Terms of Reference for Sector/Cluster Leads at the Country Level

Central Emergency Response Fund (CERF)

Guidance on the loan and grant component may be found at What is the CERF? On the Fund’s website.

CERF guidance contains links to a range of information, including on the CERF life-saving criteria.

Contingency planning

IASC Contingency Planning Guidelines for Humanitarian Assistance , (Revised version),December 2007

Disaster Preparedness and Response

Disaster Preparedness for Effective Response - Guidance and Indicator Package for Implementing Priority Five of the Hyogo Framework, October 2008

OCHA Disaster Response Preparedness Toolkit SPHERE IASC Civil-Military Guidelines and References for Complex Emergencies , January

2009

Early recovery Cluster Working Group on Early Recovery (CWGER) and CAP SWG: Including Early

Recovery in Flash Appeals: A Phased Approach, January 2009 CWGER: Guidance Note on Early Recovery, April 2008

Protection IASC Operational Guidelines and Field Manual on Human Rights Protection in situations of Natural Disaster, (Pilot Version) March 2008

IASC Gender Handbook in Humanitarian Action

Women, Girls, Boys, and Men: Different Needs - Equal Opportunities , December 2006

Gender-based Violence Programming

IASC Guidelines for Gender-based Violence Interventions in Humanitarian Settings , September 2005

Mental Health and Psychosocial Support

IASC Guidelines on Mental Health and Psychosocial Support in Emergency Settings, December 2008

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3. SUGGESTED CHECKLIST FOR DEVELOPING AND FINALISING INITIAL FLASH APPEAL IN-COUNTRY

Overall strategy and process Notes/commentsThe presentation of the situation, and the need for an appeal, is clearly presented. Must be yes

The Preliminary Scenario Definition (PSD) should have helped in this.

The evidence of needs is clearly presented, with sources footnoted. Must be yes

There is a clear link between strategic objectives and cluster/sector response plans. Must be yes

The projects focus on, and cover as much as possible, the needs and priorities identified in the common humanitarian action plan (CHAP).

Must be yes

The projects have been selected through a vetting process applying clear selection criteria. Should be yes

Ensure that one focal point is assigned to coordinate the drafting process in-country, and to liaise with CAP Section.

Should be yes

Having one focal point ensures that there is one ‘master’ version of the draft at any one time, helps maintain the integrity of the document and the process, and improves information exchange.

Internal document consistencyThe one-page Executive Summary clearly states the appeal’s timeline and the funding requested. Must be yes

The ‘key parameters’ box in the Executive Summary is completed. Should be yes

This box gives you the opportunity to put the key messages and facts of the flash appeal in one spot.

The overall number and definition of affected people (and of beneficiaries, if they differ) is clearly stated in the Executive Summary, and is consistent throughout the document.

Must be yes

The number of affected people is broken down by each of the categories included in the definition (for example IDPs, IDP host communities, flood affected, severely food-insecure), and also by gender, and by location if appropriate and if this information is available.

Must be yes Consider representing this information in table form.

Each cluster/sector response plan clearly states the number and definition of affected people and beneficiaries for its sector, and those numbers are consistent throughout the document.

Must be yes

The document is consistent in its use of describing numbers of affected people: either individuals, or families/households, or both together, but not varying between the two randomly.

Should be yes

Failure to be consistent here will result in unnecessary confusion and delay as potential discrepancies are resolved, particularly during the IASC HQ review process.

All tables, maps, graphs, or charts are recent or recently updated, and they are referred to and/or substantively discussed in the text. They all contain a title, source of information and “as of” date.

Must be yes

CAP Section can liaise with OCHA’s Visual Unit to provide maps, graphs and tables, which will be created on the basis of information in the text (hence the need for clarity and consistency in the document).

The labelling of clusters/sectors is consistent throughout the document. Must be yes Check in particular the

response plans, and Section 4 (roles and responsibilities).

All cluster/sector leads or co-leads are listed in the response plans. There is a table or chart showing humanitarian coordination structures.

Must be yes

Every acronym is spelled out at its first appearance in the text. Acronyms are used only for phrases that appear more than twice.

Should be yes In particular, please ensure that local acronyms (i.e. local NGOs and associations, Government departments) are spelt out. Failure to do so will result in potential delay during the IASC review as we try to contact you

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on missing/unknown acronyms.

ProjectsThe projects have been approved by the cluster/sector lead and reviewed by the Resident/Humanitarian Coordinator (HC).

Must be yes

All project fields should be clearly filled in, in particular: the appealing agency(ies) the title the objectives (in concise form) the beneficiaries the amount requested.

Must be yes for all points

On funding requested: Amounts requested are

always gross requirements, not net of funding already received.

If it is a joint project (two appealing agencies) the total budget requested must show the division between the two agencies.

Cover and attachmentsThe draft appeal has a cover photo Should be yes If the country team cannot find

a photo, CAP Section can try to do so. Photos should mean

something. For example use a close up of a beneficiary with a background reflecting humanitarian interest (sectoral: food distribution, education, health, shelter, water…) or, in case of natural disaster, a background showing the impact of the catastrophe.

Each picture must have photo credits: Agency (or photographer’s name), country name, and the year.

Definition: slide or high-resolution digital copy (700kb + 1536x2048 (in *.jpg 300 or 600dpi))

Any photos used inside the document are captioned/credited. Must be yes

Maps and charts are: the most recent models available if sent as separate files in editable form (either in Word

or Excel).

Should be yes: if up to date

maps/graphs unavailable, please state why clearly

CAP Section can insert any attachments as long as clear instructions are left on where to place them in the document.CAP Section can also liaise with OCHA’s Visual Unit to provide maps, graphs and tables.

[APPEAL TEMPLATE FOLLOWS]

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Cover pageCAP Section will insert the cover, but the field must provide a photo Photos should mean something. For example use a close up of a beneficiary with a background reflecting humanitarian interest

(sectoral: food distribution, education, health, shelter, water…) or, in case of natural disaster, a background showing the impact of the catastrophe.

Each picture must have photo credits: Agency (or photographer’s name), country name, and the year. Definition: slide or high-resolution digital copy (700kb + 1536x2048 (in *.jpg 300 or 600dpi)). Ideally landscape format.

SAMPLE OF ORGANIZATIONS PARTICIPATING IN CONSOLIDATED APPEALSAARREC

ACFACTEDADRAAfricare

AMI-FranceARCASBASI

AVSICARE

CARITASCEMIR International

CESVICFACHFCHFICISVCMA

CONCERNCOOPI

CORDAIDCOSV

CRSCWS

DanChurchAidDDG

Diakonie Emerg. AidDRC

EM-DHFAOFARFHI

FinnChurchAidFSDGAA

GOALGTZGVC

Handicap InternationalHealthNet TPO

HELPHelpAge International

HKIHorn Relief

HT

HumedicaIA

ILOIMC

INTERMONInternews

INTERSOSIOMIPHD

IRIRCIRDIRINIRW

Islamic ReliefJOINJRSLWF

Malaria ConsortiumMalteser

Mercy CorpsMDAMDM

MEDAIR

MENTORMERLIN

Muslim AidNCANPANRC

OCHAOHCHROXFAM

PAPACTPAIPlan

PMU-IPremière Urgence

RC/GermanyRCO

Samaritan's PurseSave the Children

SECADEVSolidarités

SUDOTEARFUND

TGHUMCORUNAIDS

UNDPUNDSSUNEP

UNESCOUNFPA

UN-HABITATUNHCRUNICEFUNIFEMUNJLCUNMASUNOPSUNRWA

VISWFPWHO

World ConcernWorld Relief

WVZOA

Table of ContentsTo be generated by CAP Section........................................

Please note that appeals are revised regularly. The latest version of this document is available on http://www.humanitarianappeal.net. Full project details, continually updated, can be viewed, downloaded

and printed from http://fts.unocha.org.

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COUNTRY OR SITUATION MAP(Will be provided by CAP Section)

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Country Name 2012 Flash Appeal

1. Executive Summary

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Flash Appeal for XYZ Key parameters

Duration When to when (normally 6 months)

Affected population

Examples include:Total population, including … children under five … women … population in

camps/evacuation centres Etc

Areas targeted by Flash Appeal

…

Key sectors for response …

Key target beneficiaries(approximate figures)

Be as precise as possible, i.e.1,000,000 people, including 1,000,000 for food 830,000 for WASH 747,000 for health 540,000 for shelterGood examples: Philippines 2009

Total funding requested

Funding requested per beneficiary

$ Approximately $

Guidance1 PAGESome readers may only read the executive summary, so it needs to be concise, as well-written as possible, and should state no more than three clearly articulated messages, in one page. The crisis – what happened, when, where, [why], to whom? What are the priority needs and the humanitarian response plan for the appeal’s six-month time span? What is the amount of money needed in US$?Consider using the Key Parameters box to succinctly outline the key elements: doing that will leave you more space in the narrative for explanatory text. Best practice is available here

Please delete this box (and all boxes like this) afterwards use by clicking on the upper left corner until a 4-arrows icon appears and then press “delete” on the keyboard.

Country Name 2012 Flash Appeal

Basic humanitarian and development indicators for [Country]

■ Population … people (UNFPA State of World’s Population)

■ Under-five mortality … p/1,000 (UNICEF Childinfo statistical tables)

■ Life expectancy … years (UNDP HDR 2009)

■ Prevalence of undernourishment in total population … % (FAO Prevalence of undernourishmen)

■ Gross national income per capita USD … (World Bank Key Development Data & Statistics)

■ Percentage of population living on less than $1.25 per day

… % (UNDP HDR 2009)

■ Proportion of population without sustainable access to an improved drinking water source

… % (UNDP HDR 2009)

■ IDPs (number and percent of population) … (Government or in-country sources)

■ Refugees In-country … (UNHCR field office or UNHCR Statistical Online Population Database

Abroad … (UNHCR field office or UNHCR Statistical Online Population Database

■ ECHO Vulnerability and Crisis Index score (V/C) …/… (To be filled in by CAP Section if country team has no access to the data)

■ UNDP HDR 2009 Development Index score … (score, position, Human Development low/medium/high)

Also ■ State here other interesting or relevant statistics concerning the country (i.e. population growth, maternal/infant mortality, population living with HIV/AIDS, etc)

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GuidanceThe table below is designed to show a snapshot of the affected country through using some basic standard humanitarian and development indicators. The sources for the information mentioned are not obligatory for the HCT to use, but have been found by CAP Section to be the most reliable, and allow for aggregation and comparison across all appeals. If the HCT can/does not have access to this information, CAP Section can complete it. This table can help in convincing donors of the severity of the crisis. Please provide the most recent data for each, and specify the source of data (as in the examples below). Show the trend over time if possible, or consider using the “regional averages” column. If you do not have regional information, CAP Section may be able to fill it in from other sources.

Please delete this box after use by clicking on the upper left corner until 4-arrows icon appears then press “delete” on the keyboard.

Country Name 2012 Flash Appeal

Table I. Summary of Requirements – By Cluster/Sector (to be inserted by CAP Section)

Table II. Summary of Requirements – By Organisation (to be inserted by CAP Section)

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Country Name 2012 Flash Appeal

2. Context and Humanitarian Consequences

2.1 Context and Response to Date

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Key facts and figures of response to date Cluster/Sector

Other ongoing humanitarian responses to the crisis(i.e government) (i.e. Red Cross)

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Guidance on the contextIDEALLY 4 – 5 PAGES FOR ALL OF SECTION 2

IDEALLY 1.5 PAGES FOR THE CONTEXT What happened? Where? Who is affected? Give figures on affected populations, including numbers and type of population

affected by the emergency, disaggregated to the extent possible by gender and age, and any other specific or relevant manner (e.g. number of disaster-induced IDPs, persons affected by region, livelihood, etc). (Note: do not write “affected” without defining what you mean by affected in this context).

What has happened since the onset of the crisis? (e.g. information gathered, government response, government agreement to/request for international assistance, immediate response by agencies, assessments done, etc.).

Best practice is available here

Please delete this box after use by clicking on the upper left corner until 4-arrows icon appears then press “delete” on the keyboard.

Guidance on response to dateIDEALLY 0.5 – 1 PAGE FOR THE RESPONSE TABLE

Outline concisely (in tabular form, for example) what has been accomplished to date by cluster/sector. As far as possible, an agency-specific review should be avoided: this has the tendency to offer a fragmented and sometimes partial review of what has been done. A cluster/sector-based response offers a more holistic appraisal;

Indicate what has been accomplished by other actors (bilaterally, International Red Cross and Red Crescent Movement, etc.);

Identify remaining gapsBest practice is available here

GuidanceIDEALLY 1.5 – 2 PAGES FOR THE HUMANITARIAN CONSEQUENCES AND NEEDS ANALYSIS

Where the Context sets out what has happened, who is affected, and where, this section sets out how these populations have been affected by the emergency by identifying the needs, and what needs to be done to respond to them. Questions that should guide this process are, for example: What are the needs (of specific groups, disaggregated by sex and age) as a direct and immediate result

of this crisis? (Use inference if necessary, and specify the basis for inference). What would be the needs in the best, worst, and most likely scenarios (if major uncertainty exists)? What are the priority sectors/areas for response? What are the cross-cutting issues?Maps and photos can be useful here, as can tables and charts, for succinctly presenting information. There are a number of tools to support humanitarian actors to assess both general and specific programming needs during a humanitarian crisis, both agency- and sector-specific. Some of these tools are referenced in the section on Selected Guidance Documents (at the front of this template). If possible, efforts should be placed to coordinate assessments so as to ensure efficient use of resources and achieve the most accurate and comprehensive needs assessment in the time available.Best practice is available here

Country Name 2012 Flash Appeal

2.2 Humanitarian Consequences and needs analysis

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GuidanceIDEALLY 0.5 – 1 PAGE

A scenario is a description of potential future conditions, developed to inform decision-making under uncertainty.

Planning for humanitarian appeals is done on the basis of a most likely scenario, together with best and worst case options. Whilst it is a worthwhile exercise for a country team to go through the elaboration of the best and worst case scenarios, for the purposes of an initial flash appeal only the most likely scenario is really required in any detail. The worst case scenario can be included as a brief narrative for comparative purposes.

An effective set of scenarios must be plausible, consistent, and instrumental. Choose four or five key variables (ranked in order of importance) that will determine the most likely

trajectory of humanitarian need within the timeline of the appeal (such as renewed/continued natural disasters, displacement, resettlement, or security, social services, or access). Outline the core elements, the effects these would have on the key variables, and who would be affected and how.

Best practice is available here and here (Part 4)

Please delete this box after use by clicking on the upper left corner until 4-arrows icon appears then press “delete” on the keyboard.

Country Name 2012 Flash Appeal

2.3 Scenarios

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Most likely scenario (with example of elements): North of the country remains flooded for the next three months

Core elements Effects on humanitarian needs and operations

Population most affected

High water levels and damaged infrastructure continue to obstruct relief from reaching isolated flood-affected populations;

Reduced coping strategies for vulnerable and poorest segment of population;

Prolonged disruption of critical services (power, water and sanitation, health and education);

An increase in food insecurity;

(i.e. [xx] children under five;

[xx] pregnant/lactating women;

[xx] famers; [xx] people with

disabilities; etc)

Significant percentage of affected population obliged to remain in camps

Increase in protection concerns and reported cases of SGBV

[xx] girls and women etc

etc etc etc

Worst case

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GuidanceIDEALLY 0.5 – 1 PAGE

This priorities, or objectives, that will guide humanitarian activities should be stated here. Strategic priorities can, and probably should, be short and concise. The following examples from previous appeals may prove useful and be adapted as needed:

Provide life-saving assistance through the provision of… Respond to the specific needs of particularly vulnerable groups, such as… Continue to advocate for humanitarian access to, and for all, affected populations As conditions allow, provide support to returns that are voluntary, safe and dignified Capitalize on opportunities in the emergency response to foster the self-reliance of affected

populations and rebuild livelihoods for implementing time-critical early recovery activities etc

This section should also start with a (re)statement of the criteria used to determine the range of projects included in the appeal.

Example from the 2008 Georgia Flash Appeal Priority needs and sectors have been identified through consultations between government cluster leads, IASC partners and others, including local NGOs, following a review of available assessment data and response capacities. To the maximum extent possible, projects aim to complement the activities and available resources of the government, as well as activities by the IFRC and NGO partners. Projects that have been included in this appeal meet the following criteria, agreed upon by the Humanitarian Country Team, under the leadership of the RC: The project directly preserves life, health or safety; or The project reduces aid dependence with a time-critical factor; or, The project provides essential common services that enable such actions. Across all clusters, efforts will be made to identify the most vulnerable groups and individuals in need of protection and assistance.

For each cluster/sector that the HCT decides to include: specify the cluster/sector lead; describe the needs that the sectoral response plan is aiming to meet, including gender-specific needs; state the objectives (bearing in mind the need to issue the appeal fast, there should not be an

exhaustive list, but each should be specific and measurable); states the expected outputs and impacts include projects designed to respond to the assessed needs: recall that p reliminary funding

requirements in a rapid first edition should be commensurately disciplined and conservative . Budgets should be in line with initial information and in-country capacity.

Best practice is available here

Country Name 2012 Flash Appeal

3. RESPONSE PLANS

3.1 Strategic Priorities For Humanitarian Response

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Country Name 2012 Flash Appeal

TEMPLATE OF CLUSTER RESPONSE PLAN

(NUMBER) (CLUSTER NAME) LEAD AGENCY: …

Sectoral objectives

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Guidance (relevant to all clusters/sectors participating in the appeal)IDEALLY 1 PAGE PER CLUSTER/SECTOR + ADDITIONAL PAGES FOR PROJECTS

Recall that, with the need to issue the appeal fast, the objectives do not need to be an exhaustive list of what will be undertaken. The cluster/sector should present between three and six SMART objectives – specific, measurable, attainable, relevant, and time-bound – linked to indicators (which will be expounded in the Expected outcomes (see below). These may be a mix of process objectives, like outputs, and results objectives, like outcomes.

Consider as well that, at the time of the revision (approximately a month after this initial version is released) clusters will base their revised response plans on a combination of new information, and in terms of what was planned and identified as objectives and activities. Reporting on a limited number of tightly focused objectives (and associated outcomes and indicators), instead of a long, exhaustive list, will be far easier, and be more meaningful and impactful. Good advice to follow in constructing objectives would then be to try to link them tightly to the activities and expected outcomes. This can be done by, for example, assigning numbers to the objectives, and following that number system through, as was done in this extract from the 2010 Kyrgyzstan Flash Appeal Health Cluster response plan.

Cluster objectives1. Provide all wounded with life-saving and post-operative care.

Strategy and proposed activities1. Provide all wounded with life-saving and post-operative care. This entails having in place surgical service delivery systems including essential surgical equipment, medicines and supplies in selected surgical health facilities of Osh and Jalal-Abad for life-saving and post-operative surgical care of wounded. (~2,000 beneficiaries)Expected outcomes Reduced mortality and reduced rate of post-operative complications among wounded patients

This model helps to maintain consistency, and avoids the text becoming disjointed or disassociated. You may also consider dividing the projects up into those corresponding to the various objectives, as was also done for Kyrgyzstan.

On a point of internal consistency, it is very important that the document, particularly the projects, is consistent in the way it describes numbers of affected people: either individuals, or families/households, or both together, but not varying between the two randomly. Failure to be consistent here will result in confusion and delay, particularly during the IASC HQ review process. Other best practice is available here

Guidance What is the strategy for achieving the objectives? This should be elaborated in terms of the planning

assumptions and scenario which should have been agreed to by the HCT as part of any initial discussion on the appeal;

What are the humanitarian actions that can be implemented within the time span of this flash appeal (maximum six months)?

Early recovery activities – and related needs and projects – should be identified and mainstreamed within each cluster/sector as appropriate, in line with the responsibility placed upon all clusters by the IASC Cluster Working Group on Early Recovery, and in line with the specific guidance on early recovery in flash appeals

Best practice is available here.

Please delete this box after use by clicking on the upper left corner until 4-arrows icon appears then press “delete” on the keyboard.

Guidance What is it that you hope or expect to achieve? What indicators, linked to the cluster/sector objectives, will be used to mark progress?Best practice is available here and here

Guidance on projectsAppealing organisations produce projects, and budgets for them, that a) correspond to the overall objectives and criteria set for the appeal by the RC/HC, and b) correspond to the cluster/sector objectives as elaborated by the cluster lead in relation to the overall objectives of the appeal. A flash appeal project box is deliberately concise, in keeping with the need to produce the appeal quickly. Admittedly, this might be unreflective of the significant amount of work – by the individual appealing organisation, by the cluster/sector, by the cluster/sector lead – that took place to get it to this point. When it comes to appealing organisations and clusters setting priorities, establishing assessment methodologies, or designing templates for cluster/sector members to submit proposals and input, any form or format may be used.

However, when it comes time to incorporate that material into the flash appeal, a flash appeal project box should look only like this:

Agency WORLD FOOD PROGRAMME

Project title Food Assistance to Tropical Storm Ketsana-Affected Populations in northern Philippines

Objective(s) Provide immediate life-saving and life-sustaining food assistance for three months through general food distribution and supplementary food distribution

Beneficiaries One millionPartners DSWD, DoH, LGUs, UNICEF, NGOs, PNRC/Red Cross MovementProject code PHL-09/F/27781/561Budget ($) 19,698,960Example from 2009 Philippines Flash Appeal Note: CAP Section will assign project codes to all projects

Country Name 2012 Flash Appeal

Strategy and proposed activities

Expected outcomes

Projects

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Country Name 2012 Flash Appeal

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Guidance on reporting funding received to dateProjects should always report gross requirements, that is, the total amount required for a project irrespective of any funding received to date. If an organisation already has funding, in whole or in part, for a project it is submitting then that funding information should be submitted to FTS (fts@reliefweb.org); this funding information can be included for information purposes when submitting the final field draft, but it will not be included in the finalised appeal. The only exception to this rule is CERF, only if already allocated before the appeal is finalised (see below).

Agency WORLD FOOD PROGRAMME

Project title EMOP 10374.0 - Food assistance to drought-affected people in Kenya (Budget Revision 12 covers populations displaced or affected by post-election crisis in Kenya

Objective(s)

Provide food assistance for persons displaced or affected by the post-election violence in Kenya for up to three months, to protect their nutritional status from deterioration due to displacement and loss of assets; provide micro-nutrient rich commodities through health facilities to address moderate malnutrition

Beneficiaries 250,000 IDPsPartners KRCS, Government of Kenya, UNICEF, NGOsProject code WFP KEN-08/F01

Budget ($)Total: 10,204,932Less CERF commitment: 3,353,681Net requirements: 6,851,251

Example from 2008 Kenya Flash Appeal

Guidance on multiple appealing agenciesA project may have more than one appealing agency, if this reflects a reality that the project is shared. However, each agency must state its specific portion of the appealed amount (this is to reflect the reality that donors commit funds to one agency at a time, not jointly under one contract to two or more agencies). If no such breakdown per agency within a shared project is stated, FTS will split the overall project amount equally. The following table shows how to reflect multiple appealing agencies:

Agencies UNITED NATIONS DEVELOPMENT PROGRAMUNITED NATIONS HUMAN SETTLEMENTS PROGRAMME

Project title Preliminary measures for sustainable housing

Objective(s) Support to the National Government, regional, local governments and local builders and masons for the rehabilitation of destroyed and damaged houses

Beneficiaries 10,000 families who lost their dwellingsPartners Ministry of Housing, Regional Governments of Santa Cruz and Beni, municipalities

Project code UNDP: BOL-08/S/NF02AUN-HABITAT: BOL-08/S/NF02B

Budget ($)UNDP: 500,000UNHABITAT: 500,000Total: 1,000,000

Example from 2008 Bolivia Flash Appeal

Guidance on submission of projects directly from agency HQsAgency headquarters sometimes submit additional projects directly to OCHA CAP Section during the period of headquarters review. This is permissible in a fast-moving situation, but in these cases it is necessary for the agency to accompany the new project with evidence of the RC/HC’s approval (deadlines do not allow the OCHA CAP Section to contact the RC/HC and await approval in the short period between agency HQ comments and publication).

Agencies with limited or no presence in the affected country (e.g. regional offices only) may contact the appeal focal point in the field to incorporate the projects while the appeal is still being developed in the field. OCHA CAP Section can put such agencies in touch with the field focal point. If that is not feasible, they can, as a last resort, submit projects with the RC/HC’s approval during the headquarters review period. However, agencies which do this should be prepared to answer questions relating to their capacity to implement projects within the appeal’s timeframe.

Country Name 2012 Flash Appeal

3.2.1 Cluster name here

LEAD AGENCY:

Sectoral objectivesStart typing here:

Strategy and proposed activitiesStart typing here:

Expected outcomesStart typing here:

Projects

AgencyProject titleObjective(s)BeneficiariesPartners1

Project codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)

1 Note on partners: with regards to the Red Cross/Red Crescent National Society: i) the ICRC, the IFRC and Red Cross or Red Crescent National Societies from outside the country of operation cannot be (listed as) (implementing) partners; ii) only the official name of the concerned Red Cross/Red Crescent National Society (i.e. Kenyan Red Cross Society) should be used, instead of general formulations such as "Red Cross" or "Red Cross Movement."

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GuidancePlease refer to specific cluster/sector guidance available in CLUSTER RESPONSE PLAN TEMPLATE

Country Name 2012 Flash Appeal

3.2.2 Cluster name here

LEAD AGENCY:

Sectoral objectivesStart typing here:

Strategy and proposed activitiesStart typing here:

Expected outcomesStart typing here:

Projects

AgencyProject titleObjective(s)BeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)

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GuidancePlease refer to specific cluster/sector guidance available in CLUSTER RESPONSE PLAN TEMPLATE

GuidancePlease refer to specific cluster/sector guidance available in CLUSTER RESPONSE PLAN TEMPLATE

Country Name 2012 Flash Appeal

3.2.3 Cluster name here

LEAD AGENCY:

Sectoral objectivesStart typing here:

Strategy and proposed activitiesStart typing here:

Expected outcomesStart typing here:

Projects

AgencyProject titleObjective(s)BeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)

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GuidancePlease refer to specific cluster/sector guidance available in CLUSTER RESPONSE PLAN TEMPLATE

Country Name 2012 Flash Appeal

3.2.4 Cluster name here

LEAD AGENCY:

Sectoral objectivesStart typing here:

Strategy and proposed activitiesStart typing here:

Expected outcomesStart typing here:

Projects

AgencyProject titleObjective(s)BeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)

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GuidancePlease refer to specific cluster/sector guidance available in CLUSTER RESPONSE PLAN TEMPLATE

Country Name 2012 Flash Appeal

3.2.5 Cluster name here

LEAD AGENCY:

Sectoral objectivesStart typing here:

Strategy and proposed activitiesStart typing here:

Expected outcomesStart typing here:

Projects

AgencyProject titleObjective(s)BeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)AgencyProject titleObjectiveBeneficiariesPartnersProject codeBudget ($)

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IF MORE RESPONSE PLANS ARE NEEDED, THEY CAN BE ADDED BY COPY/PASTING THE MODEL ABOVE

GuidanceIDEALLY 0.5 PAGE

A short paragraph (no more than ten lines) on how the response is being coordinated and who is responsible within the government and the UN should be included. The table (as below) should be completed, indicating cluster/sector leads and the major humanitarian stakeholders that are responding to the crisis in affected regions, by sector (e.g. government, UN, Red Cross/Red Crescent National Society of the country of operation, NGOs).

Best practice is available here

Country Name 2012 Flash Appeal

4. Roles and Responsibilities

Start typing here:

Sector/cluster Governmental institutions

Cluster/sector lead

Other humanitarian stakeholders

16

Country Name 2012 Flash Appeal

ANNEX I. LIST OF PROJECTSProjects Grouped by Sector/Cluster (to be inserted by CAP Section)

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Country Name 2012 Flash Appeal

ANNEX II. (i.e maps, assessment results, International Federation of Red Cross and Red Crescent Societies Emergency Appeal, etc)…(to be inserted by CAP Section)

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Country Name 2012 Flash Appeal

ANNEX III. ACRONYMS AND ABBREVIATIONS

(to be inserted by CAP Section)

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Consolidated Appeal Process (CAP)

The CAP is a tool for aid organisations to jointly plan, coordinate, implement and monitor their response to disasters and emergencies, and to appeal for funds together instead of competitively.

It is the forum for developing a strategic approach to humanitarian action, focusing on close cooperation between host governments, donors, non-governmental organisations (NGOs), the International Red Cross and Red Crescent Movement, International Organization for Migration (IOM), and United Nations agencies. As such, it presents a snapshot of the situation and response plans, and is an inclusive and coordinated programme cycle of:

Strategic planning leading to a Common Humanitarian Action Plan (CHAP); Resource mobilisation leading to a Consolidated Appeal or a Flash Appeal; Coordinated programme implementation; Joint monitoring and evaluation; Revision, if necessary; Reporting on results.

The CHAP is the core of the CAP – a strategic plan for humanitarian response in a given country or region, including the following elements:

A common analysis of the context in which humanitarian action takes place; An assessment of needs; Best, worst, and most likely scenarios; A clear statement of longer-term objectives and goals; Prioritised response plans, including a detailed mapping of projects to cover all needs; A framework for monitoring the strategy and revising it if necessary.

The CHAP is the core of a Consolidated Appeal or, when crises break out or natural disasters strike, a Flash Appeal. Under the leadership of the Humanitarian Coordinator, and in consultation with host Governments and donors, the CHAP is developed at the field level by the Humanitarian Country Team. This team includes IASC members and standing invitees (UN agencies, the International Organisation for Migration, the International Red Cross and Red Crescent Movement, and NGOs that belong to ICVA, Interaction, or SCHR), but non-IASC members, such as national NGOs, can also be included.

The Humanitarian Coordinator is responsible for the annual preparation of the consolidated appeal document. The document is launched globally near the end of each year to enhance advocacy and resource mobilisation. An update, known as the Mid-Year Review, is presented to donors the following July.

Donors generally fund appealing agencies directly in response to project proposals listed in appeals. The Financial Tracking Service (FTS), managed by the United Nations Office for the Coordination of Humanitarian Affairs (OCHA), is a database of appeal funding needs and worldwide donor contributions, and can be found on www.reliefweb.int/fts.

In sum, the CAP is how aid agencies join forces to provide people in need the best available protection and assistance, on time.

OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS(OCHA)

United Nations Palais des NationsNew York, N.Y. 10017 1211 Geneva 10

USA Switzerland