IGEM Report 1: 2017-18 - THE CYCLONE DEBBIE REVIEW

Inspector-General Emergency Management

Pressure and timings We heard from many agencies about constant changes in reporting requirements, including changes of timings for when information was needed. We also heard the demand for information and live reporting was considerable. Some state agencies updated their situation reports in EMS more than 200 times a day. We also heard from the SDCG debrief requirements, as well as the need to provide more succinct reports. Others remained philosophical, regarding such demands as always part of disaster management. We noted during the review that the information requirements determined by the news cycles (5.00am, 12 noon and 5.00pm) remain constant, and see benefits if these were more clearly the drivers for all reporting. Volume Many agencies commented on the volume of information in the Executive Summary and State Update reports. A number of these were over 30 pages long; one Executive Summary report was 62 pages long. The length of the reports meant they were time consuming to read and difficult to decipher key information. One agency told us that many of the reports were so large, they did not have the time to read them to get the information they needed. In contrast, we heard of successes where more targeted and discrete reporting was used, highlighting that there is scope for improvement. Situation reports should provide key information in a way that is easily digested by the audience with an option to drill down to more detailed information only where necessary. about the “thirst for information,” difficulties in meeting changing

Process We heard from many local groups that they were being constantly asked for information. One LDMG told us of four state agencies repeatedly calling the local group for information, even though their own representatives were in the LDCC. They also continued to receive phone calls from state agencies for information that was available online. Many local groups were repeatedly contacted about evacuation centres and the numbers of people in them. The Livingstone LDMG told us they received phone calls from state agencies asking for numbers of people in their evacuation centre, even though their situation report said that it was not open.

Themes

Recommendation A strategy should be developed to improve the availability of information to decision-makers and other audiences. Information should be searchable, more specific, timely, and allow stakeholders to find what they want. Finding Much effort was made by many to share information across systems, often by repeating or reproducing information. The resulting volume had its own challenges. Reports that concentrated on discrete issues were better received than long comprehensive ones. Future reporting may be improved by greater analysis rather than just data.

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The Cyclone Debbie Review

Lessons for delivering value and confidence through trust and empowerment