Kick-off Agenda:

  • Summary of what ERT Learning Exchange would like to learn and share
  • Tentative timeline of activities- Get on the next meetings Agenda!
  • Upcoming Opportunities

Central America
Asia& Africa 1
Asia & Africa 2
external image octet-stream.png CA ERT Learning Exchange Kickoff 9Mar07.doc
external image msword.png Asia&Africa Learning Exchange Kickoff Notes 26March07.doc
external image msword.png 2nd Asia&AFrica Learnign Exchange Kick-off Call 27Mar07.doc
May 10th - CARE Mozambique’s share's their response to the recent Cyclone and Floods and Lessons Learned
Sharing Method: Conference Call

Sharers: CARE Mozambique

Date: May 10th

Time: 10 am Atlanta time

Call Duration: 1 hour

Who were the presenters?
The CARE Mozambique team (including the Regional emergency coordinator from ECARMU!) that responded to the emergency.Below Michelle Kendall talks to CARE beneficiaries in Mozambique, for profiles on the presenters click on the document below.

external image pdf.png PresenterProfiles_MozambiqueCall_English_May07.pdf

Who was on the telephone line?
CARE Mozambique ERT shared their experience of the recent emergency response to colleagues from Central America who are preparing for the Hurricane season. Some colleagues from Africa were also on the line to share their thoughts, as well as, a translator who was vital in brigding the english speakers with the spanish speakers!
external image Quiénestáenlalínea_MozambiqueCall_Presenter&Participants.ppt

What did we share?
Each presenter shared their personal experience as well as answered questions, such as:
*What were the preparatory steps taken by the CO to protect to the Personnel and the Assets of the Organization?
*During the Emergency were the employees of CARE Mozambique that were affected treated as beneficiaries or does there exists some *CARE policy related to helping personnel who are affected by a disaster? If those responding are affected by the emergency what do you do?*Explained the Coordination to us with CI- concerning response and resource mobilization with the other CAREs like CANADA, UK, the USA
*Provided recommendations to try and diminish the excess of shared leadership
external image msword.png BRIEF_CAREMozambique_Flood&CycloneResponse_Apr07.doc
Click here to see photos from the cyclone

Follow up? The call was taped and the audio distributed to those who could not be on the call becuase of timing

Feedback? Michelle Carter of CARE Mozambibue said, 'I'm glad see this knowledge sharing thing we talk about in CARE really happening!

Lessons Learned?
*Information is sensitive- we sent out some information to the ERT network that was not first cleared by the Country Office. We were so excited to get the event going that we forgot this critical step. Information can be sensitve so it is very important to be mindful of letting them review all materials before they are distributed.
*Participants profiles are important- although putting together profiles may take a little extra time it is important. It helps build the community feel, gives people an idea of who they are talking with, and makes the event more fun. When we asked the presenter to put together their profiles they were happy to share.
*Taping the call helps reach those who couldn't participate and give valuable feedback to the Country Office. CARE emergency folks who were not able to get on the call were able to listen to the tape. From listening to the tapes some colleagues identified tools that CARE Mozambique could use in the future and passed them along to the Country Office.

MAY 17th Emergency Issues online chat that explores, who is doing what where in emergency response & preparedness, disaster risk reduction, the Emergency Capacity Building Project, Emergency Response Team structure, building trust in teams, and much more!
Sharing Method: Online chat

Sharers: Balaji Singh, CARE India
Adjie Tachrurrazi, CARE Indonesia,
Joy Shiferaw, CARE USA HQ

Date: May 17th

Time: 6am Atlanta time

Chat duration: 1 hour

Who were the presenters?
Balaji Singh of CARE India, Adjie Tachrurrazi of CARE Indonesia, & CARE Emergency Capacity Building Advisor, Joy Shiferaw who all participated in an Emergency Capacity Building Learning Event toghether in Washington, DC.

Who was in the chat room?
ERT members from all over the CARE world logged on to chat from Latin America to the USA to Africa and Asia!
v Awadia Mohamed v becky myton v chowhan balaji singh v Edward Sembidde Mwebaze v Fatouma Zara v Joy Shiferaw v Soosaipillai Karunakaran v Luis Acosta v Philippe Gatineauv SALLY AUSTIN v Sara Gullov Sunara Fernando
external image FinalECBChat_Presenter&Participants_May16.ppt

What did we share?
1)We discussed at powerpoint Joy had put together on the ECB project
external image ECB Powerpoint.ppt

2)Participants posed all kinds of emergency questions to the group, such as:
……CARE’s plans to develop national staff emergency skills?
……Implementing participatory disaster risk reduction?
……Building trust in emergency response teams?
……Easy to use tools for accountability and impact evaluation in emergencies?
……How to collaborate with other agencies around emergency preparedness and response?
……What the ECB Project is all about & what are the upcoming opportunities?
external image msword.png ECB_Chat_Transcript_May17.doc

Follow-up? This chat ignited lots of ideas and requests. Therefore the participants followed up and shared promised documents with the group. Also, based on hot topics identified during the chat follow-up exchange sessions are being organized.

Feedback? Becky Myton said, Thanks to the organizers from Bolivia. The chat has psyched me up and I hope we can chat again soon
Sally Austin of CARE Sri Lanka said, 'Thanks for doing this - is great to use this new technology!'

Lesson's Learned?
*Campfire is a success!- the online chatting service doesn't make participants download the service. It seemed to be a success as a majority of the participants had no problem getting on line. Also, the campfire service saves the transcript.
*Cast a wide net and be clear on exchange purpose- one senior management individual was copied on the exchange event annoucements but was not paying attention. This individual called us in panic that we would be chatting with their staff and they would not be able to be online to answer questions. From this we learned we need to be mindful of reporting relationships when planning events and communicate clearly the objectives of the exchange.
*Chatting structure- the chat was all over the place. There was a lot of excitement, but perhaps limiting the chat to 2 topics would have been more constructive.

JUNE 12th: USAID/Office of Foreign Disaster Assistance NEW Guidelines for Proposals & Reporting Exchange
Sharing Method: Conference Call & Online Chat

Sharer: Tim Mander

Date: JUNE 12th

Time: 5pm Ethiopia time, 10 am Atlanta time

Call/Chat Duration: 1 hour

Language: The call will be held in Spanich (OFDA guidelines have not been translated into other languages yet)

Who were the presenters?
Using the LO&D knowledge sharing grant, Tim Mander (CARE Ethiopia's ERT Coordinator) was sent to Nairobi to participate in a training on the new OFDA guidelines for proposals and reporting. Therefore Tim agreed to share the changes with the wider ERT community.

external image msword.png TimMander.doc

Who was on the telephone line?
Participants from CARE Nicaragua, CARE Honduras, and even CARE India (at 7:30pm at night!!) got on the line to hear Tim's tidbits of advice.
external image OFDAGuidelines_Participants_12June07.ppt

What did we share?
The USAID/Office of Foreign Disaster Assistance recently changed their guidelines for proposals and reporting. The guidelines have changed immensely with new required elements and format changes therefore before you are faced with having to use the guidelines we thought it would be useful to do a crash course and get some of your questions answered. This exchange session was especially useful for those who engage in OFDA proposal writing/project design.

1) Tim walked the paritipants through the following and then opened it up to questions:
· OFDA overview
· Proposal submission and review timeline
· Changes and new requirements of the Guidelines & The 12 required elements that must be met in order for OFDA to begin reviewing a proposal
· How to use the Additional Program Description Requirements (APDRs) to craft a grant proposal
external image html.png OFDA Guidelines Workshop 5.21.07.htm

2) Wiki page- A wikipage was created to store the bulky OFDA guidelines, notes, and example proposals. The wiki also gives a brief overview on OFDA and links to the OFDA website.

Follow up? The call was taped and will be distributed to those who weren't able to get on the call, and lessons learned from the call will be recorded and emailed to the group.


Lesson Learned?
*Go where the interest is- Origionally we were holding the call for Asia/Africa on June 4th, however, only 2 people confirmed their interest and Latin America was very interested. One participant from Latin America said they would get on the 5am call because the information was so vital. Therefore, we decided to hold the call with Latin America.
*Be sure to wrap up a conference call be summarizing the main points or lessons highlighted during the call so participants walk away with concrete take away messages. We forgot to do this during this call and think it would have been better had we closed the call better
*Ensure everyone on the call the materials- We relied on the ERT coordinators to distribute the pre-readings to participants which left some people without materials