Roadtown, Tortola - The Department of Disaster Management (DDM) has completed work on four databases which will serve to collect various data, manage training and document usage and monitor the implementation of the Virgin Islands Comprehensive Disaster Management (VICDM) Policy Strategy and Programming Framework.

The just completed databases were scripted and designed by local companies utilizing resources provided to the DDM by the United Kingdom Department for International Development (DFID), under its Caribbean Regional Programme which supports British overseas territories in building their response capacity.

RKG Solutions Consulting Group was contracted to develop three of the four database applications, one of which will monitor training conducted by and offered to the DDM and will also assist in the identification of annual training needs.  Another will serve as a preparedness audit tool to help analyse the level of preparedness of public sector and critical private sector agencies, as well as facilitate a review of the critical infrastructure protection measures currently employed by various agencies.  The third database will assist in the management of the DDM’s documentation centre.

A project manager deployed by RKG worked closely with the DDM staff to review the system requirements and clarify the complex levels of functionalities needed to make the systems a success.  It was determined that the project’s success required an overhaul of the current applications used to handle the DDM’s data needs, specifically the need for a more user-friendly experience for all levels of computer competency and a reduction in the time taken by the department to produce reports and perform the necessary analyses needed to assess the Territory’s state of preparedness and readiness.

The fourth database was designed by Sage Consulting Services and was built on the Results Based Management (RBM) approach to plan, implement, monitor, evaluate and report on programme and project outcomes and outputs under the Virgin Islands CDM Policy Strategy and Programming Framework.  The application provides a mechanism for monitoring, evaluation and reporting (MER) based on the establishment of clearly defined outcomes and outputs along a chain of results.

Linked directly to the performance management agreements, developed and evaluated for each public servant, the MER system is the only one of its kind among regional disaster management organizations.  DDM Director, Ms. Sharleen DaBreo said “The MER system provides an effective management tool that will allow for tracking activities and finances as well as departmental and individual performance.  The system was designed specifically around the complex and dynamic environment in which the DDM operates.”

Managing Director of Sage Consulting, Mr. Joseph Smith-Abbott said “The database created allows the DDM to fulfil the dual responsibilities of managing information from a milieu of sources while at the same time reporting VICDM results to all stakeholders. 

Expressing satisfaction with the tools created and the enthusiasm of staff to work with them, Ms. DaBreo stated, “The adoption of the new methodology has allowed the DDM to pay attention to the area of monitoring and evaluation and has resulted in the development of tools to undertake this very important component of the DDM’s work.” 

The new databases are the result of a widely consultative process. Ms. DaBreo said “The design and scripting of all database applications was determined through a series of structured interviews with the DDM’s staff and key stakeholders at the earliest stages of development.  Government ministries were also consulted to determine their information needs vis-a-vis DDM.”

The DFID sponsored project also included staff training. Four persons received certification in the areas of International Disaster Management, Adobe Flash CS4 Pro, Adobe Premiere CS4 Pro and Effective Business Continuity Management.