Team CLIMA (Group5) Output Magazine

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COALITION OF LOCAL INNOVATORS AND MANAGEMENT ADVOCATES

Editorial Board

Ariel M. Abalos, Weather Specialist I, PAGASA

Esperanza O.Almenanza, FDRO III, FDA

Jemuelle Z. Domantay, PCG Officer, PCG

Glezel Mae D. Galenzoga, PMS

Maria Cristinellie C. Garcia, Administrative Officer V, DENR

Capt. Michael B. Imperial, Finance Service, Philippine Army

Cristian V. Martinez, Food-Drug Regulation Officer II, FDA

Sanje N. Resurreccion, Cabin Crew, Philippine Airlines

Gelyn Valera, SWO II, RTC Malolos, Supreme Court

Ma. Nica Anne Sasil, Kindergarten English Teacher, La Petite Ecole Bangkok

Faculty-in-Charge

Professor Regina A. Mendoza-Armiendo

A B O U T T H E

S T O R M S

Feeling helpless of being caught off guard by heavy downpours? In the middle of a dilemma on decision making?

What if there was a way to turn the tables?

Introducing Project STORMS - a cutting-edge system for disaster risk reduction and management ; a local innovation that aims to enhance the capacity of local government units to make timely and accurate decisions.

A system that will serve as the missing link in interpreting the PAGASA’s Heavy Rainfall Warning System (HRWS) and the government protocols on classes and work suspension.

Project STORMS helps ensure quick, logical, reliable, and data-driven decisions, providing timely and accurate information for the local government units of the Province of Bohol.

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PAGE 1

INTRODUCTION

An overview and the rationale of project development

PAGE 2

GRAPHICAL USER INTERFACE OF PROJECT STORS

Presents the design and functionalities of the STORMS

PAGE 3

PROJECT CHARTER

An outline of a project; includes description, stakeholders, budget, and key details

PAGE 5

WORK BREAKDOWN STRUCTURE

Breaks down a project into smaller, more manageable pieces in a hierarchical way

PAGE 7

PROJECT SCHEDULE

A roadmap that outlines the tasks, timelines, and dependencies for completing a project

PAGE 9

PROJECT BUDGET

A financial blueprint outlining the expected costs to complete all project tasks

PAGE 11

RESPONSIBILITY ASSESSMENT MATRIX

Defines roles, responsibilities, and accountabilities of the project

PAGE 13

RISK ASSESSMENT MATRIX

Outlines the risks involved in the project and the corresponding response or action plan to address these

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INTRODUCTION

In the wake of a premature class and work suspensions due to heavy rainfall weather conditions, the need for a more efficient and structured decisionmaking support system became apparent. Although there is an existing approach, it lacked a comprehensive framework for integrating weather forecasts with established guidelines. Project STORMS aims to develop and implement a system that leverages data from the Philippine Atmospheric, Geophysical and Astronomical Services Administration (PAGASA) and enhances collaboration among local government units (LGUs) and stakeholders in Bohol

The goal is to facilitate informed, datadriven decisions regarding class and work suspensions during heavy rainfall, thereby promoting disaster preparedness and resilience. This is in line with the United Nations’ Sustainable Development Goal No11 for sustainable cities and communities Additionally, the initiative seeks to bolster the local economy by minimizing lost wages and business disruptions, as well as reducing childcare issues and income loss due to unnecessary closures.

Goal

To create a data-driven decision-making system for class and work suspensions in Bohol that optimizes safety and minimizes disruptions by integrating PAGASA forecasts, heavy rainfall warnings, and government guidelines

Goal Statement

By the end of December 2024, this project aims to reduce unnecessary closures by 20% through the implementation of a simplified, data-driven decisionmaking system in Bohol, ensuring public safety during heavy rainfall.

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GRAPHICAL USER INTERFACE (GUI)

OF PROJECT STORMS

STORMS’ Graphical User Interface (GUI) enables users to generate decisions by having only two steps, pressing GENERATE button and DECISON button. GUI was designed using Visual Studio 2022

GENERATE BUTTON

A button that will communicate the system to get the real-time data from PAGASA in a comma-separated values (csv) file that subsequently be displayed on the GUI.

DECISION BUTTON

This button will analyze the synthesized and generated data and time displayed in the GUI and ultimately provide a quick, logical, reliable, and data-driven decisions, providing timely and accurate information.

PROJECT SPONSOR

PROJECT MANAGER

EXPECTED START DATE

EXPECTED COMPLETION DATE

Green Climate Fund (GCF)

Philippine Atmospheric, Geophysical, and Astronomical Services Administration (PAGASA)

01 May 2024

31 December 2024

T

P R O J E C T C H A R T E R

PROJECT DESCRIPTION

he system provides clear and reliable weather information, enabling local authorities in Bohol to make effective decisions about suspending work and classes during heavy rainfall It assesses various factors, such as rainfall severity and duration, and the risk to individuals and property, to guide informed decision-making This ensures the safety and well-being of the community by facilitating timely and informed actions by stakeholders

KEY REQUIREMENTS

The decision-making support system will deliver the following features:

Real-Time Weather Monitoring - The system actively monitors weather forecasts and delivers current information to guide the suspension of work and classes during heavy rainfall, enabling stakeholders to make informed decisions and prioritize safety ([1]) Operating on the principle that timely and accurate information is crucial, the system effectively mitigates risks associated with inclement weather

Multi-Factorial Analysis - In compliance with Executive Order No 66, Series of 2012, analyzing factors like the current weather system, heavy rainfall, and extended weather outlook is essential for making informed decisions on when to cancel or suspend classes and work in government offices due to the dynamic rain-bearing weather systems Gathering and analyzing this information is crucial to ensure everyone's safety and wellbeing

Accessibility and Usability - An optimized the system design for easy access and userfriendliness, allowing end-users to quickly and efficiently use as a support for decision making for suspensions during heavy rainfall

ESTIMATED COST & RESOURCES

Approximately Php 2 million including the installation of the system, maintenance, training, and salaries for the additional personnel. The project will be funded by Green Climate Fund (CGF), the world’s largest climate fund that is mandated to support developing countries raise and realize their Nationally Determined Contributions ambitions towards low emissions and climate-resilient pathways. One of the projects that was funded by the organization for the Philippines is the Multi-Hazard-Impact-Based Forecasting and Early Warning System that will strengthen the country’s ability to adjust to climate impacts, and implement long term climate risk reduction and adaptation measures (Green Climate Fund, 2019).

PROJECT TEAM

Project Manager (Weather Services Chief), System Developer (IT Officer II), IT Support Personnel (IT Officer I), Communications Officer (Information Officer III), and Administrative Staff (Administrative Asst II)

PROJECT EXIT CRITERIA

The system is working and provides up-to-date information

Reliable and able to generate accurate and precise data for decision making in suspending work and classes during heavy rainfall

User-friendly and easy to navigate With encrypted systems and security to prevent the entry of cyber-attacks and malware

K B R E A K D O W N S T R U C T U R E

Project managers create a work breakdown structure (WBS) wherein the project deliverables are decomposed into a hierarchy of actionable chunks to ensure smooth delivery of the project (PMBOK Guide, 2021). The WBS for Project STORMS is subdivided into two (2) phase-based levels. The core elements that capture 100% of the work within the Project STORMS are Phases 1-5 with PAGASA as the project manager. These phases were further decomposed into smaller, manageable work packages

The defined major deliverables for each phase are as follows: Phase 1 - PT, list of stakeholders, communication plan, and the system requirements; Phase 2 – Decision support system; Phase 3 –Users/Operations Guide or Manual and the number stakeholders capacitated; Phase 4 – Installed and fully operational STORMS in the LGU; and Phase 5 – Evaluation results and Final report to the Project Sponsor

The Project STORMS is completed through the achievement of the abovementioned deliverables

S T R U C T U R E

PROJECT SCHEDULE

The Project STORMS is divided into five (5) phases – Project Initiation; System Development;, Capacity Building for End-Users; Deployment and Implementation; and Monitoring, Evaluation and Continuous improvement.

All activities under Phase I are projected to be completed from 01 May to 26 May 2024 Phase II activities will run from 27 May to 10 June 2024. The Capacity Building for End-Users or Phase III, the second longest phase in this project with 97 working days, is set to run from 11 June to 16 September 2024 The longest phase, the Deployment and Implementation or Phase IV, will run from 17 September to 25 December, totaling 99 working days. Lastly, the Monitoring, Evaluation and Continuous Improvement or the final phase (Phase V), will require five (5) working days starting 26 December to 31 December 2024.

PROJECT SCHEDULE

Through the Gantt Chart above, Project STORMS is projected to be completed in 245 days or eight (8) months

PROJECT BUDGET

Initial Balance

PROJECT BUDGET

AssumptionsandLimitations

TheLGUshaveexistingdigitalplatformstoreceivetheproject,ie,computers,iPads,laptopsusedbytheirLocalDisasterRiskReductionandManagement Councils ItisalsoassumedthattheirrespectiveICTequipmentalreadyhasfunctionalandreliableanti-virus/anti-malwaresoftwareinstalled

Two current PAGASA personnel are part of the project team They may consult their co-employees in the PAGASA as needed, particularly in generating weatherinformationandinterpretingavailablemeteorologicaldata

TheexistingPAGASAequipmentcrucialfordatagatheringwillalsobeusedintheimplementationoftheproject ABenefit-CostRatio(BCR)maynotbeapplicablefortheprojectsinceitisanon-profitinitiativeofPAGASA Theexpectedbenefitsoftheprojectaremostly intangible and cannot be accurately quantified Considering the extreme sensitivity of the BCR to cash flow forecasts and discount rates (Corporate FinanceInstitute,nd),assigningamonetaryvaluetointangiblebenefitsmayleadtoanincorrectresult

MonitoringandEvaluation:AMust

However, the group underscores that the project can provide more benefits with minimal costs to the project sponsor and to the government This can be assessed through careful monitoring of the accuracy, efficiency, and timeliness of the generated data and/or recommendations from the Project STORMS TheprojectteamshouldcollectandanalyzetheregularreportsfromtheLGUsastheyutilizethesystem

Significant analytical data needed for monitoring and evaluation would include: no of accurate recommendations generated by the system; decrease in the frequency of unnecessary work and class suspensions; time it took for the system to generate the needed localized heavy rainfall data; feedback of the endusersontheuser-friendlinessofthesystem;systemissuessuchastechnologicalglitchesand/orno ofoccurrenceofsystemfailuresorlags Amongthemonitoringandevaluationtoolstobeemployedare:

DataCollectionandAnalyticsfromtheLGUreports; SurveyofLGUwork/classsuspensionrecords(before,during,andafterdeploymentofSTORMS); Interviews(FocusGroupDiscussionsorIndividualQuestionnaires);and ClientSatisfactionSurveys

RESPONSIBILITY ASSIGNMENT MATRIX

This section outlines the specific activities throughout the five phases of the project and defines the roles and responsibilities of all those involved Its primary purpose is to ensure clarity of work delineation and accountability throughout the project cycle It follows the RACSI framework, which represents the following roles and responsibilities of teams and/or individuals (Roberts, 2024).

In the crafting and completion of this RAM, the project leadership, project team members, project end-users, and relevant stakeholders have been consulted prior to its approval This will also be communicated to them to ensure that everyone has a clear grasp of their respective roles and responsibilities, and agrees to fulfill what is assigned to them Moreover, this RAM will be regularly reviewed and updated as necessary should there be significant developments throughout the evolution of the project. As Roberts (2024) has emphasized, it should remain current, clear, relevant, and timely given the possible evolving needs of the project.

RESPONSIBILITY ASSIGNMENT MATRIX

Thelackof24/7

Theavailabilityof PAGASAstafftodevelop andmaintainthesystem

Maintainactivecommunicationthrough multiplechannelsbetweenPAGASAand theLGUstoensurethatadequatestaff areavailabletomonitorupdates

SignacontractwithanestablishedNGO thathasalong-standinginvolvement withsustainableprojectsinthecountry, suchastheGreenClimateFund

PAGASAsendsinformationthroughtext messages

TrainCDRRMOstaffonhowtomonitor therainfallpriortothelaunchofthe program

Providelearninganddevelopment opportunitiestailoredtotheneedsof theITstaff

Providebenefitsinlinewithexisting laws(eg overtimepay,compensatory time-off,transportationallowanceor freeshuttleservice,foodallowance,and medicalinsurance)

Hirein-housedevelopertoensurea regularandtimelyupdateofthesystem Itisalsotoascertainaccountability

Purchaseatrustedandreliable cybersecuritysoftware

Among the identified risks, poor internet connectivity was ranked the highest due to the prevalent inaccessibility to a stable connection found among Filipino households. The Philippine Statistics Authority (2023) reported that only 56.1% of the Filipino households surveyed had access to the Internet. This issue is further exacerbated by the power outages continuously experienced across all regions particularly in the disaster-prone areas in the Visayas (Belmonte, 2024) However, the establishment of the City Risk Reduction Management Offices (CRRMO) as part of the National Disaster Risk and Reduction and Management Plan 2020-2030 has enabled every LGU to have 24/7 staff available Training the CRRMO staff to gauge rainfall conditions safeguards a backup in the event of a power outage or the lack of an Internet connection It can also be contingent should text messages fail due to poor network connectivity.

Further into the technological risks, cyberattacks leading to the propagation of misinformation or inaccessibility to the program were also identified Investing in a reliable and trusted software to protect the program is imperative However, attacks can also stem from design limitations, which entails the indispensability of hiring a highly qualified software developer (National Cybersecurity Centre, 2016) To this end, introducing a preventive and accountable measure is imperative Hiring an in-house software developer who can continuously monitor, upgrade, and redesign the system caters to this need, and it also mitigates the program’s vulnerability to attacks.

Financing was also seen as a risk albeit not as severe as connectivity Currently, the Green Climate Fund has been a reliable partner in sustainable projects in the country In this respect, gaining a stable source of finances can attract IT staff to help develop the program towards its launch Lowering the turnover rates can be challenging, but providing competitive benefits in the form of subsidies, time offs, and career development opportunities aids in securing tenure (Andrews and Mohammed, 2020)

Overall, the implementation of this project is greatly challenged by technological and financial constraints. Ensuring that these factors are addressed and prioritized during the implementation phase can lead to an enhanced response, particularly in disaster-prone areas

RISK ASSESSMENT MATRIX

REFERENCES

Andrews, K.S., & Mohammed, T. (2020). Strategies for Reducing Employee Turnover in Small- and MediumSized Enterprises. Westcliff International Journal of Applied Research, 4(1), 57-71. https://doi.org/10.47670/wuwijar202041KATM

Belmonte, K (2024, April 28) Power to the People Philstar https://qa philstar com/newscommentary/2024/04/28/2351102/power-people

Corporate Finance Institute (n d ) Benefit-cost ratio https://corporatefinanceinstitute com/resources/accounting/benefit-cost-ratiobcr/#:~:text=The%20BCR%20is%20extremely%20sensitive,should%20not%20be%20relied%20on

Green Climate Fund (2019, March 05 ) SAP010: Multi-Hazard Impact-Based Forecasting and Early Warning System for the Philippines Retrieved from https://www greenclimate fund/: https://www greenclimate fund/project/sap010

National Cybersecurity Centre (2016) Common Cyberattacks: Reducing the impact https://www ncsc gov uk/files/common cyber attacks ncsc pdf

PMBOK Guide by Project Management Institute

Roberts, S (2024 January 02) Responsibility assignment matrix: A complete overview [Blog] The Knowledge Academy https://www theknowledgeacademy com/blog/responsibility-assignmentmatrix/

The Philippine Statistics Authority (2023) More than 50 million have Access to the Internet (2020 Census of Population and Housing) https://www psa gov ph/statistics/population-andhousing/node/1684059979

Panglao, Bohol by Ariel M. Abalos