Step 1 - Know your hazard

Step 1 - Know your hazard Risk analysis tasks Risk Communication tasks

The purpose of this step is firstly to determine the scope of the issue to be addressed, to identify the team of professionals and experts whose input will be needed, and to cover the important base elements of a public engagement strategy.

The second stage of this step is to assemble hazard information for analysis and review, and to prepare materials for engagement with affected parties and/or discussion by expert panels or representative groups.

Scoping

1. Establish problem/decision parameters (e.g. what is the information for e.g. plan change, growth strategy? How will the information inform policy? What scale is the information required at? What is the time frame for the decision?

2. Identify team and resource needs (e.g. what expert information is required and who is available to provide it? Who is able to provide useful local context information e.g., CDEM.

1. Prepare engagement approach (including stakeholder analysis, context analysis, assessment of existing perceptions [Building an engagement strategy].

2. Begin internal communication (within local government agency including public representatives, and other departments) [Internal communication.

3. Begin external communication (e.g., early notification of upcoming decisions) [External communication.

 

Preliminary assessment and information preparation

3. Identify hazard information gaps and uncertainty, gather further information where existing information is lacking or does not meet requirements

4. Gather background information for consequences analysis (e.g., inundation maps, fragility curves, regional GDP figures, land use plans)

5. Agree an information management system to store, retrieve, and access hazard information

6. Identify hazard information gaps and uncertainty

1. Identify useful information for sharing with stakeholders; clarify areas of uncertainty, note gaps, and likely areas of contention. Also consider hazard complexity [Building an engagement strategy]

2. Update Stakeholder analysis following hazard information review (new stakeholders may become apparent)

Full table Steps 1-5

A large amount of scoping work and information collection occurs under this step. Firstly, the nature of the planning decision needs to be identified, as this has a significant impact on the level of information required, on the stakeholders that need to be involved, and on the complexity of the risk assessments. If the planning decision is for a high level strategic growth plan, the level of hazard and consequence information required may be less than what is required for a change to a district plan. As part of this process, milestone dates for the completion of key components of the project should be identified, including the final date for delivering the product.

Once the planning decision has been made, the existing hazard information should be reviewed to determine whether it is ‘fit for purpose'. As part of this process, any gaps or uncertainties with the existing information should be identified. Where these gaps and uncertainties exist, appropriate experts will need to be arranged to provide reports that address these issues. This may involve contracting specialist hazard experts who do not work at the council.While the hazard information is being collected, the required information to undertake the consequence analysis under Step 2 should start to be collated. This information includes:· The likely land-use activities that would be undertaken in the zone, including whether any lifelines will be included in the future development;· Likely construction type (timber frames or reinforced concrete);· Number of additional people living in the hazard area (and the number of existing people in the hazard zone;· The regional Gross Domestic Product; and· Whether any buildings or places with social, cultural or post emergency function will be located in the hazard zone.

As Step 1 can involve the collection of a large amount of information, it is important that an information management strategy is agreed on. This information management strategy needs to ensure that the information is easily accessible and identifiable to the parties who need to access it. The information management strategy also needs to consider how the information will be accessed and used once the project has been completed.