STRENGTHENING CAPACITIES FOR DISASTER RISK REDUCTION AND INCREASING RESILIENCE IN COMMUNITIES OF CAYLLOMA, AREQUIPA.

FINAL PROJECT REPORT

OCTOBER 2018 – DECEMBER 2019

GENERAL PROJECT INFORMATION STRENGTHENING CAPACITIES FOR DISASTER RISK Project Title REDUCTION AND INCREASING RESILIENCE IN COMMUNITIES OF CAYLLOMA, AREQUIPA. Award number 72OFDA18GR00319 Registration number REQ-OFDA-18-000751 Start date October 01, 2018 Duration 15 months Country / region: / , province of Caylloma. Reported period: October 2018 – December 2019 Date of report: February 21, 2020 Adventist Development and Relief Agency International - ADRA INTERNATIONAL Report for: Debra Olson, Program Manager, Program Implementation Unit. Nestor Mogollon, Director of Monitoring and Evaluation. Adventist Development and Relief Agency Perú – ADRA Perú Víctor Huamán, Project Manager. Report by: cell phone: 51 - 997 555 483 - email: [email protected] Erick Quispe, Project Field Coordinator. cell phone: 51 - 966 315 430 - email: [email protected]

REPORTE ANUAL: OCTUBRE 2018 – SETIEMBRE 2019

1. EXECUTIVE SUMMARY

Since 2016, the volcano has registered permanent eruptive activity with gas, ash and earthquake emissions, which together with other natural events such as earthquakes, frost, intense rains and landslides interrupt local development and affect thousands of people in the . For this reason, the project aimed to integrate disaster risk management into institutional management tools of local governments in the Caylloma Province, with the participation of the population and collaboration at the regional and national levels.

The project " Allichakusun ante desastres" (“Preparing ourselves for disasters”) began in October 2018 and ended in December 2019. It executed 100% of the financing received from USAID, also achieving an income of S/. 7'000.76 in August 2019, from the sale of the dollars from the remittances received, an amount that was part of the project implemented, in its two sectors: (1) agriculture and food security with 545 beneficiaries, and (2) DRR policy and practice which achieved 10,849 beneficiaries sensitized, 596 beneficiaries trained, and 163 beneficiaries participating in risk reduction strategy discussions.

To improve agriculture and food security in vulnerable agricultural populations, farming families were sensitized, trained and promoted to (1) make food available for emergency or disaster situations, (2) define the Family Emergency Plan, and (3) implement the Emergency Backpack, bag or tin with basic necessities. In alliance with the Colca Valley User's Board (of irrigation), the population was called to develop the contest "Allichakusun Family". In addition, after the contest, home visits and interviews were carried out to verify that families continue to implement the strategies promoted by the project.

Awareness of DRR issues was raised through various strategies and local media. Through a communication diagnosis, the project identified nine strategies for awareness raising and training, such as: messages and recommendations in social networks, production of video testimonials with beneficiaries, awareness raising parades, promotion and participation in drills, information fairs with models, costumes and puppets, local radio programs with DRR issues, among others. Figure 1: Community awareness event, with a model of Local authorities, officials and leaders, as well as the Sabancaya volcano. young volunteers strengthened their capacities in the use of tools for disaster risk management, with the participation of regional technical and scientific institutions such as CENEPRED, INDECI, IGP, and INGEMMET. A Provincial Emergency Operations Centre (COEP) was implemented, with furniture and computer equipment, communication, informatics and others, for a better response to emergencies or disasters at the local level. Similar efforts were made in the other 11 districts: their loudspeakers were upgraded and they were provided with an emergency kit (stretcher, splints and first aid kit).

Four contingency plans for low temperatures (3 district and 1 provincial), 11 for earthquakes (10 district and 1 provincial) and 5 for volcanic eruptions (4 district and 1 provincial) were prepared. A multi-hazard risk scenario and a provincial disaster risk prevention and reduction plan were developed. These were developed with the participation of the community and local stakeholders, with 163 people from the community participating in discussions on DRR strategies and 53 organizations and institutions involved.

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2. PROJECT AREA INFORMATION

The project team was located in the capital of the province of Caylloma, Chivay, a town located in a central area between the margins of the , and connects to the capital of the Arequipa region located at a distance of 166 km. The project activities were implemented in twelve districts: Chivay, Yanque, Ichupampa, Achoma, Maca, Cabanaconde, Huambo (located on the left bank of the Colca Canyon), Coporaque, Lari, Madrigal (located on the right bank of the Colca Canyon), Huanca and Lluta (with access from the city of Arequipa).

3. RESULTS ACHIEVED BY TECHNICAL SECTOR

3.1 SUMMARY OF BENEFICIARIES REACHED BY THE PROJEC

In sector 1, the objective was that vulnerable populations reduce the risk to food security from the effects on agriculture when natural hazards such as frost, intense rains, drought and others occur. The intention was to reach 500 people, however, with the implementation of activities it was possible to benefit 545 people, exceeding the proposed target.

For Sector 2, the objective was to ensure that local stakeholders (authorities, officials and communities) are aware of and adopt the new approach to disaster risk management and incorporate it into development planning, projects and activities to reduce current vulnerability and factors that contribute to future risks. The project looked to benefit 2,500 people, but this goal was surpassed, reaching 10,849.

TECHNICAL Target Cumulative Reached % Reached SECTOR SECTOR 1 500 545 109.0%

SECTOR 2 2500 10’849 434.0%

TOTAL 3000 10’849 361.6%

3.2 SECTOR 1: AGRICULTURE AND FOOD SECURITY

SECTOR 1 - Subsector 1: Improving Cumulative Baseline Target % Reached Agricultural Production/Food Security Reached

Indicator 1: Number of months of household food self-sufficiency as a result 8.7 4 3 75.0% of improved agricultural production programming. Indicator 2: Number of people directly 500 545 benefiting from improving agricultural 0 (300 men and (321 men and 109.0% production and/or food security activities. 200 women) 224 women) Indicator 3: Number of kg of food processed and/or preserved using the 0 4950 5342 107.9% techniques promoted by the project. Indicator 4: Percentage of attendees that are applying the ancestral techniques of 27% 30.0% 31.0% 103.3% processing and conservation of foods.

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Sub – Sector 1: Improving Agricultural Production/Food Security

Indicator 1: Number of months of household food self-sufficiency as a result of improved agricultural production programming. With the implementation of the project, 3 months of food self-sufficiency were achieved in the households, reaching 75% of the proposed target. This indicator was measured in the last quarter through a "Follow-up card" (See Annex 2), which was filled out through home visits; the amount reported represents the average number of months that the population has stored food after the harvest. The goal was not achieved mainly because the planting season began in September 2018 and the activities programmed for this sector began in May 2019, when families had already harvested and destined the products for various uses (sale, self-consumption, processing and others), In this context, it was more challenging to get people to allocate more produce for the application of the techniques promoted by the project for that agricultural season (2018-2019) and consequently to increase the number of months of food availability. The results of the project activities are likely to be reflected in the 2019-2020 season. Therefore, it remains as a recommendation to consider a longer intervention time, so that the impacts of the project can be measured in a full agricultural season.

For this indicator, the baseline study indicates that the average duration of the entire food supply is 8.79 months. Also, the results show that only 40.1% of households get food for all 12 months of the year.

The activities in this sector were not aimed at improving agricultural production, but rather at improving food security in emergency and disaster situations. In this sense, the project promoted the exchange of knowledge among communities through training on food storage and processing, and the "Allichakusun Families" Contest was also implemented to promote among participants: 1) Improve the application of storage techniques (clay pots and containers in fresh and light-free places) and food processing (preparation of dried potato, mashka1, morón2, wiñapo3, chanchito4, grain flour and others), 2) Implement the family emergency plan and 3) Implement the emergency backpack. The registration of 180 participants was achieved, which were evaluated through a card filled out during home visits, achieving that 05 people go to the final to be evaluated in an exhibition fair, which was developed under the Colca Valley Users Meeting in the Minor Town Pinchollo in the district Cabanaconde, the final evaluation was carried out by representatives of the National Water Authority (ANA) accompanied by the provincial sub-prefect of Caylloma as overseer, the winners received tools as an incentive and recognition for the implementation of the practices promoted by the project (The materials of the Allichakusun Families contest are shown in Annex 1).

Figure 2: [left] A family preparing Mashka1, [center]: A Family member with personal emergency backpack, [right]: Head of household explaining their family emergency plan.

1 Mashka: flour that is commonly made on the basis of roasted and ground barley, corn or wheat. 2 Morón: peeled wheat, toasted a coarsely ground (broken). 3 Wiñapo or Guiñapo: variety of black or purple corn, sprouted, used to prepare drinks. 4 Chanchito: pre‐cooked, roasted and peeled barley.

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Indicator 2: Number of people directly benefiting from improving agricultural production and/or food security activities.

545 people (321 men and 224 women) have benefited directly, exceeding the proposed target. For the measurement of this indicator, all the people who participated in the awareness and training workshops within the framework of the "Allichakusun Families" contest were considered. Initially the strategy consisted of a cascade training through community promoters, however, due to the working hours of the beneficiaries and the scarce commitment of the promoters it was necessary to change the strategy, so it was decided to carry out the training workshops through a consultant at various dates at the district level, thus achieving greater participation of beneficiaries.

The baseline does not provide specific information on this indicator, as it has to be evaluated with the implementation of the project.

The programmed activities began with the identification of 25 community promoters with the support of the Colca Valley Users' Board and community presidents, who actively participated in convening the participants, and facilitating premises for the development of the talks. Eleven awareness and training workshops were held on the following subjects: Family Emergency Plan, Emergency Backpack and presentation of the "Allichakusun Family" contest, in which 329 people participated (116 women and 213 men). In addition, brochures on food processing and storage were prepared and distributed, disseminating techniques for Figure 3: Beneficiary receiving the food processing and storing processed foods in a friendly manner. processing and storage manual. The project also developed a "Manual for the processing and storage of agricultural products in the Colca Valley" with the aim of promoting and improving such practices to reduce the risk of food insecurity in the event of a disaster or emergency. A total of 475 copies of the manual were distributed (see Annex 3).

Indicator 3: Number of kg of food processed and/or preserved using the techniques promoted by the project.

With the implementation of the activities described in indicator 1 in this sector, people were able to process and conserve 5342 kg of food for shortages and emergencies, exceeding the proposed target. This data was collected through the "Monitoring Sheet" (Annex 2) in the final stage of the project through home visits, so it was possible to verify the amount of food for each person.

The baseline study indicates that the average cultivation area is 0.16 Ha for the different crops, and the average yield is 3600 Kg/Ha for potatoes, 1500 Kg/Ha for corn, 1800 Kg/Ha for green beans, 1260 Kg/Ha for barley, 1050 Kg/Ha for wheat and 600 Kg/Ha for quinoa.

Indicator 4: Percentage of attendees that are applying the ancestral techniques of processing and conservation of foods.

According to the home visits made in the final stage of the project, it was recorded that 155 people apply at least one local technique for processing and preserving food (from barley they obtain moron, mashka, pig, wiñapo. The green beans are used to produce flour, toasted beans, and salted beans. From the corn is obtained flour, chochoca , sarapela , tostado, wiñapo. From potatoes we obtain chuño, carapulcra or dried potatoes. From quinoa, flour is obtained), surpassing the goal with 31%.

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The baseline study indicates that 26.8% of potato producers use traditional or ancestral techniques for the conservation of this product.

The results obtained in this indicator are the result of the various activities carried out in this sub-sector, considering mainly the awareness and training workshops, the

"Allichakusun family" contest, the delivery of manuals and Figure 4: Beneficiary showing the food home visits. processed and stored in her home (barley flour)

3.3 SECTOR 2: RISK MANAGEMENT POLICY AND PRACTICE

Sub – Sector 1: Building Community Awareness/Mobilization

SECTOR 2 - Subsector 1: Building Cumulative Baseline Target % Reached Community Awareness/Mobilization Reached

Indicator 1: Number of people 3000 10,849 participating in awareness-raising 285 (1800 men and (5,615 men and 361.6 % events 1200 women) 5,234 women) Indicator 2: Percentage of attendees at joint planning meetings who are from 5.6% 10% (300) 36% 5 360.0% the local community

Indicator 1: Number of people participating in raising awareness events.

Awareness of the local population was achieved through multiple activities, interacting with the population and promoting a culture of disaster risk preparedness. This indicator estimated the number of participants in awareness-raising events, such as information fairs, promotion of the implementation of family emergency plans, awareness-raising parades, drills; participants in workshops to present the project, among others, reaching 10,849 beneficiaries.

The baseline identified similar sensitization activities obtaining the following results: 83.6% (285 people) declared to know that they were performing an earthquake simulation and 62.8% participated in the simulation. Likewise, 51% (173 people) declared to know that they were carrying out activities against volcanic ash and 26.8% participated in them, receiving masks and glasses.

A local diagnosis of the media close to the population was carried out, and events of concentration of people in public places were identified; and with this information a communication plan was elaborated (See Annex 4) with 09 strategies: A digital newsletter, information and resources on the municipality's web page, preparation of video testimonials, information panels, travelling information fairs, audio messages, radio microprogrammes, audio messages for radio and loudspeakers, and a disaster risk reduction day fair; these strategies mobilised and raised awareness among authorities, the population and schools. The implementation of these strategies was disseminated on the social networks of ADRA, Predes and the Provincial Municipality of Caylloma, and in some cases on the websites of those involved.

5 This result was measured by considering a total of 114 people participating in planning meetings regarding EWS, of which 41 are community members.

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The Project adopted the short name "Allichakusun ante desastres" (“Preparing ourselves for disasters”), using the Quechua word "Allichakusun" translated into Spanish as preparing ourselves, allowing the beneficiaries to identify with the Project. Under this name, visibility and awareness materials were produced, such as an information brochure, folder, banner, pencils, among others (See Annex 5). Figure 5: Itinerant information fair held in the district of Lari. Considering that the loudspeakers in each district are one of the most used and accessible means of communication, and also that in most districts they were in poor condition, the project improved and in some cases renewed the loudspeaker system in 11 districts and 01 minor population centre.

Also, taking into account the need to promote activities at district level, various awareness materials (notebooks, bags, pens, information Figure 6: Delivery of information panels in Huambo district. panels, among others) were given to the heads of Civil Defence, police stations and Health Centres.

Indicator 2: Percentage of attendees at joint planning meetings who are from the local community.

For the measurement of this indicator, participants in different spaces such as Civil Defence platform meetings and DRM Working Groups of provincial and district municipalities have been considered, as well as participants in WhatsApp groups of those activities related to the Early Warning System (EWS), managing to involve 114 people in the planning, of which 41 are from the local community, which represents 36%, exceeding the proposed goal.

The result of the baseline indicates that 5.6% of those surveyed attended meetings on issues related to earthquakes, disasters, frost, ashes and civil defense.

The WhatsApp groups were a strategy that allowed a faster and more timely interaction of leading authorities and officials of the province of Caylloma in planning joint emergency response interventions for heavy rains, low temperatures, ash emissions, and others, from the dissemination of information generated by the technical-scientific organizations in the region, this has helped to communicate more quickly and effectively.

Coordination meetings were held with INGEMMET, which through its Vulcanological Observatory (OVI) disseminates information on the monitoring of the Sabancaya volcano to the Regional Emergency Operations Centre (COER), and with the mayors of the districts within the area of influence of the Sabancaya volcano. Likewise, meetings were held with the IGP to learn about the activities and studies they have developed regarding the monitoring of the Sabancaya volcano and the seismic activity in the province of Caylloma.

It was also necessary to have meetings with SENAMHI to know the information it generates about the Sabancaya volcano and the climate and hydrological monitoring in the region of Arequipa, and

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towns that could be impacted by the direction of the ashes emitted by the Sabancaya volcano. Similarly, it was essential to hold meetings with the heads of INDECI Arequipa and the Civil Defence Directorate of the Arequipa Regional Government, with whom training related to DRR was managed and developed.

Sub – Sector 2: Capacity Building and Training

SECTOR 2 - Sub – Sector 2: Cumulative Baseline Target % Reached Capacity Building and Training Reached

Indicator 1: Number of people trained 300 596 in disaster preparedness, risk 6 (200 men and (371 men and 198.7 % reduction and management. 100 women) 225 women) Indicator 2: Number of people passing 240 290 final exams or receiving certificates 0 (144 men and (178 men and 120.8% 96 women) 112 women) Indicator 3: Percentage of people trained who retain skills and knowledge 0 70% 45% 64.3 % after two months

Indicator 1: Number of people trained in disaster preparedness, risk reduction and management

The project trained 596 beneficiaries including local leaders, heads of Civil Defense, officials, mayors and volunteers. In addition, it should be mentioned that the people trained were counted only once.

The baseline study identified that 6 of the 341 people surveyed, representing 1.76%, were trained in topics associated with volcanic ash fall and earthquakes.

In order to achieve the aforementioned objective, the following specific trainings have been developed for each group of beneficiaries:

Workshop for the presentation of the "Allichakusun ante desastres" project and training in Reactive Management for elected authorities of the Province, with regional representatives of the IGP, INGEMMET, and CENEPRED; these were complemented by training workshops for leaders, officials and authorities of the Achoma, Maca, Ichupampa, and Yanque districts. Through these workshops, the project's operations plan, basic concepts of DRM and risk analysis present in the area of each district municipality were disseminated.

Training workshops were held on Tools for Disaster Risk Management and Damage Assessment and Needs Analysis (EDAN Peru), the National Information System for Response and Rehabilitation (SINPAD) and the Management of an Emergency Operations Centre (COE), aimed at authorities and officials.

In order to strengthen financial management capacities, the Technical Assistance training workshop for the Financial Strategy for Disaster Risk Figure 7: Workshop on financial mechanisms to Management was held with the Regional access FONDES.

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Government of Arequipa, the Provincial Municipality of Caylloma, the Ministry of Economy and Finance, and INDECI Arequipa, focusing on the management of Budget Line 068 for "Vulnerability Reduction and Emergency Response to Disasters" and the mechanisms for accessing the "Fund for Interventions in the Event of Natural Disasters" (FONDES).

In order to strengthen the leadership of the provincial level and the Provincial Emergency Operations Centre (COEP) in the face of an emergency and to articulate the first response organizations (Red Cross, firefighters, national police, health, etc.), the course "Incident Command System" (ICS) was developed, with instructors accredited by OFDA/USAID.

Likewise, the workshop "Reduction of physical vulnerability in housing" was held, aimed at the general population, in order to provide technical elements for the reinforcement or self-destruction of adobe houses.

Finally, considering the large number of people who are part of the Colca Valley Users' Board, a "Binational Workshop for Knowledge Exchange for Volcanic Disaster Risk Reduction" was held. Two community risk monitors from Ecuador participated in this event and shared their practical experiences.

During the implementation of the project, 93 volunteers were trained. At the provincial level, 45 volunteers were trained in emergency and rehabilitation with INDECI's training program, who received specific training modules according to INDECI's guidelines. In addition, at the district level, 48 Figure 8: Volunteer group in Caylloma graduation parade volunteers were trained in Maca, Achoma, Lari, Huanca and Lluta in EDAN, SINPAD, WASH and COE. The volunteers received a volunteer kit that includes a backpack, vest, hat, protective glasses, gloves, grab bag, flashlight, plastic poncho, lighter, whistle, board, bandana, polar jacket, first aid kit, to support emergency response efforts. In addition, in order to provide training materials in first aid and emergency care, each district civil defense office was given an emergency kit with: stretcher, splints and equipped first aid kit. Each kit will belong to its Local Operations Center (COEL).

The volunteers visited the facilities of the Vulcanological Observatory of INGEMMET (OVI), the Vulcanological Center of the South (CENVUL) of the IGP observing the monitoring process of the Sabancaya volcano, and the facilities of INDECI Arequipa. This visit allowed the volunteers to learn about the techniques of making ashtrays with recycled materials, in order to strengthen the continuous monitoring of the activity of the Sabancaya volcano.

The project implemented an Emergency Operations Center in the Province of Caylloma (COEP Caylloma), which has a reception and administration room, a communications module room, a crisis room with its respective furniture and equipment, a monitoring, analysis and operations module, a logistics module for the storage of basic equipment for emergency attention, and a generator that must be activated when there is a power failure, Figure 9: Arequipa's regional among others. In addition, at the end of the project, the newspaper reports on the implementation of COEP Caylloma.

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equipment, furniture and materials acquired by the project were donated to the Local Emergency Operations Centers. Indicator 2: Number of people passing final examinations or receiving certificates.

There were 290 trained persons registered who passed final exams and/or received certificates. There was a group of training workshops aimed at authorities that did not contemplate an evaluation or certification such as workshops to present the project to leaders and authorities, so they were not counted in this group. It is worth mentioning that the trainings carried out were organized with other regional institutions, which provided technical knowledge and a greater convocation. The people trained demonstrated their knowledge during the simulations and drills, which were organized in various scenarios to observe the application of the different topics in which they were trained: EDAN, WASH, SINPAD, First Aid, ICS, among others.

Indicator 3: Percentage of people trained who retain skills and knowledge after two months.

For the measurement of this indicator, an objective test was applied to the trained participants to assess knowledge retention after two months of training. The training sessions were carried out in accordance with the schedule of activities, which took into consideration the topics, seeking to move from the most basic to the most complex. The delays in implementation were mainly due to the fact that coordination with national and international institutions took longer than expected (elected officials unexpectedly changed multiple times over the first few months of the project and each time the replacement had to be approached again for sensitization and buy-in). Because of this, three of the training sessions were only finally carried out in November, so it was not possible to reach this group of people to apply the test after two months. Several visits were made to the municipalities involved in order to apply the test, but it was not possible to locate all of the trainees, since in many cases they were no longer working on site, so it was decided to make use of digital media. However, this was also a limitation, since people did not have continuous access to the Internet or, in some cases, did not have basic knowledge in the use of these technologies. With these limitations, the test was applied to a total of 178 trained people, of which 75.8% (135 people) passed; however, for this indicator they represent 45% of the programmed.

Sub – Sector 3: Policy and Planning

SECTOR 2 - Sub – Sector 3: Policy and Cumulative Baseline Target % Reached Planning Reached

Indicator 1: Number of hazard risk reduction plans, strategies, policies, 7 12 21 166.67% disaster preparedness, and contingency plans developed and in place. Indicator 2: Number of people 50 163 participating in discussions regarding 0 (35 men and (86 men and 286% national risk reduction strategies as a 15 women) 77 women) result of the program Indicator 3: National and local risk assessment, hazards data and 0 01 01 100% vulnerability information is available within targeted areas (Y/N) Indicator 4: Number of community representatives and stakeholders 0 30 53 176.67% involved in the development of plans, policies, and strategies.

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Indicator 1: Number of hazard risk reduction plans, strategies, policies, disaster preparedness, and contingency plans developed and in place.

The proposed target was largely exceeded for this indicator. Since 21 technical instruments of municipal management were developed: 20 contingency plans and 01 Prevention and Risk Reduction Plan. The elaboration of these plans was a local need, since according to the risk scenario, it was necessary to consider other latent hazards within the province, considering also that in the baseline it identified only Figure 10: Earthquake simulation with participation of 07 plans associated to Disaster Risk Management in GRD Working Group and the PDC, and support 03 districts of the province. volunteers.

03 contingency plans were prepared at the provincial level (for frost, earthquakes and volcanic eruptions) and a total of 17 contingency plans at the district level: 03 for low temperatures (Ichupampa, Coporaque and Maca), 04 for volcanic eruptions (Cabanaconde, Achoma, Lluta and Maca) and 10 for earthquakes (Achoma, Lari, Maca, Ichupampa, Madrigal, Cabanaconde, Coporaque, Huanca, Lluta, Yanque). All these plans were elaborated with the cooperation of authorities and officials, scientific-technical institutions and the local population. Before their approval, validation meetings and simulation exercises were carried out to measure (1) the population's response capacity, (2) the coordination capacity of the first response team and (3) the response capacity of the DRM Working Group and the Civil Defence Platform - PDC (See Annex 6). The plans prepared were validated by those involved and the population in the meetings promoted by the project, registering their participation in a document, with the subsequent responsibility of the municipal administration to issue the mayor's resolution; at the provincial level, Resolution No. 207- 2019-MPC-Chivay was already issued, approving the Contingency Plan for Frost in the province of Caylloma (See Annex 7).

In addition, 01 Disaster Prevention and Risk Reduction Plan (PPRRD) has been developed with the participation of the DRM Working Group, the Civil Defense Platform at the provincial level, and a representative of CENEPRED. This plan includes a multi-hazard study, considering the dangers of active volcanoes, landslides, earthquakes and low temperatures and was approved by Resolution of the Mayor's Office No. 382-2019-MPC-Chivay (See Annex 8).

Indicator 2: Number of people participating in discussions regarding national risk reduction strategies as a result of the program.

This indicator reports 163 participants, who are the leaders, volunteers and members of the population who participated in meetings and spaces for discussion of DRR strategies. The target of this indicator was initially set for a regional level intervention that was later adjusted to the provincial level, with officials and civil servants who came to participate in provincial coordination spaces, allowing massive participation at the local level.

Among the activities in which the participation of beneficiaries was registered are: Meetings with the Civil Defense Platform for the formulation of their contingency plans in case of earthquakes. Meetings with the Working Groups for Risk Management, where a proposal for the Annual Plan of activities and regulations was prepared, meetings with scientific technical institutions and meetings to review and validate the contingency plans at the district level.

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Indicator 3: National and local risk assessment, hazards data and vulnerability information is available within targeted areas (Y/N)

The risk assessment and the scenario at the provincial level was successfully completed, and in its preparation, the articulation of activities with regional scientific-technical institutions and local authorities was sought to enable the formulation of this management instrument (See Annex 9). These activities included: Working meetings with technical scientific institutions such as INGEMMET, IGP and SENAMHI to review and compile the studies developed on the Sabancaya volcano and geological studies of the Caylloma province, Also, meetings with the Municipal Management and the Planning and Budget Management of the Provincial Municipality of Caylloma involving the DRG Working Group with activities that promote the elaboration of the provincial risk study of 4 recurrent hazards of the province, earthquakes, volcanic eruption, landslide and frost, field trips to recognize geological faults and landslide zones of the basin in the province of Caylloma.

The baseline study indicates that there was no Risk Study at the local level or information on hazards and vulnerability information available within the selected areas.

Indicator 4: Number of community representatives and stakeholders involved in the development of plans, policies, and strategies.

The baseline indicates that the 12 districts planned to form spaces for dialogue with the community on DRM issues, and in some districts had a work plan for this purpose. But only three districts (Ichupampa, Lluta and Madrigal) reported that the authorities had been involved in planning actions to deal with heavy rainfall and a risk plan, although there was little interest in the subject.

With the "Allichakusun ante desastres" project, the participation of community representatives and stakeholders in the formulation, updating and/or revision of disaster risk management instruments (including plans, policies and strategies) exceeded the target. The management instruments were worked on in a participatory manner at local levels of government with 53 communities and/or parties, who intervened in spaces of coordination and elaboration of provincial and district contingency plans, formulation of the provincial multi-hazard risk scenario, and operational plans for exercises such as simulations or drills. Figure 11: Authorities, officials and representatives of the population of Chivay in a workshop to develop a district contingency plan for earthquakes. In addition, in coordination with the Planning and Budget management of the Provincial Municipality of Caylloma, other municipal management instruments were identified, and with local authorities the need was recognized to update soon, first the Concerted Development Plan (PDC) and then the Institutional Strategic Plan (PEI), and then the Institutional Operational Plan (POI) could be updated, generating new spaces for participation of community representatives and stakeholders.

3.4 BASELINE STUDY

The baseline study of the project "Strengthening Capacities to Reduce Disaster Risk and Increase Resilience in the Communities of Caylloma, Arequipa" was carried out. This document contains the

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description of the initial situation of the project, the objective was to have a reference of the local reality to start with the intervention. The results of this document were briefly described in the description of each indicator.

3.5 SYSTEMATIZATION OF EXPERIENCE

The systematization of the experience was carried out: "Process of Training for Emergency and Rehabilitation Volunteers (VER) of disasters in rural areas - Caylloma of the Allichakusun Project", this document has been shared with the Provincial Municipality of Caylloma, the actors involved (INDECI, CENEPRED, and others) in the region of Arequipa and Lima. With the support of ADRA International's M&E, two axes of systematization were identified and finally decided on the experience of training volunteers. A systematization team from ADRA PERU was formed to collect documentary and field information. They also hired the services of a consultant to analyze and write the report of the experience.

4. CONCLUSIONS

A. Some local and regional situations were found that limited and delayed the fulfillment of some project activities, described in the narrative, however, the field team developed strategies to meet the project objectives.

B. Good relations with authorities at provincial and district level have been strengthened, there is greater confidence in the project implementation team. Good relations have also been established with the technical and scientific institutions of the region, and with INDECI's decentralized directorates in Arequipa and CENEPRED's liaison office.

C. Youth and community participation in municipal DRR activities has been strengthened, their participation is appreciated in training meetings, participation in civic and awareness activities, and their contribution is noticeable in local drills with input in decision-making meetings.

D. The intervention was planned at the regional level; however, by moving the intervention to a provincial level, spaces for coordination were created with the massive participation of authorities, leaders, local officials and members of the population.

5. LESSONS LEARNED

5.1 ABILITY TO ADAPT ACTIVITIES TO THE CONTEXT AND NEEDS OF THE PROJECT

The budgets related to the training of volunteers were increased, since basic training was planned with four topics/workshops, but it was decided to carry out a complete training with standards of an INDECI Emergency and Rehabilitation Volunteer at national level, for which a total of 13 topics/workshops were developed. The additional cost was assumed by budgeting for other project lines where savings could be made.

It was necessary to increase the budget for "training and presentation of the operational plan to leaders" activities, since these presentation activities were carried out at the beginning of the project, but a budget was also required and used for the closing stage of the project, where the sustainability plans and strategies for DRM-related activities promoted by the project were delivered to the leaders and authorities. The additional cost was assumed by savings in other budget lines.

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5.2 TO HAVE A MAP OF ACTORS TO GENERATE MORE EFFECTIVE ACTIVITIES

The municipalities were considered the main strategic partners for this intervention, relying on their capacity to convene training and awareness events for the different stakeholders in the districts. However, during the implementation of the project, other organizations with a great capacity to convene were identified, such as: the users' commission, presidents of the peasant communities and the educational community through the Parents' Association (APAFA). Therefore, when entering a new intervention zone, it is important to elaborate a mapping of actors, identifying power and interest relationships, as part of the baseline.

5.3 ORGANIZATIONAL STRENGTHENING OF VOLUNTEERS IN THE PROVINCE

An important component of capacity building for disaster risk reduction (DRR) is the training of volunteers, seconded by the organization in DRR in the province. After analyzing several training alternatives and to promote the sustainability of the volunteer program, the project team chose to carry out a Volunteer in Emergency and Rehabilitation (VER) training program, which had the advantage of being recognized by INDECI, would be attached to MIDIS and could access additional benefits (established in the regulations of the General Law on Volunteers), considering that those who did not approve the program with INDECI, would still be recognized by the provincial Municipality of Caylloma and its district municipalities, as part of their volunteering. At the end of the training program, volunteers were highly motivated to participate in DRR actions, but initially the mechanism for coordination and organization between volunteers and their municipalities was not defined; they were not convened by the respective Civil Defense offices, which reflected a concern about what actions would follow the training. Finally, the project promoted the formation of a Board of Directors and the formulation of an Annual Work Plan. The Board of Directors is made up of representatives of the Volunteers of Chivay, who incorporate the active participation of the volunteers of the Districts. As evidence of the operation, the participation of the volunteers in the different activities organized by the Civil Defense Offices of the Districts and the Provincial one can be observed, but it was learned that the organizational structure of the volunteers, must be worked from the beginning of the project, so that more accompaniment can be given to the organization and there is more time for its consolidation. In addition, it is necessary to consider this aspect from the initial coordination with INDECI in order to obtain their commitment to follow up on the actions carried out by the volunteers, and for the municipalities to understand that they have capital trained in DRR and that they can count on them to involve them in all activities, not only in risk management, but also in issues of neighborhood participation.

5.4 SUPPORT FOR MUNICIPAL CIVIL DEFENSE OFFICES

Originally, the project assumed that the civil defense offices of the municipalities would provide sustained support to the proposed activities. But the reality in the municipalities is very different: there is a high rotation of civil defense chiefs (only in the provincial municipality of Caylloma the Chief of Civil Defense changed four times, during the intervention, and there are districts that to date do not have a Chief of Civil Defense). The people assigned do not know about the subject, nor about the functions involved or protocols to be followed in case of emergencies. And as the district municipalities are small, the Chief of Civil Defense has other positions assigned, in addition to that one, which leads to the issue being relegated to its agenda. Therefore, the project had to implement several strategies and carry out additional activities to support the Civil Defense Offices, such as: elaboration of video tutorials, which explain what Risk Management is, the functions and procedures; use of a WhatsApp group (initially managed by the project, but now by the provincial municipality) to share information to help in the Office's own tasks

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and according to the requirements of other levels/sectors/organizations; personalized technical assistance and accompaniment. In addition, coordination was made with the mayors so that they would give their respective support to these staff and value their permanence in office, once they had been strengthened. With the accompaniment provided to the heads of Civil Defense, it was possible for them to assume their responsibilities more fluently and in a shorter time. Although high rotation characteristics cannot be avoided, support activities to provincial and district Civil Defense offices should be considered in the next DRR proposals.

5.5 CAPACITY BUILDING IN ACCORDANCE WITH THE CONTEXT OF THE AREA

It was clear from the outset that capacity-building efforts, directed at a rural population, could not be designed like a standard training, and had to respond to special conditions in the area. Therefore, the first calls were aimed at capturing the population's opinion regarding training activities. With this orientation, theoretical and practical workshops were designed; some topics were compacted due to the lack of time available to the participants, due to the long journeys required to disperse the population centers; the trainings were concentrated on the weekends; and the longest topics involved internal workshops, so that the participants arrived on Saturday night and left on Sunday, thus having more time to develop the topics, carry out the practice, as well as the respective evaluations. By responding to their needs and contexts, the training activities enjoyed permanence and low attrition, as well as good results in passing evaluations and performance in the field.

5.6 IMPORTANCIA DEL PLAN COMUNICACIONAL

In the area of communication-dissemination, a communication plan was drawn up for the entire intervention, based on a communication diagnosis to determine the profile of the beneficiaries, preferences and availability of communication media, meetings and holidays, as well as the perception of disaster risk management. Thanks to this study it was possible to define strategies for each component. The communication strategy facilitated the implementation of all project activities, regardless of the sector being worked on.

5.7 BRINGING SCIENTIFIC INFORMATION CLOSER TO THE BENEFICIARIES

In the communication diagnosis, it was found that almost the entire population uses the radio as a means of information and entertainment. In particular, people who work in the fields are those who use this medium during their working hours. The Early Warning sequence allowed the population to be informed from the same source that generated this information and facilitated the approach of scientific institutions to the population in general. To this end, the project's communication specialist guided the technical-scientific specialists so that the information to be disseminated would have clear, simple and direct content and language. The benefit was recognized by the same scientific institutions in the project's closing activities.

5.8 STRENGTHENING THE RELATIONSHIP BETWEEN THE PROJECT AND LOCAL GOVERNMENTS

Municipalities' loudspeakers are also frequently used to disseminate information, which is very appropriate for the development of the early warning system; and the project took advantage of this means of communication. Some radio spots were generated, and validated audio materials were used. These spots were given to the heads of Civil Defense of the intervention districts, on CD and through social networks, to be broadcast on the loudspeakers.

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However, the diagnosis also identified that not all the districts were in good condition. It was necessary to support the municipalities by repowering their teams and, in some cases, renewing them. Thus, the communication strategy included the equipment to the municipalities, which not only provided a means to disseminate warnings and messages as part of the early warning system, but also strengthened the project's relationship with each of the district local governments.

6. GOOD PRACTICES

6.1 INTER-AGENCY PARTNERSHIPS

Seeking inter-institutional alliances with INDECI Arequipa, CENEPRED Arequipa and technical- scientific institutions at the regional and national levels is a valuable strategy for the implementation of the Project and to respond in a timely manner to the accompaniment needs of Local Governments. The articulated work may take longer for coordination and planning, but greater results are achieved, and the sustainability of the intervention is guaranteed.

6.2 USE OF TECHNOLOGICAL COMMUNICATION TOOLS

The creation of WhatsApp Groups made up of representatives of scientific institutions and officials from the Provincial and District Municipalities has shown effectiveness in responding to emergencies presented by heavy rains. The challenge now is to promote that the heads of Civil Defense can assume a leading role in the management of this tool. In addition, for greater effectiveness, it is necessary to link this tool with a web repository that facilitates access to key information in a timely manner.

6.3 EMPOWERING YOUNG COMMUNITY REPRESENTATIVES

The interest of young people and young adults in participating in DRR activities is remarkable, highlighting their enthusiasm, their ease of use of disaster risk management tools and instruments, their skill in practical work and their commitment to discovering new experiences.

In some districts, young volunteers are leading awareness-raising activities and are organizing themselves to conduct replication trainings in their community, aimed at activities to be shared with their community based on what they have learned in project trainings.

6.4 TRAINING IS CONSOLIDATED WITH IMPLEMENTATION

The implementation of an Emergency Operations Centre (COEP) allows the trained beneficiaries to have the necessary equipment and materials to translate their knowledge into concrete actions. This happened, for example, in the "communications in case of emergency" training sessions, where the volunteers used the COEP's radio communicators to carry out the practical part of their training. Likewise, having a meeting room and equipped module room motivates young people to become interested in DRR issues by looking for options to make use of this technology and to contribute in these municipal spaces, such as in the drills, where officials, members of the DRR working groups and the Civil Defence Platform can use the tools that were implemented with the COEP.

6.5 CONTROL OF PURCHASES AND ACQUISITIONS

For the executed expenses of the project, we always had the required evaluation, both from suppliers and landlords in order to obtain a good product or service at a standard price and to have savings. It should also be mentioned that, in all the costs destined to the project, at least two quotations were sought, and in some cases three, looking for the best product/service and considering the cost of the

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same in the evaluation. The main evaluation criterion was the best quality of the product/service and secondly the cost of it. 7. SUCCESS STORIES

"Prepared families"

The Arosquipa Condori family of Canocota - Chivay implemented their family emergency plan and emergency backpack, they mention that previously they did not store their food properly, and that the project "Allichakusun" has encouraged them to store and process their food properly, and also now they have learned to be alert to any emergency. This family was the winner of the "Allichakusun Families" Contest and they have actively participated in various events to disseminate the project by showing their handmade processed products. During their participations they have always highlighted that before they did not give much importance to how to store their food properly and that is why sometimes their food went bad, but now they have learned to store it properly, and that way the food lasts longer. Mrs. Herminia, head of the family, encourages the neighbours to prepare the chanchito6 so that they can store it and have it ready in case of an emergency. Her daughter Julia also mentions that her family now feels ready to respond to emergencies.

"Disaster risk management is a municipal policy"

For Trifón Yanque Flores, administrator of the Achoma municipality, the eruptive process of the volcano is not the only danger that puts the population on edge; it is also the earthquakes, huaycos and landslides that in previous years have caused considerable damage. He commented that before the project's intervention his knowledge of disaster risk management (DRM) was almost nil, in addition to this, the authorities did not give the necessary importance to the subject.

"We were not really prepared. We didn't know how to make damage assessments and request humanitarian aid for the affected families, or to prepare and request project intervention," emphasizes Trifón Yanque, while stressing that he now knows how to handle all these procedures.

Yanque Flores, in addition to his role as administrator, has assumed the position of head of Civil Defense, a position that has allowed him to change the focus of how disaster risk management processes should be applied in the municipality. He assumes that DRM is now a municipal policy that is being mainstreamed into district development.

6 Chanchito: pre‐cooked, roasted and peeled barley

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The accompaniment of the project specialists, he says, gives him support to continue institutionalizing these issues and allow him to do an efficient work, focused on reducing the risks of disasters in the district and respond adequately to an emergency. "Our perception has changed"

Naysha Meza, Head of Civil Defence in the district of Madrigal, completed the training course for Volunteers in Emergency and Rehabilitation (VER) along with 8 other volunteers from her district. Now, she says: "Before participating in the Project I had no idea what risk management was, I didn't even know that the entire Colca Canyon was geologically flawed. Naysha considers that the training received is of great help in the fulfillment of their functions. She says: "With the training we have received, our perception has changed, which we already know what places we have, are places of vulnerability, places of risk to what risks we are subject and what we can do to reduce all these risks. She has been working for the authorities and residents of her district to support her in the implementation of disaster preparedness actions.

ANNEXES

ANNEX 1 - "Allichakusun Families" Contest. ANNEX 2 - Follow-up sheet (Post "Allichakusun Families" Contest.) ANNEX 3 - Food Processing and Storage Manual ANNEX 4 - Communication Plan ANNEX 5 - Awareness materials ANNEX 6 - Contingency plan ANNEX 7 - Validation and approval of contingency plans ANNEX 8 - Disaster Prevention and Risk Reduction Plan ANNEX 9 - Caylloma Province Risk Scenario

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ABBREVIATIONS AND ACRONYMS USED

Allichakusun: Quechua word used in the area, which means in Spanish "preparing". RRD Caylloma: Disaster Risk Reduction in the Province of Caylloma, The project Arequipa. Project being implemented by ADRA and PREDES. RRD or DRR: Disaster Risk Reduction. GRD: Disaster Risk Management.

OFDA/USAID: The Office of U.S. Foreign Disaster Assistance (OFDA) is The Donor an organizational unit within the United States Agency for International Development (USAID)

ADRA: The Adventist Development and Relief Agency. The Implementers PREDES: Center for Studies and Disaster Prevention.

INGEMMET: Geological, Mining and Metallurgical Institute attached to the Ministry of Energy and Mines of Peru, headquartered in Arequipa. IGP: Instituto Geofísico del Perú belongs to the Ministry of Environment of Peru, based in Arequipa. CENEPRED: National Center for Estimation, Prevention and Reduction Local Technical of Disaster Risk attached to the Ministry of Defense of Peru, with Institutions liaison office in Arequipa. MINAGRI: Ministry of Agriculture and Irrigation of Peru, with Regional Management in Arequipa. INDECI: National Institute of Civil Defence, with a Decentralized Directorate in Arequipa.

GT GRD: Working Group on Disaster Risk Management integrated by municipal officials Local actors PDC: Civil Defence Platform, integrated by representatives of public and private institutions and local NGOs.

COE: It is the Emergency Operations Center, can be Local, Provincial, Regional or National level. COE leves COEP: Caylloma Provincial Level Emergency Operations Center. COER ‐ AREQUIPA: Regional Emergency Operations Center of the Regional Government of Arequipa.

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