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BEST Security Plan

Field Security Plan


Prepared for Internal Use Only
November 2015

BEST is supported by the Australian Government

Cardno Emerging Markets > Shaping the future

Page i

Field Security Plan Rev 2

INTERNAL USE ONLY

BEST

Document Information
Prepared for

Internal Use Only

Program Name

Basic Education Sector Transformation (BEST)

Date

November 2015

Contact Information
Cardno Emerging Markets (Philippines) Inc.
Floor 3B, 111 Paseo de Roxas
Paseo de Roxas corner Legaspi Street
Makati City, Philippines 1229
Telephone: +63 2 892 0350
Facsimile: +63 2 817 9978
Mobile: +63 917 527 7082
philippines@cardno.com
www.cardno.com/emergingmarkets

Revisions
Rev #
1

Updates
Initial draft

Date
1 Aug 2014

Drafted
Williams

Reviewed
Mary Ann Cheng,
Program Manager

Approved
Ian Porter, Cardno
Country Manager

Mark Pruden, Contractor


Representative
2

Revised draft

10 Nov 2015

Williams

Cardno. Copyright in the whole and every part of this document belongs to Cardno and may not be used, sold, transferred,
copied or reproduced in whole or in part in any manner or form or in or on any media to any person other than by agreement
with Cardno.
This document is produced by Cardno solely for the benefit and use by the client in accordance with the terms of the
engagement. Cardno does not and shall not assume any responsibility or liability whatsoever to any third party arising out of
any use or reliance by any third party on the content of this document.

Prepared for Internal Use Only

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BEST

Basic Education Sector Transformation Program Office


Unit 14D, 14th Floor, Marco Polo Business Office Sapphire Road, Ortigas Complex, Pasig City
Philippines 1600
Primary contact

Office Phone

Office Mobile

Email address

Greg Ryan Gadsden


Team Leader

+63 2 625 5048

+63 998 537 9796

Greg-Ryan.Gadsden@best.org.ph

Des Perkins
Operations Manager

+63 2 625 5048

+63 9178697541

Des.Perkins@best.org.ph

Jane Deita
Deputy Operations
Manager

+63 2 625 5048

+63 9178697546

Jane.Deita@best.org.ph

Cardno Emerging Markets Philippines Office


Floor 3B, 111 Paseo de Roxas Building, Paseo de Roxas corner Legaspi Street Makati City,
Philippines 1229
Primary contact

Office Phone

Office Mobile

Email address

James Young
Country Manager

+632 892 0350

+63 917 806 5884

james.r.young@cardno.com

Jane Papasergio
Contractor Representative

+632 892 0350

+63 917 524 5877

jane.papasergio@cardno.com

Frances Maldo
Office Manager

+632 892 0350

+63 917 527 7083

frances.maldo@cardno.com

Cardno International Development Assistance, Melbourne Office


Level 4, 501 Swanston Street, Melbourne
Primary Contact

Office Phone

Office Mobile

Email address

Kristen Collins
Area Manager

+632 892 0350


+61 3 9937 0748

+63 917 524 4158

kristen.collins@cardno.com

Sarah Hamilton
AsiaPacific HSSEQ
Representative

+61 3 9819 2877


+61 3 9937 0765

+61 0408 920 022

sarah.hamilton@cardno.com

Lucy Brown
Support Services Manager

+61 3 8415 7777


+61 3 9937 0713

+61 400 792 308

lucy.brown@cardno.com

Australian Government Hotline: For afterhours emergencies call +63 2 757 8100, follow the prompts
to transfer to the Department of Foreign Affairs and Trade toll free hotline or call direct: +61 2 6261
3305

Prepared for Internal Use Only

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Table of Contents
1

Introduction ................................................................................................................. 1

Purpose ........................................................................................................................ 1

Policy ........................................................................................................................... 1

Security Risk & Analysis ............................................................................................ 1

Security Operating Procedures: Level Two Areas .................................................... 1

Security Operating Procedures: Level Two Areas .................................................... 2

Security Operating Procedures: Level 4 Areas ......................................................... 3

Security Operating Procedures: Level Five Areas .................................................... 5

Security and Safety Training ...................................................................................... 5

10

Communications ......................................................................................................... 6

11

Area Manager, AsiaPacific ida.................................................................................... 6

12

Important Contacts...................................................................................................... 7

13

Security and Safety Incident Reporting ..................................................................... 8

14

Collateral Events ......................................................................................................... 8

15

Monitoring Travel Travel Locator ............................................................................ 8

16

Counselling for Traumatic Events.............................................................................. 9

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Definitions
BEST

Basic Education Sector Transformation

CALABARZON

Cavite Laguna Batangas Rizal Quezon

DepEd

Department of Education (National)

DFAT

Department of Foreign Affairs and Trade

DOM

Deputy Operations Manager

LES

Locally Engaged Staff

MIMAROPA

Mindoro Marinduque Romblon Palawan

NCR

National Capital Region

NPA

New Peoples Army

OM

Operations Manager

PSA

Pacific Strategies and Assessments Inc

SA

Security Adviser

SFP

Security Focal Point

SMT

Security Management Team

SRA

Security Risk Assessment

SRF

Shatter Resistant Film

TL

Team Leader

TTA

Travel Threat Analysis

TTA

Travel Threat Analysis

UN

United Nations

UNDSS

United Nations Department of Safety and Security

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Introduction

This Field Security Plan intends to provide all staff and advisers working on the Basic Education
Sector Transformation (BEST) Program with a comprehensive understanding of their living and
working environment as well as a sound basis for managing security risks at program locations.

Purpose

The purpose of this plan is to inform BEST staff of the security situation, guidelines, policies, and
operating procedures for the program.
The Field Security Plan will be reviewed quarterly and updated as required. Ultimately, the Security
Management Team decides what changes need to be incorporated into the Field Security Plan.
Revisions may be based on: 1) any observed changes in the threat environment; 2) changes in the
Program teams organisational structure; and 3) lessons learned that can be incorporated into planning
to improve the overall effectiveness of the security program.

Policy

Security plays an integral role in delivering program objectives and involves providing for the protection
of our people, assets and reputation. Cardnos commitment to security is documented in Cardnos
Group Security Policy (available upon request from Cardno). Management is committed to ensuring
that employees and the organisation:
> Provides for the safety of people and the public.
> Maintains and enhances the organisations reputation within the market place and amongst
stakeholders.
> Acts ethically.
Where it is necessary to prioritise the focus of management, the organisation will:
One:

Protect the health and safety of its people, their families and others affected persons.

Two:

Protect its reputation, relationships with stakeholders and assets.

Three: Minimise the disruption on the organisations programs.


Responsibilities and Authorities: Security is both a shared and individual responsibility, with its
effectiveness dependent on the involvement of all personnel. All personnel have a responsibility to
take adequate precautions to protect themselves and others from injury or harm, and to protect
program personnel and assets.
Individual responsibilities for security are as follows:
> The Country Manager has overall responsibility for the safety and security of all Cardno personnel
in the Philippines. The Country Manager is James Young.
> The Contractor Representative is responsible for ensuring that Cardno meets all contractual
terms of agreement, to include provisions related to safety and security. The Contractor
Representative is Jane Papasergio.
> The Team Leader is responsible and accountable for the safety and security of program staff and
assets. The Team Leader is Greg Ryan-Gadsden.

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> The Operations Manager serves as the Security Focal Point is based in Manila and is responsible
for the day-to-day coordination and compliance of security programs and activities. The assigned
Security Focal Point is Des Perkins. In the absence of the Operations Manager, the Deputy
Operations Manager assumes all responsibilities of the Operations Manager related to safety and
security.
> The Security Adviser serves as the subject matter expert for the development and implementation
of security programs, plans and activities. The designated Security Adviser is Matt Williams.
Security Management Team (SMT): The SMT consists of the Country Manager, Contractor
Representative, Team Leader, Security Focal Point, and the Security Adviser. The SMT meets
regularly to discuss any required updates to the Security Risk Assessment and the implementation or
required control measures.
Security Risk Assessment: Supported by the Security Adviser, the SMT shall identify, evaluate, and
proactively address security risks. Where appropriate, mitigation measures should be put in place to
reduce operational risks. The Security Risk Assessment should be evaluated and updated quarterly, or
as required.
Security Controls and Minimum Operating Standards: The Security Adviser shall recommend to
the SMT security procedures, standards and programs that are risk appropriate and aligned with the
nature and scale of program operations.
Legal, Regulatory, and Statutory Requirements: Security programs, policies, and procedures shall
comply with all legal, regulatory, and statutory requirements.
No Gun Policy: Personnel are not permitted to carry firearms while on official assignment or while in
program vehicles or facilities.
Audit: Compliance with security policies and procedures is regularly tested and checked during
periodic audits. Pacific Strategies and Assessments Inc shall conduct an annual audit of the security
program to ensure the organisations conformity with the security protocols.

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Security Risk & Analysis


Risk

Definition

Regions

Analysis

Level Six Extreme

Extreme threats exist; risk environment


is unacceptable.

No regions identified

N/A

Level Five High

Continuous multiple threats exist;


significant risk controls are required to
mitigate threats; threat environment
requires continuous monitoring.

Autonomous Region of Muslim


Mindanao, Cotabato City

There is widespread armed conflict within the region and clashes are
regularly reported between government forces and insurgent and
criminal groups. The Philippine Government is not able to adequately
maintain law and order in the province.

Acts of terrorism are regularly reported in Sulu and Basilan; the terrorist
group Abu Sayyaf maintains a presence in the area and has launched
attacks against Filipino and Western interests.

Crime, to include kidnap-for-ransom activity, is regularly reported. The


police force is not able to maintain peace and order within the region.

Private militias are known to regularly engage in shootouts. There are a


number of armed insurgency groups operating in the area that regularly
engage in armed conflict with Philippine security services.

Philippines security services have a limited and inconsistent ability to


maintain law and order.
Level Four Substantial

Prepared for Internal Use Only

Frequent multiple threats exist; risk


controls are required to mitigate
threats; threat environment requires
frequent monitoring.

Cordillera Administrative Region

Region X Northern Mindanao


(except Cagayan de Oro)

Region XI Davao Region (except


Davao City)

Region XII SOCCSKSARGEN

There is a high frequency of New Peoples Army (NPA) activity in the


region, and surrounding areas. The main targets include military / police
personnel, government officials and corporations engaged in mining,
agribusiness, telecommunications, and heavy industry. The NPA
primarily operates in the rural most regions.

Over the last five years, the NPA is not known to target foreign
government organizations, development agencies, or international
personnel.

Muslim insurgency activity is known to occur in Central, Western and


Southwest Mindanao.

There is a risk of political violence. Political clans are known to engage


in armed clashes, particularly during periods leading up to elections.

Crime is consistent with the national average.

There is limited medical care available, and serious medical issues may
require medical evacuation.

Region IX Zamboanga
Peninsula

Region XIII Caraga


Southern Palawan

Natural disaster risks include heavy rain / flash flooding, mudslides,


severe tropical weather, volcanic activity, earthquakes, and tsunamis.

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Risk
Level Three Moderate

Level Two Low

INTERNAL USE ONLY

Definition
Occasional multiple threats exist; risk
controls are required to mitigate
threats; threat environment requires
regular monitoring.

Occasional limited threats exist; limited


risk controls are required to mitigate
threats; threat environment requires
occasional monitoring.

BEST

Regions

Davao City

Region V -- Bicol

Analysis

The NPA is active in the area, with multiple incidents reported each
month. The main targets include military / police personnel, government
officials and corporations engaged in mining, agribusiness,
telecommunications, and heavy industry. The NPA primarily operates in
the rural most regions.

Over the last five years, the NPA is not known to target foreign
government organizations, development agencies, or international
personnel.

There is a risk of political violence. Political clans are known to engage


in armed clashes, particularly during periods leading up to elections.

Crime is consistent with the national average.

There is limited medical care available, and serious medical issues may
require medical evacuation.

Cagayan de Oro
Region I Ilocos
Region II Cagayan
Region IV-B -- MIMAROPA
(except Southern Palawan)
Region VI Western Visayas
Region VII Central Visayas
Negros Island Region
Region VIII Eastern Visayas

There is no notable history of terrorist attacks in the area.


Natural disaster risks include heavy rain / flash flooding, mudslides,
severe tropical weather, volcanic activity, earthquakes, and tsunamis.

Quezon Province

Metro Manila / National Capital


Region

Infrequent bombings targeting public transportation and public markets

Cebu City

Kidnapping involving foreign nationals remains rare.


Kidnapping involving local professions remains rare. Small business

Region III Central Luzon


Region IV-A CALABARZON
(except Quezon)

have occurred over the past 15 years.

owners are the primary target of kidnapping in the region. Kidnappings


are largely for ransom and not politically motivated.

Petty street crime is common throughout the NCR and targets both
foreign and local nationals. Public transportation and crowded public
markets are hot spots for petty crime.

Confidence scams are common throughout the NCR and target both
foreign and local nationals.

Violent crime does occur throughout the region but is mostly confined to
the most impoverished areas of Metro-Manila.

Natural disaster risks include heavy rain / flash flooding, severe tropical
weather, volcanic activity, and earthquakes.
Level One Minimal

Prepared for Internal Use Only

Rare limited threats; risk environment is


acceptable

No areas identified.

N/A

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Security Operating Procedures: Level Two Areas

Region
Metro Manila / National Capital Region
Cebu City
Region III Central Luzon
Region IV-A CALABARZON (except Quezon

Level Two Low


Occasional
Limited Threats

Petty crime, occasional terrorist attacks


targeting public transportation and markets,
natural disasters,

This section of the Field Security Plan pertains Level Two Areas. The current risk in Metro-Manila is
assessed to be LOW. Minimum Security Controls shall be reviewed if the risk is raised or lowered.
Location

Category

Minimum Security Controls

National Capital
Region

General

Travel within NCR


area

Vehicle Transportation

No specific security travel clearance is required for NCR.


Security briefings are provided to all personnel regularly.
Personnel are provided laminated cards with emergency numbers.
A cellular phone is required.

Program vehicles are recommended but not required.


There are no recommended restrictions involving working hours.
First aid kits and fire extinguishers are placed in each vehicle.
Vehicle fuel tanks maintain at least a half tank of fuel.
A spare tire is kept in the vehicle at all times.
All drivers assigned to the program undergo Security and Safety
Driver Certification.
Vehicles are not branded with DFAT, Cardno, BEST, or DepEd
logos.
Vehicles are equipped with detailed maps of areas to be travelled.
Vehicles should undergo a pre-start inspection before any journey is
undertaken.

Journey management plans need to ensure that a driver does not


drive more than 8 hours in a 24 hour period, and that rest breaks are
scheduled every 2 hours (or 200km travelled, whichever is less)
NCR

Program Implementing
Office

A battle box containing emergency management supplies are stored

NCR

Hotel Accommodations

on-site. The box should contain flashlights, extra batteries, matches /


candles, AM / FM battery powered radio, pens and paper, maps of
the area, emergency contact lists, first aid supplies and guidelines,
duct tape, large plastic garbage bags, and a basic tool kit.
Emergencies supplies of water and food should be stored on site to
sustain personnel for up to five days.
Fire extinguishers are located within the BEST tenancy.
The office space is equipped with smoke detectors.
Emergency numbers are posted for key personnel; and medical and
police response.
Satellite phone is stored on-site.

The Security Adviser conducts a review of hotel accommodations


and provides a list of cleared hotels.

Any accommodation outside of cleared establishments should be


approved by the Operations Manager upon consultation with the
Security Adviser.
Staff are encouraged to become familiar with the sites emergency
procedures for evacuation.
ELEVATED
THREAT
CONDITIONS

Prepared for Internal Use Only

TO BE DETERMINED UPON CONSULTATION WITH THE SMT.

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Security Operating Procedures: Level Two Areas

6
Risk

Davao City

Region V -- Bicol

Level Three
Moderate
Occasional
multiple threats.

Cagayan de Oro
Region I Ilocos

Active communist insurgency, occasional


political violence, natural disasters, limited
medical care.

Region II Cagayan
Region IV-B -- MIMAROPA (except
Southern Palawan)
Region VI Western Visayas
Region VII Central Visayas
Negros Island Region
Region VIII Eastern Visayas
Quezon Province

This section of the Field Security Plan pertains to Level Three Areas. The current risk in these areas is
assessed to be MODERATE. Minimum Security Controls shall be reviewed if the risk is raised or
lowered.
Location
Level Two Areas

Category
General

Minimum Security Controls


All travel to the area is based on Operations Manager/ Team Leader
authority.

Staff traveling in Level Two areas receive a Security Awareness


Briefing at least annually.

Personnel are provided laminated cards with emergency numbers.


A cellular phone is required.
There are no recommended restrictions involving working hours.
Travel within Level
Two Areas

Transportation

Program vehicles are used for official movements in NCR. When

the vehicle is unavailable and in other regions, vehicles should be


hired from accredited transport providers.
First aid kits and fire extinguishers are placed in each vehicle.
Travel at night should be avoided, particularly on rural highways.
Vehicle fuel tanks maintain at least a half tank of fuel.
A spare tire is kept in the vehicle at all times.
All drivers assigned to the program undergo Security and Safety
Driver Certification.
Vehicles are not branded with DFAT, Cardno, BEST, or DepEd
logos.
Vehicles are equipped with detailed maps of areas to be travelled.
Vehicles should undergo a pre-start inspection before any journey is
undertaken.

Journey management plans need to ensure that a driver does not


drive more than 8 hours in a 24 hour period, and that rest breaks are
scheduled every 2 hours (or 200km travelled, whichever is less).
The use of inter-island ferries is minimized. Staff are taught about
safety related to maritime travel. Life vests are provided when not
available on public ferries.
Offices in Level Two
Areas

Program Office(s)

A security assessment is conducted by the Security Adviser. Followup assessments are conducted regularly.

A security officer is stationed at the office entrance 24 / 7.


A battle box containing emergency management supplies are stored
on-site. The box should contain flashlights, extra batteries, matches /
candles, AM / FM battery powered radio, pens and paper, maps of
the area, emergency contact lists, first aid supplies and guidelines,
duct tape, large plastic garbage bags, and a basic tool kit.

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Location

Category

BEST

Minimum Security Controls


Emergencies supplies of water and food should be stored on site to
sustain personnel for up to five days.

Fire extinguishers are located within the BEST tenancy.


The office space is equipped with smoke detectors.
Emergency numbers are posted for key personnel; and medical and
police response.

Hotels in Level Two


Areas

Hotel Accommodations

The Security Adviser conducts a review of hotel accommodations


and provides a list of cleared hotels.

Any accommodation outside of cleared establishments should be


approved by the Operations Manager upon consultation with the
Security Adviser.
Staff are encouraged to become familiar with the sites emergency
procedures for evacuation.

ELEVATED
THREAT
CONDITIONS

TO BE DETERMINED UPON CONSULTATION WITH THE SMT.

Security Operating Procedures: Level 4 Areas

7
Risk

Cordillera Administrative Region

Region XI Davao Region (except Davao


City)

Frequent occurrence of communist insurgency

Region XII SOCCSKSARGEN

Occasional terrorist and criminal attacks are

Region IX Zamboanga Peninsula


Region X Northern Mindanao (except
Cagayan de Oro)

Level Four
Substantial
Frequent multiple
threats

Private militias are known to regularly engage


in shootouts. There are a number of armed
insurgency groups operating in the area that
regularly engage in armed conflict with
Philippine security services.
activity.
reported, to include roadside bombings,
kidnappings, and assassinations.

Region XIII Caraga


Southern Palawan

Philippines security services have a limited


and inconsistent ability to maintain law and
order.

This section of the Field Security Plan pertains to Level 4 areas only. The current risk in these areas is
assessed to be SUBSTANTIAL. Minimum Security Controls shall be reviewed if the risk is raised or
lowered.
Minimum Security Controls
General and Day
Journeys

Travel Request: All travel to the area must be approved by the Country Manager.
All travel is only permitted from 0600-1800. All personnel and vehicles should be back at
accommodations prior to 1800.

Program vehicles and security-trained drivers are used for all movements. No public
transportation is permitted. Any exemption must be approved by the Country Manager.

Prepared for Internal Use Only

Satellite phones are available in vehicles.


First aid kits and fire extinguishers are in the vehicle.
Vehicles are fitted with Shatter Resistant Film.
Vehicles are not left unattended while parked.
Travellers make regular contact with Security Focal Point or designated representative.
Vehicles are equipped with detailed maps of areas to be travelled.
Vehicles should undergo a pre-start inspection before any journey is undertaken.

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Minimum Security Controls


Journey management plans need to ensure that a driver does not drive more than 8 hours in
a 24 hour period, and that rest breaks are scheduled every 2 hours (or 200km travelled,
whichever is less)
Multiple Day Journeys

When possible, multiple day journeys should be minimised.


Travel Request: The Cardno person or team traveling must complete a Travel Threat
Analysis (TTA) and submit it to the Country Manager for approval. The Country Manager
may consult the SMT for recommendations. The request should be submitted at least 5
days prior to travel. The TTA must provide complete itinerary details, and identify security
threats and security control measures in place for the trip. A TTA template is presented as
Form F later in this document.

Private vehicles and security-trained drivers are used for all movements. No public
transportation is permitted. Any exemption must be approved by the Country Manager.

Travel at night is prohibited.


Satellite phones are available in vehicles.
First aid kits and fire extinguishers are in the vehicle.
Vehicles are fitted with Shatter Resistant Film.
Vehicles are not left unattended while parked.
No travel at night.
The traveller checks-in with the Security Focal Point or designated representative at least
daily.

Vehicles are equipped with detailed maps of areas to be travelled.


Vehicles should undergo a pre-start inspection before any journey is undertaken.
Journey management plans need to ensure that a driver does not drive more than 8 hours in
a 24 hour period, and that rest breaks are scheduled every 2 hours (or 200km travelled,
whichever is less)
Program Offices

A security assessment is conducted by the Security Adviser. Follow-up assessments are


conducted regularly.

Office is closed between the hours of 2000-0630.


A security officer is stationed at the office entrance 24 / 7.
A battle box containing emergency management supplies are stored on-site. The box should

Hotel Accommodations

contain flashlights, extra batteries, matches / candles, AM / FM battery powered radio, pens
and paper, maps of the area, emergency contact lists, first aid supplies and guidelines, duct
tape, large plastic garbage bags, and a basic tool kit.
Emergencies supplies of water and food should be stored on site to sustain personnel for up
to five days.
Fire extinguishers are located within the BEST tenancy.
The office space is equipped with smoke detectors.
Emergency numbers are posted for key personnel; and medical and police response.

The Security Adviser conducts a review of hotel accommodations and provides a list of
cleared hotels.

Any accommodation outside of cleared establishments should be approved by the Country


Manager upon consultation with the Security Adviser.

Staff are encouraged to become familiar with the sites emergency procedures for
evacuation.
ELEVATED THREAT
CONDITIONS

Prepared for Internal Use Only

In terms of an elevated security threats involving a Level Four area, the following shall
be immediately considered by the SMT:

At minimum, office hours at the Program Office are reduced from 0800hrs-1800hrs.

Vehicle movements in the area are absolutely minimized.

Vehicle movements (i.e., to and from the office) are conducted in a random manner,
widely varying routes and times.

STA visits are postponed, unless deemed essential and upon the basis that adequate
security can be provided.

Regular calls are initiated with the Security Adviser.

Staff security briefings or memos are provided.

An SMT memo is issued detailing actions taken.

Consider temporary suspension of operations (if threat is substantial).

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Security Operating Procedures: Level Five Areas

8
Risk

Autonomous Region of Muslim Mindanao


Cotabato City

Level Five High


Continuous
multiple threats

There is widespread armed conflict within the


province and clashes are regularly reported
between government forces and insurgent and
criminal groups. The Philippine Government is
not able to adequately maintain law and order
in the province.

Acts of terrorism are regularly reported; the


terrorist group Abu Sayyaf maintains a
presence in the area and has launched
attacks against Filipino and Western interests.

Crime, to include kidnap-for-ransom activity, is


regularly reported. The police force is not able
to maintain peace and order within the
province.

This section of the Field Security Plan pertains to Basilan only. The current risk in Basilan is assessed
to be HIGH. Minimum Security Controls shall be reviewed if the risk is raised or lowered.
Minimum Security Controls
Multiple Day Journeys

Travel Request: The Cardno person or team traveling must complete Travel Threat Analysis
(TTA) and submit it to the Country Manager for the approval. A TTA template is presented
as Form F at the back of this document.

The Country Manager must consult the SMT for recommendations.


The request should be submitted at least 10 days prior to travel. The TTA must provide
complete itinerary details, and identify all security controls measures in place for the trip.

If the trip is approved , a pre-departure meeting is held to ensure that the team traveling is
fully briefed on security measures in place. If the trip is rejected, the Operations Manager /
Team Leader will hold a meeting to discuss the reasons the trip was rejected.

Those travelling in Level Five areas must have been cleared through Security Awareness
Training

Private vehicles are used for all movements. No public transportation is permitted. Any
exemption must be approved by the Country Manager.

No travel at night.
It is recommended that travellers also carry two mobile phones.
At least one member of the traveling team must check in with the Operations Manager /
Team Leader twice daily.

Vehicles should undergo a pre-start inspection before any journey is undertaken.


Journey management plans need to ensure that a driver does not drive more than 8 hours in
a 24 hour period, and that rest breaks are scheduled every 2 hours (or 200km travelled,
whichever is less)
Offices

No offices permitted in Level Five Areas

Security and Safety Training

The following security-related training is recommended:


1. Security & Safety Awareness (all field staff at least once)
2. Advanced Security Awareness (all field staff with required travel to Level Five Areas)
3. Security Driver Training (all permanently assigned program drivers)
4. First Aid (all personnel)

Prepared for Internal Use Only

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Communications

It is important that all program personnel carry at least one cellular phone at all times while deployed
on official business.
All Cardno personnel are required to complete Form A (Evacuation Security and Information Form)
and Form B (Personnel Inventory) found at the back of this document.
All communication with the media will be managed by the Country Manager supported by the Office
Manager (or the nominated representative). The Country Manager shall ensure that all internal and
external statements and communications are vetted by the Area Manager, AsiaPacific EMR.

11

Area Manager, AsiaPacific IDA

Kristen Collins
Phone:
Mobile:
Email:
Address:

+63 2 892 0350


+61 434 070 102 need to update
kristen.collins@cardno.com
Floor 3B, 111 Paseo de Roxas, Paseo de Roxas corner Legaspi Street Makati City

Copies of this Plan must be accessible at BEST Program Office, Regional Offices and Cardno office in
Makati / Staff private homes.

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Important Contacts

12

Name

Position

Location

Contact No.

Alt. Contact No.

Email

Greg Ryan Gadsden

Team Leader

+63 2 625 5048

+63 998 537 9796

Greg-Ryan.Gadsden@best.org.ph

Des Perkins

Operations Manager

+63 2 625 5048

+63 9178697541

Des.Perkins@best.org.ph

Jane Deita

Deputy Operations Manager

+63 2 625 5048

+63 9178697546

Jane.Deita@best.org.ph

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Security and Safety Incident Reporting

All program personnel are required to report security and safety incidents. Whenever possible,
security and safety incidents should be reported to the Operations Manager and Country Manager
within the following timeframes:
Definition

Reporting Criteria

Crisis

There is an ongoing emergency; there is an immediate


danger to personnel or facilities.

Within 15 minutes or as soon as


possible

Serious Incident

An event has occurred that has resulted in serious injury or


death;

Within 1 hour or as soon as possible


(immediate notification for a death)

High Potential
Incident

An incident (injury or near miss) that could easily have


resulted in a fatality or life threatening injury;

Within 1 hour or as soon as possible

Incident

An event has occurred that has resulted in minor injuries;

Within 8 hours

Event

An event has occurred but no injuries have been reported;


events include near-misses that could have resulted in
serious injury or death;

Within 1 working day

Wherever possible, the Operations Manager and Country Manger should be contacted by telephone.
Email or text message should be avoided whenever possible. The Country Manager should ensure all
persons in the SMT are notified of the incident.
Following the incident resolution, a formal report should be sent to the Country Manager, Contractor
Representative, and Operations Manager. For health and safety incidents, please refer to Form C
(Health and Safety Incident Report) at the back of this document. For security incidents, refer to Form
D (Security Incident Report).

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Collateral Events

While some events may not directly or immediately impact program personnel, they have an effect on
the overall safety and security environment. Examples may include a terrorist attack in the region,
severe weather, a kidnapping, or a criminal incident. Program personnel are encouraged to report
such events to the Operations Manager via telephone call in a timely manner so that the incident can
be assessed and a determination made as to whether further security controls are required.
For major events with the potential to impact program security, a Security Incident Report (Form D)
should be filed. While major events may not directly or immediately impact the safety of program
personnel, it may present elevated threat conditions that require attention. Examples of such incidents
include:
> An explosion in a major city where the program operates
> A major engagement between the Philippine military and insurgency groups in the region, resulting
in significant casualties
> The kidnapping of a development worker in program areas
> Security threats or a security incident at airports in program areas
> An armed siege of a major urban area in the region

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Monitoring Travel Travel Locator

Given the volume of BEST travellers at any given time, a spreadsheet is to be maintained for the
purposes of tracking all Cardno personnel. The travel locator is to be current with access maintained
under Security Focal Point, with access provided daily to the SMT. Refer to the below sample.

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Name

Title / Function

INTERNAL USE ONLY

Contact
Information

January 1

BEST

January 2

January 3

John Doe

Engineer

09XX-XXX-XXXX

Manila

Manila &
Cagayan de Oro

Cagayan de
Oro

Jane Cruz

Engineer

09X-XXX-XXXX

Cebu City

Cebu City

Manila

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Counselling for Traumatic Events

Cardno is committed to the provision of support to staff and their dependents who suffer trauma as a
result of an accident or security incident while working for Cardno. If an office staff member or their
dependent is involved in an accident or security incident, that person or someone on their behalf is
required to complete a Traumatic Incident Report using the attached Form E in the Philippines
Country Office Security and Incident Reporting Plan and shall submit it to the Country Manager (or
nominee). Trauma counselling is effective in assisting victims cope with the effects of such incidents.
Cardnos belief in the effectiveness of counselling is such that it is Cardnos policy that one counselling
session is compulsory and will be arranged by the Cardno Emerging Markets HR Adviser as soon as
possible after the incident. Thereafter it is the staff members decision or dependants decision as to
whether they wish to continue counselling (at Cardnos expense). Cardno firmly believes that
undertaking counselling is a positive step towards recovery. It does not reflect badly on individuals or
compromise opportunities for continued or future employment.
Cardno has an agreement with a specialist trauma-counselling consultancy to provide trauma
counselling services as required and at short notice.

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Form A: Evacuation and Security Information Form


Staff / Consultant / Adviser
name
Nationality

Passport No

IN-COUNTRY HOME CONTACT DETAILS


In-country home address

Phone

Postal Address
or if the same as above

Fax

Private Email

Mobile

IN-COUNTRY WORK CONTACT DETAILS


In-country work address

Phone

Two-way radio call sign

Fax

Office Email
VEHICLE DETAILS

Registration No.

Make / Model

Colour

Work vehicle (if applicable)


Private vehicle (if
applicable)
DEPENDENTS ACCOMPANYING STAFF / ADVISER / CONSULTANT IN-COUNTRY
Spouse / Partners name
Childrens name(s)
Name of Next of Kin
Contact details of
Next of Kin
PROOF-OF-LIFE QUESTIONS AND ANSWERS
Q1:
A1:
Q2:
A2:

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Form B: Personnel Inventory


Name of
Staff
Member
and Other
Family
Members
In Country

Contact Details
Work / School

Contact Details
Home / After Hours

Adviser

Address
Phone Mobile
Phone Office
Fax
Work Email

Address
Phone Mobile
Phone Office
Fax
Private Email

Spouse

Address
Phone Mobile
Phone Office
Fax
Work Email

Address
Phone Mobile
Phone Office
Fax
Private Email

Dependent
1

Address Home
Address School
Phone School
Mobile School
Fax School
Email School

Address
Phone Mobile
Phone Office
Fax
Private Email

Dependent
2

Address School

Address

Phone School

Phone Mobile

Mobile School
Fax School
Email School

Phone
Fax
Private Email

Address School
Phone School
Mobile School
Fax School
Email School

Address
Phone Mobile
Phone Office
Fax
Private Email

Dependent
3

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Date of Arrival

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Please download current HSSE Incident, Near Miss and Hazard Report from Cardno Intranet

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Form F: Travel Threat Analysis


Destination(s):
Travellers (Cardno):

1.
2.
3.

Non-Cardno Travellers
joining trip:

1.
2.
3.

Dates of Travel:
Requested by:
(must be Accountable
Person for Trip):
Purpose of Travel:
Itinerary (to include all
modes of travel and
accommodations):

Threat Identification: Detail all known security threats and control measures to be put in place to mitigate risks. Some
control measures may serve to mitigate multiple threats.
Security Threats

Security Control Measures

----------------------------------------------------------------------------------------------------------------------------- ---------

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Review and Approval


SMT Recommendation:

Operations Manager
Recommendation:

Operations Manager /
Country Manager
Approval:

Yes

No

This document must be approved and signed by both the Team Leader and the Accountable Person for
the Trip.
Team Leader:

Signature, date

Accountable
Person for Trip:

Signature, date

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Form G: Program Security Briefing Confirmation


Staff / Consultant / Adviser name
Program

Philippines BEST

Mobilisation date
Program Field Security Plan
Sections

All sections of Plan

Version Number
Staff / Consultant / Adviser confirmed receipt
of briefing material on (date)

Plan sent to Staff /


Consultant / Adviser on
(date)
Acknowledged by Staff /
Consultant / Adviser (initial
here)

VERBAL CONFIRMATION AND BRIEFING


The following security issues discussed on (date)

All sections of Security Plan

Current risk and threat information

Travel procedures

Signature:
Printed Name:

NOTE: A PROGRAM SECURITY BRIEFING IS MANDATORY AS SOON AS PRACTICABLE AFTER THE STAFF / CONSULTANT / ADVISER
ARRIVES ON LOCATION

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