Humanitarian OSM Team/Working groups/Activation/Follow up Letter Template

Dear Project Creator / Activator,

Happy new year! :)

You are identified as a Project Creator or Activation Lead for an ongoing disaster response project/s in the HOT Tasking Manager.

The Activation Working Group has determined that the period for active response has lapsed or the project/s may be nearing completion, and a conclusion to the activation should be initiated. With this, we would like to offer you resources to successfully bring your disaster response project/s to conclusion or transition to recovery.

ACTION REQUESTED

First and most importantly, we would like you to address your TM project/s;

• if the project/s is still urgent to complete the mapping, you may communicate the need to finish the project/s in your community and/or in HOT channels (slack, mailing list, etc);
• if the project/s are needed longer term (i.e. as recovery phase), please change the priority level from urgent to a more appropriate setting and update any text or instructions, as needed

Next, we highly recommend an end-of-activation documentation and this includes:

• Perform an After Action Review (AAR) - form here.
  • feel free to use the form to collect feedback from your project contributors, users and supporters
• Complete a report to comply with the OSMF Organized Editing Guidelines - sample debriefing template here.
• Announce and communicate the conclusion of your disaster response project/s, and /or any further mapping needs for recovery.

Lastly, we'd like to link the Activation Protocol that outlines these processes in detail.

Please contact us (activation@hotosm.org) or in the #disaster-mapping channel in the HOT Slack if you have any questions and clarification.

warm regards,