Proposal for Sustainable Funding of the INSARAG Coordination Management System (ICMS)

Van: Toomas Kääparin <[email protected]>
Verzonden: donderdag 30 oktober 2025 19:29
Aan: Whitney Veen <[email protected]>
CC: Anja van Voorthuizen [NIPV] <[email protected]>
Onderwerp: RE: Proposal for Sustainable Funding of the INSARAG Coordination Management System (ICMS)

From: Anja van Voorthuizen [NIPV] < > On Behalf Of Whitney Veen
Sent: Thursday, October 30, 2025 4:25 PM
To: Toomas Kääparin <[email protected]>
Subject: Proposal for Sustainable Funding of the INSARAG Coordination Management System (ICMS)

Met vriendelijke groet,

Whitney Veen

Chief of Staff USAR.NL

www.usar.nl

Nederlands Instituut Publieke Veiligheid

Postbus 7112

2701 AC Zoetermeer

Zilverstraat 91

www.nipv.nl

M 06 22091277

[email protected]

Werkdagen: ma, di, wo en do

Dear Operational and Team Focal Points,

I am writing to you in regards to the email (below) from Mr. Sebastian Rhodes Stampa, Chief Emergency Response Section, dated September 17th, 2025. In this communication, Mr. Rhodes Stampa refers to the International Steering Group’s (ISG) endorsement of the sustainable funding model in support of the Information Management Working Group (IMWG) of the INSARAG network.

According to the endorsed proposal and consequential Factsheet Q&A, the IMWG will lead the administrative process. I will be acting as contact person for this process. The endorsed amount of funding is €7.500 for a 5 year period. In accordance with the wishes of the ISG, flexible terms based on team-specific processes may be reached, but the overall financial commitment remains the same.

In order to start this process I would like to receive the completed attached form as soon as possible, but at the latest on October 10th, 2025. This deadline is established due to the approaching invoices for the licensing of ICMS. We need enough time to make the appropriate agreements and collect the funds before payment is due.

It is imperative that these funds are used for the purpose for which they were procured: in accordance with the ISG endorsement for the financial sustainability of the information management of the network. Therefore, we are emphatic about transparency in this process. The finances are part of a certified accountant’s audit, a yearly report will be made to the ISG and an evaluation will take place every two years.

For your information, the INSARAG Policy Focal Points have also received this communication. We appreciate your support and your timely reponse to this letter. We will do everything we can to facilitate a smooth process.

Kind Regards,

Ms. Whitney Veen, MBA

Information Management Working Group

P.S. Important Note: Invoices will be sent from:

NIPV (Nederlands Instituut voor Publieke Veiligheid)

Kemperbergerweg 783
6816 RW Arnhem

The Netherlands

[email protected]      

Message sent on behalf of Sebastian Rhodes Stampa, INSARAG Secretary 

Dear Policy Focal Points,

In accordance with the endorsement of the INSARAG Steering Group (ISG) on 25 March 2025, and following endorsement by the Regional Chairs, I would like to confirm the agreed upon sustainable funding model for Information Management within the INSARAG network. This finalised model ensures the long-term sustainability and ongoing development of the INSARAG Coordination Management System (ICMS)—a critical platform that underpins coordination efforts across the INSARAG network and reflects our shared commitment to the principle that “Coordination Saves Lives.”

Strategic Importance of ICMS

In my communication to the INSARAG network of 19 June 2024, I emphasized the fact that ICMS has become an essential component of INSARAG’s operational framework. It is widely recognised by the INSARAG Secretariat, Team Leaders, Working Group Co-Chairs, and the broader membership as a key enabler of effective and timely disaster response coordination. In order to ensure its continued efficiency, accessibility, and relevance, a stable and sustainable funding model is now required. As the funding for the previous years had run out and no new gifts or contributions were made, this new model remained the only option.

Endorsement by the INSARAG Steering Group

At its meeting held on 25 March 2025 in Geneva, the ISG formally acknowledged the urgent need for a revised funding mechanism to support the further development and operational resilience of ICMS 3.0. The ISG endorsed the proposed funding model as a necessary and strategic measure to sustain and enhance this vital coordination capability.

Proposed Funding Model and Value Proposition

To support the ICMS over the next five years, it is proposed that each team within the INSARAG network contribute by purchasing a license at a cost of €7,500 per team for a five-year period. A flexible payment option is also available for teams preferring a five-year agreement with annual instalments. This model is made viable through the generous sponsorship of Esri software and the substantial contributions of volunteers engaged in the development, maintenance, and continuous improvement of the system—resulting in a significantly reduced cost to participating teams.

The funding collected will be directed not only toward sustaining ICMS operations but also toward its ongoing development. It will enable the introduction of new features (based on the AAR 2023), ensure regular technology updates, provide technical support, and deliver implementation and user training. These efforts are crucial in ensuring that ICMS remains responsive to evolving operational requirements.

Financial Administration

In order to facilitate the administration of license payments, USAR.NL has been requested by the INSARAG Secretariat to serve as Treasurer for the ICMS fund. Due to internal regulatory constraints, the Secretariat is unable to manage financial transactions directly. USAR.NL was selected for this role based on its long-standing involvement in ICMS development and its strong financial and administrative capabilities.

Conclusion

The establishment of a sustainable funding model is essential to safeguard the future of the INSARAG Coordination Management System. With your engagement and support, ICMS will continue to provide the high-quality tools, training, and operational support needed to strengthen disaster response coordination across the globe. This proposal aligns directly with INSARAG’s mission to save lives through effective and timely international coordination.

We sincerely thank you for your continued dedication to this initiative. Additional details are provided in the attached reference documents, including the concept note. Should you have any questions or require further clarification, please do not hesitate to contact us.

Best regards,

Sebastian

Sebastian Rhodes Stampa

Chief Emergency Response Section | Response Support Branch

United Nations Office for the Coordination of Humanitarian Affairs (OCHA) | Geneva, Switzerland

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