2013-2014 PHEP Work Plans

Local Health Department Deliverables

Task #1

• Regional Coordinators may attend in a LHDs place• Formal designation letter• LHD letterhead• Back ups identified• “One and done”

Healthcare coalition meetings are open to EVERYONE!

• Kansas City Region• Steve Hoeger

shoeger@kumc.edu • North Central

Region• Sue Cooper

scooper@srhc.net • Northeast Region• Julie Schmidt

julie.schmidt@sftks.net

• Northwest Region• Tami Wood

tami.wood@haysmed.com • South Central Region• Charlie Keeton

charlie.keeton@HCAHealthcare.com

• Southeast Region• Fred Rinne

fred.rinne@viachristi.org • Southwest Region• Karen Luckett kluckett@cox.net or

karenluckett@catholichealth.net

Task #2

• Performance Measures will change in June• Questionnaire to be updated as such

• EOY only for BP2-BP5• Scoring mechanism is set• Will not align with 1-5 scoring that HPP has

• Any other formatting changes? Other updates will be done to the questionnaire with the PM changes• Reports from these questionnaires?• Region to Region• State as a whole

Task #3

• LHDs have the responsibility to assure at least two ESF 8 planning meetings take place• LEPC meetings may be used as this forum• LEPC or ESF 8 group sign-in sheets submitted to

KDHE

Task #4

• LHDs may exercise Capability 1 or 2 and/or 3• Exercises must be completed by May 15, 2014• Coordinate with State Fiscal Year End• Requirement that funds be expended by June 30th

• New AAR/IP Template Available for use July 1st • Our short form has become a national project• KDHE will also accept KDEM’s shorter AAR/IP form

Real Events

• May count• Contact KDHE ASAP; prior to submission of AAR/IP• What community partners did you communicate your situation

with such as emergency management, local health department, hospital, pharmacies, EMS, law enforcement, etc.?

• What additional partners may need to be communicated with in a similar incident?

• Will the AAR/IP reflect any action items or lessons learned regarding the participation of the local health department, hospitals, or other community partners involved?

Using a POD for Exercise Requirement

• For the annual exercise, the POD must fully address capability 1, 2, or 3 in addition to Capability 8• Not completely focused on Capability 8 & 9

• Will NOT count for FSE• Hospital must be involved for a FSE• Exercise must cover Capabilities 3, 6, and 10 at a

minimum.• LHD would have to add other elements into POD to

meet Med Surge requirement• POD scenario not broad enough

Full-scale Requirements

• Conduct between 2012-2017• Must be a joint exercise with the hospital(s)• Plan and conduct jointly, as possible, with

emergency management, at-risk populations, and other health and medical stakeholders/partners• FSE MUST evaluate Capabilities 3, 6, and 10 at a

minimum per Federal guidance, Appendix 7 (in handouts)

Task #5

• PIC SOG template• Includes new information such as social media

• Social media guide available• http://www.kdheks.gov/cphp/operating_guides.htm

under Public Information & Communication SOG/Annex F/Annex F5

Task #6

• Two-hour, face-to-face PIO training• Provided by KDHE Communications Director• During KALHD annual and mid-year meeting• Will cover both PIOs as well as county spokespersons

• KDHE is also extending this training to be offered in a location in the Western part of the state so we can hit more people• Possibly Garden City or Scott City

KDEM PIO Course2013 PIO Training ScheduleG290 – Basic Public Information Officer CourseKS-TRAIN Course #1037622

DATE LOCATION

February 27-28 Grant County – Ulysses, KS

April 23-24 Shawnee County – Topeka, KS

June 5-6 Geary County – Junction City, KS

August 21-22 Meade County – Meade, KS

October 19-20 Finney County – TBA

December 4-5 Douglas County – TBA

Task #7

• LHDs have already reviewed and provided updates to the ESF 8 Annex in 2012-2013• Ensure medical surge section of that annex has

addressed the three bullets noted on the work plan• Providing locals further opportunity to discuss

med surge in more detail so everyone knows their role/responsibility

Submission of Annex/Med Surge Section

• Submission: • Copy of the updated medical surge section only• Refer KDHE to the previously submitted Annex if

bullets had already been addressed• Resubmit updated Annex

Task #8

• Emily Nickel will provide each county’s K-SERV data• By September 30th

• Data to be reviewed, preferably with ESF 8 partners• Identify needs and recruitment goals• Share volunteer information at a coalition

meeting

Task #9

• Ongoing tasks• Cross-cutting or Administrative in nature• Many are self-explanatory

• G – Public website maintenance• J – Packaging and shipping class

Regional Work Plan Deliverables

Task #1 & #2

• Task #1• Coalition meeting attendance• May attend on behalf of your health departments

as long as there is a designation letter on file with KDHE

• Task #2• Continue to assist your LHDs in filling out the

yearly Healthcare Capabilities Questionnaire

Task #3

• Participate in an annual exercise as a:• Facilitator• Player• Evaluator

• Observing an exercise does not count as participation• Regional Coordinators may assist with writing up

the AAR/IP

Task #4

• Two-hour face-to-face trainings will be provided by KDHE Communications Director• KDEMs eight hour, two day PIO course will count• Between January and December 2013

• If a Regional Coordinator wants to attend the extra training to be provided in Western KS, that will count

Task #5

• Assist LHDs with reviewing their county’s K-SERV data• Provided by Emily Nickel by September 30th • May be discussed at regional public health

meetings

Task #6

• Ongoing tasks• Cross-cutting or Administrative in nature• Many are self-explanatory

• KS-HAN information and training records are for the regional coordinator only – not for all of their LHDs• Regional Meetings• To be conducted as the Coordinator/Region see fit

Risk Assessment Process• Will be done by the Director of Grant Administration• For BP2, only BP1 performance will be taken into account for

the first year of the risk assessment• Scores given for each question in General Assessment and TA• 1 = Did not meet the line item• 2 = Fully met the line item

• Scores given for each question in Financial and Work Plan• 1 = Did not meet the line item• 3 = Fully met the line item

• Internal tracking sheets and records of emails via Preparedness will be used to assess. • In later years, documentation of TA visits will also be looked at.

What kind of questions will be looked at for this assessment?• General • Technical Assistance• Financial• Work Plan Deliverables

General Assessment ?s

• Has there been any high turnover or agency reorganization that affects this health department?• Are the staff assigned to preparedness activities

inexperienced with the program (worked with the program for less than one year)?• Is the local health department currently or previously

been suspended or disbarred?• Jamie will use the EPLS system and verify all LHDs

What is EPLS and how does it relate to Preparedness?• Excluded Parties List System• A Federal electronic, web-based system that identifies

those parties excluded from receiving Federal contracts, certain subcontracts, and certain types of Federal financial and non-financial assistance and benefits. • Do not foresee a problem but we have to do our due

diligence• Required to include language in all contracts for

federal funds

Technical Assistance ?s• Have more than three funding cycles passed since the local

health department had an on-site technical assistance visit?• Such as TAVs or other KDHE planners coming out• Many counties probably have not had an in-person visit

Financial ?s• Does the LHD follow a uniform financial

management/accounting system?• Does the LHD have a financial management system in place to

track and record preparedness program expenditures?• Are time distribution records (time and effort/job

descriptions) maintained for all employees who work on preparedness program activities?

• If applicable, does the LHD have written documentation from KDHE to seek reimbursement for a rate that is higher than KDHEs? (Currently 17.6%)

• Does the LHD submit a Line Item Budget on or before the due date?

Financial ?s• Does the local health department request to use preparedness

funds for meals during meetings?• If so, does the local health department submit a meal request

form to KDHE for approval prior to a meeting taking place where food will be provided via preparedness funding?• Tabetha will be creating a request form that will be posted to our

website• Has KDHE placed special financial conditions on the LHDs

award?• Only applicable in BP3 and onward

• Do the financial reports indicate possible supplanting issues?• Does the LHD provide adequate supporting documentation for

expenses when requested?

Financial ?s• Has the LHD maintained communication with KDHE in the

event preparedness funds cannot be drawn down by the end of the grant year?

Work Plan Deliverable ?s• Does the LHD submit work plan progress reports on or before

the due date?• Does the LHD provide accurate and complete documentation

of work plan deliverables?• Is documentation submitted on or before the due date?• Did the LHD submit the Kansas Healthcare Capabilities

Questionnaire for the previous grant year on or before the required due date(s) for federal reporting needs?

• Did the LHD meet 100% of the previous grant years’ work plan deliverables?

Risk Assessment Process

• Overall score will be calculated• Scoring ranges will be associated with Phases• Phase 1 = Monitoring• Phase 2 = Reduction in Preparedness Funding• Phase 3 = Cancellation of Preparedness Contract

Phase 1: Monitoring

• LHD will receive a letter regarding Phase 1 status with assessment tool• Preparedness Program Field Planners will make

an in-person visit with the health department• Discuss work plan deliverables, any problems

meeting reporting deadlines, how KDHE can help• TA visits will be tracked

Phase 2: Reduce Funding

• Health departments that were in Phase 1 during BP2 and did not improve will be placed into Phase 2 for BP3• Health departments will receive a letter

regarding Phase 2 status with assessment tool• Funding will be decreased and passed through

the KALHD-KDHE Preparedness Team• Kevin Shaughnessy will receive the reduced

contract amount to include in the Notice of Grant Award

Phase 3: Cancelled Contract

• If a LHD did not improve in BP2 and BP3, their Preparedness contract will be cancelled.• Notice will be sent to the KALHD-KDHE

Preparedness Team• The LHD will receive a letter of their cancelled

contract along with their recent assessment tool• Kevin Shaughnessy will be alerted of any LHDs

that will not be receiving preparedness funding

Risk Assessment Process

•No health department will be allowed to stay in one phase for more than a year•No health department will jump from

a Phase 1 to a Phase 3. The cycle will be followed.

Questions?Jamie HemlerDirector of Grant Administrationjhemler@kdheks.gov (785) 296-5529