Emergency Operations Planning

ELARC ManagementDecember 4, 2013Emergency Operations PlanningDesired OutcomesINDIVIDUAL/You will leave today:With a basic understanding of your role during a major event With a basic understanding of the use of Incident Command and why it is importantWith a better idea of how we will communicate with each otherWith a guide for how to operate the satellite phone and a date for hands on trainingWith a basic understanding the reverse notification systemCommitted to taking one step towards personal preparednessLets review

Theres a lot of outcomes, enough for a full day-frankly I bit off more than I can chew so we are streamlining a bit today, more focus on our roles, and well schedule for the sat phones/ RNS later in the year. 2Desired OutcomesGROUP/We will haveCome to agreement regarding management roles during an incident De-Smoked the ICS Incident Action Plan for our use as an agencyEstablished a basic communication plan for managementDeveloped the framework for a plan for responsive communication on smaller eventsIdentified gaps and resources neededIdentified next steps

AgendaIncident Command in Emergency OperationsRolesIncident Action PlanningManagement CommunicationResponsive CommunicationWhat Would You Do IfCommunication ToolsYour Responsibility to the AgencyNext Steps

The ELARC EOPQuick ReviewMorphing ICS into our own situational responseDe-Smoking roles and forms

The ELARC EOP is a daunting document, full of details and written in a way that is not easily understood. Yet it is our plan of how we will work. Our task, that we are just beginning, is to take a structure of roles, procedures, and forms that really were designed by first responders (fire fighters, in particular) and adapt them for our use. This is referred to as de smoking Remind them where the plan is. Link to intranet in doc5Incident Command System (ICS)Standardized, on-scene, all-hazard incident management concept

Efficiently integrates responders from a variety of agenciesWhy do we need ICS?A coordinated response systemStandardization of OrganizationInteroperability of communicationsSo, first a very quick review of ICS

Interoperability is the ability of making systems and organizations to work together 6What is ICS Leadership?In ICS, Leadership means . . . providing purpose, direction, and motivation for responders working to accomplish difficult objectives & tasks under stressful, sometimes dangerous circumstances

Before an IncidentPlanning and Preparedness Identify what is Important to the organizationIdentify the hazards/risksFor example DDS identified medically fragile for us, requesting that we find out if they have plansExplore all legal ramificationsIdentify partners and stakeholders aligned with their organizations city, county, public, private and first respondersHandout on risks from DDS8Before the IncidentPlanning and Preparedness cont.Identify who is responsible for the plans and their yearly reviewIdentify how your plans coordinate with those local jurisdictions or agencies your organization would interface with at the time of any emergencyBefore the IncidentPlanning and Preparedness cont.Identify who is ultimately in command of the incident avoid the confusion in advanceIdentify the roles and responsibilities in those plans what do they do? What support can they bring?Develop a quick check list of things that need to be done hard to remember everything in the middle of chaos

So, before anything happens there is a lot to be done and we are just getting started on that10Before the IncidentPlanning and Preparedness cont.Training and exercise of those plans for all employees in your organization Training needs to be from the top to bottom of the organizationEveryone needs to know their roles and responsibilities

11During an Active IncidentSet strategic goals for the organization during and after the incident and convey those goals to the operations branch responding to the incidentRemain strategic and do not become involved with the tactical operations responding to the incidentWhat key critical decisions need to be made?Who is ultimately responsible for those decisions?Then the incident happens, and for our purposes right now, we are talking about a large scale incident.

Use of ICS keeps us focused12After the IncidentThe transition from response to recovery is key and the toughestWhen does the planning for recovery start? as soon as the incident has occurredWho is responsible for the planning for recovery? Identify someone to head up the recovery processThe transition must be coordinated with the operational response effort to ensure it is seamlessWhat is the message being given to the public?Using ICS also is critical after an incident-will be a major issue for us-because we are not first responders.13Management RolesELARC Incident Command Structure ReviewYour RoleYour ChecklistDiscussionHomework

So, today we focus on that before the incident work, particularly defining roles.You all have a personalized packet that includes the org chart for ICS and supporting table and your own individualized role and checklist. Many of us have the same role or we may have been provided more than one role.

We are going to take a few minutes to quietly review our roles and checklists then discuss with the others at your table: 30 minuteswhat you understand your role to bewhat questions are raised in your review of this role

what works about the checklist?

what doesnt?

Now lets share our observations and come to some agreements. 30 minutes

Your homework is to further de smoke your assignment. Take your role and adapt it so that it makes sense to you while still achieving the required outcomes. We will determine the due date before the end of this session today. Meanwhile, I will take what we have discussed and agreed to and work on that. Anything we make becomes an annex to the plan. 14Management RolesFirst One in the DoorUse of Incident Action Plan (IAP)Consider IAP it as the Universal First StepsSet up command centerEstablish communicationObtain dataObtain resourcesAssign tasksAssess/Adapt (P process)

Lets look at the most basic of all the ICS forms. The Incident Action Plan (ICS 201-formally known as the Incident Briefing) Go through the form with ELARC examples, use the instructions

De smoke

Pull up blank form

Lets talk about obtaining data and setting up the EOC briefly-Pings notes on data printouts- rolling file with forms and contact info? EOC in a box15Management Communication PlanHow do we communicate with each other?How do we communication with staff?How do we communicate with consumers/families?How do we communicate with vendors?How do we communicate with DDS?How do we communicate with Emergency Responders?

So, let s move on to how we communicate with each other in Management in the event of a disaster. How we communicate with each other will have ramifications for how we communicate with everyone else. (For instance Messaging to community about personal preparedness) Which we will save for another training , today lets focus on us.

16Management CommunicationPhone (RNS)Text (RNS)E mail (RNS)Internet (Website/E News)Social Media (not there yet as agency)Face to Face (first ones in the door)We have the reverse notification service but is that where to start, or do we want to start simpler. Do we have each others phone numbers? Do we want to share them? Privacy concerns of course. Leads us back to the RNS.

Text works when phones dont Must keep messages short.

If there is power, email/internet

Should we all have a sign in for the website? E newsletter?

Social media-not as an agency but personal accounts, use the message feature?

When all else fails, we meet here.

LETS MAKE SOME DECISIONS17Responsive CommunicationState Contingency Plans (Heat Waves, Flooding)Health AlertsPower OutagesSmaller Events

Whats the Plan?

Who is doing what-Belinda sent an email, power is out in El Sereno. What now? (pull up the email) How can we handle these better, more efficiently?

Define what the contingency plans areHealth alerts

LETS MAKE SOME DECISIONS18

What Would You Do IfReview the scenario at your tableIf it were just you and the people at your table, what would you do?Explain step by step the actions you would take in the first hourWhat do you think you could do now, after this meeting, to prepare for this scenario?Take 15 minutes to review the scenario then discuss as a group, use the binder at your table if you need to do so. Try using the ICS form, if you wish. Then we will go around and discuss as a group.20Communication ToolsSatellite PhonesEmergency Notification System

We are going to run out of time but I promised you that you would get info on the Satellite Phones and the ENS. So, here we are..21Satellite PhonesLets Switch Power Points!

Set up times to meet with you?22Emergency Notification SystemAlso referred to as ENS, Reverse Notification System, and RNSOnline AccessPhone AccessApp

Lets Go Online!

https://www.everbridge.net Tips and PointersEverbridge.net to send a messageEverbridge.com for support, training and infoConfidential sign on/pass code cardBe brief and be clear

Do we give info yet on how to accessThis slide may go away25Your Responsibility to the AgencyPersonal Preparedness

Outcome ReviewLets go back

Next StepsSchedule Satellite phone labsSchedule ENS WebinarDetermine Homework deadlineResearch Medically Fragile PlansSet another date to meet