Training Map - Disaster Resistant Communities Group · so that instructors may maximize the short,...

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Training Map•Introduction

•Case Management

•Volunteer Management

•Acquiring Resources

•Feeding Operations

•Functional Needs

•Animal Issues

•Temporary Shelters

•Bulk Distribution

•Donations Management

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•Case Management




•Functional Needs

•Animal Issues




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Human Services Coordination in Disasters: An Interactive Workshop

Classroom DecorumAs a polite gesture to your fellow participants and so that instructors may maximize the short, valuable time available, we ask that participants:

•Refrain from separate conversations•Mute cell phones•Do not continuously read texts and no return texting•Respect the right of others to their opinions

Participant – Instructor ContractThe instructor for this session will do everything in their power to convey this important information about Human Services and to meet the learning needs of each participant.

Conversely, participants are asked to take an active role in the course discussions and activities as well as posing questions they have about the training content.

This workshop is designed for a 3 hour duration. Participation and audience makeup may vary the designed length.


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•Case Management




•Functional Needs

•Animal Issues




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IntroductionsWorking with a participant next to you, interview each other by filling out the form below.

1. Our work is important because without us disaster victims __________________________ _______________________________________.2. I was briefly famous because _____________ ______________________________________________________________________________.3. The single most important service my organization provides is ___________________ ______________________________________________________________________________.4. When I was a child, I once _______________ ______________________________________________________________________________.5. The single most important thing in my life is _______________________________________ _______________________________________.6. I was never so embarrassed as when ______________________________________________________________________________.7. _______________________ (people) are important because without them we would not be able to perform our mission.


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•Case Management




•Functional Needs

•Animal Issues




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Human Services: A Team ApproachIn a disaster no one organization could possible have the resources available to meet all the needs of the community. In fact, that is the definition of a “Disaster”. Given the consequences associated with disasters, organizations that provide human services like Mass Care, feeding, volunteer and donations management and even animal issues will find they lack all that is needed. Working together is imperative.

Case ManagementCommunity Action Network (CAN) provides much needed programs and services to families living in low income Ann Arbor neighborhoods by offering educational opportunities to children and youth, supportive housing stabilization services for adults and families, and positive community building activities for neighborhoods.‐ Functional Needs Populations: individuals who lack attributes that allow them to function in society easily, including disabilities, age or language. These populations require some or all of the case management areas as well as some sheltering and medical issues only government might address.

Disaster Recovery Centers (DRC)A Disaster Recovery Center is a readily accessible facility or mobile office where survivors go for information, and case management referral, about disaster assistance programs, or for questions related to their case.


(Video: 2‐1‐1 Operations ‐ www.drc‐group.com/project/jitt‐211.html)

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•Case Management




•Functional Needs

•Animal Issues




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Case ManagementPre‐Incident ActivitiesPlanning/Training/Exercising for:Community Disaster Resources/ServicesAnimal IssuesClothingEducationEmploymentFoodHealthcareMental Health/ Crisis CounselingHomelessHousing/UtilitiesLegalParentingFamily ReunificationInternetPhysical SearchSpecial situationsSchoolHospitalTransportation

Functional Needs PopulationsDisabledElderlyAbusedLanguage/Ethnicity

Referral Services/211Substance AbuseTransportationVeteransStaffing (one or more representatives)Disaster Recovery CentersShelters

Program Information (printed materials)Feeding sitesBulk distribution sites

Agency

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Agency

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Disaster Recovery CenterRepresentation

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•Case Management




•Functional Needs

•Animal Issues




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Volunteer ManagementFor most underfunded, understaffed human service organizations, volunteers are a welcomed resource if not a complete necessity. Because of this need, most agencies using volunteers have an ongoing program to plan, train and exercise for their eventual if not immediate use. Because of the unique nature of each organization, those efforts should remain controlled by and true to the needs of the parent agency.

Community crisis presents a unique opportunity and challenge of its’ own in regards to unsolicited/spontaneous volunteers. Research has shown that people want to take positive/active steps when their community is impacted by disaster. This sense of helps manifests itself often through volunteerism. Unfortunately, these spontaneous volunteers have not taken part in preparedness activities, their qualifications (if any) are unclear and there is little time to “catch them up”. Their un‐initiated presence (though welcome) can result in unhelpful and even unsafe situations.

To take advantage of these good intentions while managing spontaneous volunteers, managers have turned to the concept of the Volunteer Reception Center (VRC).


(Video: Volunteer Receptions Center ‐ www.drc‐group.com/project/jitt‐vrc.html)

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•Case Management




•Functional Needs

•Animal Issues




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Lead Agency(s)

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Volunteer ManagementPre‐Incident PreparationsVolunteer Reception Center (VRC)VRC site selectionVRC site MOU'sInsurance

Planning/Training/Exercising for:Site setup/preparationInspectionSecurityTraffic Flow

StaffingRegistrationCredentialing/Badging/RecognitionFamily reunification (prev. activ. on pg. 4)

Volunteer trainingJust‐In‐Time TrainingSafetyAdministrative (hours=match)Assignment specific

InformationTranslation

CommunicationsInternal (Radio/Information Technology)External (Coordination/Telephonic/Media)

Volunteer matchingStaffing needs (prev. activ. on pg. 4)Disaster Recovery Centers (DRC)Feeding operationsShelter operationsBulk distributionCase Management

Assignments/accounting/reportingFeeding operationsShelter operationsBulk distributionCase Management

Support Agency(s)

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Support Agency(s)

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•Case Management




•Functional Needs

•Animal Issues




Acquiring and Using DonationsLike donated funds, donated resources and commodities are the lifeblood of many human service organizations. Common sense and fairness suggests that donation solicitation should remain independent and separate activities during disasters.

AidMatrixThis online network creates a virtual exchange or marketplace that connects state and local governments with donors and nonprofits. The Aidmatrix Network is a disaster‐relief supply chain that allows members to view donations and post specific needs, as well as access warehouse and logistics tools.

When Donations do not Meet NeedsHuman service organizations will find that the needs of clients outstrips on hand donated resources. Agencies will then have to use donated funds to acquire or purchase those resources necessary to meet the need. To this end, agencies must develop vendor lists for resources crucial to provided services.

Human Services Coordination in Disasters: An Interactive Workshop 8

(Video: AidMatrix ‐ www.drc‐group.com/project/jitt‐aidmatrix.html)

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•Case Management




•Functional Needs

•Animal Issues




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9Human Services Coordination in Disasters: An Interactive Workshop

(Video: Feeding Operations ‐ www.drc‐group.com/project/jitt‐salvationarmy‐feeding.html)

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•Case Management




•Functional Needs

•Animal Issues




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Lead/Support Agency(s)(Preparedness/Response Phase)

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Lead/Support Agency(s)(Short-Term Recovery Phase)

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Agencies w/Feeding Kitchens)(Resource Typing)

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Feeding OperationsPre‐Incident PreparationsDisaster Feeding Kitchen TypingFeeding site selectionFeeding site MOU's (May be a shelter)Vendor/provider ID/AgreementsPlanning/Training/Exercising for:Site setup/preparationInspectionSecurityTraffic Flow

Food delivery/storage/inventoryFood/meal productionFood/meal distributionOn‐siteOff‐site (transportation)Case Mgt. (prev. activ. on pg. 4)DRC (prev. activ. on pg. 4)

Fuel delivery/safe storage Waste disposalGray water disposal/storageHuman sanitationFeeding production waste

Safe/tested potable water StaffingInformationTranslationFamily reunification

CommunicationsInternal (Radio/IT)External (Coordination/phone/media)

Accounting/reporting/procurementFood delivery/storage/inventoryFood/meal productionDemobilization determination

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•Case Management




•Functional Needs

•Animal Issues




Functional Needs PopulationsIt is important to understand that the federal government has put a new emphasis on support services for those identified as having “functional needs”. These individuals lack some attribute that prevents them from participating in society easily such as a disability, age or even language. Agencies might have to provide services that enable individuals to maintain their independence in a general population shelter.

Normal case management referral services might become disrupted by disaster. Therefore it is important to understand, especially during evacuations and sheltering operations, the special requirements of these challenged individuals.

With prior warning of an impending hazard, evacuation of challenged populations may be necessary. Although normal case management referral services, like transportation, may be available, additional actions such as transporting caregivers and home medical equipment along with the patient must be accounted for. Sheltering those with functional needs also requires additional services including translation, nutrition and even service animal accommodation.

Human Services Coordination in Disasters: An Interactive Workshop 11

(Video: FNSS Shelter Operations ‐ www.drc‐group.com/project/jitt‐fnss.html)

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•Case Management




•Functional Needs

•Animal Issues




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Animal IssuesDespite the priority on Human Services, animals play an extremely important role in many disaster survivor’s lives. Experience has shown that ignoring these issues “directly” impacts both the benefits and effectiveness of “human” services rendered.Seven Principle Tasks‐ Veterinary Services: Minimally acceptable level of animal care to sustain animal health and treatment for recovery of illness/injury.‐ Pet/Owner Sheltering: For owners who will not be separated from their animals, minimally acceptable congregate sheltering and feeding.‐ Livestock/Exotic Placement: Identifying alternate accommodations for domesticated / agricultural and exotic animals that have specific requirements.‐ Stray/Injured/Dead: Rescue, stabilization and/or disposition of displaced, injured or deceased animals and associated public health concerns.‐ Animal Feeding: Supplying of feed, other necessities to either wild or non‐evacuated / placed livestock or domesticated animals.‐Mosquito/Insect Control: Typically coordinated by government agencies also working with animals, actions taken to control nuisance or destructive insects post‐disaster.


(Video: Pet Friendly Shelters ‐ www.drc‐group.com/project/jitt‐pfso.html)

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•Case Management




•Functional Needs

•Animal Issues




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Temporary Shelter OperationsAlthough there are traditional human service agencies that specialize in shelter management, experience has proven that the range of services needed by occupants can vary greatly. By teaming, partner agencies can focus on what they are best at, thus enhancing greatly the services provided to survivors.

Of special note with regards to shelter operations (as well as feeding and bulk distribution operations as well) is the recognition that as the phase of the disaster changes, so might the lead and supporting agencies. Additionally, some partner agencies may need to alter the use of resources and facilities as the disaster emphasis changes. School systems are an example of the latter. Although they often provide facilities for shelters, there is also the need to return quickly to normal school activities as part of a robust recovery effort.


(Video: Shelter Operations ‐ www.drc‐group.com/project/jitt‐gps.html)

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•Case Management




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•Animal Issues




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Temporary Shelter OperationsShelter Pre‐ActivationShelter facility selectionShelter facility MOU'sFeeding MOU's (previous activity on page ?)Vendor/provider procurement ID/AgreementsShelter kits preparedPlanning/Training/Exercising for:Shelter setup/preparationInspectionSecurity

RegistrationFamily reunification (prev. activ. on pg. 4)

FeedingDormitoryInformationTranslation

Health Services (prev. activ. on pg. 4)Mental Health Services (prev. activ. on pg.4)Client ServicesEmergency Assistance (financial)Long‐Term Placement/HousingCase Management (prev. activ. on pg.4)Functional Needs (prev. activ. on pg.4)Pets (prev. activ. on pg.4)


StaffingSupport ServicesFunctional NeedsLong‐Term Placement

Accounting/reporting/procurementShelter occupant admin/case mgt. referralsFood delivery/storage/inventoryFood/meal productionDemobilization determination


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Lead/Support Agency(s)(Long-Term Housing/Care Referrals)

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•Case Management




•Functional Needs

•Animal Issues




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Bulk DistributionIn addition to life sustaining shelter and feeding operations, human service organizations (often in conjunction with government agencies) may distribute goods and commodities aimed at aiding disaster survivors. These goods and commodities may include clean up supplies, or basic food staples or basic household items that either ease or speed the individual/family recovery process. Although we’ll covered the donations management function and some of the difficulties therein next, it is possible that some donations might be made available at bulk distribution sites.

With the exception of procurement, inventory and reporting, bulk distribution sites often need vast numbers of un‐skilled labor, the kind of spontaneous volunteers that present themselves at Volunteer Reception Centers (VRC) discussed previously.

Another unique aspect of bulk distribution sites are their selection based on logistical considerations and traffic flow rather than human factors. Bulk distribution sites need large/flat spaces for pallets of items with room to move them when needed. Since long lines/cues (either human or car) are a fixture at distribution sites, traffic flow must be taken into consideration.


(Video: Points of Distribution ‐ www.drc‐group.com/project/jitt‐cpod.html)

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•Case Management




•Functional Needs

•Animal Issues




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Lead/Support Agency(s)(Long-Term Recovery Phase)

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Bulk DistributionPre‐Incident PreparationsDistribution site selectionDistribution site MOU'sVendor/provider ID/AgreementsPlanning/Training/Exercising for:Site setup/preparationInspectionSecurityTraffic Flow

Item delivery/storage/inventoryGoods/commodity distributionOn‐siteOff‐site (transportation)Case Mgt. (prev. activ. on pg. 4)DRC (prev. activ. on pg. 4)

StaffingInformationTranslationFamily reunification

CommunicationsInternal (Radio/Information Technology)External (Coordination/phone/media)

Accounting/reporting/procurementItem delivery/storage/inventoryGoods/commodity distributionDemobilization determination

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•Case Management




•Functional Needs

•Animal Issues




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Donations ManagementDonated funds are the lifeblood of many human service organizations. Common sense and fairness suggests that fundraising should remain independent and separate activities during disasters.

Non‐monetary donations are an entirely different matter. These donations can fit into two categories, food or basic food commodities and goods (household and otherwise).

A decision to accept donated goods / commodities should not be made lightly. The challenges associated with donated goods / commodities management can be overwhelming, aptly termed, “the disaster within the disaster”. Just like unsolicited spontaneous volunteers, the goods and commodities donated must be vetted before distributed to disaster survivors. Viability, safe operation and even expiration dates of goods / commodities must be determined to insure survivor safe use.

Although well intentioned, a high percentage of donated goods / commodities have little or no use to disaster survivors. The effort and costs of accepting these types of donations, managing and distributing them can often exceed the value of the items themselves.


(Video: Donations Management ‐ www.drc‐group.com/project/jitt‐dm.html)

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Donation ManagementPre‐Incident PreparationsDonation site selectionDonation site MOU'sPrivate sector donation agreementsPlanning/Training/Exercising for:Site setup/preparationInspectionSecurityTraffic Flow

Goods/commodity receipt/storage/inventoryOn‐siteOff‐site (transportation)Food (prev. activ. on pg. 10)Bulk distribution site (prev. activ. on pg. 16)

StaffingInformationTranslationFamily reunification (prev. activ. on pg. 4)


Accounting/reporting/procurementGoods/commodity receipt/storage/invent.Goods/commodity transported/distributedDemobilization determination


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Lead/Support Agency(s)(Long-Term Recovery Phase)

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Training Map - Disaster Resistant Communities Group · so that instructors may maximize the short,...

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