ORIENTATION WORKSHOP

1. ORIENTATION WORKSHOP

2. Target Capabilities Assessment • Purpose • Objectives • Structure of the Target Capabilities Assessment • Process Overview • The Self-Assessment Tool • Completing the Self-Assessment • Activity • Next Steps

3. Purpose • The goal of the Arkansas Capabilities Assessment Tool (ArCAT) project, initiated by the Arkansas Department of Emergency Management, is to gather valuable and relevant homeland security and emergency management data. • The end result of the ArCAT will be a comprehensive report that acts as a reference for the department to use when updating the State’s homeland security strategy and preparedness report.

4. Objectives • Gather qualitative and quantitative preparedness data that is comparable across the jurisdictions of Arkansas. • Identify capability strengths and areas for improvement. • Develop valuable information and perspective that can be used to support strategic planning and funding decisions.

5. Structure of the TCA • TCA Self-Assessment Survey Tool • Schedule • Capabilities Assessment • Final Report

6. Process Overview Phase 1: Orientation Phase 2: Self-Assessment Phase 3: Validation Phase 4: Analysis &Reporting • Area Workshops • Communicate purpose, objectives, and structure of the TCA • Introduce project timeline • 6-8 weeks long • Coordinator schedules meetings • Completes and submits the Self-Assessment to ADEM • Format to be determined • Review capabilities in high priority areas • Confirm jurisdiction responses • Collect feedback • Analyze data • Develop the final TCA Report Approximately 10 Weeks 6-8 Weeks 6 Weeks 1 Week Orientation Workshops Self-Assessment Validation with Jurisdictions Analysis and Reporting

7. Process Overview General Organization Chart

8. Process Overview Assessment Coordinator Responsibilities: • Select Assessment Participants • Schedule Assessment Meetings • Prepare for Assessment Meetings

9. Process Overview Assessment Participant Responsibilities: • Communicate with the Assessment Coordinator regarding assessment meetings • Participate in the Assessment Meetings • Participate in the Validation Workshop

10. The Self-Assessment Tool

11. The Self-Assessment Tool Data Collection Spreadsheets (Colored Tabs) Reference Spreadsheets (White Tabs)

12. The Self-Assessment Tool Sections of the Data Collection Spreadsheets Header Assessment Form

13. The Self-Assessment Tool Reference Information: Indicates the capability and mission area to which the measures correspond 1 Response Section: Questions about equipment purchasing and funding 2 Response Section: Open-ended questions about the current baseline resources related to the capability 3

14. The Self-Assessment Tool Reference Information: Provides the guidance for using the measurement scale to respond to measures, and a condensed version of the scale 4

15. The Self-Assessment Tool 7 6 5 8 Response Field: Used to provide an explanation for important information 9 Response Column: Populates automatically with the scale label, based on the Score selected Response Field: Used to provide a high-level explanation for the overall capability, to list major equipment purchased, and is required for each spreadsheet Measure Information: Includes individual measures associated with the capability and numbers to identify each measure throughout the assessment process Response Column: Includes a drop-down menu for indicating the response to the corresponding measure

16. The Self-Assessment Tool Measurement Scale

17. Completing the Self-Assessment

18. Completing the Self -Assessment Responding to the Equipment Purchases and Funding Questions • Standard set of questions for each target capability regarding equipment purchases for that specific capability. • Ties equipment purchases to a specific funding source/sources

19. Completing the Self-Assessment • Responding to the Capability Profile Questions • Unique set of open-ended questions for each capability that baseline the county’s current resources • Should be completed prior to responding to the rest of the measures for that capability Record your responses to the Capability Profile questions in the Response field Yes. 75% of the population live in these areas (high certainty) If you are estimating a response, please indicate this in the response field, including your level of certainty

20. Completing the Self-Assessment • Responding to Capability-Specific Measures • Complete after responding to the Capability Profile questions The Progress Label column automatically populates based on the number selected in the Score column Select the cell in the Score column that corresponds to the measure, and a drop-down menu will appear Select the appropriate score

21. City B Has several bomb technicians, and the capacity to assist one other jurisdiction if necessary City A No bomb technicians, but has an agreement with City B to use one of their bomb technicians, if necessary City C No bomb technicians, and no specified access to personnel within the county Completing the Self-Assessment Responding to Capability-Specific Measures Example Measure: Our jurisdiction currently has (or has access to) the personnel it needs to support Explosive Device Response Operations (e.g., bomb technicians).

22. Completing the Self-Assessment Identifying the Capability Target • To effectively use the measurement scale, a jurisdiction capability target (10-Outcome Achieved) must be identified for the capability • Details of the jurisdiction target should be recorded in the Capability Explanation field located at the bottom of the spreadsheet • List MAJOR EQUIPMENT purchased to support this TC

23. Completing the Self-Assessment Considering Mutual Aid and Federal Assets • Mutual aid agreements can be considered if… • An explicit agreement already exists • The agreement provides the jurisdiction access to resources in a timely manner • Federal resources can be considered if…. • The resources reside within your jurisdiction • An explicit agreement exists with the responsible agency • The agreement states that your jurisdiction has access to those resources prior to a Federal disaster declaration Resources accessed through a Federal disaster declaration, as directed by the National Response Framework, cannot be claimed as a means for obtaining a capability.

24. Completing the Self-Assessment Considering Mutual Aid and Federal Assets • Mutual Aid and Federal Resources: • Other Factors to Consider • Formality of the agreement • Date created/Date updated • The existence of competing mutual aid agreements • The jurisdiction’s capability without the agreement • The risk that the resources may be activated under the NRF or use in another emergency (for Federal resources)

25. Completing the Self-Assessment Explanation: Bullet points Key points for that measure Capability Explanations: Required for every capability

26. Completing the Self-Assessment Explanation • Key points only, no long narrative • Explanations do not need to be a long narrative • Bullets points with only key information for that question • May be beneficial for complicated measures or situations because it could: • Serve as a reminder of the reasoning used for the response to a complex or difficult measure • Provide valuable information to ADEM and IEM assessment analysts when reviewing the data

27. Completing the Self-Assessment Capability Explanations • Is required for every capability • Provide a high-level overview, which may include: • An indication if mutual aid or Federal assets were factored into the capability-specific measure scores • Other factors that contributed to the jurisdiction’s scores • An improvement strategy for building the capability over time • A sustainability strategy for the capability—processes and methods in place to ensure longevity • Thoughts and ideas that may be useful to future planning efforts • Include a list of Major Equipment purchased to support this target capability

28. Completing the Self-Assessment • Summary Section • The summary is generated automatically as cells in other sections are populated • No data entry is required by the jurisdiction in the Summary block

29. Self-Assessment Guidance Guidance Available: • The Self-Assessment Guide • IEM Support

30. Activity • Review the Target Capability Handout: Emergency Operations Center Management • Become familiar with the questions, measures, format and structure • This TC will be used for the tool demo

31. Activity Purpose: Tackle the challenges of completing a data collection spreadsheet and providing appropriate responses that accurately reflect your level of preparedness.

32. Next Steps • Retrieve self-assessment survey tool from the ADEM website (Capabilities Assessment Tool) • Identify assessment participants to assist with completion of the assessment • Schedule meetings with the assessment participants as soon as possible • Complete the self-assessment survey • Submit your completed self-assessment survey tool to Chad Stover via email

33. IEM Contact Information Susan Love IEM, State Coordinator Office: (501) 834 - 6185 Mobile:(225) 588 - 4839 Email: susan.love@iem.com