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Multi-Agency Coordination Workshop

Multi-Agency Coordination Workshop. Disaster Resistant Communities Group – www.drc-group.com. Workshop Agenda. Welcome and Introductions Understanding Multi-Agency Coordination Preparing for Multi-Agency Coordination Implementing Multi-Agency Coordination.

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Multi-Agency Coordination Workshop

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  1. Multi-Agency Coordination Workshop Disaster Resistant Communities Group – www.drc-group.com

  2. Workshop Agenda • Welcome and Introductions • Understanding Multi-Agency Coordination • Preparing for Multi-Agency Coordination • Implementing Multi-Agency Coordination

  3. Participant Introductions • Name, job title and department, agency, or jurisdiction • Overall experience with emergency or incident response • Possible role in responding to incidents

  4. Course Logistics • Course agenda • Sign-in sheet • Housekeeping: • Breaks • Restrooms/Facilities • Emergency Exit/Relocation Area • Other concerns

  5. Workshop Ground Rules • Discussions and criticisms will focus on interests, not people • Respect differences • Be open to new ideas • Share your experiences • Use the parking lot for off-track topics or follow up • Support everyone's right to be heard • Keep phones and pagers on silent or vibrate mode during the session

  6. Understanding Multi-Agency Coordination

  7. Federal Mandates Affecting MAC Homeland Security Presidential Directive (HSPD) #5 - Management of Domestic Incidents Homeland Security Presidential Directive (HSPD) #8 – National Preparedness

  8. NIMS • Nationwide approach to domestic incident management that applies to all jurisdictions and incidents regardless of size or complexity • Defines how to prepare for, prevent, protect against, respond to, and recover from a major event, and how well it needs to be done • Provides a systematic approach for all levels of government, the private sector, and nongovernmental organizations to work seamlessly together • NIMS is NOT: • An operational incident management plan • A resource allocation plan • A terrorism/WMD-specific plan • Designed to address international events

  9. NIMS / SEMS

  10. Multi-Agency Coordination Challenges

  11. Multi-Agency Coordination • Process that allows all levels of government to work together more effectively • Occurs across different disciplines • Can occur on a regular basis whenever personnel from different agencies interact

  12. Multi-Agency Coordination Systems (MAC) • A MAC system is . . a combination of facilities, equipment, personnel, procedures and communications integrated into a common system with responsibility for coordinating and supporting domestic incident management activities A System NOT a Facility!!

  13. Activity 1 • Instructions: • Review the Flood Scenario at the back of the Participant Handbook • Identify the top 5 coordination challenges • Select a spokesperson and be prepared to present to the group in 10 minutes

  14. Multi-Agency Coordination Systems (MAC) • The primary functions of MAC are: • Situation Assessment • Incident Priority Determination • Critical Resource Acquisition and Allocation • Coordinate, Support and assist with policy level decisions and interagency activities • Coordination with Other MAC • Coordination with Elected and Appointed Officials • Coordination of Summary Information

  15. Multi-Agency Coordination Systems (MAC) • Examples of Multi-Agency Coordination • Incident/Unified Command • Department Operations Center (DOC) • Emergency Operations Centers (EOC) • Joint Information Center (JIC) • Regional Response Coordination Center (RRCC) • Joint Field Office (JFO)

  16. Benefits of MAC • Establishes and clarifies policy • Helps establish a common operating picture • Identifies priorities among incidents and resolves critical resource issues • Facilitates logistics support and resource tracking • Synchronizes messaging to ensure “one voice”

  17. MAC Group Membership • The success of the MAC Group depends on membership • Members should include: • Directly impacted organizations • Business organizations • Volunteer organizations • Other organizations with special expertise

  18. Command v Coordination Command is the act of directing, ordering or controlling by virtue of explicit authority Coordination is the process of providing support to the command structure

  19. Emergency Operations Center (EOC) • Physical location with staff • Supports the on-scene response through the coordination of information and resources • Not an incident command post; rather, it is the operations center where coordination and management decisions are facilitated • Is applicable at different levels of government

  20. EOC Organization & Staffing • EOCs may be organized by: • Major discipline • Emergency Function (EF) • Jurisdiction • Some combination of the above • Staffed by personnel representing multiple jurisdictions and functional disciplines

  21. Coordination (MAC) Group • Provides strategic guidance and direction to support incident management activities • Provides coordinated decision making and resource allocation among cooperating agencies • Establishes the priorities among incidents, and harmonizes agency policies • Does not have any direct incident involvement and can be located away from the incident site(s) and can even often function virtually • May be established at any level (e.g., national, state, or local) or within any discipline (e.g., emergency management, public health, critical infrastructure, or private sector)

  22. Chain of Command

  23. How it Works

  24. Effective Multi-Agency Coordination • Provides reliable systems and resources • Acquires, analyzes, and communicates information • Is flexible in supporting the command structure • Anticipates change • Promotes public confidence

  25. Activity 2 • Instructions: Working with your table groups: • Review the Flood Scenario • Identify the benefits to a MAC group • Determine which MAC System elements would be involved and what role each would assume • Identify any potential conflicts and strategies to mitigate the conflict • Select a spokesperson and be prepared to share your answers with the group in 10 minutes

  26. Preparing for Multi-Agency Coordination

  27. MAC System Preparedness • Relies on: • People • Communications and Information Systems • Public Information • Non-personnel (outside) Resources

  28. Considerations for People • What needs to be done? • How many people are needed to do it? • What skills and knowledge do they need? • How many people are available? • Where will you get the others? • How long will it take?

  29. Communications and Information Systems • Identify critical linkages • Ensure interoperability with the MAC System • Address how the following will take place within the MAC Group: • Message documentation and routing procedures • Communicating major events • Documenting actions

  30. Communications • Establish and test redundant communications systems • Ensure that all staff: • Can use systems • Know procedures for switching to backup systems • Protect sensitive information from dissemination and release

  31. Information Systems • Key Requirements: • Link to critical functions • Readily available • Interoperable and redundant • Key Determinations: • Types of information • Timeframes • Best processing method

  32. Joint Information System (JIS)

  33. Public Information • Public information is one of the most critical areas for multiagency coordination: • Alerts and warnings • Incident cause, size, and current situation. • Actions and resources • Short-term and long-term community recovery plans

  34. Public Information Preparedness Who is the public? What does the public need to know? Who will provide that information? How will the information flow be managed and coordinated? How will the information be transmitted? When? How often?

  35. Resource Management Systems • NIMS provides guidance for: • Establishing systems for tracking resources • Activating these systems before and during an incident • Dispatching resources before and during an incident • Deactivating or recalling resources during or after an incident

  36. Effective Resource Management • Identifying, allocating and tracking resources • Developing agreements • Credentialing • Coordinating through MAC Groups and Incident Command

  37. Resource Typing • The National Integration Center typing protocol provides incident managers the following information: • Resource category • Kind of resource • Type of resource • Resource typing must be a continuous process based on measurable standards

  38. Developing Agreements • Agreements should be developed: • Before an incident occurs • Among all parties, whether governmental or nongovernmental, that might provide or request resources during an incident

  39. Credentialing • The credentialing process involves an evaluation and documentation of an individual's: • Current certification, license or degree • Training and experience • Competence or proficiency • Credentialing is separate from badging, which takes place at the incident site

  40. How Credentialing Works

  41. Why Credential? • Ensures qualification • Makes ordering personnel resources easier • Assists incident personnel • Allows integration of outside personnel • Reduces liability

  42. Effective Coordination • Coordination is essential to ensure accurate resource tracking and resource availability • During a major incident, local EOC/MAC Groups should fill requests from the Incident Command only when they can be filled using resources from that jurisdiction

  43. Policies and Procedures • Policies are high-level guidance • Procedures describe implementation of policies • Together they clarify: • What key players do • How they will do it • How they will interact with others • How they will be held accountable

  44. Roadblocks to Effective MAC Conflicting policies Communication issues “Turf” issues Lack of planning Lack of policies and procedures

  45. Implementing MAC

  46. When to use the MAC System • Incidents involving multiple jurisdictions • Incidents using Unified Command • Incidents of size or complexity that can expand rapidly • Similar events required a MAC System • At the chief executive’s request

  47. Activating MAC System Elements • Policy for activating MAC System elements should include: • Who can activate • Circumstances for activation • Timeframes for activation • How it is done

  48. Level of Activation • Based on: • Complexity of incident and level of support required • Established triggers and communication with the Incident Commander or Unified Command

  49. Situation Assessment • All multiagency coordination begins with Situation Assessment • Effective Situation Assessment requires: • Collecting, analyzing, synthesizing and displaying all information needed for situational awareness • Consolidating situation reports and information to establish a common operating picture

  50. Incident Priorities • Determined based on: • Life safety objectives • Incident stabilization needs • Threats to property/environment • Critical infrastructure and interdependencies • Economic impact • Other criteria

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