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Volunteer Management from the Local Perspective

Volunteer Management from the Local Perspective. The Medical and Health Volunteer Management System George Washington University Institute for Crisis, Disaster and Risk Management. GWU ICDRM Project Team. Joseph Barbera, MD Anthony MacIntyre, MD Greg Shaw, DSc Valerie Seefried, MPH

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Volunteer Management from the Local Perspective

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  1. Volunteer Management from the Local Perspective The Medical and Health Volunteer Management System George Washington University Institute for Crisis, Disaster and Risk Management

  2. GWU ICDRM Project Team Joseph Barbera, MD Anthony MacIntyre, MD Greg Shaw, DSc Valerie Seefried, MPH Sergio DeCosmo, MS Lissa Westerman, RN, BSN supported by Lauren Fernandez, MS

  3. A Recognized Need for Volunteer Management “Additional capability will be needed to effectively manage and deploy volunteers…” GAO-06-365R Preliminary Observations on Hurricane Response “Lesson Learned: The Federal response should better integrate the contributions of volunteer and non-governmental organizations into the broader national effort. This integration would be best achieved at the State and local levels, prior to future incidents.” The Federal Response to Hurricane Katrina Lessons Learned

  4. Key Local Issues • Many incidents require additional health and medical personnel beyond usual paid resources. • State and federal personnel may not always be available or sufficient. • Volunteers are commonly available and interested in assisting – many decisions to volunteer are spontaneous. • Local volunteers have a vested interest as community stakeholders.

  5. Systems Issues • Traditional first responders and incident managers have “greater priorities” than managing volunteers during response. • Volunteers must be processed, organized, appropriately assigned, and managed throughout the incident. • A VMS must be directly integrated into the incident response for optimal effectiveness.

  6. Systems Approach Collect data: Identify disaster volunteer risks and opportunities during each phase of the incident. Analyze and develop intervening management functions Identify goals and objectives Volunteer Management Issues & Opportunities Model

  7. ‘ISSUES & OPPORTUNITIES MODEL’ • Research identified: • Risks to incident response generated by unmanaged volunteers. • Risks to volunteers posed by incident. • Opportunities presented by volunteers. • VMS Interventions to minimize Risks and maximize Opportunities. • ICS/IMS Interventions to support an effective VMS

  8. Goals/Objectives Goal: An effective, efficient Volunteer Management System to process both pre-registered and spontaneous volunteers who wish to assist during disasters. Objectives to achieve the goal Fulfill incident response personnel needs Minimize response cost to community Minimize disruption to responder community Provide for safety: Maximize volunteer experience Provide mechanism to improve system - of volunteers - of community

  9. Public Health and Medical Volunteer Management System(VMS) ‘System Description & Concept of Operation’ ‘Position Description/Qualifications’ ‘Job Action Sheets’ ‘Forms and Checklist Guides’

  10. Jurisdictional Integration EOC Incident Management ESF 15 Operations Section Logistics Section Plans/Info Section Finance/Admin Section VRC Supply Unit VMS

  11. VMS Processes There are 3 major components: • Management • Incident Integration • Volunteer Processing

  12. VMSOrganizational Chart VMS MANAGER VMS OPS CHIEF VMS LOG CHIEF VMS PLANS CHIEF VMS FINANCE/ADMIN CHIEF VMS VOLUNTEER PROCESSING BRANCH DIRECTOR VMS INCIDENT INTEGRATION BRANCH DIRECTOR VOLUNTEER ONSITE COORDINATOR REGISTRATION SUPERVISOR VPOA LEADER VOLUNTEER TRACKING SUPERVISOR CREDENTIALS VERIFICATION SUPERVISOR TROUBLE DESK SUPERVISOR ASSIGNMENT SUPERVISOR ASSIGNMENT BRIEFING LEADER VOLUNTEER RECRUITMENT SUPERVISOR DEPLOYMENT/ OUTPROCESSING LEADER

  13. PH&M-VMS Management • Oversees mobilization/demobilization • Sets operational periods, planning cycles and objectives • Assures adequate function of VMS • Assures safety of volunteers & VMS staff • Public information and liaison

  14. Incident Integration • Identifies volunteer needs • Informs Processing Branch about positions to be filled • Monitors and tracks volunteers • Maintains “trouble desk” function • Answers questions • Documents any adverse incidents

  15. Incident Integration Branch VMS OPS CHIEF VOLUNTEER ONSITE COORDINATOR VMS INCIDENT INTEGRATION BRANCH DIRECTOR VOLUNTEER TRACKING SUPERVISOR TROUBLE DESK SUPERVISOR VOLUNTEER RECRUITMENT SUPERVISOR

  16. Volunteer Processing “Processing & Managing the Volunteer” Assign & Equip - Train Register& Verify Deploy & Monitor Re-Assign or Out-Process Collect

  17. VMS OPS CHIEF Volunteer Processing Branch VMS VOLUNTEER PROCESSING BRANCH DIRECTOR REGISTRATION SUPERVISOR VPOA LEADER CREDENTIALS VERIFICATION SUPERVISOR ASSIGNMENT SUPERVISOR ASSIGNMENT BRIEFING LEADER DEPLOYMENT/ OUTPROCESSING LEADER

  18. VPOA & VMC layout(conceptual) Secure Incident Perimeter ‘Non Pre-registered Volunteers’ ‘Pre-registered Volunteers’ “The Incident” VPOA ICS/IMS Logistics Section or EOC-ESF 8 Orientation Briefing & Registration Confirm Pre-registered information Obtain volunteer positions, Track volunteers, Trouble Desk function ‘Registered’ Credential Verification Credentials not verified – Released ‘Exchange position info, volunteer performance info, assignment details Volunteer Incident Integration ‘Credentialed’ Volunteer Staging Assignment & Reassignment ‘Rostered & Staged’ for upcoming shift or for anticipated assignment Sent for Reassignment ‘Rostered & Assigned’ ‘Rostered & Released’ for possible future call-back Assignment Briefing Volunteer Deployment & Out-processing Badging ‘Deployed’ ‘Rostered & Assigned for future shift,’ or ‘Rostered & Released On-call’ for possible future call-back Transport to/from incident position Incident Position ‘Out-processed & Released’ Secure Incident Perimeter

  19. VOLUNTEER MANAGEMENT POST & INCIDENT INTEGRATION DEPLOYMENT/ OUTPROCESSING VPOA BADGING WAITING/STAGING AREA REGISTRATION ASSIGNMENT BRIEFING CREDENTIAL VERIFICATION ASSIGNMENT

  20. Where is the system now? • System usage • New Hampshire floods

  21. Next Steps • Validation • Modeling and exercises • Training • System improvements • Scope of system • Electronic platform

  22. Implementation Issues & Challenges • Credentialing • Liability • Workers’ Compensation • Resource Typing/Rostering

  23. Summary • Volunteers can be an effective solution to enhance local resources during disasters • The system to incorporate volunteers must be comprehensive and inclusive of the entire lifecycle of response • Integration with local systems is critical in providing the right person for the right job

  24. For More Information • http://www.gwu.edu/~icdrm/projects/VMS/index.htm • Lissa Westerman, RN liswest@gwu.edu 703-314-9439

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