Emergency Operations Planning

1. Emergency Operations Planning ELARC Management December 4, 2013

2. Desired Outcomes • INDIVIDUAL/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 important • With a better idea of how we will communicate with each other • With a guide for how to operate the satellite phone and a date for hands on training • With a basic understanding the reverse notification system • Committed to taking one step towards personal preparedness

3. Desired Outcomes • GROUP/We will have • Come to agreement regarding management roles during an incident • “De-Smoked” the ICS Incident Action Plan for our use as an agency • Established a basic communication plan for management • Developed the framework for a plan for responsive communication on smaller events • Identified gaps and resources needed • Identified next steps

4. Agenda • Incident Command in Emergency Operations • Roles • Incident Action Planning • Management Communication • Responsive Communication • What Would You Do If… • Communication Tools • Your Responsibility to the Agency • Next Steps

5. The ELARC EOP • Quick Review • Morphing ICS into our own situational response • “De-Smoking” roles and forms

6. Incident Command System (ICS) • Standardized, on-scene, all-hazard incident management concept • Efficiently integrates responders from a variety of agencies Why do we need ICS? • A coordinated response system • Standardization of Organization • Interoperability of communications

7. What 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

8. Before an Incident Planning and Preparedness • Identify what is “Important” to the organization • Identify the hazards/risks • For example DDS identified “medically fragile” for us, requesting that we find out if they have plans • Explore all legal ramifications • Identify partners and stakeholders aligned with their organizations – city, county, public, private and first responders

9. Before the Incident Planning and Preparedness cont. • Identify who is responsible for the plans and their yearly review • Identify how your plans coordinate with those local jurisdictions or agencies your organization would interface with at the time of any emergency

10. Before the Incident Planning and Preparedness cont. • Identify who is ultimately in command of the incident – avoid the confusion in advance • Identifythe 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

11. Before the Incident Planning 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 organization • Everyone needs to know their roles and responsibilities

12. During an Active Incident • Set strategic goals for the organization during and after the incident and convey those goals to the operations branch responding to the incident • Remain strategic and do not become involved with the tactical operations responding to the incident • What key critical decisions need to be made? • Who is ultimately responsible for those decisions?

13. After the Incident • The transition from response to recovery is key and the toughest • When does the planning for recovery start? – as soon as the incident has occurred • Who is responsible for the planning for recovery? • Identify someone to head up the recovery process • The transition must be coordinated with the operational response effort to ensure it is seamless • What is the message being given to the public?

14. Management Roles • ELARC Incident Command Structure Review • Your Role • Your Checklist • Discussion • Homework

15. Management Roles • “First One in the Door” • Use of Incident Action Plan (IAP) • Consider IAP it as the “Universal First Steps” • Set up command center • Establish communication • Obtain data • Obtain resources • Assign tasks • Assess/Adapt (“P” process)

16. Management Communication Plan • How 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?

17. Management Communication • Phone (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)

18. Responsive Communication • State Contingency Plans (Heat Waves, Flooding) • Health Alerts • Power Outages • Smaller Events What’s the Plan?

20. What Would You Do If… • Review the scenario at your table • If 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 hour • What do you think you could do now, after this meeting, to prepare for this scenario?

21. Communication Tools • Satellite Phones • Emergency Notification System

22. Satellite Phones • Let’s Switch Power Points!

23. Emergency Notification System • Also referred to as “ENS,” “Reverse Notification System”, and “RNS” • Online Access • Phone Access • App

24. Let’s Go Online! https://www.everbridge.net

25. Tips and Pointers • Everbridge.net – to send a message • Everbridge.com – for support, training and info • Confidential sign on/pass code card • Be brief and be clear

26. Your Responsibility to the Agency Personal Preparedness

27. Outcome Review • Let’s go back

28. Next Steps • Schedule Satellite phone labs • Schedule ENS Webinar • Determine Homework deadline • Research Medically Fragile Plans • Set another date to meet