Integrating the EMAP Standard into your Emergency Management Program

1. Integrating theEMAP Standard into your Emergency Management Program FEPA Annual Meeting Orlando, FL January 30, 2013

2. Session Overview • To Accredit or not to Accredit…that is the Question! • Benefits and justifications • Self-assessment • Issues and obstacles • Using the EMAP Standard for Program Improvement • Techniques and tools • Advise from the “experts”

3. Things we’ve heard before: “This doesn’t apply to my program”. “We’re too small to ever be accredited”. - (or, “we don’t have the staff…time…funding… resources….” “Thanks. More paperwork. Just what I needed”!

4. Benefits for Program Improvement • Recognized Standard (ANSI) • Developed and maintained by peers • Provides a structure that can be used to develop, build and maintain any emergency management program • Adaptable and scalable • Self-assessment process that is inclusive and provides accountability

5. EMAP is an ANSI accredited organization That’s why it ….. • Has the “industry standard” for emergency management programs. • Continually evaluates and revises the Standard to ensure its applicability to ALL programs.

6. Program Area – Administration, Laws and Authorities An Emergency Management Program has its foundation in: • Specific policies that provide the authority to develop and implement the Program • Financial and administrative policies and procedures that support program activities and initiatives

7. Program Area – Administration, Laws and Authorities Supporting EMAP Standards: • 3.1 – Program Administration, Plans and Evaluation • 3.2 – Program Coordination • 3.3 – Advisory Committee • 4.1 – Administration and Finance • 4.2 – Laws and Authorities

8. Program Area – Preparedness & Prevention Preparedness – deliberate, critical tasks and activities that build, sustain and improve the operational capability to prevent, protect against, mitigate against, respond to, and recovery from disasters. • Preparedness is a continuous process.

9. Program Area – Preparedness & Prevention Supporting EMAP Standards: • 4.3 – Hazard Identification, Risk Assessment and Consequence Analysis • 4.4 – Hazard Mitigation • 4.5 – Prevention • 4.6 – Operational Planning • 4.8 – Resource Management and Logistics • 4.9 – Mutual Aid • 4.10 – Communications and Warning • 4.11 – Operations and Procedures • 4.12 – Facilities • 4.13 – Training • 4.14 – Exercises, Evaluation and Corrective Actions • 4.15 – Crisis Communications, Public Education and Information

10. Preparedness & Prevention Sample Documentation: • Threat/hazard Impact and Consequence analysis • “Implemented” Plans and Procedures • Scheduled meetings for plan review • Invitation/notice • Agendas, minutes, sign-in sheets • Multi-year Training and Exercise Plan • Capabilities Assessment/Gap Analysis • Post-Incident, After Action/Improvement Plans, and Corrective Action Plans

11. Florida Hazard Identification: Impact, Vulnerability, and Consequences Threat/Hazard Identification must be ALL Hazards – natural, technological and human-caused. And you were worried about hurricanes….

12. Preparedness activity – “…periodic gap analysis” of resources (4.8.2) Water Rescue Resource?

13. Program Area – Response Response – efforts to minimize the short term direct effects of an incident threatening: • Life • Property • Environment • Critical Systems

14. Program Area – Response Supporting EMAP Standards: • 4.6 –Operational Planning • 4.7 – Incident Management • 4.8 – Resource Management and Logistics • 4.9 – Mutual Aid • 4.10 – Communications and Warning • 4.11 – Operations and Procedures • 4.12 – Facilities • 4.14 – Exercises, Evaluation and Corrective Actions • 4.15 – Crisis Communications, Public Education and Information

15. Response Sample Documentation: • Implemented Plans and Procedures • E.g., Communications Plan, EOC SOP, Logistics Plan • Incident Action Plans • ICS documentation, Sign-in sheets • Situation Reports • Life safety priorities, status of critical infrastructure, etc. • Damage Assessment Reports • Post-Incident/Improvement Plans

16. Program Area – Recovery Recovery – development, coordination and execution of plans or strategies for the restoration of impacted [jurisdictions], operations and services through assistance from: • Individuals • Private-sector • Non-governmental organizations • The Public

17. Program Area – Recovery Supporting EMAP Standards: • 4.6 –Operational Planning • 4.7 – Incident Management • 4.8 – Resource Management and Logistics • 4.9 – Mutual Aid • 4.11 – Operations and Procedures • 4.12 – Facilities • 4.14 – Exercises, Evaluation and Corrective Actions • 4.15 – Crisis Communications, Public Education and Information

18. Recovery Documentation • 2010 EMAP Standard: • 4.6.4 – “The recovery planor strategy…” • 2013 EMAP Standard (proposed): • 4.6.4 – “The recovery plan….”

19. Recovery Sample Documentation: • Implemented Plans and Procedures • E.g., Recovery Plan, Mitigation Plan • Incident Action Plans • ICS documentation, Sign-in sheets • Situation Reports • Life safety priorities, status of critical infrastructure, etc. • Damage Assessment Reports • Post-Disaster Redevelopment Plans • Post-Incident/Corrective Action Plans

20. Program Area – Mitigation Mitigation – activities designed to reduce or eliminate risks to persons or property or lessen the actual or potential effects or consequences of a disaster. • Mitigation involves on-going actions to reduce exposure to, probability of, or potential loss from hazards.

21. Program Area – Mitigation Supporting EMAP Standards: • 4.3 –Hazard Identification, Risk Assessment and Consequence Analysis • 4.4 – Hazard Mitigation • 4.6 – Operational Planning • 4.6.4 – Recovery Planning • 4.11 – Operations and Procedures • Procedure to assess potential mitigation impacts during an incident/event • 4.14 – Exercises, Evaluation and Corrective Actions • 4.15 – Crisis Communications, Public Education and Information

22. Mitigation Sample Documentation: • Implemented Plans and Procedures • E.g., Recovery Plan, Mitigation Plan • Incident Action Plans • Documentation of impacted areas, consequences of impact • Situation/Damage Reports • Life safety priorities, status of critical infrastructure, etc. • Environmental, engineering, benefit-cost or other studies or reports • Post-Disaster Redevelopment Plans • Post-Incident/Corrective Action Plans

23. Accredited: 2006 Reaccredited: 2011 Background Benefits/Issues and Obstacles Integration of the Standard EMAP in Duval County

24. Michael Jacobsen, Director Emergency Management Duval County/Consolidated City of Jacksonville

25. Duval County – Background • Understanding what EMAP entails • Completing a self assessment of your program • Do you have the resources ($$) to commit ? • Developing a plan / timeline • Do you have the full support of:1. The EM Director’s boss ? 2. County Leadership ?3. Supporting Agencies ?

26. Duval County BENEFITS &JUSTIFICATION ISSUES & OBSTACLES • Align with the Standard • Source of pride • Documentation is KEY to success • Organization of materials / personnel • Checking the Standard after completion – verify with more than one source • Dynamics with the Assessment Team

27. Duval County – Integration of the Standard Adapt and reinforce the new standard Possibly new duties for staff Periodic reviews to ensure compliance

28. Accredited: 2009 Background Benefits/Issues and Obstacles Integration of the Standard EMAP in Orange County

29. Ron Plummer, Assistant Manager Orange County Office of Emergency Management

30. Orange CountyBackground • Committed in Mar-05 • 9 States/DC (FL), 2 Jurisdictions (Jax) • Lost Focus, Extension Nov-07 • Initial Assessment in Mar-08 • Conditional Accreditation Apr-08 • Full Accreditation March 09

31. Orange County BENEFITS &JUSTIFICATION ISSUES & OBSTACLES • Recognition • Attest Program • National Credibility • Job Satisfaction • Leader’s By-in • Other Agencies • Performance Deserved • Personnel • Time Management • Worthiness of Accreditation • Other Agencies or Departments • Don’t be too Proud Overcomers

32. Orange County Integration of the Standard • Whole Program Overview • Standards vs. Procedures • Update Documentation • Ordinances • Regulations • Policies • Best Program Practices • Total “OCERT” Involvement

33. Accredited: April 2012 Background Benefits/Issues and Obstacles Integration of the Standard EMAP in Miami - Dade County

34. Jonathan Lord, Deputy Director Office of Emergency Management Miami-Dade Fire Rescue Department Miami-Dade County

35. Miami-Dade County – Background • Decision to pursue EMAP • 2009-2010: Sterling Challenge created opportunity to benchmark performance • 2011: Invited by EMAP to go through baseline assessment at no cost (FEMA-funded Urban Area Pilot Project) • After years of steadily increasing budgets, impact felt from declining local tax revenues

36. Miami-Dade County – Background • How our organization structured the EMAP process • Baseline: Assigned 1 EM Coordinator as point of contact with EMAP, to coordinate documentation, and do online submitting • Onsite Assessment: All staff available that week; partner agencies on-call • Full Accreditation : Assigned Planning Bureau Manager to fix holes and “bring home the prize”

37. Miami-Dade County BENEFITS &JUSTIFICATION ISSUES & OBSTACLES • Benchmark against a standard • Pride • Validation • Value to community and Government leadership • Time • Cost

38. Miami-Dade County – Integration of the Standard Most of what we had been doing for years was in line with EMAP standards Taught us to better link our documentation (e.g., now have an all-hazards THIRA document to which other plans/documents refer Consolidated planning efforts through Departmental restructure to a smaller team of people to improve consistency

39. Integrating EMAP Standards in day-to-day activities • Policy, Finance and Administration • Link program authorities and responsibilities to specific EMAP standards • Performance-based budgeting - Use the EMAP standards as a report format for monthly/annual progress and accountability • Review EMAP Standard criteria during legal reviews and funding opportunities

40. Integrating EMAP Standards in day-to-day activities • Preparedness and Prevention • Link program activities and responsibilities to specific EMAP standards • Use Standards 4.5, 4.6 and 4.11 as a guide or checklist when developing, reviewing or revising plans and procedures • Ensure that your comprehensive threat/hazard identification, risk assessment and consequence analysis address all criteria defined in Standard 4.3 • Use Standards 4.13 and 4.14 as a guide for developing training and exercise plans. • Corrective Action cycle

41. Integrating EMAP Standards in day-to-day activities • Response • Ensure that your comprehensive threat/hazard identification, risk assessment and consequence analysis address all criteria defined in Standard 4.3 • Use Standards 4.5 and 4.6 as a guide or checklist when developing, reviewing or revising plans and procedures • Use Standards 4.7, 4.8, 4.10, 4.11, 4.12 and 4.15 as a guide when implementing actions and managing resources during response

42. Integrating EMAP Standards in day-to-day activities • Recovery • Ensure that your comprehensive threat/hazard identification, risk assessment and consequence analysis address all criteria defined in Standard 4.3 • Use Standards 4.6.1, 4.6.2, 4.6.4, 4.6.5 and 4.6.6 as a guide or checklist when developing, reviewing or revising plans and procedures • Use Standards 4.7, 4.8 and 4.11 as a guide when implementing actions and managing resources during response

43. Integrating EMAP Standards in day-to-day activities • Mitigation • Ensure that your mitigation plan is “ALL hazards” (not minimum natural hazards plan as defined by FEMA) and addresses all criteria defined in Standard 4.3 • Use Standards 4.4, 4.6 and 4.11 as a guide or checklist when developing, reviewing or revising plans and procedures • Ensure that the mitigation planning process is thoroughly documented through all phases. • Maintain a detailed list of completed mitigation projects that links to goals, objectives, & hazards.

44. Importance of Documentation • Accountability • What happened? • Who was involved? • What actions were taken? • What was the result or next step? • Consistency • Changes in priorities • Changes in leadership • Changes in focus • Changes in funding • Changes, changes, changes

45. State Of The World Change is a constant. Whether used for accreditation or program improvement, the EMAP Standard provides an accepted foundation for development, conduct and sustainment of governmental, non-governmental and private-sector emergency management programs.

46. Where do I start? • Become familiar with the scope and language of the EMAP standards. • Identify Program staff and/or partners who will be advocates and participants. • Identify specific activities that can be implemented on a realistic schedule: Examples – • Use an EMAP standards format for monthly reporting for staff to document accomplished activities and tasks. • Link the EMAP standards to specific budget items in the next fiscal year budget process Use or develop tools that help document what you do!!

47. Helpful Hints • Don’t get too ambitious. • Training is necessary before you even begin. • Use the EMAP online tools, including Program Self-Assessment (affordable annual fee, tracks progress) • Take it one “bite” at a time.

48. Questions Answered Free* • *Disclaimer: You get what you pay for EMAP Resources: www.emaponline.org