Unit 3:

1. Unit 3: Preparing forMultiagencyCoordination

2. Unit Objectives • Describe: • Resources needed to support MAC System operations. • Coordination and policy issues. • Strategies for resolving coordination and policy issues. Unit List • Course Overview • Understanding Multiagency Coordination • Preparing for Multiagency Coordination • Implementing Multiagency Coordination • Tabletop Exercise • Course Summary

3. MAC System Preparedness Factors MAC System preparedness relies on: • People • Communications and Information Systems • Public Information • Nonpersonnel Resources

4. People • Consider: • 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?

5. Staffing Strategies • Establish broad, support functions (e.g., ESFs). • Avoid using command terms in the support roles within the MAC System. • Make sure that the only Incident Commander titles are at the incident scene.

6. Personnel Needs and Shortages Personnel Needs: • Identify their agencies • Explain their assignments • Manage their expectations • Prepare and train them Personnel Shortages: • Identify sources for additions • Determine length of time • Develop a strategy for the interim

7. Communications/Information Systems • Identify critical linkages. • Ensure interoperability with the MAC System. • Address flow within the EOC/MAC Group, including: • Message documentation and routing procedures. • Communicating major events. • Documenting actions.

8. Activity: Interoperable Communications • Instructions: Working with your team . . . • Read the scenario in your Student Manual. • List potential advantages and disadvantages of the system described. • Select a team spokesperson and be prepared to share your answers with the class in 10 minutes.

9. Discussion Question • What will your organization do if your primary communications system fails?

10. 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.

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

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

13. Public Information Officer • The Public Information Officer handles: • Media and public inquiries. • Emergency public information and warnings. • Rumor monitoring and response. • Media monitoring. • On-scene linking to the Joint Information System and Joint Information Center.

14. Joint Information System (JIS) • JIS responsibilities include: • Developing, recommending, and executing public information plans and strategies. • Advising the Multiagency Coordination System and Incident Command. • Controlling rumors and inaccurate information.

15. Joint Information Center (JIC) • The JIC: • Is a central location that facilitates operation of the JIS. • Is where personnel perform critical communications functions. • May be established at various levels.

16. Joint Information System Multiagency Coordination Entities JIC is a physical location used to coordinate: • Critical emergency information • Crisis communications. • Public affairs functions. EOC JIC On-scene PIO: • Represents and advises the Incident Command. • Manages on-scene media and public inquiries. Agency Executives & Spokesperson On-Scene PIO

17. Coordinating Messaging • A wide-area search is underway for a child who is missing. The search covers the areas shown on the map. What agencies may be part of the JIS? What messages would need to be coordinated?

18. 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?

19. 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.

20. Discussion Question • Scenario: A large office building has collapsed downtown, trapping and injuring dozens of people. Your agency has been tasked with coordinating relief efforts. What are the key resource management systems questions that must be asked?

21. Resource Management Requirements • Effective resource management requires four basic activities: • Identifying, allocating, and tracking resources • Developing agreements • Credentialing • Coordinating through MAC Groups and Incident Command

22. Identifying and Typing Resources • 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.

23. 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.

24. Discussion Questions • What types of agreements has your organization entered into? What future agreements should your organization develop?

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

26. Department/Agency Decides to Participate Department/Agency Decides To Participate Department/Agency Selects Members to Participate Department/Agency Selects Members To Participate Department/Agency Submits Individual Department/Agency Submits Individual ’ ’ s Application s Application to an Authorized Credentialing Agency to an Authorized Credentialing Agency No No Reapply when Qualified Reapply when Qualified Qualified? Qualified? Periodic Review Periodic Review Yes Yes of Credentialing of Credentialing Credentialing Organization Acts Credentialing Organization Acts Organization by Organization by Third Third - - Party Reviewer Party Reviewer Information Information Record Created Record Created Department/ Department/ Card/ID Issued, Card/ID Issued, Uploaded to Uploaded to and and Agency Agency Periodically Periodically Management Management Database Updated Database Updated Notified Notified Reissued Reissued Infrastructure Infrastructure Credentialing Process

27. Advantages of Credentialing • Some advantages of credentialing are that it: • Ensures qualification. • Makes ordering personnel resources easier. • Assists incident personnel. • Allows integration of outside personnel. • Reduces liability.

28. 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.

29. MAC System Policies and Procedures • Policies are high-level guidance. • Procedures describe implementation of policies. • Together, policies and procedures clarify: • What key players do. • How they will interact. • How they will be held accountable.

30. Discussion Question • Why is the distinction between policies and procedures important for your organization?

31. Issues Affecting Coordination • Common issues affecting multiagency coordination include: • Conflicting policies • Communication issues • “Turf” issues

32. Suggested Strategies • Conflicting Policies: • Get senior-level endorsement • Involve all decisionmakers Communication Issues: • Document decisions • Communicate directly “Turf” Issues: • Keep copies of all policies at the EOC • Ensure senior decisionmaker is always available

33. Exercise and Evaluation Program • The Homeland Security Exercise and Evaluation Program (HSEEP): • Offers a common exercise policy. • Provides program guidance. • Fosters consistent terminology. • Provides useful tools to improve preparedness.

34. Testing, Training, and Exercises • Many coordination issues can be identified through: • Testing • Training • Discussion-based exercises • Operations-based exercises

35. Comprehensive Exercise Program • A comprehensive exercise program: • Incorporates all types of exercises. • Includes all important players. • Increases in complexity. Benefits include: • Fostered communication. • Tested capabilities. • Personnel kept current.

36. Preparedness Self-Assessment • Instructions: • Turn to the self-assessment in your Student Manual. • Take a few moments to complete the checklists about your organization’s preparedness for multiagency coordination. • Use this information later to help strengthen your organization’s preparedness capabilities.