Jon Erwin, Special Projects Coordinator Office of Emergency Operations

1. Mission Writing“You Can’t Always Get What You Want, But Sometimes You Will Get What You Need” Rolling Stones READY Road Map to Jon Erwin, Special Projects Coordinator Office of Emergency Operations Florida Department of Health Jon_Erwin@doh.state.fl.us

2. What Is a Mission? • A ‘mission’ serves several functions: • Request to the State for resources (things and people) once local resources are depleted and/or overwhelmed • Provides documentation of actions taken in support of the local response for reimbursement • Tracks the allocation and distribution of resources and their status during an event

3. Key Planning Assumptions • Disaster response is a local responsibility • Local governments “may” be on their own for the first 72-96 hours following a hurricane, less for other disasters • All mission requests for State support must originate through the County EOC • Coordination can occur at the agency – state level • There will be a designated individual(s) within the county EOC and/or ESFs who has the authority and ability to enter information and mission requests into Tracker

4. Key Planning Assumptions • Local government is responsible for all disaster related costs • ESF 8 reimbursement and purchases are billed through Headquarters Finance Office • Partial or full re-imbursement for certain eligible costs may be made available through the federal government if there is a Presidential Disaster Declaration • Traditionally a 75% - 25% federal – requestor split • 100% for some portions of the initial response • Costs should not be a consideration for life safety issues!

5. Tracker Mission Elements TITLE • Be concise and descriptive • Anyone reading the mission title in Tracker should be able to tell who is asking for what • Avoid jargon and acronyms Example: “MCEOC Requests C-130 EMAC Mission to Evacuate LKMC”

6. Mission Elements ORGANIZATION • List the organization making the request • Will normally be the county EOC and/or one of it’s ESF’s Example: “Escambia County “ESF 8” request additional Special Need Shelter Cots”

7. Mission Elements • Organization • Who is requesting the asset • ESF • Facility • Business • Phone Number • Must be a 24/7 point of contact for the entity making the request

8. Mission Elements • Fax Number • If available • Contact Name • 24/7 • Be concise in your out going briefing

9. Mission Elements MESSAGE or REQUEST DETAILS • If this is an information only entry, toggle the “NO” radio button so it is not noted in Tracker as an entry not requiring a tasking • Other information in this box will self generate • Date/Time • Related Incident (event)

10. Mission Elements MESSAGE or REQUEST DESCRIPTION • Message has several purposes: • To address a need and identify a needed asset • To provide a reference and paper trail of ongoing activities (situation/status reports, incident action plans) • Provide information for billing and reimbursement post event

11. Mission Elements MESSAGE DESCRIPTION, cont. • Message should contain: • Who the request is for • Describe the problem • Describe what you want to do/need to address the problem • When needed • How long is it needed for • Special problems/circumstances • Special problems/circumstances/site limitations that would affect delivery • For technical or specialized help: • Describe what you want • State ESF 8 Subject Matter Expert will follow-up for clarification as needed

12. Mission Elements MESSAGE DESCRIPTION/ON-SCENE CONTACT • If possible, ID two on-scene POC’s • The POC should be a person who is always accessible by phone • POC should be the on scene contact, not a site rover or someone in the EOC • Some vendors will not deliver to a site without a signature from the POC listed in the mission • Preferable to have a landline and cell phone number

13. Mission Writing Guidance • Do not combine separate requests into a single mission • Don't mix apples with oranges • Be concise in your request • If your requesting a generator, you may request someone install and maintain it. Will it need fuel?

14. Mission Writing Guidance • Anticipate needs (staff, equipment/supplies) • EX: If SpNS staff have been in place for 4 days, and the event is on-going, assume you will have to replace staff • Remember that deploying resources takes time • After a hurricane impact expect to be self-sustaining for 72 hours • Despite the state’s best efforts we cannot always get product to the impacted areas immediately

15. Mission Writing Guidance • Do not request a resource unless you anticipate needing it or it is needed: • There are limited resources to meet potentially unlimited needs • Once a resource is mobilized and/or enroute it is difficult to stop • Often takes days to mobilize and deploy personnel • All missions will encumber a cost which is the responsibility of the requesting entity, i.e., local government/agency

16. Mission Writing Guidance • Be prescriptive in your mission request if you know what you need • EX: Nurse • What type (RN, LPN, CNA)? • Any specialty required (pediatric, trauma)? • EX: Oxygen • What size tank? • What kind of connectors? • How much tubing?

17. Mission Writing Guidance • Be descriptive of the need so that the State EOC can better appropriate limited resources • Changes to mission should be noted through a mission update • With any questions or change in mission status/need call the State ESF 8 desk (see why; next slide)

18. Must Have Good Communication • There needs to be good communication between: • Those needing the resource • Those submitting the resource request, and • Those finding/providing the resource • Purpose: • Ensure mission clarity • Ensure timely mission completion • To account for blips and bumps in the process as conditions and needs change

19. Questions?

20. Thanks Forward additional questions to: • Michael Jacobs - • michael_jacobs@doh.state.fl.us • Michael McDonald • Michael_mcdonald@doh.state.fl.us • Bobby Bailey • bobby_bailey@doh.state.fl.us • Sc205-4040 or 850-245-4040