1. Introduction to Emergency Management in Ohio Unit 4: Preparedness 1

2. Unit Objectives Define preparedness Explain how the National Incident Management System (NIMS) relates to preparedness Discuss the following preparedness concepts – Planning – Training – Exercising Explain the use of Continuity of Operations Plans Describe disaster preparedness public education and awareness activities 2

3. Preparedness Discussion Question: What is Preparedness? (as it relates to Emergency Management) 3

4. Preparedness A state of readiness to contain the effects of a disastrous event to minimize injury, property damage and loss of life. The ability to sustain essential functions without being overwhelmed. 4

5. Emergency Operations Planning Federal Planning Efforts and Documents National Incident Management System (NIMS) National Planning Frameworks – National Response Framework (NRF) – National Prevention Framework – National Mitigation Framework – National Protection Framework – National Disaster Recovery Framework (NDRF) 5

6. Emergency Operations Planning Federal Planning Efforts and Documents National Incident Management System (NIMS) – Preparedness – Communications and Information Management – Resource Management – Command and Management – Ongoing Maintenance 6

7. Emergency Operations Planning Federal Planning Efforts and Documents National Response Framework (NRF) 7

8. Emergency Operations Planning State Planning Efforts and Documents State Emergency Operations Plan (EOP) State of Ohio Homeland Security Strategic Plan 8

9. Emergency Operations Plan Development What is an Emergency Operations Plan? 9

10. Emergency Operations Plan Development An Emergency Operations Plan is the end product of the emergency planning process. 10

11. Emergency Operations Planning The Ohio Revised Code requires local EMAs to develop and maintain an Emergency Operations Plan (EOP) (ORC 5502.26,.27. and.271). The Ohio Administrative Code requires each EMA to annually review and update its EOP (Rule 4501:3-6-01). 11

12. Emergency Operations Plan Development An Emergency Operations Plan is not a tactical plan 12

13. Emergency Operations Plan Development Tips on Planning Take advantage of the plan development guidance and resources available to you http://ema.ohio.gov/PlansBranch.aspx Gain the support of planning partners Get the right people involved in the planning process Make the planning process a priority 13

14. The State of Ohio’s Plan Development and Review Guidance document supplements the guidance found in FEMA’s CPG- 101 (Comprehensive Planning Guide). The document provides guidance on how an EOP should be developed and evaluated in Ohio. Local EMAs and planning entities should use both the federal and state guidance in the development and maintenance of their plans. Plan Development and Review Guidance Checklist 14

15. Chapter One is an overview of the planning process. Provides local planners on how to develop and format their EOP. Includes a hyperlinked reference section for additional planning information. Chapter Two contains a Plan Development and Review Checklist that lists essential planning elements, some unique to Ohio programs. The Checklist is a “working document” that local planning teams should use to develop a new plan and/or to evaluate an existing plan. It defines planning elements that should be addressed by each emergency response program. 15 Plan Development and Review Guidance Checklist 15

16. http://www.ema.ohio.gov/Documents/Ohio_E OP/EOP%20Development%20and%20Review%2 0Checklist%20-%2020130516.docx http://www.ema.ohio.gov/Documents/Ohio_E OP/EOP%20Development%20and%20Review%2 0Checklist%20-%2020130516.docx Used as an EOP development guide. Included with the annual review process. Works with all plan formats. Used to confirm that proper planning elements have been addressed. Used as a guide for what plan development work remains to be addressed. 16 Plan Development and Review Guidance Checklist 16

17. Plan Development Tools Comprehensive Planning Guide (CPG) 101: Developing and Maintaining Emergency Operations Plans http://www.fema.gov/library/viewRecord.do?=&id=5697 http://www.fema.gov/library/viewRecord.do?=&id=5697 State and Local Guide (SLG) 101: Guide for All-Hazard Emergency Operations Planning – 1996 (Previous federal guidance that is worth looking at) www.fema.gov/pdf/plan/slg101.pdf Debris Management Planning Guidance http://ema.ohio.gov/Recovery_DebrisInfo.aspx Damage Assessment/Recovery Assistance Toolbox http://ema.ohio.gov/Recovery_DAToolbox.aspx Resource Page for Local Plan Development Guidance from Ohio EMA http://ema.ohio.gov/PlansBranch.aspx 17

18. Plan Development and Review Guidance for local Emergency Operations Plans http://www.ema.ohio.gov/Documents/pdfs/plan_development_review_guidance. pdf Plan Development Checklist http://www.ema.ohio.gov/Documents/Ohio_EOP/EOP%20Development%20and% 20Review%20Checklist%20-%2020130516.docx DHS National Planning Scenarios http://www.fema.gov/txt/media/factsheets/2009/npd_natl_plan_scenario.txt DHS Target Capabilities List (superseded by “Core Capabilities,” but still a very useful plan development tool) https://www.llis.dhs.gov/docdetails/details.do?contentID=26724 DHS Core Capabilities Crosswalk http://www.fema.gov/pdf/prepared/crosswalk.pdf 18 Plan Development Tools

19. State of Ohio Emergency Operations Plan http://www.ema.ohio.gov/EOP_Overview.aspx Strategic National Stockpile/TAR http://www.ema.ohio.gov/SNSGuidance.aspx National Response Framework (The federal government’s current plan) http://www.fema.gov/emergency/nrf/ Ohio EMA Website http://www.ema.ohio.gov/ 19 Plan Development Tools 19

20. Plan Development Tools (continued) Lessons Learned Information Sharing (National network of lessons learned and best practices for emergency response providers and homeland security professionals) https://www.llis.dhs.gov/ Ohio’s NIMS Implementation Guidance http://www.ema.ohio.gov/NimsGuidance.aspx EOP NIMS Compliance (Integrating the National Incident Management System into Local and Tribal Emergency Operations Plans and Standard Operating Procedures (See checklists on pp. 3 and 12) http://ema.ohio.gov/Documents/pdfs/NIMS/Integrating_NIMS_i nto_LOCAL_EOP.pdf 20

21. Emergency Operations Plan Development Six Steps: 1.Assemble the team 2.Understand the situation 3.Determine goals and objectives 4.Develop the plan 5.Prepare, review, and get approval 6.Exercise, activate and maintain the plan 21

22. Emergency Operations Plan Development Assemble the Planning Team Who should be on the planning team? 22

23. Emergency Operations Plan Development Assemble the Planning Team Size and members of planning team will vary by jurisdiction Include those that have a stake in the plan and those who will have a defined responsibility in the plan Include subject matter experts Include the “Whole of Community” Use an integrated planning approach 23

24. Emergency Operations Plan Development Understand the Situation Identify threats and hazards Profile the threats Develop a community profile Determine Vulnerability 24

25. Emergency Operations Plan Development Understand the Situation Identify threats and hazards 25

26. Emergency Operations Plan Development Understand the Situation Profile the threats 26

27. 27 Emergency Operations Plan Development ThreatLikelihoodImpact Flooding44 Tornado25 Earthquake15 HAZMAT Spill34 Understand the Situation Profile the threats

28. Understand the Situation Profile the threats 28 RankingThreatLikelihoodImpactAveraged Score 1Flooding444 2Tornado253.5 4Earthquake153 3HAZMAT Spill343.5 Emergency Operations Plan Development 28

29. Emergency Operations Plan Development Understand the Situation Develop a community profile 29

30. Emergency Operations Plan Development Understand the Situation Determine vulnerability 30

31. Emergency Operations Plan Development Determine Goals, Priorities and Objectives Determine operational priorities Set goals and objectives 31

32. Emergency Operations Plan Development Plan Development Develop and analyze courses of action Identify resources, capabilities and gaps Identify information and intelligence needs 32

33. Emergency Operations Plan Development Plan Preparation, Review and Approval Write the plan Review the plan Approve and disseminate the plan 33

34. Emergency Operations Plan Development Plan Formats Functional Annex – base plan, functional annexes, hazard-specific annexes Emergency Support Function – base Plan, ESFs, support of incident annexes Emergency Phase – base plan, preparedness, response, recovery, hazard specific actions Disaster Specific – base plan, natural, man-made, technological chapters 34

35. Emergency Operations Plan Development Base Plan Local hazards Preparedness efforts Response procedures And outlines broad agency roles and responsibilities 35

36. Emergency Operations Plan Development Use a common format for All EOP Elements (Annexes, Attachments, Tabs) Introduction Purpose Statement Scope Situation Planning Assumptions Concept of Operations 36

37. Emergency Operations Plan Development EOP Element Format (Annexes, Attachments, Tabs) (continued) Organization Direction, Control, Coordination Information Collection and Dissemination Communications Administration Finance and Logistics Authorities and References Plan Development and Maintenance 37

38. Emergency Operations Plan Development Functional Annexes and ESFs Functional Annexes and Emergency Support Functions (ESFs) serve to provide further detail on emergency response and recovery functions. Define the actions, roles, policies, and concerns of a particular function. Lay out how tasks are managed before, during and after the disaster, and identify the key agencies to implement that function. 38

39. Emergency Support Functions (used in the NRF and the State EOP) ESF1 – Transportation ESF2 – Communication ESF3 – Public Works ESF4 – Fire ESF5 – Information & Planning ESF6 – Mass Care ESF7 – Logistics ESF8 – Health & Medical ESF9 – Search & Rescue ESF10 – HazMat ESF11 – Agriculture ESF12 – Energy ESF13 – Law ESF14 – Recovery ESF15 – Public Info 39

40. Emergency Operations Plan Development Typical Core Functional Annexes Communications Population Warning Emergency Public Information Information Collection and Dissemination Direction, Control, and Coordination 40

41. Emergency Operations Plan Development Typical Core Functional Annexes (Continued) Mass Care and Emergency Assistance Health and Medical Services Citizen Protective Measures Resource Management What other Functional Annexes could be used? 41

42. Emergency Operations Plan Development Hazard/Threat/Incident-Specific Annexes Address operational concerns within a function that are hazard- and situation-specific – Resource requirements – Essential elements of information – Regulatory concerns – Hazard onset implications – Areas of the community most vulnerable 42

43. Emergency Operations Plan Development Supporting and Implementing Documents Standard Operating Guides (SOG) Standard Operating Procedures (SOP) Checklists Job Aids Forms Maps Etc. 43

44. Emergency Operations Plan Development Plan Implementation and Maintenance Training Exercise the plan Review, revise and maintain the plan 44

45. Emergency Operations Plan Development Activity Using the information provided in your student manual and working in your county groups outline how you would develop an emergency operations plan using the steps we have described in this unit. 45

46. The EOP is not the only plan out there. 46

47. Managing the Plan Development Process Work as a team – you don’t have to take on the entire load by yourself. Plans are better when those who will implement the plan (Support Agencies) are involved with its development. Develop the EOP and other plans incrementally – don’t bite off too much at one time. Decide what’s most important to address right away and prioritize the development process. 47

48. You are your greatest asset. Put your time, effort and money into training, grooming, and encouraging your greatest asset. (Tom Hopkins) 48 Ohio EMA Training

49. Required Training The Ohio Revised Code (ORC) requires local emergency managers to pursue a program of professional development 49 Ohio EMA Training

50. Required Training Introduction to Emergency Management Emergency Planning Exercise Design Disaster Recovery Two refresher courses per year 50 Ohio EMA Training

51. Training Resources - (embed internet links) Ohio Emergency Management Agency Federal Emergency Management Agency, Emergency Management Institute U.S. Department of Homeland Security Training Consortium Other Sources 51

52. Ohio EMA Training Training Resources - Ohio Emergency Management Agency (Insert links to interactive and road course) 52

53. Activity Visit the Ohio EMA training website and create a profile in the system. View the list of courses and record the titles and number of courses currently available Register for a course http://ema.ohio.gov/Training.aspx 53 Ohio EMA Training

54. Training Resources - National Domestic Preparedness Consortium 54

55. Ohio EMA Training Training Resources – National Domestic Preparedness Consortium 55

56. Ohio EMA Training Training Resources - National Domestic Preparedness Consortium 56

57. Ohio EMA Training Training Resources – National Domestic Preparedness Consortium 57

58. Ohio EMA Training Training Resources – Federal Emergency Management Agency, Emergency Management Institute 58

59. Ohio EMA Training Training Programs - Professional Development Series (PDS) IS-139 - Exercise Design IS-230.b - Fundamentals of Emergency Management IS-235.a - Emergency Planning IS-240.a - Leadership & Influence IS-241.a - Decision Making and Problem Solving IS-242.a - Effective Communication IS-244.a - Developing and Managing Volunteers 59

60. Ohio EMA Training Training Programs – Advanced Professional Series (APS) EOC Management and Operations, G775 or EOC Management and Operations IS775 Incident Command System/Emergency Operations Center Interface, G191 Rapid Assessment Workshop, G250.7 Recovery from Disaster, the Local Government Role, G270.4 Mitigation for Emergency Managers G393 60

61. Ohio EMA Training Training Programs – APS, continued Elective Courses (choose any 5) (link?) 16 course available (link?) 61

62. Ohio EMA Training Training Resources - Integrated Emergency Management Course (IEMC)Realistic 4 ½ day course on EOC simulations 62

63. Ohio EMA Training Degree Programs Associate Degrees Bachelor Degrees Masters Degrees Undergraduate and Graduate Certificate Programs 63

64. Ohio EMA Training Training Resource – Frederick Community College Associate of Applied Science (AAS) Certificate in Emergency Management 64

65. Ohio EMA Training Certifications - Ohio Certified Emergency Manager International Association of Emergency Managers, Certified Emergency Managers (CEM) 65

66. Why Do We Conduct Exercises? 66

67. Ohio EMA Exercise Program How do you: Evaluate Plans, Polices and Procedures? Identify Planning Weaknesses? Validate that What Works on Paper Works in Practice? 67

68. Ohio EMA Exercise Program Emergency Management Exercise Requirements Ohio Revised Code (ORC) 5502.26,.27,.271 requires the establishment of a program for emergency management that includes the preparation and conduct of an annual exercise of the county’s all- hazard emergency operations plan. In accordance with this requirement, all agencies, boards, and divisions having emergency management functions within the political subdivision shall cooperate in the development of the all-hazards emergency operations plan and shall cooperate in the preparation and conduct of the annual exercise. 68

69. Ohio EMA Exercise Program Exercise Requirements, cont’d Local Emergency Planning Committee (LEPC) Ohio Revised Code (ORC) 3750(B)(2)(b) Ohio Administrative Code (OAC) 3750-20-70 Exercise definitions. 69

70. Ohio EMA Exercise Program Grant Assistance for Exercises- Emergency Management Performance Grant (EMPG) Homeland Security Grant Exercise Program (HSGEP) Radiological Emergency Preparedness (REP) Program State Emergency Response Commission (SERC) State Homeland Security Program (SHSP) Urban Area Security Initiative (UASI) 70

71. Exercises Two Types of Exercises Discussion Based Operations Based 71

72. Ohio EMA Exercise Program Discussion-based Exercises - Orientation Seminar Workshop Tabletop Exercise Game 72

73. Ohio EMA Exercise Program Operations-based Exercises Drill Functional Exercise Full-scale Exercise 73

74. Ohio EMA Exercise Program Pre-Work Needs Assessment Scoping Purpose Statement Objectives – S.M.A.R.T. Scenarios Exercise Documentation 74

75. Ohio EMA Exercise Program Exercise Planning - Concept and Scope meeting Initial Planning Conference Mid-Planning Conference Final Planning Conference 75

76. Ohio EMA Exercise Program Exercise Tools - Situation Manual Exercise Plan Controller and Evaluator Handbook Master Scenario Events List Player Handout Exercise Evaluation Guide After Action Template 76

77. Ohio EMA Exercise Program Exercise Participants - Planners Controllers Evaluators Observers Exercise Players 77

78. Ohio EMA Exercise Program After-Action Reporting (AAR) and Improvement Planning - Develop an After-Action Report Develop an Improvement/Sustainment Plan Track Progress 78

79. Master Exercise Practitioner Program (MEPP) The Emergency Management Institute (EMI) created the Master Exercise Practitioner Program (MEPP) in 1999 as a non-resident program to recognize those individuals who have a high degree of professionalism and capability in the arena of emergency management exercises. In 2004, EMI began offering this title certificate program in a resident series of courses at the National Emergency Training Center (NETC) in Emmitsburg, Maryland, to meet the needs of the post-911 emergency management exercise community and graduated the first resident series in the fall of 2004. The total number of MEPs nationwide now number in excess of 2,000, with Ohio being home to over 50 MEPs. EMI has empowered these graduates to place “MEP” after their names in recognition of this accomplishment. The MEPP mission is to improve the capabilities of emergency management exercise personnel in exercise program management and in every phase of the overall exercise process. Through the improvement of the knowledge, skills, and abilities, both the quantity and quality of exercises conducted at the local, State, tribal, trust territory and Federal levels of government can be improved. The MEPP is composed of three separate weeks of training at Emmitsburg along with outside homework and exercise development. 79

80. Continuity of Operations (COOP) What is COOP? 80

81. Continuity of Operations COOP Objectives - Ensure the continuous performance of an agency’s essential functions/operations during an emergency Protect essential facilities, equipment, records and other assets Reduce or mitigate disruptions to operations Reduce loss of life, minimize damages and losses Achieve a timely and orderly recovery from an emergency and resume all services to customers 81

82. Continuity of Operations COOP activities include: Plans and procedures to ensure that essential functions are performed. Tests, training, and exercises essential for ensuring a viable COOP capability. 82

83. Continuity of Operations COOP is a good business practice. It enables agencies to continue their essential functions across a broad spectrum of hazards and emergencies: Natural Manmade Technological National security emergencies 83

84. Continuity of Operations Elements of a Viable COOP - Operational response must be maintained at a high level of readiness Operational response must be capable of implementation both with and without warning Operations must be operational 12 hours after activation Must be able to maintain sustained operations for up to 30 days COOP operations should take maximum advantage of existing agency field infrastructures 84

85. Continuity of Operations Ten Essential Elements of a Viable Continuity Program - 1.Essential Functions 2.Line of Succession 3.Delegations of Authority 4.Continuity Facilities 5.Continuity Communications 85

86. Continuity of Operations Ten Essential Elements of a Viable Continuity Program, continued… 6.Vital Records Management 7.Human Capital 8.Tests, Training, Exercises 9.Devolution of Control and Direction 10.Reconstitution Operations 86

87. Workplace Preparedness Pam discussed getting workplaces prepared 87

88. Individual and Family Awareness and Preparedness Identifying Hazards and Impacts Importance of Family Disaster Planning Disaster Kits Post Disaster Activities (Add link to Be Prepared Kit) 88

89. Individual and Family Awareness and Preparedness Activity Identifying Hazards and Impacts 89

90. Individual and Family Awareness and Preparedness Family Disaster Planning Knowing the protective measures for the specific hazards Recognizing warning systems and signals Evacuating from a disaster area Incorporating community, school, and other plans Identifying escape routes Completing a family communications plan Shutting off utilities Obtaining appropriate insurance Preparing for special needs Caring for animals Learning safety skills 90

91. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals 91

92. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals Evacuation 92

93. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals Evacuation Communications 93

94. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals Evacuation Communications Vital Records 94

95. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals Evacuation Communications Vital Records Special Needs 95

96. Individual and Family Awareness and Preparedness Family Disaster Planning Warning systems and signals Evacuation Communications Vital Records Special Needs Pets 96

97. Individual and Family Awareness and Preparedness Disaster Kit Three-day supply of non-perishable food. Three-day supply of water—one gallon of water per person, per day. Portable, battery-powered radio or television and extra batteries. Flashlight and extra batteries. First aid kit and manual. Sanitation and hygiene items. 97

98. Individual and Family Awareness and Preparedness Disaster Kit Three-day supply of non-perishable food. Three-day supply of water—one gallon of water per person, per day. Portable, battery-powered radio or television and extra batteries. Flashlight and extra batteries. First aid kit and manual. Sanitation and hygiene items. 98

99. Individual and Family Awareness and Preparedness Disaster Kit (Continued) Whistle. Extra clothing. Matches and waterproof container. Kitchen accessories and cooking utensils, including a can opener. Photocopies of credit and identification cards. 99

100. Individual and Family Awareness and Preparedness Disaster Kit (Continued) Cash and coins. Special needs items such as prescription medications, eye glasses, contact lens solution, and hearing aid and batteries. Items for infants such as formula, diapers, bottles, and pacifiers. Other items to meet your unique family needs. 100

101. Individual and Family Awareness and Preparedness Recovering from a Disaster Assist the injured Health Safety issues Returning home Coping 101

102. Summary Define Preparedness Explain how the National Incident Management System (NIMS) relates to Preparedness Describe the following Preparedness activities Planning Training Exercising Explain Continuity of Operations Plans Preparedness Planning – Workplaces – Individual and Family 102