1. 1 Houston UASI Emergency Public Information Plan JIC Communication Workflow

2. 2 Outline Section 1: JIC Organization Chart Section 2: Communication Workflow Section 3: Workflow & Organization Chart Section 4: Function Details Section 5: Regional Coordination Page 3 Page 7 Page 9 Page 16 Page 23

3. 3 Section 1: JIC Organization

4. 4 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration Houston UASI Joint Information Center Basic Structure PIO/JIC Liaison

5. 5 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration Houston UASI Joint Information Center Minimal Structure 2 - 5 Person Response PIO/JIC Liaison

6. 6 Documentation & Administration Security, Escorts, Credentials JIC Logistics Media Inquiries Community, VIP, Internal, Response Agency Inquiries Web Distribution Special Needs Distribution Media Briefings and Conferences Special Needs Production Multi-Media Support Drafting, Editing, Approvals Media/Social Media Monitoring Planning Section Liaison PIO/JIC Liaison PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration PIO/JIC Liaison Houston UASI Joint Information Center Large Scale Response 25 - 50+ Staff Multi-Media Support Asst JIC Mgr NOTE: as JIC scales most increase will be in those area which have high levels of interaction with audiences

7. 7 Section 2: Communication Workflow

8. 8 Houston UASI JIC Communication Workflow Information Gathering Notifications Information Production Information Dissemination Inquiry Management Monitoring/Rumor Management Notify JIC Members of activation, initial role assignment and location. Text, phone and email distributions. Confirm participation, location, and status of each participant. Collect factual information related to the incident and response. Sources include WebEOC Significant Events board, Situation Status Unit, On-scene JIC liaisons, media reports, other ICS sections, etc. Provide information in situation updates form through PIER. Create process for verifying individual facts. Work with PIO to secure IC approval for release of verified facts. Use templates to prepare initial statements. Develop “answer” documents in PIER for media responders. Identify formats for releases, quick web updates, fact sheets, answers to inquiries. Plan for photos, videos, maps and other multi-media materials. Secure fast approvals and provide to Dissemination group. Identify items needed for Special Needs populations. Distribute approved information. Maintain frequent updates on JIC website. Distribute to media, community, elected officials, response agencies and other audiences as directed by PIO or JIC Manager. Maintain updated contact lists. Provide reports as directed on distributions. Distribution methods include email, fax, text and text-to-voice phone messages as directed. Establish and manage procedure for coordination activities with Liaison Officer and other audience liaisons. Field web inquiries, phone calls and emails. Respond promptly and courteously with approved information only. Provide reports on inquiry activities to PIO as directed. Monitor print, online, blogs, broadcast and other social media forms using systems such as PIER MediaTools, Google Alerts, tweetbeep, etc. Develop and distribute PIER surveys as directed by PIOs and in coordination with Dissemination team to gather community and stakeholder input. Identify rumors or misinformation immediately alerting PIO of significant issues.

9. 9 Section 3: Workflow & Organization Chart

10. Notifications Contact JIC Staff to Response Event Occurs Initial PIO Notified Logon to PIER Text, phone, email notices sent to JIC Staff Trained JIC Staff Verify Status Virtual Participant Physical JIC Virtual JIC (PIER logon) Positive--will participate Negative--can’t participate Travel to physical JIC

11. 11 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration WebEOC SigEv Sit Stat Unit Field Observation Monitoring tools, surveys Information Gathering What’s Happening Incident & Response

12. 12 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration Information Production Incident Commander Approvals PIO/JIC Liaison

13. 13 Information Dissemination PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web-email-text Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration “The Public” Media (MSM/New ) Community Elected Officials VIPs Response Agencies Special Interests Special Needs etc. PIO/JIC Liaison On scene media Field PIOs

14. 14 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web-email-text Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration “The Public” Media (MSM/New ) Community Elected Officials VIPs Response Agencies Special Interests Special Needs etc. Inquiry Management

15. 15 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration WebEOC SigEv Sit Stat Unit Field Observation Monitoring tools, surveys Monitoring/Rumor Management What’s Happening Incident & Response

16. 16 Section 4: Function Details

17. 17 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration WebEOC SigEv Sit Stat Unit Field Observation Information Gathering What’s Happening Incident & Response 1 Situation Status 1. Planning section provides primary input of raw information into the JIC. Planning section liaison needs to be physically located in Situation Status Unit. WebEOC Significant Events board plus additional information from Sit Stat and other Sections used to generate on-going JIC Situation Updates. These are written in PIER with frequent drafts saved. New Update documents created on hourly schedule. 2. Field PIO Liaison coordinates with Field PIOs if deployed. In large scale event, PIOs may be assigned to various locations to provide on-scene observations, coordinate JIC activities at that location, assist on-scene media, etc. It is the Field PIO Liaison unit’s job to gather on-scene information for the response and the JIC. Updates from field should be provided via WebEOC or through PIER Situation Update forms. 3 3 Information coming from Planning Section Liaison needs be provided to the Information Production unit on a continuous basis. PIER Sit Stat updates made available in designated folder accessible to authorized PIER users. 4 Field PIO Liaison (if used) provides information via PIER, phone, PIER conference room or other means, directly to Production Unit. 4 2 PIO/JIC Liaison

18. 18 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration Information Production Incident Commander Approvals Draft, Edit, Review, Approve 1. Production Unit receives “raw” information--unverified and unapproved--and develops information releases in various formats as directed by JIC Manager. Emphasis placed on brief, factual and frequent releases rather than lengthy and infrequent press releases. Works with Info Gathering unit to verify information to greatest degree possible. 2. Submits bulletized factual information to PIO for IC/UC approval. PIO should secure approval of IC to approve facts rather than requiring approval for each release or form of release. 1 2 3. Multi-media support unit responds to requests for development of maps, provides images or video, and other graphic requirements for website, releases or press conference requirements. May also initiate development based on anticipated needs. 4. Special Needs Production receives information from Drafting section, advises on Special Needs requirements, produces needed materials for website, releases or press conference use. 3 PIO/JIC Liaison 4

19. 19 Media Information Dissemination PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web-email-text Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration “The Public” Media (MSM/New ) Community Elected Officials VIPs Response Agencies Special Interests Special Needs etc. 1. PIO provides approved information to Information Dissemination unit. Only approved information to be distributed or used in inquiry responses. If Filed PIOs are in place and engaged with media, the Info Dissemination unit needs to include Field PIOs through the F-PIO Liaison function of information available for release to media in the field. 2. Primary distribution is through JIC website, email to media and stakeholder lists in PIER. Text (SMS) and text-to-voice message capability of PIER can be used in appropriate circumstances as directed by JIC Manager. 3. The stakeholder liaison unit manages distributions to community members/leaders, VIPs, elected officials and other response agencies. This can and should be coordinated closely with the web/email distribution unit as with PIER all distributions are accomplished at once. Distribution includes through RSS feeds to other agency websites or through email distribution to MA UASI agencies for posting on their sites and distribution to their lists. 4. The Special Needs Distribution unit ensures that all special needs populations receive the information in forms appropriate to meet their needs. It works closely with the Special Needs Production unit to make certain information is created in usable formats. 1 2 3 4 Send to Media & Stakeholders Field PIOs

20. 20 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web-email-text Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration “The Public” Media (MSM/New ) Community Elected Officials VIPs Response Agencies Special Interests Special Needs etc. Inquiry Management 1. Media Inquiry unit responds to inquiries that come via PIER website, email and phone. Approved information used. Production unit to provide answers to questions in “answer” format in PIER enabling fast response. (1A) Inquiries should be monitored by Production unit to identify information needs. This will drive production of information around specific concerns or questions. 2. Community and Stakeholder unit responds to inquiries from non-media audiences. Only approved information to be used. (1A) As with Media unit, questions needing answers prepared are referred to Production unit. (2A) This unit coordinates inquiries, responses and approved answers with Liaison Officer if that function is active and if directed by PIO and JIC Manager. 3. The Monitoring unit also serves as Rumor Control and needs to be alerted to any rumors or misinformation. This may be identified directly by the Monitoring unit through media, online or community monitoring, but frequently will come through the Media and Community Inquiry units. 4. The Special Needs Distribution unit, in addition to distribution information, is responsible for monitoring and managing responses to special needs groups. This should be done in close coordination with the Media and Community Inquiry units. Respond & Manage Interaction 1 Liaison Officer 1A 2 3 2A 4

21. 21 PIO Info Gathering JIC Manager Info ProductionOperations Planning Section Liaison Info Dissemination Field PIO Liaison Media/Social Media Monitoring Drafting, Editing, Approvals Multi-Media Support Special Needs Production Media Inquiries Community, VIP, Internal, Response Agency Inquiries Media Briefings and Conferences Web Distribution Special Needs Distribution JIC Logistics Security, Escorts, Credentials Documentation & Administration WebEOC SigEv Sit Stat Unit Field Observation Monitoring tools, surveys Monitoring/Rumor Management What’s Happening Incident & Response Listen and Respond 1 1. Monitoring unit monitors print, online, blogs, social media and broadcast; determining relevancy and potential impact. If incorrect information is critical, informs PIO or through JIC Manager. 2.. Monitoring and rumor info also provided directly to production unit to use in preparing answering, clarifying or countering information. 3. Monitoring unit also works closely with Media and Stakeholder Inquiry units to identify rumors or misinformation that emerge from inquiries. Inquiries can be monitored via PIER, with Inquiry units forwarding via PIER to Monitoring unit to draw attention to relevant rumors. 2 3

22. 22 PIO JIC Manager Operations JIC Logistics Security, Escorts, Credentials Documentation & Administration PIO/JIC Liaison Operations 1 2 3 1. JIC Logistics coordinates with Response Logistics Section as well as Finance Section to provide all support equipment, facilities, supplies, food, and other resources needed by the JIC staff for efficient, sustainable operations. Secures Media Conference facilities and logistics. 2.. JIC security unit insures safe, secure operation of the JIC, manages access, provides credentialing for JIC staff. Also provides media and VIP escorts in coordination with Info Dissemination unit. Coordinates closely with Safety Officer to ensure safety of JIC staff, visitors, media, VIPs, etc. 3. Documentation and Administration unit ensures that all appropriate activities of the event are documented in conformance with documentation requirements of the response leaders and NIMS. Provides general administrative support. Logistics Section Finance Section Safety Officer Documentation Section Response Units

23. 23 Section 5: Regional Coordination

24. 24 Info In Info Out DistributionsInquiries PIO/PIER Regional Coordination Basic Agency Response 1. Information about the event and the response is gathered by the PIO and team. 2. Information is drafted, reviewed, approved. 3. Information is disseminated through website, email, text/phone, etc. to media and other stakeholders. Contact lists include other agency PIOs and communication teams, plus MA UASI PIOs and staff. 4. Approved information used to answer media and stakeholder inquiries. NIMS Compliance and Basic Principles 1) Individual agencies can and should communicate about their agency activities in their jurisdiction. 2) In a multi-agency response using NIMS, the Incident Commander or Unified Command must have approval authority over information release. The JIC is established to ensure a single voice for the response with IC approval of information. There can be no independent agency communication representing the response or providing information about the event or response after a JIC is established. 3) The JIC will distribute information to agencies representing the response for web posting and distribution to agency-specific audiences,. Info distributed through individual agency methods need to be clear that the information is originating from the JIC and that additional information about the response is to be secured from the JIC.

25. 25 Regional Coordination Five Types of Response This describes five different types of response and how different agencies interact based on the type of response. Response Type Local Jurisdiction Other Area Jurisdictions UASI Response/JIC Federal ESF15 Type I: Local Response Only Type 2: Local To Regional An incident involving response from a single agency only. Active Site & Public Communication Potentially active, depending on event and role An incident starting locally, but in scale or geography involving multiple regions. Type 3: Regional Regional event and response from beginning. Type 4: Regional to National Regional event to start but based on scope, involves national response over time. Type 5: National Clearly national level event from beginning.

26. 26 Regional Coordiantion Type I: Local Response Response Type 1: Local Response Local Jurisdiction Other Area Jurisdictions UASI Regional Response/JIC Federal ESF15 1. Local agency responsible for gathering information, drafting, and approvals. 2. Information released via inquiries, PIER site, email and other means as appropriate. 3. Distributions include info released to UASI Response site. 4. Depending on situation, severity, impact on region, etc., MA UASI may post releases on Regional Response site and distribute to media and public. Inquiries directed back to agency PIO. Active Site & Public Communication Potentially active, depending on event and role Info In Info Out 1 2 3 4 An incident involving response from a single agency only.

27. 27 Regional Coordination Type 2: Local to Regional Type 2: Local To Regional Active Site & Public Communication An incident starting locally, but in scale or geography involving multiple regions. 1. Information Gathering. All local agencies impacted responsible for gathering information. In initial stage, prior to establishing a JIC, release information independently (as in local response Type 1). 1A. After JIC established, dissemination from individual agencies stops (see Step 2) but information gathered by the agency relating to that jurisdiction’s response efforts are directed to JIC. 2. Information Dissemination Before JIC established, local agencies provide public info flow as in Type 1 incident. After JIC is established, all information about the incident and response to come from JIC. 2A. JIC to include all agencies in releases and updates. Agencies can post and distribute identifying JIC origin and referring inquiries to JIC. Agency specific info not under jurisdiction of the Regional Response can be posted and distributed via agency. Info In Local Jurisdiction Other Area Jurisdictions UASI Response/JIC Federal ESF15 1 1A Response Info Out Agency Specific Info Only 2 2A

28. 28 Regional Coordination Type 3: Regional Regional event and response from beginning. Info In Local Jurisdiction Other Area Jurisdictions UASI Response/JIC Federal ESF15 1 Response Info Out Agency Specific Info Only 2 2A Similar to Type 2 but MA UASI site is focal point from beginning, and agency sites may or may not be active publicly. 1. Information Gathering. All local agencies impacted responsible for gathering information relating to their jurisdiction and forwarding via Situation Status Reports to MA UASI JIC site.. 2. Information Dissemination All information about the incident and response to come from Regional JIC. Agencies may provide direct links and may have response sites active for agency-specific information. Agencies should include JIC in distributions of information. 2A. JIC to include all agencies in releases and updates. Active Site & Public Communication Potentially active, depending on event and role 1

29. 29 Type 4: Regional to National Regional event to start but based on scope, involves national response over time. Regional Coordination Type 4: Regional to National Active Site & Public Communication Potentially active, depending on event and role UASI site is transitioned to FEMA/DHS led site including branding. Site and JIC continue to operate with transition to ESF 15 structure. Agency sites continue to provide links to JIC site and optional agency specific information unless directed to provide links only by the lead federal representative. Local Jurisdiction Other Area Jurisdictions

30. 30 Type 5: National National from beginning. Most likely scenario in large scale terrorism event. Regional Coordination Type 5: National Active Site & Public Communication Potentially active, depending on event and role FEMA/DHS or other federal agency such as FBI to be primary site. UASI Regional site and affected agencies should prepare to communicate regional or agency specific information under direct supervision of the leading federal external affairs officer operating under ESF 15. Local Jurisdiction Other Area Jurisdictions

31. 31 Regional Coordination Transition to ESF 15 (National Led Response) ESF15 Director (DHS Asst Secy Pub Affairs) ESF 15 External Affairs Organization Chart July 2006 Version PFO/FCO DHS Secretary President ENRCC/FEMA ESF15 Liaison PFO Principal Fed Officer FCO Fed Coord Officer EA External Affairs ESF15 EA Officer ESF15 Deputy Officer ESF 15 Executive OfficerResource Manager Asst EA State, Local & Tribal Asst EA JIC Asst EA Congressional Affairs Asst EA Community Relations Asst EA International Asst EA Private Sector Asst EA Planning & Products PFO Press Secretary ESF 15 Operations Director HQ Level Field Level

32. 32 ESF15 Director (DHS Asst Secy Pub Affairs) PFO/FCO DHS Secretary President ENRCC/FEMA ESF15 Liaison PFO Principal Fed Officer FCO Fed Coord Officer EA External Affairs ESF15 EA Officer ESF15 Deputy Officer ESF 15 Executive OfficerResource Manager Asst EA State, Local & Tribal Asst EA JIC Asst EA Congressional Affairs Asst EA Community Relations Asst EA International Asst EA Private Sector Asst EA Planning & Products PFO Press Secretary ESF 15 Operations Director HQ Level Field Level Regional Coordination Regional to ESF15 Transition Info GatheringInfo ProductionOperationsInfo Dissemination