Presentation on theme: "EOC Management and Operations Activating and Deactivating the EOC"— Presentation transcript:
1 EOC Management and Operations Activating and Deactivating the EOC Unit 7Activating and Deactivating the EOC
2 Unit Objectives Determine when, how, and by whom the EOC is activated Define “time-phased” activation and determine when appropriateAnalyze incident needsDetermine when and how to deactivate the EOCThis unit covers processes and procedures for activating and deactivating the EOC.Instructor NotesGo over unit objectives
3 Activating the EOC NIMS General Criteria SEMS Criteria Decision varies by jurisdictionDocument the processWho decides to activate the EOC?Instructor NotesAsk – What is your policy for activating the EOC? Who makes the decision to activate the EOC?The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO.The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation.Refer to Managing Emergency Operations (add pages 7-8)This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances
4 NIMS EOC Activation Criteria When a Unified Command or Area Command is establishedWhen more than one jurisdiction becomes involved in the responseWhen the Incident Commander indicates that the incident could expand rapidlyIf similar incidents have required EOC activationWhen the CEO directs EOC activationWhen threshold events described in the EOP occurNIMS general criteria (per original 775 Course):When a Unified or Area Command is establishedWhen more than one jurisdiction is involvedWhen the Incident Commander indicates the incident can rapidly expand or involve cascading eventsSimilar past incidents required EOC activationWhen the Chief Executive Officer (CEO) directs the EOC be activatedWhen threshold events described in EOP occur
5 SEMS EOC Activation Criteria GENERAL Criteria for Local EOCs:Resources required beyond local capabilitiesEmergency is of a long durationMajor policy decisions are neededLocal or state emergency proclaimedActivation of the EOC is advantageousSEMS general criteria for Local EOCs (in G-611 EOC Course guidance):Resources required beyond local capabilitiesEmergency is of a long durationMajor policy decisions are neededLocal or state emergency proclaimedActivation of the EOC is advantageous, etc.
6 SEMS EOC Activation Criteria- continued OA EOC Criteria:7 guidelines per G-611 (e.g. Two or more cities activate their EOCs)REOC Criteria:3 requirements per CCR Title 19 Regulations(When any OA EOC within region activates)SOC Criteria:3 requirements per CCR Title19 Regulations (Governor proclaims state of emergency)OA EOC Criteria: 7 Guidelines in G-611 (e.g., two or more cities activate their EOCs)REOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when any OA EOC within the region activates)SOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when governor proclaims state of emergency)
7 Who Decides to Activate the EOC? The decision making process varies, but should be documented in policy, plans & SOPs.All personnel must understand:Who makes the call (with backups)Circumstances for activationLevels of activationWho calls EOC staff (and how)“Auto Activation” PolicyWho is the “ESD” is by ordinanceInstructor NotesAsk – Who makes the decision to activate the EOC?The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO.The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation.Refer to “Managing Emergency Operations” (add pages 7-8)This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances
8 NIMS & SEMS Activation Levels Time-phased levels of activationsNIMS & SEMS levels of activationBasis for levels of activationCheck- IN stepsTopic slide for “Activation” Processes & Procedures.
9 Time-Phased Activation Time-Phased or Activation Levels may be appropriate when:An incident occurs that is expected to build over timeThere is a warning period before the emergencyIn preparation for planned eventsInstructor NotesAsk – Do you activate your EOC all at one time?Time-phased activation may be appropriate when:An incident is expected to build over time (coastal storms, wildfires)A warning period before an emergency (hurricanes, coastal storms, river flooding, extreme temperatures, hazard weather warnings)In preparation for planned events
10 NIMS Activation Levels Note the 3 time-phase/levelsIs this used in California?Level 3 (Monitor)Key personnel onlyLevel 2 (Partial)Key personnel and personnel from responding agenciesLevel 1 (Full)All personnelInstructor NotesGo over the three phases
11 SEMS Activation Procedures Note the 3 time-phase/levelsIs this used in California?Level 1 (Minimal): EOC Director & P/I CoordinatorLevel 2 (PARTIAL): EOC Director, Section Coordinators, Branches, & Units as neededLevel 3(FULL): All EOC PositionsInstructor NoteGo over SEMS activation procedures. Facilitate a class discussion on differences between NIMS and SEMS.Ask – Do we SEMS or NIMS?
12 ICS Plain English Activation Levels FULLInstructor NoteFacilitate a class discussion on using plain English instead of numbers to describe your EOC activation level:MINIMAL Activation – explain what minimal activation isPARTIAL Activation - explain what partial activation isFULL Activation - explain what full activation isCalifornia has four phases:Level 1: Executive Duty Officer and Duty OfficerLevel 2: Minimal – EOC Director and Planning/Intel CoordinatorLevel 3: Partial – EOC Director, Section Coordinators, Branches and Units as neededLevel 4: Full – All EOC positionsMINIMALPARTIALMONITOR
13 Basis for Activation Levels (Per NIMS) Activation levels should be based on the jurisdiction’s hazard analysis.The decision about the level of EOC activation should be based on:Established “triggers” General Guidance & Communication with the Incident CommandInstructor NotesAsk – What constitutes key personnel? How do you determine the activation level required?Activation levels should be linked to the jurisdiction’s hazard analysis. This provides “general guidance” and specific “triggers” based on actual or anticipated damage levels. The decision should be based on established triggers and communication with the Incident Commander or Unified Command. Communication between the Incident Commander or Unified Command and the EOC is important. On-scene Command has the most up-to-date information on the situation, knows whether the situation is under control and is aware of incident needs.Refer to the job aid Time-Phased Activation (Add pages 7-16)Is all this in your Jurisdictions EOP or EOC SOP/G?
14 IN Check-IN Steps Formally check-in at the EOC with Personnel Unit in LogisticsCheck-in with your SEMS SupervisorOperations CoordinatorGet a Briefing from your supervisorReview the Action Plan for the Op PeriodReview your Position ChecklistRole, responsibilities & tasksLog in and Do Your JobStress to EOC personnel when activated:Formally check-in with the Personnel Unit in LogisticsCheck-in with the SEMS supervisor (Operations Coordinator)Get a briefing from your supervisorReview the Action Plan for the operational periodReview your Position Checklist (roles, responsibilities, and tasks)Log in and do your jobIs all this in your EOC SOP or Position Checklist?IN
15 Activity: Analyzing Activation Procedures Work in your groupsReview the EOC activation proceduresComplete the EOC Activation ChecklistSelect a spokespersonInstructor NotesRefer participants to the job aid – EOC Activation Checklist (add Page s )Have participants review the EOC procedures in their EOP or EOC SOP . Have them determine if the procedures meet the SEMS & NIMS guidelines by completing the “EOC Activation Checklist”Allow 10 minutes for the activity.Have groups report out. Facilitate the discussion
16 Deactivating the EOC Increasing & Decreasing EOC Staffing Deactivation CriteriaCheck- OUT StepsRecoveryPost-Incident ActivitiesTopic slide for “Deactivation” Processes & Procedures.Instructor NotesAsk – Do you deactivate your EOC in phases? What post-incident activities do you undertake regarding the EOC?
17 Increasing & Decreasing EOC Staff Increasing & decreasing EOC staff should be primarily dependent upon:EOC objectives for the Operational PeriodDetermined by the EOC Action PlanAssisted by the Demobilization UnitInstructor NotesAsk – How do you increase and/or decrease your EOC staffing Levels?Note that EOC staffing many times “bloats” over time. This is because they do not use the EOC Action Planning Process based on EOC Support Objectives related to an Operational Period. The Demobilization Unit is not used effectively.-Contract+EXPAND
18 Deactivating the EOC (per NIMS) Communication with the Incident Commander or Unified Command is the best way to determine when to deactivate the EOCThe EOC Director makes the decisionInstructor NotesAsk – When do you deactivate the EOC?Communication with the Incident Commander or Unified Command helps determine when to deactivate the EOC, but it is not the best way. The EOC director may have many Incident Commanders in the field and their incidents may stabilize at different times. The EOC often stays activated after the Incident Commanders formally terminate their incidents. The EOC Director also must formally transition from response into recovery.Consider recovery needs. The EOC must remain activated to facilitate recovery needs long after the Incident Command completes its on-scene mission. When does recovery really start? What are the factors/indicators to formally transition into full recovery mode? How is it done smoothly?
19 Check-OUT Steps “BOOT” Get a “formal demob order” by your supervisorIf another person is relieving you, provide a relief “Briefing” before you leaveClean-up work area, “log out” and transfer any remaining open items to the appropriate personComplete all required “forms, reports, time sheets, claims, log, etc.” & submit to the proper person“Formally Check-out” with “Personnel Unit,” return all non-expendable items & get a debriefBe prepared to provide input to the AARInstructor NotesAsk – What are the key “Deactivation” steps to formally check out at the EOC?Get a formal demob order by your supervisorProvide a relief Briefing before you leaveClean up work area, log out and transfer any remaining open items to the appropriate personComplete all required forms, reports, time sheets, claims, logs and submit to the appropriate personFormally check-out with Personnel Unit and return all non-expendable items and get a debriefBe prepared to provide input to the After Action ReportBOOT – Be Out Of Town - “BOOT”Is all this in your EOC SOP or Position Checklist?
20 Transitioning to Recovery How does the EOC transition from response to recovery?When does recovery really start?What are the factors/indicators to FORMALLY transition into full recovery mode?How is it done smoothly?Instructor NotesAsk – When does the EOC formally transition from response to recovery?Various ways exist depending on the actual disaster. One way is to use the last EOC Action Planning Meeting to develop the “RAP” – Recovery Action Plan. The basic procedures for the Action Plan Meeting are followed. The exceptions to the basic procedures are that the EOC Director and the designated Recovery Director run the meeting, allow for as much time as needed to identify any remaining EOC issues, while primarily focusing on initial Recovery objectives.
21 After-Action Analysis & Reporting Should involve:All key EOC personnel (EOC Mgmt & Gen Staff)The Incident Commander(s)Jurisdiction leadership (CEO, Mgmt & Gov Body)Others as appropriate (e.g., stakeholders)Involve key personnel in the After Action analysis and reportingAll key EOC personnel, including the Emergency Management Coordinator, response-agency leadership (fire, police, public works, etc.) and Section Chiefs or Groups LeadersIncident Commander (s)Jurisdiction leadership or their designees who were at the EOCOthers (utility company representatives, media, American Red Cross, business/industry representatives) as appropriateAfter-action analysis should be detailed and honest. Jurisdictions should adopt a “non-attribution rule” to encourage open and honest discussion of what worked well and what didn’t. Report EOC performance honestly and completely. List the problems and develop solutions. Develop a plan to train, test, and exercise the proposed solutions.The Homeland Security Exercise & Evaluation Program (HSEEP) After Action Process and Improvement Plan (IP) Matrix can provide a guide for an effective After-Action meeting. Keys to stress in the process are to identify concrete corrective actions related to a capability element (plans, training, equipment, etc.). Then identify a responsible party agency and a reasonable timeframe for completion of the corrective actions. This information can be recorded on an IP Matrix for tracking the completion of all the corrective actions.Using the Improvement Plan/IP Matrix concept can helpAfter drafting an AAR, include an IP Matrix that includes:Priority CORRECTIVE ACTIONSRelated ELEMENT (i.e., planning, training, exercising, etc.)Assigned RESPONSIBLE AGENCY/PARTYReasonable TIME FRAME for completionSubmit to “StakeholdersHold an AAR Conference to finalize the AAR and IP MatrixCarry after-action results over to the EOP. Documentation should be accomplished using the Homeland Security Exercise and Evaluation (HSEEP) process.
22 Summary EOC activation criteria EOC activation levels Increasing & decreasing EOC staffingEOC de-activation criteriaQuestions & AnswersThis unit covered processes and procedures for activating and deactivating the EOC.Instructor Notes:Questions/Comments