Participant Guide EPO 100: Introduction to the Standardized Emergency Management System (SEMS)

Purpose of EPO 100 This training course is intended to give you a basic overview of SEMS, including reference to the law and regulations, standard terms, management structures, principles and definitions. This course also satisfies the federal guidelines for integration of the National Incident Management System (NIMS) by incorporating the unique elements of the NIMS-700 introductory course.

Trademarks & Copyright Acknowledgements For permission or questions regarding any of the course content, please contact the CDPH Emergency Preparedness Office, 1615 Capitol Avenue, 3rd floor, Sacramento, CA 95814 or email to EPOtraining@cdph.ca.gov All course materials were developed in partnership with the California Department of Public Health, Emergency Preparedness Office, and Healthcare education, Leadership and Performance, INC. utilizing resources from the California Office of Emergency services and the FEMA Emergency Management Institute.

Learning Objectives (1 of 2) After completing this training, you should be able to: Describe the purpose and scope of the Standardized Emergency Management System (SEMS) Identify common terminology associated with SEMS Distinguish basic elements of the SEMS law Cite the five levels of organization within SEMS Explain the principles, functions and basic concepts of SEMS Determine basic operating requirements and individual responsibilities Specify the benefits of using the Incident Command System (ICS) 2A

Learning Objectives (2 of 2) Identify when it is appropriate to institute an Area Command Identify when it is appropriate to institute a Multi-Agency Coordination System Specify the benefits of using a Joint Information System (JIS) for public information Explain how SEMS affects how resources are managed Explain how SEMS influences technology and technology systems 2B

Review Objectives (Page 2) Why Are We Here? Review Objectives (Page 2) 3

California Department (With integration of NIMS IS-700) of Public Health The Emergency Management System (“SEMS") (With integration of NIMS IS-700) Standardized 4

What is SEMS? An emergency & disaster management structure that integrates preparedness, planning, command/control, coordination & support activities Utilizes “best practices” management & business principles & processes that apply to all levels Integrates the elements of the National Incident Management System (NIMS) 5

Concepts and Principles Flexible framework that: Facilitates working together . . . At any type of incident . . . Regardless of size, location, or complexity Flexible structures Requirements for processes, procedures, and systems 6

Standard Structures The Incident Command System (ICS) Inter-agency/Multi-agency Coordination Mutual Aid Public Information Systems 7

SEMS Purpose Is To Provide Standardized emergency management across all levels of government, tribal entities, NGOs & private industry Coordination between responding agencies Rapid mobilization, deployment and resource tracking Interoperability 8

I have a riddle for you…. What does Senator Petris, 1991 Oakland Hills Fire, and SEMS have in common….? 9

Legal Basis for SEMS Initiated by Senate Bill 1841 Became California Statute in 1993 Government Code § 8607 CCR – Title 19 INTENT: “To Improve Coordination of State & Local Emergency Response in California” 10

…To qualify for Federal Grants State Agencies MUST use SEMS NO EXCEPTIONS! MUST Integrate NIMS! …To qualify for Federal Grants 11

…To qualify for Federal Grants Local Governments MUST USE SEMS! …To be eligible for State funding of RESPONSE RELATED PERSONNEL COSTS! MUST Integrate NIMS! …To qualify for Federal Grants 12

Integrated Components Communications & Information Management Supporting Technologies After Action Reporting Maintenance System SEMS 13

Integrated Components (Continued) Preparedness Command & Management Operational Area Concept Resource Management SEMS 14

“Preparedness is a way of life, not a sudden, spectacular program.” SYSTEM COMPONENTS PREPAREDNESS “Preparedness is a way of life, not a sudden, spectacular program.” 15

What Is Preparedness? Actions to establish and sustain prescribed levels of capability Ensures mission integration and interoperability 16

Preparedness Planning Plans describe how resources will be used. Plans describe mechanisms for: Setting priorities. Integrating entities/functions. Establishing relationships. Ensuring that systems support all incident management activities. 17

Types of Plans Emergency Operations Plans (EOP) Procedures Preparedness Plans Corrective Action and Mitigation Plans Recovery Plans 18

Training and Exercises Incorporate standards, guidelines, and protection Implement modeling/simulation Define general training requirements Review/approve discipline specific requirements/courses 19

Personnel Qualifications Preparedness based on standards for qualification/certification Includes minimum: Knowledge Skills Experience 20

Equipment Certification Ensure performance to standards and interoperability Facilitate development of state and national standards and protocols Review and approve equipment meeting standards 21

Mutual Aid & Related Agreements Voluntary, reciprocal and cooperative agreements which expedite response and provide services, resources, and facilities, when jurisdictional resources are inadequate Several Mutual Aid Systems form essential links 22

Mutual Aid & Related Agreements California’s Master Mutual Aid Agreement (MMAA) Fire/Rescue and Law/Coroner mutual aid systems in California Emergency Management Assistance Compact (EMAC). Private sector and NGOs 23

Publication Management The development of naming and numbering conventions Review and certification of publications Methods for publications control Identification of sources and suppliers for publications and related services Management of publication distribution 24

SYSTEM COMPONENTS RESOURCE MANAGEMENT 25

What Is Resource Management? Four tasks: Establishing systems Activating the systems Dispatching resources Deactivating resources 26

Resource Management Concepts Standardize identification, allocation, and tracking Classify by kind and type Implement credentialing system Incorporate resources from private sector and NGOs 27

Resource Management Principles Advance planning Resource identification and ordering Resource categorization Use of agreements Effective management 28

Managing Resources Identifying and typing resources Certifying and credentialing personnel Resource inventory Identifying resource needs and capabilities 29

Managing Resources Ordering and acquiring resources Tracking and reporting resources Mobilizing resources Recovering resources Reimbursement 30

STAFFING POSITIONS Is an expansion of day-to-day program/function activities Place personnel according to their skills into each SEMS Function 31

What are the type of duties involved with a disaster response? Type of staff to fill those types of duties 32

Suggested Staffing Relationships Management: EOC Director Safety Security Information Liaison EOC Program Mgr. Risk Program Mgr. Police or Security Public Affairs/P.I.O. Program Manager 33

Suggested Staffing Relationships (Continued) General Staff Functions DCDC, Drinking Water, L & C, Food & Drug, etc. Operations: Planning/Intel: Logistics: Finance/Admin: Planning, Engineering Business Services, Purchasing Budgets/Accounting 34

COMMAND AND MANAGEMENT SYSTEM COMPONENTS COMMAND AND MANAGEMENT 35

THE TRANSITION PROCESS The Response System THE TRANSITION PROCESS DAY TO DAY EMERGENCY Two separate vocations! 36

MULTI-AGENCY COORDINATION Multiple jurisdictions/agencies with concurrent emergency incident responsibility (statutory authority) Consensus on decisions affecting the overall emergency response; to include establishing priorities and scarce resource allocation. Anticipating and identifying future resource requirements 37

MULTI-AGENCY COORDINATION Providing strategic coordination as required Coordinating and resolving policy issues arising from the incident(s) Coordinating Entities (MAC Group) – Usually connected to an EOC Multiagency Coordination Systems include Emergency Operations Centers (EOCs) and, in certain Multi-jurisdictional or complex incidents, Multiagency Coordination Entities. Tell the students that: Multiagency Coordination Entities typically consist of principals from organizations with direct incident management responsibilities or with significant incident management support or resource responsibilities. These entities may be used to facilitate incident management and policy coordination. Multiagency Coordination Entity Post incident Responsibilities Tell the students that following incidents, Multiagency Coordination Entities are typically responsible for ensuring that revisions are acted upon. Revisions may be made to:  Plans.  Procedures.  Communications.  Staffing.  Other capabilities necessary for improved incident management. These revisions are based on lessons learned from the incident. They should be coordinated with the emergency planning team in the jurisdiction and with mutual aid partners. 38

In everyday life, can you give an example of where a MAC might be used? 39

How the System Works Five Levels Five Functions SEMS 40

THE INCIDENT COMMAND SYSTEM (ICS) – Field Level Developed by Federal, State, and Local Fire services in California A standardized emergency incident management structure 41

Implemented statewide by Ca. Fire Service 1980 Included in SEMS ICS “FUN” FACTOIDS Result of 1970 Malibu Fire Implemented statewide by Ca. Fire Service 1980 Included in SEMS Adopted by Homeland Security in 2004 42

Field Level Provides direct command and control for the emergency incident Establish goals, objectives and strategies for abatement and mitigation Tactical on-scene response Requests support from the Local jurisdiction(s) EOC 43

Let’s Make it Real! Division of Communicable Disease Control Division of Drinking Water & Environmental Mgt Division of Food, Drug, & Rad Safety Others… 44

Unified Command When 2 or more Agencies with responsibility for the incident respond, a Unified Command must be established. 45

Unified Command Thoughts Multi-Agencies working together Public Health Non-site specific Not immediately identifiable Geographically dispersed over time Examples: Haz Mat Spill into a reservoir Multiple Communities Flood 46

Unified Area Command Sets overall strategy and priorities ICP 1 ICP 2 ICP 3 Sets overall strategy and priorities Allocates resources Ensures proper management Ensures objectives are met Ensure strategies are followed 47

Local Jurisdiction Level (Local EOC) City, County, Special District (“local” includes state & Federal jurisdictions) Establish and maintain local EOCs and DOCs Implement Local Emergency Plans Directly supports Field Level activity Requests Support from Operational Area/Pre-established agreements 48

Operational Area Level (OP Area EOC) All jurisdictions within the geographical boundaries of a County (local, state, Federal and tribal) 58 Operational Areas Coordinate with local jurisdictions Requests assistance from the REOC 49

Region Level (REOC) Regional OES & State Agency representatives Located in Sacramento, Oakland, and Los Alamitos Provide technical guidance and assistance to Operational Areas Implement State Emergency Plan Broker Resources between Operational Areas 50

State Level (SOC) OES & State Agency Representatives Located in Sacramento Coordinates between Regions Federal Response Coordination Communicates with Governor and Legislature 51

Flow of Requests and Assistance During Large Scale Incidents Joint Field Office Federal Agencies and Departments Funding Subject Matter Experts Resources and Equipment Assistance Reaching around the official resource coordination levels will lead to inefficient use and/or lack of accounting of resources Statewide State Agencies Inter-State Mutual Aid Local Gov., Federal, State, Tribal, Volunteers, NGO, Private State Operations Center Regional, Local Gov., Federal, State, Tribal, Volunteers, NGO, Private REOC Op Area Local Gov., Federal, State, Tribal, Volunteers, NGO, Private Op Area Requests Unity of Coordination & Support Efforts Local Gov., Federal, State, Tribal, Volunteers, NGO, Private Local EOCs Unity of Command Area Command Incident Unified Command 52

Command/Management Command Management Directs incident activities (Field Level “ICS”) Management (EOC Levels) Directs incident activities Develops incident objectives & strategies Establishes incident priorities Coordinates with local EOCs Manages overall support & coordination for incidents Provides technical guidance to EOCs & incident command Coordinate with other activated EOCs & incidents as appropriate 53

Operations Operations Operations (Field Level “ICS”) Operations (EOC Levels) Directs all incident tactical activities Directly involved in preparing Incident Action Plan (IAP) Provides technical subject/discipline advice & interpretation Coordinates operational support to and from other SEMS levels 54

Planning/Intelligence (Field Level “ICS”) Planning/intelligence (EOC Levels) Collects/analyzes incident intelligence Develops Situation Reports Documents incident action activities Maintains incident resource tracking Conducts incident action planning (IAP) Collects, evaluates and disseminates intelligence Develops Situation Reports Documents activities within the EOC Conducts EOC planning activities Maintains EOC resource tracking 55

Logistics Logistics Logistics (Field Level “ICS”) Logistics (EOC Levels) Orders resources, services and supplies for incident Provides incident communication Provides incident transportation and facilities Purchasing Obtains resources services & supplies as requested by incidents/EOCs Obtains resources, services & supplies for EOC Supports EOC infrastructure 56

Finance/Administration (Field level “ICS”) Finance/Administration (EOC) Personnel & equipment time recording Cost Accounting Procurement Compensation & Claims Cost Recovery Personnel & equipment time recording Cost Accounting Procurement Compensation & Claims Cooperative agreements 57

FIELD LEVEL (ICS) ORGANIZATION Command Staff SAFETY INCIDENT COMMAND (Unified Command) PIO LIAISON OPERATIONS PLANNING/ INTEL. LOGISTICS FINANCE/ ADMIN. General Staff 58

SEMS EOC ORGANIZATION Management Staff General Staff 59 SAFETY MULTI- AGENCY COORD. GROUP MANAGEMENT PIO LIAISON OPERATIONS PLANNING/ INTEL. LOGISTICS FINANCE/ ADMIN. General Staff Group Discussion Facilitate a group discussion about the ICS/EOC interface in the students’ jurisdictions. Ask:  When or for what types of incidents is the EOC activated?  What types of issues is the EOC expected to resolve?  How communications between the Incident Command and the EOC occurs?  How the ICS/EOC interface helps on-scene incident management? 59

SYSTEM FEATURES 60 COMMON TERMS MBO ACTION PLANNING FLEXIBILITY HIERARCHY 60

MANAGEMENT BY OBJECTIVES Flexible, Measurable & attainable objectives Identified time-frames (Operational Period) Objectives Met Operational Period SEMS Functions 61

Management Principles Unity of Command Every individual has a designated supervisor Chain of Command A clear line of authority within the ranks of the organization 62

ORGANIZATIONAL FLEXIBILITY Activate what you need! COMMAND/MANAGEMENT PLANNING/ INTEL. FINANCE/ ADMIN. OPERATIONS LOGISTICS 63

Management Principles Span of control The number of individuals one supervisor can effectively manage. Common terminology Organizational elements Position titles Resources Facilities 64

Management Principles Personnel accountability Check-In Mandatory Resource Status Unit Assignment Lists Unit Logs - A record of personnel assigned and major events 65

Management Components Resources management Resources are assigned to standard units/functions “Assigned” – “available” – “out-of-service” Integrated communications The "hardware" systems that transfer information The procedures and processes for transferring information. 66

Management Components Action Planning Conducted at the Incident Conducted in the EOC Objective Driven Eliminates Redundancy Establishes Accountability 67

COMMUNICATIONS & INFORMATION MANAGEMENT SYSTEM COMPONENTS COMMUNICATIONS & INFORMATION MANAGEMENT 68

Public Information Incident Command/EOC Director responsible for timely and accurate public information. (Public) Information Officer Reports to the Incident Command/EOC Director Appoints Assistants to support JIC functions Multiple JICs coordinate the release of approved Public Information 69

Joint Information System (JIS) State JIC Region 2 JIC Region 1 JIC Op Area 1 JIC Op Area 2 JIC Local 1 JIC Local 2 JIC IC/UC/ Area Command (PIO) 70

JIC Characteristics Includes representatives of all players in the response Has procedures and protocols for communicating and coordinating with other JICs 71

Joint Information Center JIC Organization Joint Information Center Research Team Media Team Logistics Team Press Secretary (jurisdictional) Liaison (as required) 72

SUPPORTING TECHNOLOGIES SYSTEM COMPONENTS SUPPORTING TECHNOLOGIES 73

Focus on Supporting Technology Interoperability and compatibility Technology support Technology standards Broad-based requirements Strategic planning and R&D 74

MANAGEMENT & MAINTENANCE SYSTEM COMPONENTS ONGOING MANAGEMENT & MAINTENANCE 75

System Maintenance Coordinated through State OES SEMS SEMS Advisory Committee SEMS Technical Group Coordination with Federal Government NIMS Integration Center (NIC) Both maintenance systems will monitor through Lessons learned Application of “best practices” 76

NRP (National Response Plan) (National Framework) Predicated on NIMS Integrates and aligns all of the Federal special-purpose emergency response plans into one structure. Interfaces Federal response with State, Tribal, Local governments, NGOs and private enterprise 77

CONCLUSION This course integrates the Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) into a single course. The material used in this course is extracted from the SEMS Approved Course of Instruction (ACI) and the NIMS IS-700 course. 78