ELARC Management December 4, 2013 Emergency Operations Planning

Desired Outcomes INDIVIDUAL/You will leave today: With a basic understanding of your role during a major event With a basic understanding of the use of Incident Command and why it is important With a better idea of how we will communicate with each other With a guide for how to operate the satellite phone and a date for hands on training With a basic understanding the reverse notification system Committed to taking one step towards personal preparedness

Desired Outcomes GROUP/We will have Come to agreement regarding management roles during an incident “De-Smoked” the ICS Incident Action Plan for our use as an agency Established a basic communication plan for management Developed the framework for a plan for responsive communication on smaller events Identified gaps and resources needed Identified next steps

Agenda Incident Command in Emergency Operations Roles Incident Action Planning Management Communication Responsive Communication What Would You Do If… Communication Tools Your Responsibility to the Agency Next Steps

The ELARC EOP Quick Review Morphing ICS into our own situational response “De-Smoking” roles and forms

Incident Command System (ICS) Standardized, on-scene, all-hazard incident management concept Efficiently integrates responders from a variety of agencies Why do we need ICS? A coordinated response system Standardization of Organization Interoperability of communications

What is ICS Leadership? In ICS, Leadership means... providing purpose, direction, and motivation for responders working to accomplish difficult objectives & tasks under stressful, sometimes dangerous circumstances

Before an Incident Planning and Preparedness Identify what is “Important” to the organization Identify the hazards/risks For example DDS identified “medically fragile” for us, requesting that we find out if they have plans Explore all legal ramifications Identify partners and stakeholders aligned with their organizations – city, county, public, private and first responders

Before the Incident Planning and Preparedness cont. Identify who is responsible for the plans and their yearly review Identify how your plans coordinate with those local jurisdictions or agencies your organization would interface with at the time of any emergency

Before the Incident Planning and Preparedness cont. Identify who is ultimately in command of the incident – avoid the confusion in advance Identify the roles and responsibilities in those plans – what do they do? What support can they bring? Develop a quick check list of things that need to be done – hard to remember everything in the middle of chaos

Before the Incident Planning and Preparedness cont. Training and exercise of those plans for all employees in your organization Training needs to be from the top to bottom of the organization Everyone needs to know their roles and responsibilities

During an Active Incident Set strategic goals for the organization during and after the incident and convey those goals to the operations branch responding to the incident Remain strategic and do not become involved with the tactical operations responding to the incident What key critical decisions need to be made? Who is ultimately responsible for those decisions?

After the Incident The transition from response to recovery is key and the toughest When does the planning for recovery start? – as soon as the incident has occurred Who is responsible for the planning for recovery? Identify someone to head up the recovery process The transition must be coordinated with the operational response effort to ensure it is seamless What is the message being given to the public?

Management Roles ELARC Incident Command Structure Review Your Role Your Checklist Discussion Homework

Management Roles “First One in the Door” Use of Incident Action Plan (IAP) Consider IAP it as the “Universal First Steps” Set up command center Establish communication Obtain data Obtain resources Assign tasks Assess/Adapt (“P” process)

Management Communication Plan How do we communicate with each other? How do we communication with staff? How do we communicate with consumers/families? How do we communicate with vendors? How do we communicate with DDS? How do we communicate with Emergency Responders?

Management Communication Phone (RNS) Text (RNS) E mail (RNS) Internet (Website/E News) Social Media (not there yet as agency) Face to Face (first ones in the door)

Responsive Communication State Contingency Plans (Heat Waves, Flooding) Health Alerts Power Outages Smaller Events What’s the Plan?

What Would You Do If… Review the scenario at your table If it were just you and the people at your table, what would you do? Explain step by step the actions you would take in the first hour What do you think you could do now, after this meeting, to prepare for this scenario?

Communication Tools Satellite Phones Emergency Notification System

Satellite Phones Let’s Switch Power Points!

Emergency Notification System Also referred to as “ENS,” “Reverse Notification System”, and “RNS” Online Access Phone Access App

Let’s Go Online!

Tips and Pointers Everbridge.net – to send a message Everbridge.com – for support, training and info Confidential sign on/pass code card Be brief and be clear

Your Responsibility to the Agency Personal Preparedness

Outcome Review Let’s go back

Next Steps Schedule Satellite phone labs Schedule ENS Webinar Determine Homework deadline Research Medically Fragile Plans Set another date to meet