Course # Unit 6 - Various Required Reporting

Unit 6 Various Required Reporting Goals: What is reportable in PEMS Escalation / actionable report vs. Escalation not necessary / recordable How to escalate a report in PEMS How to record a report in PEMS How to complete reports throughout the emergency management life cycle in PEMS

What is Reportable in PEMS? Escalate / Actionable Report activates EMT information pushed to you EVENT Escalation Not Necessary / Recordable Report documents event information you can pull

What Should Be Reported in PEMS? Actionable Emergency Reporting as defined by PEMS: “A sudden, usually unexpected event that does or could do harm to people, environment, resources or property. Emergencies can range from localized events that affect a single office in a building to human, natural, technological events that damage, or threaten to damage local operations. The emergency could cause the temporary evacuation of personnel or the permanent displacement of personnel and equipment from the site to a new operating location environment.”

What Should Be Reported in PEMS? (continued) What constitutes an Emergency or Actionable Reporting in PEMS? Life threatening incident Suspicious substance / powder / device Evacuation of facility Man-made or natural disaster, cyber-attack, work stoppage, civil disorder that impacts postal operations Media attention Any mail transportation disaster that involves loss of life or significant loss of mail, or significantly impacts postal operations Any incident that requires additional resources or assistance from higher levels

What Should Be Reported in PEMS? (continued) Examples:  BDS Alert, civil disorder, workplace violence, loss of installation, etc. What happens when “Escalation” is checked off  Activates EMT  Notifies Local Team / District / Area / HQ of event  PUSHES threat specific checklists to EMT members

What is Recordable in PEMS? Escalation Not Necessary / Recordable Reporting Events: No significant safety or health hazard to employees or the environment Considered minor Can be addressed by Postal Service employees White powder / suspicious powder incidents that do not require outside assistance Events that do not require EMT activation

What is Recordable in PEMS? (continued) Examples:  Temporary power loss What happens when “Escalation Not Necessary” is checked off  Chronicles an event  Stores data in installation / district / area / HQ database  Managers, Emergency Preparedness PULL data for trend / BMP analysis

How to Complete Initial PEMS Report Must be provided in PEMS report: Escalate or Escalation Not Necessary Location  Automatic if EMT on installation level Threat Type  List emergency threat types - IEMP Annexes Incident Date / Time (CST) Stage of emergency  Notification / Activation  Response  Recovery  Termination

How to Complete Initial Report in PEMS (continued) Escalation  Emergency has worsened - Man-made emergencies automatically escalated Contact Info – Verify phone number Personnel Status  2 options (pull-downs) - Already Evacuated - Still in Occupancy Building Status (pull-downs)  3 options - Open - Partially Closed - Closed

How to Complete Initial Report in PEMS (continued) Specific Building Details  Pertinent data that may be useful to EMT - i.e., area secure Description of Emergency  Why and how emergency was discovered  Condition of location at time of report  Number of personnel affected Actions Taken to Manage Emergency - What was done to manage emergency - i.e., mail isolation

How to Complete Initial Report in PEMS (continued) Not a new concept USPS situation reporting – institutional  PS Form 1769  PS Form 1770  OpStat

How to Update a PEMS Report Emergency Report Screen Pick pull-down Emergency Stage  Notification / Activation  Response  Recovery  Termination Threaded discussion on emergency reporting CST is default – select time in description screen and local time zone using drop down box

New Update Functions for a PEMS Report From Emergency Details Screen  Update Emergency SitRep - Use for information that should go out to everyone notified of the emergency  Team Comments - Used to enter comments for your local team only Both update functions provide the option to “notify” the team or just record information

New Update Functions for a PEMS Report From Emergency Details Screen  Added the ability to attach documents (ie: Word and Excel) to an emergency by using the ‘documents’ tab in the screen

PEMS Termination Report Upon emergency recovery completion, a termination report should be completed to close out emergency Select pull-down Termination Complete lessons learned / after action synopsis and attach document to the emergency Date / time / POC

How to Complete PEMS Report One central theme: Who What When Where Why How

How to Complete PEMS Report JUST THE FACTS

Unit 6 Various Required Reporting Review Summary – In this section we’ve covered: What is reportable in PEMS Escalation / actionable report vs. Escalation not necessary / recordable How to record a report in PEMS How to escalate a report in PEMS How to complete reports throughout the emergency management life cycle in PEMS