Strategic Approach to Emergency Management Compliance 1109

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Strategic Approach to Emergency Management
Compliance 1/1/09
RT Cotter and Associates, Inc.
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Break Down
EM.01 Hazard Vulnerability Assessment (HVA)
EM.02 Emergency Operations Plan (EOP) Design
EM.03 Exercises
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EM.01 Hazard Vulnerability Assessment (HVA)
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HVA
Expectations Much more detail
Discussion in 3 parts up to 45 minutes!

• A realistic, specific list of events
• Accurate criteria for scores
• Results (calculation)

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HVA
Discussion 1. The list of events

• The events should not be generic
• Transportation Failure
• Location/area specific
• The more realistic the event list, the
  more accurate HVA

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HVA
Specific list of events How?

• Matching list with agency and other
  organizations HVAs
• Historical accountings
• Results of other vulnerability assessments (i.e.
  emergency power, flood studies, etc.)
• Area-specific potential conditions (rail, river,
  interstate, specific industries, etc.)

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HVA
Discussion 2. Criteria for scoring

• What is the difference between a score of 2 or
  3

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HVA
Discussion 2. Criteria for scoring

• Are participants scoring from the gut?
• Does each score have a specific definition?
• Are the participants all using the same criteria?

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HVA
Discussion 3. Results - Probability

• Assumptions are made based on format used

• ASHE
• Kaiser Permanente
• State of Alaska
• State of NY

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HVA
Discussion 3. Results - Probability

• Did you use a template format that does the
  calculation for you?
• Are there additional calculations that are not
  understood?
• Are there automatic graphs formatted where the
  origin is not completely understood?

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EM.02 Emergency Operations Plan (EOP) Design
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EOP Design
Expectations 1/1/09
Reality Several organizations nationally still
struggling with the 2008 standards

• 2009 standards are not different than 2008 They
  have been in place for over a year.

Whats the problem?
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EOP Design
Expectations 1/1/09

• Gigantic, manpower intensive project
• Will take the cooperation of every level of the
  organization
• Individuals assigned are expected to develop the
  plan independently
• Dont know how to get started

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EOP Design
Two options

• Incorporate required Elements of Performance into
  existing EOPs
• Redesign to make a more effective, complete plan
  designed to evolve

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EOP Design
Apply a Project Plan Process
1. Decide on the function of the overall plan -
simply

• Quick Reference, Survival Guide
• EOP with pre-thought out, high probability,
  procedures/process so energies can be focused on
  the unexpected

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EOP Design
Apply a Project Plan Process
2. Attributes of the EOP

• Simple format
• Intuitive
• Practical
• Compliant
• Scalable
• Autonomous
• Etc.

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EOP Design
2. Attributes - ALL final drafts of the EOP must
meet the attributes

• Simple format
• Intuitive
• Practical
• Compliant
• Scalable
• Autonomous
• Etc.

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EOP Design
3. Design the perfect Table of Contents
Chapter 1 Activation Chapter 2 Operational
Plans (Critical Processes) Chapter 3
Disaster Specific Plans (Including Utility
Failures)
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EOP Design
4. Develop Project Plan

• Based on the Table of Contents
• Establish status of each topic in Table of
  Contents

• Complete (from previous version)
• Partially complete (from previous version)
• Nothing (start from scratch or available
  template)

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EOP Design
4. Develop Project Plan

• Establish who is responsible for 1st draft and
  when
• The EM Manager becomes a facilitator not the
  author of the ENTIRE EOP
• Be sure to measure each draft to the attributes
• Deadlines should be realistic BUT enforced (poss.
  Performance Indicator)

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EOP Design
Additional Information for Engineers Failure
Plans

• Must meet the goals and attributes of the plan
• Not just for engineering personnel
• Survival Guide

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EOP Design
Additional Information for Engineers Failure
Plans Basic design

• Notification
• High Risk Depts./Patients
• Associated alarms, gauges, etc.
• Outside resources for repairs
• Locations of critical switches and valves
• Etc.

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EM.03 Exercises
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Exercises
Expectations Current

• Community-wide exercise as long as the EOP is
  fully implemented at the hospital
• Scenario designs

• Realistic
• Scaled
• Stretches the EOP

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Exercises
Critiques

• Satisfy other agencies (ASPR, NIMS, Etc.)
• Evaluate the critical areas (EC.02.02.01
  EC.02.02.15)

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Exercises
Critiques Issues

• Not all comments captured (dedicated critiquers,
  After Action Reports, other agencies)
• Boil down of all input performed by one
  individual
• Major exercises yielding few issues
• List not tracked through to resolution
• Resolution performance not reported to committee

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RT Cotter and Associates, Inc.
Rick Cotter
781-582-8111 Ext. 101
rtcotter_at_rtcotter.com
www.rtcotter.com www.msdsdirect.com
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