Volunteer Management from the Local Perspective

1
Volunteer Management from the Local Perspective

• The Medical and Health Volunteer Management
  System
• George Washington University
• Institute for Crisis, Disaster and Risk Management

2
GWU ICDRM Project Team

• Joseph Barbera, MD
• Anthony MacIntyre, MD
• Greg Shaw, DSc
• Valerie Seefried, MPH
• Sergio DeCosmo, MS
• Lissa Westerman, RN, BSN
• supported by
• Lauren Fernandez, MS

3
A Recognized Need for Volunteer Management

• Additional capability will be needed to
  effectively manage and deploy volunteers
• GAO-06-365R Preliminary Observations on Hurricane
  Response
• Lesson Learned The Federal response should
  better integrate the contributions of volunteer
  and non-governmental organizations into the
  broader national effort. This integration would
  be best achieved at the State and local levels,
  prior to future incidents.
• The Federal Response to Hurricane Katrina Lessons
  Learned

4
Key Local Issues

• Many incidents require additional health and
  medical personnel beyond usual paid resources.
• State and federal personnel may not always be
  available or sufficient.
• Volunteers are commonly available and interested
  in assisting many decisions to volunteer are
  spontaneous.
• Local volunteers have a vested interest as
  community stakeholders.

5
Systems Issues

• Traditional first responders and incident
  managers have greater priorities than managing
  volunteers during response.
• Volunteers must be processed, organized,
  appropriately assigned, and managed throughout
  the incident.
• A VMS must be directly integrated into the
  incident response for optimal effectiveness.

6
Systems Approach
Collect data Identify disaster volunteer risks
and opportunities during each phase of the
incident.
Analyze and develop intervening management
functions
Identify goals and objectives
Volunteer Management Issues Opportunities Model
7
ISSUES OPPORTUNITIES MODEL

• Research identified
• Risks to incident response generated by
  unmanaged volunteers.
• Risks to volunteers posed by incident.
• Opportunities presented by volunteers.
• VMS Interventions to minimize Risks and
  maximize Opportunities.
• ICS/IMS Interventions to support an effective VMS

8
Goals/Objectives
Goal An effective, efficient Volunteer
Management System to process both pre-registered
and spontaneous volunteers who wish to assist
during disasters.
Objectives to achieve the goal
Fulfill incident response personnel needs
Minimize response cost to community
Maximize volunteer experience
Provide for safety
Minimize disruption to responder community
Provide mechanism to improve system
- of volunteers
- of community
9
Public Health and Medical Volunteer Management
System(VMS)

• System Description Concept of Operation
• Position Description/Qualifications
• Job Action Sheets
• Forms and Checklist Guides

10
Jurisdictional Integration
EOC
Incident Management
ESF 15
Operations Section
Logistics Section
Plans/Info Section
Finance/Admin Section
VRC
Supply Unit
VMS
11
VMS Processes

• There are 3 major components
• Management
• Incident Integration
• Volunteer Processing

12
VMSOrganizational Chart
VMS MANAGER
VMS OPS CHIEF
VMS LOG CHIEF
VMS PLANS CHIEF
VMS FINANCE/ADMIN CHIEF
VMS VOLUNTEER PROCESSING BRANCH DIRECTOR
VMS INCIDENT INTEGRATION BRANCH DIRECTOR
VOLUNTEER ONSITE COORDINATOR
REGISTRATION SUPERVISOR
VPOA LEADER
VOLUNTEER TRACKING SUPERVISOR
CREDENTIALS VERIFICATION SUPERVISOR
TROUBLE DESK SUPERVISOR
ASSIGNMENT SUPERVISOR
ASSIGNMENT BRIEFING LEADER
VOLUNTEER RECRUITMENT SUPERVISOR
DEPLOYMENT/ OUTPROCESSING LEADER
13
PHM-VMS Management

• Oversees mobilization/demobilization
• Sets operational periods, planning cycles and
  objectives
• Assures adequate function of VMS
• Assures safety of volunteers VMS staff
• Public information and liaison

14
(No Transcript)
15
(No Transcript)
16
Incident Integration

• Identifies volunteer needs
• Informs Processing Branch about positions to be
  filled
• Monitors and tracks volunteers
• Maintains trouble desk function
• Answers questions
• Documents any adverse incidents

17
Incident Integration Branch
VMS OPS CHIEF
VOLUNTEER ONSITE COORDINATOR
VMS INCIDENT INTEGRATION BRANCH DIRECTOR
VOLUNTEER TRACKING SUPERVISOR
TROUBLE DESK SUPERVISOR
VOLUNTEER RECRUITMENT SUPERVISOR
18
Volunteer Processing
Processing Managing the Volunteer
Assign Equip - Train
Register Verify
Deploy Monitor
Re-Assign or Out-Process
Collect
19
VMS OPS CHIEF
Volunteer Processing Branch
VMS VOLUNTEER PROCESSING BRANCH DIRECTOR
REGISTRATION SUPERVISOR
VPOA LEADER
CREDENTIALS VERIFICATION SUPERVISOR
ASSIGNMENT SUPERVISOR
ASSIGNMENT BRIEFING LEADER
DEPLOYMENT/ OUTPROCESSING LEADER
20
VPOA VMC layout (conceptual)
Secure Incident Perimeter
Non Pre-registered Volunteers
Pre-registered Volunteers
The Incident
VPOA
ICS/IMS Logistics Section or EOC-ESF 8
Orientation Briefing Registration
Confirm Pre-registered information
Obtain volunteer positions, Track volunteers,
Trouble Desk function
Registered
Credential Verification
Credentials not verified Released
Exchange position info, volunteer performance
info, assignment details
Volunteer Incident Integration
Credentialed
Volunteer Staging
Assignment Reassignment
Rostered Staged for upcoming shift or for
anticipated assignment
Sent for Reassignment
Rostered Assigned
Rostered Released for possible future
call-back
Volunteer Deployment
Out-processing
Assignment Briefing
Badging
Deployed
Rostered Assigned for future shift, or
Rostered Released On-call for possible future
call-back
Transport to/from incident position
Incident Position
Out-processed Released
Secure Incident Perimeter
21
VOLUNTEER MANAGEMENT POST INCIDENT INTEGRATION
DEPLOYMENT/ OUTPROCESSING
VPOA
BADGING
WAITING/STAGING AREA
REGISTRATION
ASSIGNMENT BRIEFING
CREDENTIAL VERIFICATION
ASSIGNMENT
22
Where is the system now?

• System usage
• New Hampshire floods

23
(No Transcript)
24
Next Steps

• Validation
• Modeling and exercises
• Training
• System improvements
• Scope of system
• Electronic platform

25
Implementation Issues Challenges

• Credentialing
• Liability
• Workers Compensation
• Resource Typing/Rostering

26
Summary

• Volunteers can be an effective solution to
  enhance local resources during disasters
• The system to incorporate volunteers must be
  comprehensive and inclusive of the entire
  lifecycle of response
• Integration with local systems is critical in
  providing the right person for the right job

27
For More Information

• http//www.gwu.edu/icdrm/projects/VMS/index.htm
• Lissa Westerman, RN
• liswest_at_gwu.edu
• 703-314-9439