Logistics Planning: Routing and Roadblocks

1
Logistics PlanningRouting and Roadblocks

• Presented by
• Jaye Compton, Washington Emergency Management
  Division
• Gretchen Martinsen, US Army Corps of Engineers
• Randy Weaver, Washington Dept. of Labor
  Industries
• Tony Cebollero, King County Office of Emergency
  Management

2
Determine the Destination

• Where do you need to be?
• Resource Acquisition
• Distribution Plan
• Staging Area Development
• Mutual Aid
• Reference tools for future staff

3
A Look Ahead

• What will be needed to get there?
• Workgroup participants
• Expertise and experience
• Observation
• Training
• Testing
• Throughout it all Communication!

4
Develop a Roadmap

• How will you get there?
• Plan for the plan
• Intermediate goals and objectives
• Deliverables
• Timeline
• Participants
• Develop Information Paper as a roadmap

5
Collect Your Vehicles

• Who do you need to bring onboard?
• Subject Matter Experts
• Representatives of support agencies
• Affected organizations and individuals
• What tools are needed?
• Distribution list
• Conference calls or Video Teleconferencing (VTC)
• Meeting space
• Training classes

6
Solicit Input on Routing

• Communicate where youre going, how you plan to
  get there, and ask for input from the group.
• Use the information paper to solicit input
• Get input on goals, objectives, and timeline
  prior to first meeting
• Number and date versions for clarity

7
Get Your Convoy Moving!

• Begin to develop your processes
• Discuss group participation expectations up front
• Information prior to, during and following each
  meeting
• Actively engage participants between meetings
• Listen to participants and be willing to accept
  ideas other than your own

8
Dont Stop at Dead Ends

• If a process will not work, drop it.
• Protocol limitations
• Manual vs. electronic processes
• Technology changes
• Lack of funding

9
Build Bridges

• Create something new to accomplish the task.
• Remember something old to others may be new to
  you and vice versa
• Tracking spreadsheets and other documents
• Command and control system
• Relationships
• Mutual aid agreements

10
Go Around Obstacles

• Change direction for awhile when necessary to
  keep moving ahead.
• Obtain additional expertise
• Gather more information
• Develop a new tool
• Invite additional participation or build new
  relationships
• Skip to the next phase and return later

11
Slow Down in Stormy Weather

• Take your time with the more difficult processes.
• Timelines are estimates, not rules
• Events may overcome planning meetings
• Some processes will invoke more discussion than
  anticipated
• New information may require processing time
• You only have so many hours in a busy day to
  write or develop supporting documents

12
Check the Road for Hazards

• Periodically look at what youve done as it
  applies to whats coming up give it a logic
  test.
• All processes should be building blocks toward
  the final product
• Consolidation of similar or parallel processes
  may be possible
• May need to bridge elements of the plan that are
  left hanging

13
Communicate Route Changes

• Communication is key throughout the process.
• Communication reinforces the importance of the
  project
• Meeting date changes and why
• Timeline alteration
• Additional topics or processes needed
• Address non-participation

14
Dont Stop If a Vehicle Drops Out

• Keep moving ahead is you lose a group member
  they may rejoin and catch up later.
• Send them updates offline to obtain their input
  on appropriate processes.

15
Allow The Convoy to Grow

• Continually look for new people and tools who can
  benefit the group and benefit from joining.
• Actively recruit expertise at conferences and
  events
• Invite affected individuals to provide their
  voice
• You may be missing the one set of eyes that can
  see a potential problem
• Workgroups are networking opportunities

16
Watch Out for Pirates!

• Dont allow interference to completely destroy
  the process.
• Manage the flow of information keep
  participants on the route
• Some folks like to play devils advocate
• Management priority conflicts will arise
• Some will underestimate the groups ability
• Allow other activities to delay progress, but not
  completely derail it
• Communicate with participants at all times

17
When You Have Arrived

• Review the route again check the early
  processes based on later developments.
• Forms and processes developed early on may need
  to be adjusted based on later findings
• Did you miss an important stop enroute?
• Are any tools missing from the plan?
• Is the plan well organized and readable?

18
Check for Site Hazards at the Destination

• Test your processes for viability and adjust as
  necessary.
• Small scale exercise
• Use all players during exercise
• Get input on results from workgroup or SMEs

19
Share the Route and Destination

• Provide the benefit of your experience to others.
• Become an SME
• Train and/or brief others
• Let them have your plan electronically
• It wont be plagiarism if they have your
  permission.

20
YOU HAVE ARRIVED!

• But continue to check for hazards periodically
  dont let the plan sit.
• Embed processes in upcoming planned exercises
• Continue to note and improve any problem areas
• Reconvene workgroup to discuss updates annually
  or semi-annually.

21
Helpful Links

• Washington State Emergency Management Division
• http//emd.wa.gov
• US Army Corps of Engineers
• http//www.usace.army.mil/
• https//eportal.usace.army.mil/sites/ENGLink/defau
  lt.aspx
• Department of Labor Industries
• http//www.lni.wa.gov/
• King County Office of Emergency Management
• http//www.kingcounty.gov/safety/prepare.aspx

22
Questions?
23
Contacts

• Jaye Compton
• Washington Emergency Management Division
• [phone] j.compton_at_emd.wa.gov
• Gretchen Martinsen
• US Army Corps of Engineers
• [phone] gretchen.l.martinsen_at_usace.army.m
  il
• Randy Weaver
• Washington Dept. of Labor Industries
• [phone] wear235_at_lni.wa.gov
• Tony Cebollero
• King County Office of Emergency Management
• [phone] anthony.cebollero_at_kingcounty.gov