6496 shaifer - so you want to deploy but are you ready · the emac request for assistance form...

9/22/2011

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Emergency Management Assistance CompactCopyright © 2010 NEMA | All rights reserved.

Leon Shaifer, Senior EMAC Advisor

So, you want to deploy under EMAC…

But are you ready?

Copyright © 2010 NEMA | All rights reserved.

Puerto Rico

U.S. Virgin Islands

The 50

United States

Guam

District of Columbia

EMAC Membership


Workshop Objectives


The EMAC 5-Phase Process

ACTIVATION

REQUEST & OFFER

RESPONSE

REIMBURSEMENT

PRE-EVENT PREPARATIONThe EMAC Process:

� comprises five distinctive phases

� involves states affected by an

emergency as well as states

assisting them

� begins before emergency occurs

� ends when Requesting State

reimburses Assisting State


PRE-EVENT PREPARATION

ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE

Phase 1: Pre-Event Preparation Phase

EMAC Resource Providers should:

� Develop EMAC plans and procedures

� Complete EMAC training

� Exercise EMAC procedures

� Determine capabilities & needs

� Conduct gap analysis

� Determine resource shortfalls

� Develop Mission Ready Packages


Mission Ready Packages Are …

� Specific response and

recovery resource capabilities

organized, developed,

trained, and exercised prior

to an emergency or disaster

� Based on—and the next

logical step after—NIMS

Resource Typing

� Developed in cooperation

with Resource Providers and

coordinated with state EMAs

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Developing the Mission Ready Package


Discipline-Specific Mission Ready Package Guidance


Discipline-SpecificMission Ready Package Guidance

Copyright © 2010 NEMA | All rights reserved.Copyright © 2009 NEMA | All rights reserved.

The MRP Worksheet

Copyright © 2010 NEMA | All rights reserved.Copyright © 2009 NEMA | All rights reserved.

Mission Ready Package Cost Development


Mission Ready Package Worksheet

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Personnel Tab Information


Equipment Tab Information


Commodity Tab Information

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Other Tab Information




Phase 2: Activation Phase


ACTIVATION

REQUEST & OFFER

REIMBURSEMENTGovernor declares state of emergency or disaster

RESPONSE

(Photo source: http://governor.s tate.texas.us)


� Alert EMAC key personnel

� Brief the Assisting State’s

governor

� Assess own threat level to

determine if resources should

be deployed

� Anticipate resources that

might be requested

� Check if resources are

available and ready to move

(if needed)

Assisting States

Resource Providers’ Actions


Assisting States


� Review Mission Ready Packages,

verifying data accuracy and

ensuring availability and

reliability of personnel and

equipment listed in the support

package


Assisting States


� Complete Mission Ready Package

travel cost estimates based on

likely deployment location

� Advise personnel of possible

mobilization

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Phase 3: Request & Offer Phase

Resources are requested

and offered through the

state emergency

management agencies using

the Request for Assistance

(REQ-A) Form.


The EMAC Request for Assistance Form (REQ-A)

�Official form used to request, offer, and

accept assistance through EMAC

�One mission per REQ-A

�A three-part form that constitutes a

legally binding contract when duly

executed by Authorized Representatives

�The basis for financial reimbursement

for resources deployed through the

EMAC system


Local-to-State Resource Request Process

Impacted

(Requesting)

State

Impacted

Local

Jurisdiction

Sends resource

request to

impacted state’s

EMA

� Identifies potential

sources for requested

resource

� Determines resource

is best obtained

through EMAC

� Details the scope of

mission and

resources needed

� Compiles needed

resource specifics

� Prepares and

transmits REQ-A

Section I to potential

Assisting States

� Authorized

Representative views

REQ-A Section I and

determines if able to

assist

� Identifies and contacts

Resource Providers in

Assisting State to

determine availability

State-to-State Requests for EMAC AssistanceAssisting State Actions upon Receipt of Request


Resource Provider Actions upon Request of

Availability

Assisting

State

Resource

Providers� Authorized

Representative views

REQ-A Section I and

determines if able to

assist

� Identifies and contacts

Resource Providers in

Assisting State to

determine availability

� Determine if mission is

doable and resource is

available

� Advise Assisting State of

availability and cost

estimate

Assisting State Actions upon Receipt of RequestResource Provider Actions upon Request of

Availability


Assisting

State

Resource

Providers� Determine if mission is

doable and resource is

available

� Advise Assisting State of

availability and cost

estimate

Completes REQ-A

Section II and

transmits to

Requesting State for

action

Requesting

State

� Notifies Resource

Provider to

prepare for

deployment

� Issues Mission

Order

Resource Provider Actions upon Request of

Availability

Assisting State Actions upon Request of

AvailabilityRequesting and Assisting State Actions

� Accepts (or rejects)

offer based on

operational

considerations

� Transmits REQ-A

Section III accepting

offer of assistance


Phase 4: Response Phase

Mobilization StagePRE-EVENT PREPARATION

ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE

Deployment Stage

Demobilization Stage

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Response Phase: Mobilization Stage

Mobilization Stage: Prepare to leave Assisting

State and go to Requesting State


ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE


Mobilization Stage Actions

� Follow agency-specific mobilization

policies and procedures

� Verify mission assignment through

Assisting State’s emergency

management agency

� Gather personal items, supplies,

and essential equipment

� Confirm assigned point-of-

arrival,staging area, or duty station

� Ascertain conditions in mission

environment

� Begin tracking & documenting

mission –related expenses


� No one deploys until the REQ-

A is completed by both

Requesting & Assisting State

EMAC Authorized

Representatives

� Then, EMAC Mission Order is

issued, and mission details are

provided (REQ-A, minus

personnel cost details, may be

used in lieu of Mission Order)

� Pre-deployment briefing

scheduled

Pre-Deployment Briefing


� Logistical support requirements are reviewed

� Operations environment issued discussed

� Health, safety, security issues discussed

� Cash advances or credit cards issued (if required/authorized)

� Record-keeping & reimbursement requirements discussed

� Other instructions, information provided

Pre-Deployment Briefing


Credentialing:

Minimal Requirements for Personnel

Examples of “minimally acceptable” credentials:

�Passport

�Agency-issued identification card or

badge

�State-issued identification (for instance,

driver’s license)

Personnel must also show EMAC Mission Order Authorization

Form or REQ-A.


Response Phase: Deployment Stage


ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE

Deployment Stage: Perform mission or render

services in Requesting State

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Deployment Stage Provisions

Deployed personnel:

� Are under the operational control of the Requesting State’s

assigned agency

� Remain under the command and control of their normal

authority

� Take mission requests through the Requesting State’s

Incident Command Structure

� Are subject to recall at any time


Deployment Stage: What to Expect

� Limited communications

� Possible self-sustaining conditions

� Traumatized residents/coworkers

� Long working hours

� Limited sleeping accommodations

� Extreme/unfamiliar weather

conditions

� Primitive field conditions

� Potential cash-only capabilities


Response Phase: Demobilization Stage


ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE

Demobilization Stage: Complete mission or

services and return to Assisting State


Demobilization Stage Actions

�Verify completion of mission

�Coordinate demobilization with

Requesting and Assisting States

� Inventory and check in

response equipment used

� Verify and document mission

expenses

� Verify travel arrangements for

trip home

�Notify Assisting State’s emergency

management agency upon arrival

home

�Submit expense vouchers,

receipts, and other evidence of

expenses paid to Resource Provider

�Facilitate or participate in post-

deployment briefings


Phase 5: Reimbursement Phase


ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

RESPONSE

Involves the process of maintaining mission

expenses & supporting documentation , auditing

reimbursement packages, and reimbursing

Resource Providers for services rendered to

Requesting States


All deployment costs

incurred in direct support of

the mission defined in the

REQ-A and found on the

Mission Order Authorization

Form (and REQ-A

amendments) are eligible for

reimbursement

The Basis for Reimbursement:The REQ-A and Mission Order

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Resource Provider Responsibilities

Assisting:

Audit

reimbursement

packages and

resolve problems

prior to

submission

� Understand home state

travel policies

� Fully audit reimbursement

package before sending to

(Resource Provider’s) state

emergency management

agency for reimbursement

� Keep copies of all

documentation sent to the

Assisting State


Eligible Reimbursement Categories

� Personnel

� Travel

� Equipment

� Commodities

� Other costs


Reimbursement Tips

� If the REQ-A does not include a cost for a

particular item, you may not be reimbursed

for it

� Capital equipment billed to the Requesting

State shall remain the property of the

Requesting State

� Costs incurred by self-deployed personnel are

not eligible

� Backfill personnel costs are not eligible

(unless agreed upon upfront in the REQ-A)

� There is no such thing as “too much”

documentation


� Requesting States may be

eligible for Public Assistance

funds provided under the

Stafford Act.

� Eligible costs are specified in

FEMA Disaster Assistance

Policy 9523.6.

� Regardless of eligibility for

receiving Public Assistance,

the Requesting State is

obligated to first pay Assisting

States.

Reimbursement Tips


The Reimbursement Package: R-2


� Copy of fully executed REQ-A

� Form R-2 (one per REQ-A)

� Supporting documentation

� Cover letter

The R-2 Reimbursement Package

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ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Reimbursement Phase



ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Reimbursement Phase



ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Reimbursement Phase



ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Reimbursement Phase



ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Reimbursement Phase



ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

RESPONSE

Deployed Personnel

Reimbursement Phase

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10


Reimbursement Phase


ACTIVATION

REQUEST & OFFER

REIMBURSEMENT

Requesting State

Assisting State

Resource Providers

Deployed Personnel

RESPONSE

Emergency Management Assistance CompactCopyright © 2010 NEMA | All rights reserved.

Need more information on

EMAC ?

ContactYour State Emergency Management Agency

Or

Angela Copple, EMAC Program Director

859-244-8217

[email protected]

6496 shaifer - so you want to deploy but are you ready · the emac request for assistance form...

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