Crisis Management

Diocese of PittsburghJohn Krauland

Loss Control/ Safety Coordinator

Crisis Management

• Crisis Management is the process by which an organization deals with a major event that threatens it’s operation.

• It involves dealing with the threats:– Before– During, and– After

• Consideration should be given to both perception and reality.

Examples of Crises

Natural disasters (flood, tornado, earthquake)

Severe weather

Fires

Hazardous material spills

Bus crashes

School shootings

Bomb threats

Medical emergencies

Student or staff deaths

Outbreaks of disease or infections

Process of Crisis Management

Prevention – addresses what can be done to eliminate or reduce the risk to life, property, and efficacy.

Preparedness – focuses on planning for the worst-case scenario.

Response – is the steps taken during a crisis

Recovery – returning back to “normal”

Establish a Committee

A “Safe n’ Secure” committee should be established to identify roles and responsibilities within the crisis management cycle.

“If you fail to plan, you plan to fail.”

Crisis Planning should…

Begin at the top.

Not be done in a vacuum.

Open lines of communication.

Include police, firemen, and EMS.

Establish a common vocabulary.

Include all facilities.

Provide direction.

Mitigation and Prevention

Phase 1

Keys to Preventing a Crisis

• Facility location/ layout

• Property maintenance

• Security procedures

• Life safety compliance

• Community involvement

• Timely response to incidents

Facility Location/ Layout

Keep in mind:

Geography

Building uses

Parking lots

Playgrounds

Occupants

Property Maintenance

• Buildings

• Grounds

• Systems

• Vehicles

Security Procedures

• Access controls– Entry– Alarms

• Visitor protocol

• Early dismissals

• Discipline/ Prosecution Policies

Life Safety Compliance

• Means of egress– Paths or isles– Doors/ exits– Locks

• Emergency lighting

• Contents/ storage

• Protective systems

Community Involvement

• Use the resources available to you:– Parishioners– Fire, Police, and EMS– Community leaders– Local emergency management directors

• Consider a “suggestion box”

• Social development programs

Timely Response

Every incident is not a crisis.

Don’t let it become one.

Preparedness

Phase 2

The following elements should be considered:• Site security

• Emergency action plan

• Business continuity plan

Security Measures

Outside Recommendations: Clearly define property Clearly label facilities Maintain adequate lighting Limit blind spots Remove items to scale buildings Routinely inspect the premises

Security Measures

Inside Recommendations: Limit the use of entrances Institute strict procedures for key control Secure access points of joint-use facilities Routinely inspect doors and windows Keep unoccupied areas locked Keep door latches in the locked position

Security Measures

Considerations specifically for schools: Install a panic alarm in main office area Ensure all classrooms have 2-way communication Use caller ID Ensure radio frequency communication is possible Restrict access to all mechanical/ utility rooms Implement student release procedures

Develop an

Emergency Action Plan

(EAP)

EAP

An EAP is a proactive plan to deal with potential threats, so that everyone knows what is expected of them when something happens. The major elements are:•Hazard assessment•Resource assessment•Responsibility assessment•Communication assessment•Policy and Procedures•Training and education•Record keeping

Hazard Assessment

Identify hazards, assess risks. Determine:– the types of hazards (fire, flooding, tornado,

etc.).– the probability of their occurrence.– the extent of damage if hazards occur.

Resource Assessment

Assess capabilities and resources.– What do we have?– What will we need?– Identify personnel and equipment.

Review existing plans if they exist.

Responsibility Assessment

For each hazard or threat, determine who is responsible for necessary actions.

Keep in mind, one person can not be everywhere at the same time all the time.

Be detailed and precise when assigning responsibilities to personnel.

Communication Assessment

Who do you need to communicate with?Administration

FamiliesAuthoritiesUtility providersMutual-aid providersMedia

What ways do you communicate?

Phones, Email, Radios, PA Systems

When is communication necessary?

Develop Procedures

Using the information you’ve gathered through the multiple assessments, develop the procedures to be followed for each threat.

Include drawings with evacuation plans, utility shut-offs, safety equipment, etc.

Write It!

Put the plan in writing. The easiest way to get everyone on the same page is to give them the same book.

Implement & Practice the Plan

Give all employees a copy of the plan and train them on their responsibilities within the plan.

Invite local authorities to review your plan.

Practice the plan. Identify weaknesses.

Types of Drills

• Evacuation

• Lock-down

• Table top scenarios

• Bus evacuation

Update the Plan

No matter how specific your plan, it is likely that once practiced, changes will need to be made. Make the changes in the written plan and communicate the changes with everyone they affect.

Develop a

Business Continuity Plan

(BCP)

Business Continuity Plan (BCP)

Business continuity planning focuses on sustaining the delivery of services essential to the organization’s survival.

•Personnel

•Bank accounts

•Vendors

•Property

What should be included in a BCP?

A BCP should identify:

• What services you deliver,

• To whom these services are delivered,

• Who will deliver the services, and

• Alternate locations the services will be offered

The more detailed you are now, the easier the recovery process will be later.

Response

Phase 3

Assess the Situation

Does a crisis exist? If so, determine:

• The type of crisis

• The location

• The magnitude

Notify Emergency Responders

• Don’t delay!

• It is never too early.

• Give as much information as possible

Alert key personnel for your facility.

React

• Respond within seconds

• Evacuate or lock down facility

• Triage injuries if necessary

• Trust the leadership

• Communicate appropriate information

Document, Document, Document

• Record all actions taken

• Record damages

• Record financial transactions

• Keep all original notes and records

Recovery

Phase 4

Return to “Normal”

• Take as much time as needed

• Focus on people and buildings

• Continue communication

• Provide for families, staff, and responders

Evaluate Response Activity

Evaluation of the response can help guide the prevention and planning processes for the future.

• What worked and what didn’t?

• What additional training is necessary?

• What additional resources are necessary?

Questions

Helpful Links and References• John Krauland – Loss Control/ Safety Coordinator

Office: 412-456-3150 Email:jkrauland@diopitt.org• Catholic School Safety and Security Manual• Parish Emergency Action Plan Guide

http://www.diopitt.org/pdfs/parish-emergency-action-plan-guide• Practical Information on Crisis Planning

http://www2.ed.gov/admins/lead/safety/emergencyplan/crisisplanning.pdf• Department of Homeland Security – School Safety

http://www.dhs.gov/school-safety• Mitigating Hazards in School Facilities

http://www.ncef.org/pubs/pubs_html.cfm?abstract=mitigating2• Department of Homeland Security – Active Shooter Booklet

http://www.dhs.gov/xlibrary/assets/active_shooter_booklet.pdf• Church Mutual – Self-Inspection Safety Checklist

http://www.churchmutual.com/admin/store/downloads/Self_Inspection_Checklist.pdf• Church Mutual – Free Safety Resources

http://www.churchmutual.com/index.php/choice/risk/page/intro/id/21