crisis management: what will you do?
TRANSCRIPT
Crisis Management: What Will You Do?
Peg Graham, QUA INC
Technical Assistance Consultant
26th Annual Conference and Expo
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Goals:
• Review key ICS concepts• Experience the use of Job Action Sheets and
Reports• Determine the applicability of ICS to different
types of events• Evaluate the amount of work required to
adapt this approach within your own organization.
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11-15-2012
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Agenda
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Welcome 5 minutes
Overview of Key Concepts, Materials 25 minutes
Exercise 30 minutes
3 operational periods @ 7 minutes each
Hotwash 15 minutes
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Thank You to Partners
• Bailey House• Jewish Association Serving the
Aging• Enterprise Community Partners, HUD
– Available on their website– Date to be announced
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Traditionally: Fire safety, heat waves, cold snapsNow: Loss of power, extreme weather, terrorism,
infectious diseasesIncident Command System (ICS)◦ Learn from emergency planning professionals◦ ICS Roles, Job Action Sheets, Planning Assumptions,
Checklists
Refocus efforts FROM FAMILIAR day-to-day routines
TO UNFAMILIAR Disaster response roles
ICS Capabilities
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What is a tabletop exercise?
Training for Real Life Event
Everyone on a learning curve, NO “right” answers
Concludes with a hotwash session and anonymous evaluation
Role Play a Specific Scenario
Details unfold over 7 days Role play disaster response roles in a facilitated discussion
Think Workshop
A review of concepts and resources Reaffirm disaster response roles
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Materials to Consult• Incident Command System (ICS) Chart• Planning Assumptions, Job Action Sheets• Readiness Reports: Housing/Client
Services• Action Discussions: 3 of 9x
– 5-7 minutes each
• Table: – Emergency Operations Center (EOC)– General Administration– Housing, Client Services – Reporter
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• Tasks and activities • Operational Periods
– Pre-Event (96-72-48-24-12 hours prior to storm arrival)
– Event (Storm arrives)– Post Event (Immediate-12-24 hours post
storm)
Job Action Sheets: ICS Role
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JOB ACTION SHEET: TEMPLATE
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PLANNING ASSUMPTIONS
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Address
# of # of Tenants Reporting Use of
PER CENT Assume Will
Evacuate
Estimate NUMBER Evact'gStaff Units Tenants Wheel
chair Walker Cane Bed BoundSpecial Conditions
BLDG A 7 154 202 5 44 12 1 50% 101
BLDG B 24 547 800 21 59 15 3 50% 400
Evacuating (NUMBER)
Estimate NUMBER Sheltring
Sheltering (NUMBER) Building Operatioins
Wheel chair Walker Cane
Bed Bound
Wheel chair Walker Cane
Bed Bound
Exp'cted SHUTDWN Date & Time
Exp'cted REOPEN Date & Time
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READINESS REPORT: HOUSING
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READINESS REPORT: CLIENT PROGRAMS
Program Name Site Address
City, State, Zip
Site Phone
ACME Point of Contact
Point of Contact Cell
Phone
Manage ment Company
Mgt Company Site Address
Mgt Company City, State Zip
Mgt Company
Phone
Senior Center 1 BX
Senior Center 2 BX
Name of Bldg Contact
Bldg Company Phone
Building Count # of Stories Evac. Zone (1-
6)# of Employees
on siteTOTAL # of
Clients
1 No Zone 3
1 1 No Zone 7 150
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ICS Concepts
•Knowledge of overall emergency preparedness by ALL levels of an organization
•Knowledge of ICS roles and tasks by ALL staff
Common Operating Picture
•Effect disaster is having on residents, staff, and building structure is widely known.
Situational Awareness
•Time periods before, during, and after the storm during which the ICS is implemented. Discussed in terms of 96-72-48-24-12 hours “out,” the event, and 12-24 hours post.
Operational Periods
•Promulgated by Federal Emergency Management Agency (FEMA) to guide government planning and training
•Sets expectations of performance
Capabilities
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Core Capabilities
•Cooperate across departments to solve problems
•Work in “unified” manner with external stakeholders including vendors, Board members, press and government agencies
Coordination
•Protocols, equipment and systems to stay connected with Staff and External stakeholders
•Smartphones, CCTV, Social Media
•Floor Captains, Buddy System
Communication
•Collect and share disaster-related data
•Situational Awareness as disaster unfolds
Information Sharing
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“ALL HAZARDS”
• Severe Storm tests– Loss of Power– Loss of Telecommunications– Loss of Building Functionality– Stress on staff– Stress on tenants and clients
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Prior Notice
vs.
Sudden Onset
BUT
SAME TOOLS
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SEVERE WEATHER SCENARIOTABLETOP
http://www.nyc.gov/html/doh/html/em/coastal_storm.shtml
http://www.nyc.gov/html/doh/html
/em/heat.shtml
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Initial Facts• 2014 and 2015
– Some hot weather, nothing extreme• 2016
– July unusually warm and humid– National Oceanic and Atmospheric
Administration (NOAA) – Excessive Heat Outlook on Sunday, July 31st
– Monday through Thursday, temperatures hit 99⁰
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12N Press Conference Friday, Aug 5th
• 9am Planning call – City agencies and major private sector
organizations• Advanced Warning System
http://www.advancewarningsystemnyc.org/• Review of Weather Forecast
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What do you do?
• Who is acting on this information?
• What actions are being taken?
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Saturday, August 6
• NYC EOC desks staffed• OEM activates NYC Emergency
Operations Center• Hospitals begin early discharge• News coverage intensifies• Reports of extremely high winds/rainfall • Mandatory evacuation order issued for
Zones 1, 2 and 3 at 5pm.
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What do you do?
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Sunday, August 7
• News coverage intensifying• City shelters operationalized• NOAA: Expected Surge: 15 feet+• Gale-force winds expected early Monday• Grow in intensity throughout the day
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What do you do?
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Sunday, August 7 at 6pm• News Conference• Discussion of public school closure• Projection of closing bridges/transit with
arrival of the winds sometime during the day on Monday
• Intense Rainfall and surge expected Tuesday at 11am
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What do you do?
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Monday, August 8
• Gale Force winds at 8am• Rain and 12 foot surge expected at 4am
Tuesday• Storm expected to last 4 hours, wind
effects highly uncertain• Cell towers inoperable in large sections
of the Bronx, Long Island
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What do you do?
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Tuesday, August 9• Surge of 12 feet hits Zone 1 at 3am
– Recedes by 6am
• Power out in the Bronx, Long Island• Bridges and roads throughout the 5 boroughs
blocked with wind-blown debris• Tremendous window damage in high rises in all 5
boroughs• City hospital emergency rooms packed• City Shelters at risk for losing power
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What do you do?
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Tuesday, August 9• 4pm• Engineers unable to get to damaged
buildings• Bronx hard hit
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What do you do?
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Wednesday, August 10
• Public and private schools remain closed throughout the metropolitan area
• Major bridges cleared– Surface roads remain blocked
• Heat Advisory issued: • 100 expected Thursday and Friday⁰
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What do you do?
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Thursday, August 11• Sporadic school closures
– Depends on road accessibility
• Transit coming up in stages• Cells-on-Wheels arriving in key areas of
the Bronx and Long Island• Spontaneous volunteers appearing • Temperature hits 100 at 2pm⁰• Hospitals emergency departments
struggling37
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EXERCISE SUMMARY
• Staff deployments?• Decision-making?• Communication with Each Other?• Communication with Staff?• Communication with Clients?• Communication with External Parties?
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Based on the Information You Have:• How do you think it went overall? • What did you learn from this Tabletop?• What are the areas of concerns at this point?• What action steps are needed, based on
lessons learned? • Who has responsibility for each action step?
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