Multi-Agency Coordination Workshop. Disaster Resistant Communities Group

Transcription

1 Multi-Agency Coordination Workshop Disaster Resistant Communities Group

2 Workshop Agenda Welcome and Introductions Understanding Multi Agency Coordination Preparing for Multi Agency Coordination Implementing Multi Agency Coordination

3 Participant Introductions Name, job title and department, agency, or jurisdiction Overall experience with emergency or incident response Possible role in responding to incidents

4 Course Logistics Course agenda Sign in sheet Housekeeping: Breaks Restrooms/Facilities Emergency Exit/Relocation Area Other concerns

5 Workshop Ground Rules Discussions and criticisms will focus on interests, not people Respect differences Be open to new ideas Share your experiences Use the parking lot for off track topics or follow up Support everyone's right to be heard Keep phones and pagers on silent or vibrate mode during the session

6 Understanding Multi Agency Coordination

7 Federal Mandates Affecting MAC Homeland Security Presidential Directive (HSPD) #5 Management of Domestic Incidents Homeland Security Presidential Directive (HSPD) #8 National Preparedness

8 NIMS Nationwide approach to domestic incident management that applies to all jurisdictions and incidents regardless of size or complexity Defines how to prepare for, prevent, protect against, respond to, and recover from a major event, and how well it needs to be done Provides a systematic approach for all levels of government, the private sector, and nongovernmental organizations to work seamlessly together NIMS is NOT: An operational incident management plan A resource allocation plan A terrorism/wmd specific plan Designed to address international events

9 NIMS / SEMS

10 Multi Agency Coordination Challenges PAST CHALLENGES Different policies and procedures Lack of common response Different organizational structures Incident planning not coordinated Limited Interagency communications No resource information Problems including private and nongovernmental organizations Limited interagency training Differences in terminology Unfamiliarity with other organizations CONTINUING CHALLENGES Increasing incident complexity Complex/confusing legal authorities Increasing litigation Increasing response costs High property losses Life, health, safety issues Deteriorating public view of government Intense media and public scrutiny Political, legislative, and budgetary ramifications Interoperable communications

11 Multi Agency Coordination Process that allows all levels of government to work together more effectively Occurs across different disciplines Can occur on a regular basis whenever personnel from different agencies interact

12 A MAC system is.. Multi Agency Coordination Systems (MAC) a combination of facilities, equipment, personnel, procedures and communications integrated into a common system with responsibility for coordinating and supporting domestic incident management activities A System NOT a Facility!!

13 Activity 1 Instructions: Review the Flood Scenario at the back of the Participant Handbook Identify the top 5 coordination challenges Select a spokesperson and be prepared to present to the group in 10 minutes

14 Multi Agency Coordination Systems (MAC) The primary functions of MAC are: Situation Assessment Incident Priority Determination Critical Resource Acquisition and Allocation Coordinate, Support and assist with policy level decisions and interagency activities Coordination with Other MAC Coordination with Elected and Appointed Officials Coordination of Summary Information

15 Multi Agency Coordination Systems (MAC) Examples of Multi Agency Coordination Incident/Unified Command Department Operations Center (DOC) Emergency Operations Centers (EOC) Joint Information Center (JIC) Regional Response Coordination Center (RRCC) Joint Field Office (JFO)

16 Benefits of MAC Establishes and clarifies policy Helps establish a common operating picture Identifies priorities among incidents and resolves critical resource issues Facilitates logistics support and resource tracking Synchronizes messaging to ensure one voice

17 MAC Group Membership The success of the MAC Group depends on membership Members should include: Directly impacted organizations Business organizations Volunteer organizations Other organizations with special expertise

18 Command v Coordination Command is the act of directing, ordering or controlling by virtue of explicit authority Coordination is the process of providing support to the command structure

19 Emergency Operations Center (EOC) Physical location with staff Supports the on scene response through the coordination of information and resources Not an incident command post; rather, it is the operations center where coordination and management decisions are facilitated Is applicable at different levels of government

20 EOC Organization & Staffing EOCs may be organized by: Major discipline Emergency Function (EF) Jurisdiction Some combination of the above Staffed by personnel representing multiple jurisdictions and functional disciplines

21 Coordination (MAC) Group Provides strategic guidance and direction to support incident management activities Provides coordinated decision making and resource allocation among cooperating agencies Establishes the priorities among incidents, and harmonizes agency policies Does not have any direct incident involvement and can be located away from the incident site(s) and can even often function virtually May be established at any level (e.g., national, state, or local) or within any discipline (e.g., emergency management, public health, critical infrastructure, or private sector)

22 Chain of Command

23 How it Works

24 Effective Multi Agency Coordination Provides reliable systems and resources Acquires, analyzes, and communicates information Is flexible in supporting the command structure Anticipates change Promotes public confidence

25 Activity 2 Instructions: Working with your table groups: Review the Flood Scenario Identify the benefits to a MAC group Determine which MAC System elements would be involved and what role each would assume Identify any potential conflicts and strategies to mitigate the conflict Select a spokesperson and be prepared to share your answers with the group in 10 minutes

26 Preparing for Multi Agency Coordination

27 MAC System Preparedness Relies on: People Communications and Information Systems Public Information Non personnel (outside) Resources

28 Considerations for People What needs to be done? How many people are needed to do it? What skills and knowledge do they need? How many people are available? Where will you get the others? How long will it take?

29 Communications and Information Systems Identify critical linkages Ensure interoperability with the MAC System Address how the following will take place within the MAC Group: Message documentation and routing procedures Communicating major events Documenting actions

30 Communications Establish and test redundant communications systems Ensure that all staff: Can use systems Know procedures for switching to backup systems Protect sensitive information from dissemination and release

31 Information Systems Key Requirements: Link to critical functions Readily available Interoperable and redundant Key Determinations: Types of information Timeframes Best processing method

32 Joint Information System (JIS)

33 Public Information Public information is one of the most critical areas for multiagency coordination: Alerts and warnings Incident cause, size, and current situation. Actions and resources Short term and long term community recovery plans

34 Public Information Preparedness Who is the public? What does the public need to know? Who will provide that information? How will the information flow be managed and coordinated? How will the information be transmitted? When? How often?

35 Resource Management NIMS provides guidance for: Systems Establishing systems for tracking resources Activating these systems before and during an incident Dispatching resources before and during an incident Deactivating or recalling resources during or after an incident

36 Effective Resource Management Identifying, allocating and tracking resources Developing agreements Credentialing Coordinating through MAC Groups and Incident Command

37 Resource Typing The National Integration Center typing protocol provides incident managers the following information: Resource category Kind of resource Type of resource Resource typing must be a continuous process based on measurable standards

38 Developing Agreements Agreements should be developed: Before an incident occurs Among all parties, whether governmental or nongovernmental, that might provide or request resources during an incident

39 Credentialing The credentialing process involves an evaluation and documentation of an individual's: Current certification, license or degree Training and experience Competence or proficiency Credentialing is separate from badging, which takes place at the incident site

40 How Credentialing Works

41 Why Credential? Ensures qualification Makes ordering personnel resources easier Assists incident personnel Allows integration of outside personnel Reduces liability

42 Effective Coordination Coordination is essential to ensure accurate resource tracking and resource availability During a major incident, local EOC/MAC Groups should fill requests from the Incident Command only when they can be filled using resources from that jurisdiction

43 Policies and Procedures Policies are high level guidance Procedures describe implementation of policies Together they clarify: What key players do How they will do it How they will interact with others How they will be held accountable

44 Roadblocks to Effective MAC Conflicting policies Communication issues Turf issues Lack of planning Lack of policies and procedures

45 Implementing MAC

46 When to use the MAC System Incidents involving multiple jurisdictions Incidents using Unified Command Incidents of size or complexity that can expand rapidly Similar events required a MAC System At the chief executive s request

47 Activating MAC System Elements Policy for activating MAC System elements should include: Who can activate Circumstances for activation Timeframes for activation How it is done

48 Level of Activation Based on: Complexity of incident and level of support required Established triggers and communication with the Incident Commander or Unified Command

49 Situation Assessment All multiagency coordination begins with Situation Assessment Effective Situation Assessment requires: Collecting, analyzing, synthesizing and displaying all information needed for situational awareness Consolidating situation reports and information to establish a common operating picture

50 Incident Priorities Determined based on: Life safety objectives Incident stabilization needs Threats to property/environment Critical infrastructure and interdependencies Economic impact Other criteria

51 Determining Need for Mutual Aid The Incident Commander must be aware of resources that are: Committed at the scene Available in staging Available within the jurisdiction. Required to meet objectives If public safety coverage could be jeopardized, mutual aid is needed: Sooner rather than later Before resources are nearing depletion

52 How Assistance Works

53 Ordering Resources Every resource order should contain: Incident name Order and/or request number Date and time of order Quantity and type Reporting location (specific) Requested time of delivery (specific) Radio frequency to be used Person/title placing request Callback number

54 Processing the Request The EOC/MAC Group determines whether to: Fill the request locally Request mutual aid or assistance Pass the request to the next level as a mission request

55 Deactivating MAC Occurs: When incident resources are being deactivated When incident scene is clearly under control When incident support can be provided without impacting the dispatch system Usual order of deactivation: Federal, State, Local

56 Evaluating MAC Effectiveness Conduct a post incident meeting Create a open, honest, nonthreatening environment Review documentation from the incident Identify what went well, what could be improved and lessons learned Develop an action plan to address any issues that need improvement Follow through

57 Who to Include Key players: Incident Commander Mutual aid partners Public/private partners EOC/MAC Group personnel Public officials Affected members of the public, as appropriate

58 Activity 3 Use the Multi Agency Coordination Assessment Tool in the back of the Participant Handbook to rate MAC preparedness in your jurisdiction Based on the results of the survey, identify any gaps in preparedness Identify any immediate improvements (if any) that can be made fairly easily Identify and prioritize any issues that should be addressed but may take time to get done

59 Thank You Thank you for participating We will reconvene at 1:00PM for the Tabletop Exercise