SEMS Emergency Operations Center (EOC) Course for Schools Orange County Emergency Management Organization Schools Committee
Nine SEMS EOC Course Modules SEMS Overview [C1] Disaster Management Principles [C2] EOC Operational Considerations [C3] General EOC Applications [C4] The Local Government EOC [C5] The Operational Area EOC [C6] The Region EOC [C7] The State EOC [C8] Coordination Between SEMS Levels [C9]
Save lives Common Goals for Incident Response and Disaster Management Care for casualties Limit further casualties, property damage, or environmental impact Reassure and care for students, faculty and staff Restore the area to normal
Four Major Elements of SEMS Incident Command System (ICS) Multi-agency or Inter-agency coordination California s mutual aid system Operational Areas
SEMS is Found at Five Levels Field school site or incident location Local Government EOCs College, School District or City Operational Area EOCs Regional EOCs State EOC
We Are Part of a Statewide Response System Federal FEMA State OES Operational Area County Umbrella Effect SCHOOL DISTRICT School Site
Emergency Services Act Government Code 8550 et seq. Requires preparation for disasters Confers emergency powers during disasters
Definitions and Terms Action Plan A plan prepared in the EOC which contains the emergency response objectives for that EOC. Reflects overall priorities and supporting activities for a designated period
Definitions and Terms Department Operations Center (DOC) A school site or singlediscipline operations center May be found at any level above the field response level
Definitions and Terms Emergency Operations Center (EOC) This facility found at the district level is used to coordinate the overall jurisdictional response to an emergency A location from which centralized emergency management can be performed Found at all SEMS levels above the field response level in government agencies; also found in the private sector
Definitions and Terms Inter-agency Coordination Agencies working together to facilitate decisions Required in all EOCs
Mutual Aid Definitions and Terms The provision of resources between jurisdictions based on need Standardized mutual aid systems exist for law enforcement, fire services, and other disciplines
Definitions and Terms Field Response Level Where emergency response personnel carry out activities in direct response to an incident SEMS regulations require the use of ICS at the field response level
Four SEMS EOC Levels Local Government Operational Area Region State
EOC Responsibilities Local Government Level Cities, counties, special districts, school districts. Local governments manage and coordinate the overall emergency response and recovery activities within their jurisdiction.
EOC Responsibilities Operational Area Level A level of the state emergency services organization, consisting of a county and all political subdivisions Coordinates information, resources among local governments within the Operational Area Communicates between local governments and the regional level
EOC Responsibilities Regional Level State Level Inland Region Coastal Region Southern Region
Disaster Management Principles 1. Commonalities and differences in responding to incidents, emergencies and disasters. 2. Essential functions to be performed in disaster response. C2
Definitions and Terms Incident: An event, either naturally occurring or human-caused, which requires action by emergency response personnel Endangers life, property or the environment May require a local government to proclaim a local emergency.
Definitions and Terms Emergency: A condition of extreme peril to the safety of persons and property May involve more than one incident Also defines a condition such as the proclamation of a local emergency
Definitions and Terms Disaster: May be a single incident or multiple events Extraordinary threat to life and property
Emergency Management Phases Mitigation Preparedness Response Recovery
Emergency Management Phases Pre-Emergency Activities: Mitigation Preparedness Emergency Activities: Response Post-Emergency Activities: Recovery
EOC Management Process EOC management of emergencies involves: Planning Organizing Leading Evaluating Improving
Activity taken in advance to ensure an effective operation Planning
Ensuring that: Organizing Adequate, trained staff exist A structure with proper span of control is in place Assignments are known and understood Appropriate systems and procedures are available to make the organization run effectively
Leading Includes coordinating and communicating Guiding and supervising... Providing proper motivation Establishing lines of communication Leadership and delegation of authority
Leading: Delegating Authority Uses other people s knowledge, talents and skills Completes tasks without delay Enhances training and personnel development Provides a more meaningful work environment
Evaluating A dynamic process The objectives described in EOC Action Plans offer useful tools for evaluating overall EOC effectiveness.
Improving Implementing needed changes
Centralized vs. Decentralized Disaster Management Establish command, strategy and tactical control at the lowest level that can perform that role effectively. Ensure that lines of authority (reporting relationships) are clearly understood.
Example of Centralized Disaster Management EOC (District) DOC (School Site)
Example of Decentralized Disaster Management EOC DOC FIELD
Effective Disaster Management Practices Disaster plan in place Good standard operating procedures in place with adequate checklists Adequate training and exercises Use of a standardized, clearly understood emergency management system SEMS An effective EOC
EOC Operational Considerations 1. Purpose and scope of an EOC 2. Basics of a well designed EOC 3. Keys for an effective EOC 4. EOC activation criteria 5. Mutual aid systems and the EOC C3
Purpose and Scope of the EOC The EOC exists to provide a facility from which the organization s response to an emergency can be effectively coordinated.
The Role of Your EOC Receive and process information to support the allocation of resources to the problem Coordinate between departments and agencies Specific activities will be determined by your needs
FEMA Recommendations for EOCs Facility size 50 sq. ft. per person Location low risk site Power/fuel adequate to operate at full power, 24 hours a day for 14 days
Activation Levels Considerations: Nature, scope, and duration of the emergency Extent of activation at other EOCs Functions needed to support the response
Activation Levels Level One: Minimum activation with the EOC Director, Section Chiefs, and a Situation Assessment Unit, plus others as needed. Level Two: May be a transitional step, or a level which fits a specified event. Staffed as needed with all 5 SEMS functions Level Three: Full activation of all 5 SEMS functions with full staffing, including a liaison for outside agency reps. Typical activation for any major emergency
Mutual Aid in the EOC May function outside of the EOC, through established and well-used channels. Other mutual aid may be coordinated through the EOC.
California Mutual Aid Systems Fire and Rescue Rescue Urban Search and Law Enforcement Coroners Operations Disaster Medical Emergency Services
General EOC Applications 1. Principles of ICS used in EOCs 2. EOC Functions and Responsibilities 3. Inter-Agency Coordination C4
Incident Command System (ICS) Principles Used in the EOC 5 primary management functions Management by objectives Management unity and delegation of authority Span of control Action planning
The 5 SEMS Functions in the EOC Management Operations Planning/Intelligence Logistics Finance/Administration
Management Directs all EOC activity Responsible for overall emergency, policy and coordination
Operations Receives information from, and coordinates with field level or DOCs Organized around primary response functions: police, fire, public works, etc. May be divided into branches, groups or units as needed
Planning/Intelligence Collects, evaluates, and disseminates information relating to the emergency Prepares EOC Action Plan
Logistics Provides resources services, personnel, and equipment to support the emergency response. Also known as The Getters.
Finance/Administration Monitors costs, handles contracts, processes claims; all other financial considerations
Management by Objectives Set strategic objectives and priorities Define authority issues Ensure that policy, objectives and priorities are known to all involved
Management by Objectives Develop and share an information base related to the emergency Ensure an adequate field response organization is in place Obtain and allocate resources to support the field response Plan ahead to meet future needs
Management Unity and Delegation of Authority Overall responsibility of the EOC rests with the EOC Director. Authority and responsibility may be delegated to section chiefs as each section is staffed.
Management Unity and Delegation of Authority The EOC Director retains full responsibility for any function not delegated. Delegation may continue down the organization in keeping with span of control requirements.
Management Unity and Delegation of Authority The size of the EOC organization is determined through the Action Planning process. Elements no longer needed should be deactivated to simplify the organization and reduce personnel requirements.
Span of Control Ratio of subordinates to one supervisor: 7 to 1 is recommended 5 to 1 is preferred Deputy positions may be created to ease span of control problems
Provides direction for all in the EOC and is revised each operational period. The EOC Action Plan
Action Plan Elements Statement of Objectives for the operational period prioritized Organization for the operational period Assignments as needed to accomplish the objectives given
EOC Operating Requirements Activate for any event that requires a response by more than two departments/sites. Capable of activation within 60 minutes and able to maintain operation under all conditions Safe access must be assured
EOC Operating Requirements 5 SEMS functions must be present. Liaison agency representatives should be included and supported. Unless established otherwise by local policy, the EOC will not take direct tactical control of field units. The EOC sets policy and coordinates activities and support.
EOC Operating Requirements The EOC will coordinate allocation of resources. Communication must be provided from the EOC to DOCs or the field level response organization. The EOC is the primary point for developing situation and damage assessment information.
EOC Operating Requirements The EOC will set overall priorities and provide same to participating departments and agencies. The EOC is the primary location for the collection and dissemination of emergency information to the media and the public. The EOC will provide initial coordination of recovery activities.
Inter-Agency Coordination The participation of agencies and disciplines working together in a coordinated effort to facilitate decisions.
Multi-Agency or Inter-Agency Coordination Multi-Agency implies coordination between multiple agencies within the same discipline. Inter-Agency implies coordination between disciplines, among multiple jurisdictions, or between different levels of government.
Establishing an Inter-Agency Coordination Group It may be beneficial to establish a formal inter-agency coordination group. Current examples include the Orange County Emergency Management Organization (OCEMO), and the OCEMO Schools Committee. Priorities developed by this group should be incorporated into the EOC Action Plan.
The Local Government EOC 1. Activation Criteria 2. Purpose, Scope, and Responsibilities 3. Communication and Coordination 4. Inter-agency Coordination C5
The Local Government EOC Standards and Models for EOCs Department Operations Centers and the EOC Need for Standard Operating Procedures and Position Checklists
SEMS in an EOC Use SEMS when: a local emergency is declared, or the local EOC is activated. Establish communication and coordination with Incident Commanders in the field: directly with the EOC, or through Departmental Operating Centers.
SEMS in an EOC Use existing systems for fire and law enforcement mutual aid. Establish contact with any agency also involved in the emergency response. Practice Inter-agency coordination.
Department Operations Centers A DOC is a facility used by a single discipline to manage that department s field response (school site level). The DOC communicates with the jurisdiction s EOC (district, college or university).
Department Operations Center (DOC), Example One EOC (District) DOC (School Site)
Department Operations Centers (DOC), Example Two EOC DOC FIELD
EOC Terminology Incident Command System terminology is required for use in the EOC. The typical hierarchy of organizational elements is: EOC DIRECTOR SECTION SECTION Section BRANCH BRANCH Branch GROUP GROUP UNIT Group Unit
Typical School District EOC Organization EOC Director (Management) EOC Coordinator Liaison Officer Safety Officer Security Officer Public Information Officer Operations Planning/Intelligence Logistics Finance/ Administration Rescue Mgmt Search and Rescue Injuries/Fatalities Mgmt. Evacuation Community Services Care & Shelter Facilities Inspection Construction & Engineering Situation Assessment Advance Planning Documentation Communications Information Systems Transportation Personnel Supply/ Procurement Facilities Purchasing Compensation & Claims Accounting & Record-Keeping
Typical School Site DOC Operation DOC Director Operations Planning Intelligence Logistics Finance/ Administration
The EOC Director Has overall responsibility for accomplishing the EOC mission. May have clear authority to manage the emergency response. Will seek direction from a policy group.
The Section Chiefs Are the coordinators for: Operations Planning/Intelligence Logistics Finance/Administration
Section Chiefs Responsibilities include: overseeing the internal functioning of their sections; and working together to ensure the effective functioning of the entire EOC organization.
Inter-Agency Coordination Establish response priorities Facilitate communications Allocate resources Develop strategies Share information
Volunteer and Private Agency Coordination Agencies that play key roles in the response should have representation in the EOC. Agencies with a county-wide role should be represented at the Operational Area EOC.
Mutual Aid Systems and the EOC Mutual aid coordinators may be located at the EOC or at another location. Mutual aid resources beyond those in established, discipline-specific systems should be requested via emergency services channels, through the Logistics section when activated.
Standard Operating Procedures Guides for EOC staff might include: setting up the EOC communications plan phones, radios message handling protocol forms types and usage resource lists???
EOC Layout Considerations Facilitate centralized coordination and efficient exchange of information Group work areas by SEMS function Adapt to available space
EOC Supplies What equipment and supplies are needed in your EOC? Furniture Computers Copiers Phones Radios Fax Forms Television Rest Area Maps Status Boards Office Supplies Food/water First aid supplies Resource Lists Emergency Lighting Generator UPS (Uninterrupted Power Supply)
The Role of the Operational Area EOC 1. Purpose, Scope, and Responsibilities 2. Communication and Coordination 3. Inter-Agency Coordination C6
SEMS Requirements for Operational Areas Organizing the Operational Area Responsibilities of the lead agency Activation of the Operational Area EOC
Role of the Operational Area Coordinate emergency activities within the geographic area of the county. Provide a communications link between local government EOCs and the regional level EOC.
Lead Agency The lead agency for an Operational Area is the county, or another member agency by agreement. Responsibilities of the lead agency: Coordinate between local governments Coordinate between local governments and the regional level EOC Apply multi- or inter-agency coordination to emergency response activities
An Operational Area EOC Must Activate When: A local government EOC has activated and requests activation of the Operational Area EOC Two or more cities have declared a local emergency The county and one or more cities have declared local emergencies A Governor s proclamation has been requested
The Regional EOC (REOC) The three regional EOCs provide state support to local governments, through Operational Areas, during an emergency. Southern Region EOC To Orange County Operational Area EOC C7
The State Operations Center (SOC) 1. Manages state resources in response to the needs of other levels. 2. Coordinates mutual aid between the regional and state levels. 3. Serves as the highest link for coordinating with the federal disaster response system. C8
Coordination Between SEMS Levels 1. Need for Coordination Among Levels 2. Relationships Between Field Units, Department Operating Centers, and EOCs 3. Interface Between Local Governments and the Operational Areas C9 4. Relationship to Federal Emergency Support Functions
Need for Coordination Between SEMS Levels Essential for an effective response. Must be performed at all levels to facilitate rapid mobilization and allocation of resources.
Field / Local Government Coordination When a local government EOC is activated, coordination must be established: with Incident Commanders in the field; and with any local or state emergency response agency having jurisdiction at an incident within the local government s boundaries.
Field / Local Government Links Incident may communicate with: Dispatch (police, fire, public works, etc.) Department Operations Center (DOC) Emergency Operations Center (EOC)
Unified Command Example at a Field Incident Each agency with jurisdiction may assign an Incident Commander to form a Unified Command. Single Incident Command Post Common objectives and strategies and a single Incident Action Plan Single Operations Chief
Unified Command example at a Field Incident Typical interactions with dispatch, DOC, or EOC: Policy and authority delegation Resource ordering (single- or multiple-point?)
Multiple Incidents example Within a Single Jurisdiction EOC Medical DOC Physical Plant DOC Police DOC Incident 1: Injuries Incident 2: Infrastructure Incident 3: Access/Security
Single Incident example Involving Multiple Jurisdictions EOC A EOC B EOC C DOC Unified Command
Field / DOC Interaction Example Incident DOC Command Operations Planning/ Intelligence Logistics Finance/ Administration Management Operations Planning/ Intelligence Logistics Finance/ Administration
DOC / EOC Interactions DOC (school site) Management EOC (district ) District Contact (typically a branch within Operations)
Field / EOC Interactions EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration Incident Command Primary: Incident Command coordinates directly with a branch within Operations, or with the Operations Section Chief.
Field / EOC Interactions EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration Incident Command Incident Command During multiple incidents, Incident Commands coordinate directly with branches within the Operations Section.
Field / EOC Interaction EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration Incident Command If local policy so dictates, an Incident Command may report directly to the EOC Director. (Not advised for multiple incidents.)
Field / EOC Interaction EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration Incident Command Operations Planning/ Intelligence Logistics Finance/ Administration
Local Government / Operational Area Coordination Direct communications should be established between any activated city EOC and the Operational Area EOC. Coordination should be along functional lines.
Local Government / Operational Area Coordination Operational Area EOC EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration Local Government EOC EOC Director (Management) Operations Planning/ Intelligence Logistics Finance/ Administration
Regional Level / State Level Coordination Inland Region Coastal Region Southern Region The Regional Emergency Operations Center (REOC) has the primary responsibility for coordinating with operational areas and mutual aid regions during disasters. The State Operations Center (SOC) supports the REOC and may take an overall coordination role if more than one REOC is activated.
Remember: The EOC exists to provide a facility from which the organization s response to an emergency can be effectively coordinated. This training is the start to successful emergency management.
Questions and Answers