1 integrating the emap standard into your emergency management program fepa annual meeting orlando,...
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Integrating theIntegrating theEMAP Standard EMAP Standard
into your into your Emergency Management Emergency Management
ProgramProgram
FEPA Annual MeetingOrlando, FLJanuary 30, 2013
Session OverviewSession Overview To Accredit or not to Accredit…that is To Accredit or not to Accredit…that is
the Question!the Question!• Benefits and justificationsBenefits and justifications• Self-assessmentSelf-assessment• Issues and obstaclesIssues and obstacles
Using the EMAP Standard for Program Using the EMAP Standard for Program ImprovementImprovement• Techniques and toolsTechniques and tools• Advise from the “experts”Advise from the “experts”
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““This doesn’t apply to my This doesn’t apply to my program”.program”.
““We’re too small to ever be We’re too small to ever be accredited”.accredited”.
- (or, “we don’t have the - (or, “we don’t have the staff…time…funding…staff…time…funding…
resources….”resources….”
““Thanks. More paperwork. Thanks. More paperwork. Just what I needed”!Just what I needed”!
Things we’ve heard before:
Benefits for Program ImprovementBenefits for Program Improvement
Recognized Standard (ANSI)Recognized Standard (ANSI)• Developed and maintained by peersDeveloped and maintained by peers
Provides a structure that can be used Provides a structure that can be used to develop, build and maintain to develop, build and maintain anyany emergency management programemergency management program
Adaptable and scalable Adaptable and scalable Self-assessment process that is Self-assessment process that is
inclusive and provides accountabilityinclusive and provides accountability
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EMAP is an ANSI accredited EMAP is an ANSI accredited organizationorganization
That’s why it …..That’s why it …..
• Has the “industry standard” for emergency Has the “industry standard” for emergency management programs.management programs.
• Continually evaluates and revises the Continually evaluates and revises the Standard to ensure its applicability to ALL Standard to ensure its applicability to ALL programs.programs.
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Program Area – Administration, Program Area – Administration, Laws and AuthoritiesLaws and Authorities
An Emergency Management An Emergency Management Program has its foundation in:Program has its foundation in:• Specific policies that provide the Specific policies that provide the
authority to develop and implement authority to develop and implement the Programthe Program
• Financial and administrative Financial and administrative policies and procedures that policies and procedures that support program activities and support program activities and initiativesinitiatives
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Program Area – Administration, Program Area – Administration, Laws and AuthoritiesLaws and Authorities
Supporting EMAP Standards:Supporting EMAP Standards:• 3.1 – Program Administration, Plans 3.1 – Program Administration, Plans
and Evaluationand Evaluation• 3.2 – Program Coordination3.2 – Program Coordination• 3.3 – Advisory Committee 3.3 – Advisory Committee • 4.1 – Administration and Finance4.1 – Administration and Finance• 4.2 – Laws and Authorities4.2 – Laws and Authorities
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Program Area – Preparedness Program Area – Preparedness & Prevention& Prevention
PreparednessPreparedness – deliberate, critical – deliberate, critical tasks and activities that build, tasks and activities that build, sustain and improve the sustain and improve the operational capability to prevent, operational capability to prevent, protect against, mitigate against, protect against, mitigate against, respond to, and recovery from respond to, and recovery from disasters.disasters.• Preparedness is a continuous Preparedness is a continuous
process.process.
Program Area – Preparedness Program Area – Preparedness & Prevention& Prevention
• 4.3 – Hazard 4.3 – Hazard Identification, Risk Identification, Risk Assessment and Assessment and Consequence AnalysisConsequence Analysis
• 4.4 – Hazard Mitigation4.4 – Hazard Mitigation• 4.5 – Prevention4.5 – Prevention• 4.6 – Operational 4.6 – Operational
PlanningPlanning• 4.8 – Resource 4.8 – Resource
Management and Management and LogisticsLogistics
• 4.9 – Mutual Aid4.9 – Mutual Aid• 4.10 – Communications and 4.10 – Communications and
WarningWarning• 4.11 – Operations and 4.11 – Operations and
ProceduresProcedures• 4.12 – Facilities4.12 – Facilities• 4.13 – Training4.13 – Training• 4.14 – Exercises, Evaluation 4.14 – Exercises, Evaluation
and Corrective Actionsand Corrective Actions• 4.15 – Crisis 4.15 – Crisis
Communications, Public Communications, Public Education and InformationEducation and Information
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Supporting EMAP Standards:
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Preparedness & PreventionPreparedness & PreventionSample Documentation:Sample Documentation:• Threat/hazard Threat/hazard Impact and Consequence analysisImpact and Consequence analysis• ““Implemented” Plans and ProceduresImplemented” Plans and Procedures• Scheduled meetings for plan reviewScheduled meetings for plan review
Invitation/noticeInvitation/notice Agendas, minutes, sign-in sheetsAgendas, minutes, sign-in sheets
• Multi-year Training and Exercise PlanMulti-year Training and Exercise Plan• Capabilities Assessment/Gap AnalysisCapabilities Assessment/Gap Analysis• Post-Incident, After Action/Improvement Plans, Post-Incident, After Action/Improvement Plans,
and and Corrective Action PlansCorrective Action Plans
Florida Hazard Identification: Florida Hazard Identification: Impact, Vulnerability, and Impact, Vulnerability, and
Consequences Consequences Threat/Hazard Identification must be ALL Hazards – natural, technological and human-caused.
And you were worried about hurricanes….
Water Rescue Resource?
Preparedness activity – “…periodic gap analysis” of resources (4.8.2)
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Program Area – ResponseProgram Area – Response
ResponseResponse – efforts to minimize – efforts to minimize the short term direct effects of an the short term direct effects of an incident threatening:incident threatening:• LifeLife• PropertyProperty• EnvironmentEnvironment• Critical SystemsCritical Systems
Program Area – ResponseProgram Area – Response
• 4.6 –Operational 4.6 –Operational PlanningPlanning
• 4.7 – Incident 4.7 – Incident ManagementManagement
• 4.8 – Resource 4.8 – Resource Management and Management and LogisticsLogistics
• 4.9 – Mutual Aid4.9 – Mutual Aid• 4.10 – 4.10 –
Communications and Communications and WarningWarning
• 4.11 – Operations and 4.11 – Operations and ProceduresProcedures
• 4.12 – Facilities4.12 – Facilities• 4.14 – Exercises, 4.14 – Exercises,
Evaluation and Evaluation and Corrective ActionsCorrective Actions
• 4.15 – Crisis 4.15 – Crisis Communications, Public Communications, Public Education and Education and InformationInformation
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Supporting EMAP Standards:
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ResponseResponseSample Documentation:Sample Documentation:• Implemented Plans and ProceduresImplemented Plans and Procedures
E.g., Communications Plan, EOC SOP, E.g., Communications Plan, EOC SOP, Logistics PlanLogistics Plan
• Incident Action PlansIncident Action Plans ICS documentation, Sign-in sheetsICS documentation, Sign-in sheets
• Situation ReportsSituation Reports Life safety priorities, status of critical Life safety priorities, status of critical
infrastructure, etc.infrastructure, etc.
• Damage Assessment ReportsDamage Assessment Reports• Post-Incident/Improvement PlansPost-Incident/Improvement Plans
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Program Area – RecoveryProgram Area – RecoveryRecoveryRecovery – development, – development, coordination and execution of plans coordination and execution of plans or strategies for the restoration of or strategies for the restoration of impacted [jurisdictions], operations impacted [jurisdictions], operations and services through assistance and services through assistance from:from:• IndividualsIndividuals• Private-sectorPrivate-sector• Non-governmental organizationsNon-governmental organizations• The PublicThe Public
Program Area – RecoveryProgram Area – Recovery
• 4.6 –Operational Planning4.6 –Operational Planning• 4.7 – Incident 4.7 – Incident
ManagementManagement• 4.8 – Resource 4.8 – Resource
Management and Management and LogisticsLogistics
• 4.9 – Mutual Aid4.9 – Mutual Aid
• 4.11 – Operations and 4.11 – Operations and ProceduresProcedures
• 4.12 – Facilities4.12 – Facilities• 4.14 – Exercises, Evaluation 4.14 – Exercises, Evaluation
and Corrective Actionsand Corrective Actions• 4.15 – Crisis 4.15 – Crisis
Communications, Public Communications, Public Education and InformationEducation and Information
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Supporting EMAP Standards:
Recovery DocumentationRecovery Documentation
2010 EMAP 2010 EMAP Standard:Standard:• 4.6.4 – “The recovery 4.6.4 – “The recovery
planplan or strategyor strategy…”…” 2013 EMAP Standard 2013 EMAP Standard
(proposed):(proposed):
• 4.6.4 – “The recovery 4.6.4 – “The recovery planplan….”….”
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RecoveryRecoverySample Documentation:Sample Documentation:• Implemented Plans and ProceduresImplemented Plans and Procedures
E.g., Recovery Plan, Mitigation PlanE.g., Recovery Plan, Mitigation Plan
• Incident Action PlansIncident Action Plans ICS documentation, Sign-in sheetsICS documentation, Sign-in sheets
• Situation ReportsSituation Reports Life safety priorities, status of critical Life safety priorities, status of critical
infrastructure, etc.infrastructure, etc.
• Damage Assessment ReportsDamage Assessment Reports• Post-Disaster Redevelopment PlansPost-Disaster Redevelopment Plans• Post-Incident/Corrective Action PlansPost-Incident/Corrective Action Plans
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Program Area – MitigationProgram Area – MitigationMitigationMitigation – activities designed to – activities designed to reduce or eliminate risks to reduce or eliminate risks to persons or property or lessen the persons or property or lessen the actual or potential effects or actual or potential effects or consequences of a disaster.consequences of a disaster.• Mitigation involves on-going actions Mitigation involves on-going actions
to reduce exposure to, probability to reduce exposure to, probability of, or potential loss from hazards.of, or potential loss from hazards.
Program Area – MitigationProgram Area – Mitigation
• 4.3 –Hazard 4.3 –Hazard Identification, Risk Identification, Risk Assessment and Assessment and Consequence AnalysisConsequence Analysis
• 4.4 – Hazard Mitigation4.4 – Hazard Mitigation• 4.6 – Operational 4.6 – Operational
PlanningPlanning 4.6.4 – Recovery Planning4.6.4 – Recovery Planning
• 4.11 – Operations and 4.11 – Operations and ProceduresProcedures Procedure to assess Procedure to assess
potential mitigation impacts potential mitigation impacts during an incident/eventduring an incident/event
• 4.14 – Exercises, Evaluation 4.14 – Exercises, Evaluation and Corrective Actionsand Corrective Actions
• 4.15 – Crisis 4.15 – Crisis Communications, Public Communications, Public Education and InformationEducation and Information
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Supporting EMAP Standards:
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MitigationMitigationSample Documentation:Sample Documentation:• Implemented Plans and ProceduresImplemented Plans and Procedures
E.g., Recovery Plan, Mitigation PlanE.g., Recovery Plan, Mitigation Plan• Incident Action PlansIncident Action Plans
Documentation of impacted areas, consequences of Documentation of impacted areas, consequences of impactimpact
• Situation/Damage ReportsSituation/Damage Reports Life safety priorities, status of critical infrastructure, etcLife safety priorities, status of critical infrastructure, etc..
• Environmental, engineering, benefit-cost or other studies or Environmental, engineering, benefit-cost or other studies or reportsreports
• Post-Disaster Redevelopment PlansPost-Disaster Redevelopment Plans• Post-Incident/Corrective Action PlansPost-Incident/Corrective Action Plans
EMAP IN DUVAL COUNTYEMAP IN DUVAL COUNTY
BackgroundBackground
Benefits/Issues and ObstaclesBenefits/Issues and Obstacles
Integration of the StandardIntegration of the Standard
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Accredited: 2006Reaccredited: 2011
Michael Jacobsen,DirectorEmergency ManagementDuval County/Consolidated City of Jacksonville
Duval County – BackgroundDuval County – Background
Understanding what EMAP entailsUnderstanding what EMAP entails Completing a self assessment of your Completing a self assessment of your
program program Do you have the resources ($$) to commit ?Do you have the resources ($$) to commit ? Developing a plan / timelineDeveloping a plan / timeline Do you have the full support of:Do you have the full support of:
1. The EM Director’s boss ? 1. The EM Director’s boss ? 2. County Leadership ?2. County Leadership ?3. Supporting Agencies ?3. Supporting Agencies ?
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Duval CountyDuval County
Align with the Align with the StandardStandard
Source of prideSource of pride
Documentation is KEY Documentation is KEY to successto success
Organization of Organization of materials / personnelmaterials / personnel
Checking the Standard Checking the Standard after completion – after completion – verify with more than verify with more than one sourceone source
Dynamics with the Dynamics with the Assessment TAssessment Teameam
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BENEFITS & JUSTIFICATION ISSUES & OBSTACLES
Duval County – Integration of the StandardDuval County – Integration of the Standard
Adapt and reinforce the new standard
Possibly new duties for staff Periodic reviews to ensure
compliance
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EMAP IN ORANGE COUNTYEMAP IN ORANGE COUNTY
BackgroundBackground
Benefits/Issues and ObstaclesBenefits/Issues and Obstacles
Integration of the StandardIntegration of the Standard
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Accredited: 2009
Ron Plummer,Assistant ManagerOrange County Office ofEmergency Management
Orange CountyOrange CountyBackgroundBackground
Committed in Mar-05Committed in Mar-05• 9 States/DC (FL), 2 Jurisdictions (Jax)9 States/DC (FL), 2 Jurisdictions (Jax)
Lost Focus, Extension Nov-07Lost Focus, Extension Nov-07
Initial Assessment in Mar-08Initial Assessment in Mar-08
Conditional Accreditation Apr-08 Conditional Accreditation Apr-08
Full Accreditation March 09Full Accreditation March 093030
Orange CountyOrange County
Recognition Recognition Attest ProgramAttest Program National CredibilityNational Credibility Job Satisfaction Job Satisfaction Leader’s By-inLeader’s By-in Other AgenciesOther Agencies PerformancePerformance
DeservedDeserved
PersonnelPersonnel Time ManagementTime Management Worthiness of Worthiness of
AccreditationAccreditation Other Agencies or Other Agencies or
DepartmentsDepartments Don’t be too ProudDon’t be too Proud
OvercomersOvercomers
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BENEFITS & JUSTIFICATION ISSUES & OBSTACLES
Orange County Orange County Integration of the StandardIntegration of the Standard
Whole Program OverviewWhole Program Overview Standards vs. ProceduresStandards vs. Procedures Update DocumentationUpdate Documentation
• OrdinancesOrdinances• RegulationsRegulations• PoliciesPolicies
Best Program Practices Best Program Practices Total “OCERT” InvolvementTotal “OCERT” Involvement
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EMAP IN MIAMI - DADE EMAP IN MIAMI - DADE COUNTY COUNTY
BackgroundBackground
Benefits/Issues and ObstaclesBenefits/Issues and Obstacles
Integration of the StandardIntegration of the Standard
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Accredited: April 2012
Jonathan Lord,Deputy DirectorOffice of Emergency ManagementMiami-Dade Fire Rescue DepartmentMiami-Dade County
Miami-Dade County – Miami-Dade County – BackgroundBackground
Decision to pursue EMAPDecision to pursue EMAP• 2009-2010: Sterling Challenge created 2009-2010: Sterling Challenge created
opportunity to benchmark performanceopportunity to benchmark performance• 2011: Invited by EMAP to go through 2011: Invited by EMAP to go through
baseline assessment at no cost (FEMA-baseline assessment at no cost (FEMA-funded Urban Area Pilot Project)funded Urban Area Pilot Project)
• After years of steadily increasing After years of steadily increasing budgets, impact felt from declining local budgets, impact felt from declining local tax revenuestax revenues
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Miami-Dade County – Miami-Dade County – BackgroundBackground
How our organization structured the How our organization structured the EMAP processEMAP process• Baseline: Assigned 1 EM Coordinator as point Baseline: Assigned 1 EM Coordinator as point
of contact with EMAP, to coordinate of contact with EMAP, to coordinate documentation, and do online submittingdocumentation, and do online submitting
• Onsite Assessment: All staff available that Onsite Assessment: All staff available that week; partner agencies on-callweek; partner agencies on-call
• Full Accreditation : Assigned Planning Bureau Full Accreditation : Assigned Planning Bureau Manager to fix holes and “bring home the Manager to fix holes and “bring home the prize”prize”
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Miami-Dade CountyMiami-Dade County
Benchmark against Benchmark against a standarda standard
PridePride ValidationValidation Value to Value to
community and community and Government Government leadershipleadership
TimeTime CostCost
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BENEFITS & JUSTIFICATION ISSUES & OBSTACLES
Miami-Dade County – Integration of Miami-Dade County – Integration of the Standardthe Standard
Most of what we had been doing for years Most of what we had been doing for years was in line with EMAP standardswas in line with EMAP standards
Taught us to better link our documentation Taught us to better link our documentation (e.g., now have an all-hazards THIRA (e.g., now have an all-hazards THIRA document to which other plans/documents document to which other plans/documents referrefer
Consolidated planning efforts through Consolidated planning efforts through Departmental restructure to a smaller Departmental restructure to a smaller team of people to improve consistencyteam of people to improve consistency
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Integrating EMAP Standards in Integrating EMAP Standards in day-to-day activitiesday-to-day activities
Policy, Finance and AdministrationPolicy, Finance and Administration• Link program authorities and Link program authorities and
responsibilities to specific EMAP standardsresponsibilities to specific EMAP standards• Performance-based budgeting - Use the Performance-based budgeting - Use the
EMAP standards as a report format for EMAP standards as a report format for monthly/annual progress and monthly/annual progress and accountabilityaccountability
• Review EMAP Standard criteria during Review EMAP Standard criteria during legal reviews and funding opportunitieslegal reviews and funding opportunities
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Integrating EMAP Standards in Integrating EMAP Standards in day-to-day activitiesday-to-day activities
Preparedness and PreventionPreparedness and Prevention• Link program activities and responsibilities to specific Link program activities and responsibilities to specific
EMAP standardsEMAP standards• Use Standards 4.5, 4.6 and 4.11 as a guide or Use Standards 4.5, 4.6 and 4.11 as a guide or
checklist when developing, reviewing or revising plans checklist when developing, reviewing or revising plans and proceduresand procedures
• Ensure that your comprehensive threat/hazard Ensure that your comprehensive threat/hazard identification, risk assessment and consequence identification, risk assessment and consequence analysis address all criteria defined in Standard 4.3analysis address all criteria defined in Standard 4.3
• Use Standards 4.13 and 4.14 as a guide for Use Standards 4.13 and 4.14 as a guide for developing training and exercise plans.developing training and exercise plans.
Corrective Action cycleCorrective Action cycle
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Integrating EMAP Standards in Integrating EMAP Standards in day-to-day activitiesday-to-day activities
ResponseResponse• Ensure that your comprehensive threat/hazard Ensure that your comprehensive threat/hazard
identification, risk assessment and identification, risk assessment and consequence analysis address all criteria consequence analysis address all criteria defined in Standard 4.3defined in Standard 4.3
• Use Standards 4.5 and 4.6 as a guide or Use Standards 4.5 and 4.6 as a guide or checklist when developing, reviewing or checklist when developing, reviewing or revising plans and proceduresrevising plans and procedures
• Use Standards 4.7, 4.8, 4.10, 4.11, 4.12 and Use Standards 4.7, 4.8, 4.10, 4.11, 4.12 and 4.15 as a guide when implementing actions 4.15 as a guide when implementing actions and managing resources during responseand managing resources during response
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Integrating EMAP Standards in Integrating EMAP Standards in day-to-day activitiesday-to-day activities
RecoveryRecovery• Ensure that your comprehensive threat/hazard Ensure that your comprehensive threat/hazard
identification, risk assessment and consequence identification, risk assessment and consequence analysis address all criteria defined in Standard analysis address all criteria defined in Standard 4.34.3
• Use Standards 4.6.1, 4.6.2, 4.6.4, 4.6.5 and Use Standards 4.6.1, 4.6.2, 4.6.4, 4.6.5 and 4.6.6 as a guide or checklist when developing, 4.6.6 as a guide or checklist when developing, reviewing or revising plans and proceduresreviewing or revising plans and procedures
• Use Standards 4.7, 4.8 and 4.11 as a guide when Use Standards 4.7, 4.8 and 4.11 as a guide when implementing actions and managing resources implementing actions and managing resources during responseduring response
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Integrating EMAP Standards in Integrating EMAP Standards in day-to-day activitiesday-to-day activities
MitigationMitigation• Ensure that your mitigation plan is “Ensure that your mitigation plan is “ALL ALL hazards” hazards”
(not minimum (not minimum natural natural hazards plan as defined byhazards plan as defined by FEMA) FEMA) and addresses all criteria defined in Standard and addresses all criteria defined in Standard 4.34.3
• Use Standards 4.4, 4.6 and 4.11 as a guide or Use Standards 4.4, 4.6 and 4.11 as a guide or checklist when developing, reviewing or revising checklist when developing, reviewing or revising plans and proceduresplans and procedures
• Ensure that the mitigation planning process is Ensure that the mitigation planning process is thoroughly documented through all phases.thoroughly documented through all phases.
• Maintain a detailed list of completed mitigation Maintain a detailed list of completed mitigation projects that links to goals, objectives, & hazards.projects that links to goals, objectives, & hazards.
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Importance of DocumentationImportance of Documentation
AccountabilityAccountability• What happened?What happened?• Who was involved?Who was involved?• What actions were taken?What actions were taken?• What was the result or next step?What was the result or next step?
ConsistencyConsistency• Changes in prioritiesChanges in priorities• Changes in leadershipChanges in leadership• Changes in focusChanges in focus• Changes in fundingChanges in funding• Changes, changes, changesChanges, changes, changes
State Of The WorldState Of The World Change is a constant.Change is a constant. Whether used for accreditation or Whether used for accreditation or
program improvement, the EMAP program improvement, the EMAP Standard provides an accepted Standard provides an accepted foundation for development, foundation for development, conduct and sustainment of conduct and sustainment of governmental, non-governmental governmental, non-governmental and private-sector emergency and private-sector emergency management programs.management programs.
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Where do I start?Where do I start? Become familiar with the scope and language of the EMAP Become familiar with the scope and language of the EMAP
standards.standards. Identify Program staff and/or partners who will be Identify Program staff and/or partners who will be
advocates and participants.advocates and participants. Identify specific activities that can be implemented on a Identify specific activities that can be implemented on a
realistic schedule: Examples – realistic schedule: Examples – • Use an EMAP standards format for monthly reporting Use an EMAP standards format for monthly reporting
for staff to document accomplished activities and tasks. for staff to document accomplished activities and tasks. • Link the EMAP standards to specific budget items in the Link the EMAP standards to specific budget items in the
next fiscal year budget processnext fiscal year budget process
Use or develop tools that help Use or develop tools that help
document what you do!!document what you do!!
Helpful HintsHelpful Hints Don’t get too ambitious.Don’t get too ambitious.
• Training is necessary before you even Training is necessary before you even begin.begin.
Use the Use the EMAP online toolsEMAP online tools, including , including Program Self-Assessment (affordable Program Self-Assessment (affordable annual fee, tracks progress)annual fee, tracks progress)
Take it one “bite”Take it one “bite”
at a time.at a time.
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Questions Answered Free*
*Disclaimer: You get what you pay for
EMAP Resources: www.emaponline.org