crisis management: what will you do?

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

        101           

        400 

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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Questions?

Peg Graham, QUA INC

pgraham@quainc.com

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