integrating the emap standard into your emergency management program

1

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”

22

33

““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

55

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.

66

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

77

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

88

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

99

Supporting EMAP Standards:

1010

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)

1313

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

1414


1515

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

1616

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

1717


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….”….”

1818

1919

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

2020

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

2121


2222

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

2323

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 ?

2525

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

2626

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

2727

EMAP IN ORANGE COUNTYEMAP IN ORANGE COUNTY




2828

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

3131


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

3232

EMAP IN MIAMI - DADE EMAP IN MIAMI - DADE COUNTY COUNTY




3333

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

3535

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”

3636

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

3737


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

3838

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

3939


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

4040


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

4141


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

4242


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.

4343

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.

4545

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.

4747

Questions Answered Free*

*Disclaimer: You get what you pay for

EMAP Resources: www.emaponline.org

integrating the emap standard into your emergency management program

Documents

program administration

program area administration

program activities

program coordination3

program improvementtechniques

resource management

emergency management

theemap standard