Transcript Crisis Management/ Business Continuity

Crisis Management
Diocese of Pittsburgh
John Krauland
Loss Control/ Safety Coordinator
Crisis Management
• Crisis Management is the process by
which an organization deals with a major
event that threatens it’s operation.
• It involves dealing with the threats:
– Before
– During, and
– After
• Consideration should be given to both
perception and reality.
Examples of Crises
Natural disasters (flood, tornado, earthquake)
Severe weather
Fires
Hazardous material spills
Bus crashes
School shootings
Bomb threats
Medical emergencies
Student or staff deaths
Outbreaks of disease or infections
Process of Crisis Management
Prevention – addresses what can be done to eliminate
or reduce the risk to life, property, and efficacy.
Preparedness – focuses on planning for the worstcase scenario.
Response – is the steps taken during a crisis
Recovery – returning back to “normal”
Establish a Committee
A “Safe n’ Secure” committee should be
established to identify roles and
responsibilities within the crisis management
cycle.
“If you fail to plan, you plan to fail.”
Crisis Planning should…
Begin at the top.
Not be done in a vacuum.
Open lines of communication.
Include police, firemen, and EMS.
Establish a common vocabulary.
Include all facilities.
Provide direction.
Mitigation and Prevention
Phase 1
Keys to Preventing a Crisis
•
•
•
•
•
•
Facility location/ layout
Property maintenance
Security procedures
Life safety compliance
Community involvement
Timely response to incidents
Facility Location/ Layout
Keep in mind:
Geography
Building uses
Parking lots
Playgrounds
Occupants
Property Maintenance
•
•
•
•
Buildings
Grounds
Systems
Vehicles
Security Procedures
• Access controls
– Entry
– Alarms
• Visitor protocol
• Early dismissals
• Discipline/ Prosecution Policies
Life Safety Compliance
• Means of egress
– Paths or isles
– Doors/ exits
– Locks
• Emergency lighting
• Contents/ storage
• Protective systems
Community Involvement
• Use the resources available to you:
– Parishioners
– Fire, Police, and EMS
– Community leaders
– Local emergency management directors
• Consider a “suggestion box”
• Social development programs
Timely Response
Every incident is not a crisis.
Don’t let it become one.
Preparedness
Phase 2
The following elements should be
considered:
• Site security
• Emergency action plan
• Business continuity plan
Security Measures
Outside Recommendations:






Clearly define property
Clearly label facilities
Maintain adequate lighting
Limit blind spots
Remove items to scale buildings
Routinely inspect the premises
Security Measures
Inside Recommendations:






Limit the use of entrances
Institute strict procedures for key control
Secure access points of joint-use facilities
Routinely inspect doors and windows
Keep unoccupied areas locked
Keep door latches in the locked position
Security Measures
Considerations specifically for schools:






Install a panic alarm in main office area
Ensure all classrooms have 2-way communication
Use caller ID
Ensure radio frequency communication is possible
Restrict access to all mechanical/ utility rooms
Implement student release procedures
Develop an
Emergency Action Plan
(EAP)
EAP
An EAP is a proactive plan to deal with potential threats, so
that everyone knows what is expected of them when
something happens. The major elements are:
•Hazard assessment
•Resource assessment
•Responsibility assessment
•Communication assessment
•Policy and Procedures
•Training and education
•Record keeping
Hazard Assessment
Identify hazards, assess risks. Determine:
– the types of hazards (fire, flooding, tornado,
etc.).
– the probability of their occurrence.
– the extent of damage if hazards occur.
Resource Assessment
Assess capabilities and resources.
– What do we have?
– What will we need?
– Identify personnel and equipment.
Review existing plans if they exist.
Responsibility Assessment
For each hazard or threat, determine who is
responsible for necessary actions.
Keep in mind, one person can not be
everywhere at the same time all the time.
Be detailed and precise when assigning
responsibilities to personnel.
Communication Assessment
Who do you need to communicate with?
Administration
Families
Authorities
Utility providers
Mutual-aid providers
Media
What ways do you communicate?
Phones, Email, Radios, PA Systems
When is communication necessary?
Develop Procedures
Using the information you’ve gathered
through the multiple assessments, develop
the procedures to be followed for each
threat.
Include drawings with evacuation plans,
utility shut-offs, safety equipment, etc.
Write It!
Put the plan in writing. The easiest way to
get everyone on the same page is to give
them the same book.
Implement & Practice the Plan
Give all employees a copy of the plan and
train them on their responsibilities within the
plan.
Invite local authorities to review your plan.
Practice the plan. Identify weaknesses.
Types of Drills
•
•
•
•
Evacuation
Lock-down
Table top scenarios
Bus evacuation
Update the Plan
No matter how specific your plan, it is likely
that once practiced, changes will need to be
made. Make the changes in the written plan
and communicate the changes with
everyone they affect.
Develop a
Business Continuity Plan
(BCP)
Business Continuity Plan (BCP)
Business continuity planning focuses on
sustaining the delivery of services essential
to the organization’s survival.
•Personnel
•Bank accounts
•Vendors
•Property
What should be included
in a BCP?
A BCP should identify:
•
•
•
•
What services you deliver,
To whom these services are delivered,
Who will deliver the services, and
Alternate locations the services will be
offered
The more detailed you are now, the easier
the recovery process will be later.
Response
Phase 3
Assess the Situation
Does a crisis exist? If so, determine:
• The type of crisis
• The location
• The magnitude
Notify Emergency Responders
• Don’t delay!
• It is never too early.
• Give as much information as possible
Alert key personnel for your facility.
React
•
•
•
•
•
Respond within seconds
Evacuate or lock down facility
Triage injuries if necessary
Trust the leadership
Communicate appropriate information
Document, Document, Document
•
•
•
•
Record all actions taken
Record damages
Record financial transactions
Keep all original notes and records
Recovery
Phase 4
Return to “Normal”
•
•
•
•
Take as much time as needed
Focus on people and buildings
Continue communication
Provide for families, staff, and responders
Evaluate Response Activity
Evaluation of the response can help guide
the prevention and planning processes for
the future.
• What worked and what didn’t?
• What additional training is necessary?
• What additional resources are necessary?
Questions
Helpful Links and References
•
•
•
•
•
•
•
•
•
John Krauland – Loss Control/ Safety Coordinator
Office: 412-456-3150
Email:[email protected]
Catholic School Safety and Security Manual
Parish Emergency Action Plan Guide
http://www.diopitt.org/pdfs/parish-emergency-action-plan-guide
Practical Information on Crisis Planning
http://www2.ed.gov/admins/lead/safety/emergencyplan/crisisplanning.pdf
Department of Homeland Security – School Safety
http://www.dhs.gov/school-safety
Mitigating Hazards in School Facilities
http://www.ncef.org/pubs/pubs_html.cfm?abstract=mitigating2
Department of Homeland Security – Active Shooter Booklet
http://www.dhs.gov/xlibrary/assets/active_shooter_booklet.pdf
Church Mutual – Self-Inspection Safety Checklist
http://www.churchmutual.com/admin/store/downloads/Self_Inspection_Checklist.pdf
Church Mutual – Free Safety Resources
http://www.churchmutual.com/index.php/choice/risk/page/intro/id/21