Transcript Integrating EMAP Standards into EM Programs 01 30 13

Integrating the
EMAP Standard
into your
Emergency Management
Program
FEPA Annual Meeting
Orlando, FL
January 30, 2013
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Session Overview

To Accredit or not to Accredit…that is
the Question!
• Benefits and justifications
• Self-assessment
• Issues and obstacles

Using the EMAP Standard for
Program Improvement
• Techniques and tools
• Advise from the “experts”
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Things we’ve heard before:
“This doesn’t apply to my
program”.
“We’re too small to ever be
accredited”.
- (or, “we don’t have the
staff…time…funding…
resources….”
“Thanks. More paperwork.
Just what I needed”!
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Benefits for Program Improvement

Recognized Standard (ANSI)
• Developed and maintained by peers
Provides a structure that can be used
to develop, build and maintain any
emergency management program
 Adaptable and scalable
 Self-assessment process that is
inclusive and provides accountability

EMAP is an ANSI accredited
organization
That’s why it …..
• Has the “industry standard” for
emergency management programs.
• Continually evaluates and revises the
Standard to ensure its applicability to
ALL programs.
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Program Area – Administration,
Laws and Authorities
An Emergency Management
Program has its foundation in:
• Specific policies that provide the
authority to develop and implement
the Program
• Financial and administrative policies
and procedures that support
program activities and initiatives
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Program Area – Administration,
Laws and Authorities
Supporting EMAP Standards:
• 3.1 – Program Administration, Plans
and Evaluation
• 3.2 – Program Coordination
• 3.3 – Advisory Committee
• 4.1 – Administration and Finance
• 4.2 – Laws and Authorities
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Program Area – Preparedness
& Prevention
Preparedness – deliberate,
critical tasks and activities that
build, sustain and improve the
operational capability to prevent,
protect against, mitigate against,
respond to, and recovery from
disasters.
• Preparedness is a continuous
process.
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Program Area – Preparedness
& Prevention
Supporting EMAP Standards:
• 4.3 – Hazard
Identification, Risk
Assessment and
Consequence Analysis
• 4.4 – Hazard Mitigation
• 4.5 – Prevention
• 4.6 – Operational
Planning
• 4.8 – Resource
Management and
Logistics
• 4.9 – Mutual Aid
• 4.10 – Communications and
Warning
• 4.11 – Operations and
Procedures
• 4.12 – Facilities
• 4.13 – Training
• 4.14 – Exercises, Evaluation
and Corrective Actions
• 4.15 – Crisis
Communications, Public
Education and Information
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Preparedness & Prevention
Sample Documentation:
• Threat/hazard Impact and Consequence
analysis
• “Implemented” Plans and Procedures
• Scheduled meetings for plan review


Invitation/notice
Agendas, minutes, sign-in sheets
• Multi-year Training and Exercise Plan
• Capabilities Assessment/Gap Analysis
• Post-Incident, After Action/Improvement
Plans, and Corrective Action Plans
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Florida Hazard Identification:
Impact, Vulnerability, and
Consequences
Threat/Hazard
Identification
must be ALL
Hazards –
natural,
technological
and humancaused.
And you were worried about
hurricanes….
Preparedness activity – “…periodic gap
analysis” of resources (4.8.2)
Water Rescue Resource?
Program Area – Response
Response – efforts to minimize
the short term direct effects of an
incident threatening:
•
•
•
•
Life
Property
Environment
Critical Systems
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Program Area – Response
Supporting EMAP Standards:
• 4.6 –Operational
Planning
• 4.7 – Incident
Management
• 4.8 – Resource
Management and
Logistics
• 4.9 – Mutual Aid
• 4.10 –
Communications and
Warning
• 4.11 – Operations and
Procedures
• 4.12 – Facilities
• 4.14 – Exercises,
Evaluation and
Corrective Actions
• 4.15 – Crisis
Communications, Public
Education and
Information
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Response
Sample Documentation:
• Implemented Plans and Procedures

E.g., Communications Plan, EOC SOP,
Logistics Plan
• Incident Action Plans

ICS documentation, Sign-in sheets
• Situation Reports

Life safety priorities, status of critical
infrastructure, etc.
• Damage Assessment Reports
• Post-Incident/Improvement Plans
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Program Area – Recovery
Recovery – development,
coordination and execution of
plans or strategies for the
restoration of impacted
[jurisdictions], operations and
services through assistance from:
•
•
•
•
Individuals
Private-sector
Non-governmental organizations
The Public
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Program Area – Recovery
Supporting EMAP Standards:
• 4.6 –Operational
Planning
• 4.7 – Incident
Management
• 4.8 – Resource
Management and
Logistics
• 4.9 – Mutual Aid
• 4.11 – Operations and
Procedures
• 4.12 – Facilities
• 4.14 – Exercises, Evaluation
and Corrective Actions
• 4.15 – Crisis
Communications, Public
Education and Information
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Recovery Documentation

2010 EMAP
Standard:
• 4.6.4 – “The recovery
plan or strategy…”

2013 EMAP Standard
(proposed):
• 4.6.4 – “The recovery
plan….”
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Recovery
Sample Documentation:
• Implemented Plans and Procedures

E.g., Recovery Plan, Mitigation Plan
• Incident Action Plans

ICS documentation, Sign-in sheets
• Situation Reports

Life safety priorities, status of critical
infrastructure, etc.
• Damage Assessment Reports
• Post-Disaster Redevelopment Plans
• Post-Incident/Corrective Action
Plans
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Program Area – Mitigation
Mitigation – activities designed to
reduce or eliminate risks to
persons or property or lessen the
actual or potential effects or
consequences of a disaster.
• Mitigation involves on-going actions
to reduce exposure to, probability
of, or potential loss from hazards.
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Program Area – Mitigation
Supporting EMAP Standards:
• 4.3 –Hazard
Identification, Risk
Assessment and
Consequence Analysis
• 4.4 – Hazard Mitigation
• 4.6 – Operational
Planning

• 4.14 – Exercises, Evaluation
and Corrective Actions
• 4.15 – Crisis
Communications, Public
Education and Information
4.6.4 – Recovery Planning
• 4.11 – Operations and
Procedures

Procedure to assess
potential mitigation impacts
during an incident/event
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Mitigation
Sample Documentation:
• Implemented Plans and Procedures
 E.g., Recovery Plan, Mitigation Plan
• Incident Action Plans
 Documentation of impacted areas,
consequences of impact
• Situation/Damage Reports
 Life safety priorities, status of critical
infrastructure, etc.
• Environmental, engineering, benefit-cost or other
studies or reports
• Post-Disaster Redevelopment Plans
• Post-Incident/Corrective Action Plans
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Accredited: 2006
Reaccredited: 2011
Background
Benefits/Issues and Obstacles
Integration of the Standard
EMAP IN DUVAL COUNTY
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Michael Jacobsen,
Director
Emergency Management
Duval County/Consolidated City of Jacksonville
Duval County – Background
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Understanding what EMAP entails
Completing a self assessment of your program
Do you have the resources ($$) to commit ?
Developing a plan / timeline
Do you have the full support of:
1. The EM Director’s boss ?
2. County Leadership ?
3. Supporting Agencies ?
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Duval County
BENEFITS & JUSTIFICATION
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Align with the
Standard
Source of pride
ISSUES & OBSTACLES
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Documentation is KEY
to success
Organization of
materials / personnel
Checking the Standard
after completion –
verify with more than
one source
Dynamics with the
Assessment Team
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Duval 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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Accredited: 2009
Background
Benefits/Issues and Obstacles
Integration of the Standard
EMAP IN ORANGE COUNTY
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Ron Plummer,
Assistant Manager
Orange County Office of
Emergency Management
Orange County
Background
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Committed in Mar-05
• 9 States/DC (FL), 2 Jurisdictions (Jax)

Lost Focus, Extension Nov-07
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Initial Assessment in Mar-08
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Conditional Accreditation Apr-08

Full Accreditation March 09
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Orange County
BENEFITS & JUSTIFICATION
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Recognition
Attest Program
National Credibility
Job Satisfaction
Leader’s By-in
Other Agencies
Performance
Deserved
ISSUES & OBSTACLES
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Personnel
Time Management
Worthiness of
Accreditation
Other Agencies or
Departments
Don’t be too Proud
Overcomers
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Orange County
Integration of the Standard
Whole Program Overview
 Standards vs. Procedures
 Update Documentation

• Ordinances
• Regulations
• Policies
Best Program Practices
 Total “OCERT” Involvement
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Accredited: April 2012
Background
Benefits/Issues and Obstacles
Integration of the Standard
EMAP IN MIAMI - DADE
COUNTY
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Jonathan Lord,
Deputy Director
Office of Emergency Management
Miami-Dade Fire Rescue Department
Miami-Dade County
Miami-Dade County –
Background

Decision to pursue EMAP
• 2009-2010: Sterling Challenge created
opportunity to benchmark performance
• 2011: Invited by EMAP to go through
baseline assessment at no cost (FEMAfunded Urban Area Pilot Project)
• After years of steadily increasing
budgets, impact felt from declining local
tax revenues
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Miami-Dade County –
Background

How our organization structured the
EMAP process
• Baseline: Assigned 1 EM Coordinator as point
of contact with EMAP, to coordinate
documentation, and do online submitting
• Onsite Assessment: All staff available that
week; partner agencies on-call
• Full Accreditation : Assigned Planning Bureau
Manager to fix holes and “bring home the
prize”
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Miami-Dade County
BENEFITS & JUSTIFICATION

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Benchmark against
a standard
Pride
Validation
Value to
community and
Government
leadership
ISSUES & OBSTACLES
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Time
Cost
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Miami-Dade County – Integration of
the Standard
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Most of what we had been doing for years
was in line with EMAP standards
Taught us to better link our
documentation (e.g., now have an allhazards THIRA document to which other
plans/documents refer
Consolidated planning efforts through
Departmental restructure to a smaller
team of people to improve consistency
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Integrating EMAP Standards in
day-to-day activities

Policy, Finance and Administration
• Link program authorities and
responsibilities to specific EMAP standards
• Performance-based budgeting - Use the
EMAP standards as a report format for
monthly/annual progress and
accountability
• Review EMAP Standard criteria during
legal reviews and funding opportunities
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Integrating EMAP Standards in
day-to-day activities

Preparedness and Prevention
• Link program activities and responsibilities to specific
EMAP standards
• Use Standards 4.5, 4.6 and 4.11 as a guide or
checklist when developing, reviewing or revising plans
and procedures
• Ensure that your comprehensive threat/hazard
identification, risk assessment and consequence
analysis address all criteria defined in Standard 4.3
• Use Standards 4.13 and 4.14 as a guide for
developing training and exercise plans.
 Corrective Action cycle
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Integrating EMAP Standards in
day-to-day activities

Response
• Ensure that your comprehensive
threat/hazard identification, risk assessment
and consequence analysis address all criteria
defined in Standard 4.3
• Use Standards 4.5 and 4.6 as a guide or
checklist when developing, reviewing or
revising plans and procedures
• Use Standards 4.7, 4.8, 4.10, 4.11, 4.12 and
4.15 as a guide when implementing actions
and managing resources during response
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Integrating EMAP Standards in
day-to-day activities

Recovery
• Ensure that your comprehensive
threat/hazard identification, risk assessment
and consequence analysis address all criteria
defined in Standard 4.3
• 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, reviewing or revising plans and
procedures
• Use Standards 4.7, 4.8 and 4.11 as a guide
when implementing actions and managing
resources during response
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Integrating EMAP Standards in
day-to-day activities

Mitigation
• Ensure that your mitigation plan is “ALL hazards”
(not minimum natural hazards plan as defined by
FEMA) and addresses all criteria defined in
Standard 4.3
• Use Standards 4.4, 4.6 and 4.11 as a guide or
checklist when developing, reviewing or revising
plans and procedures
• Ensure that the mitigation planning process is
thoroughly documented through all phases.
• Maintain a detailed list of completed mitigation
projects that links to goals, objectives, &
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hazards.
Importance of Documentation
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Accountability
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What happened?
Who was involved?
What actions were taken?
What was the result or next step?
Consistency
•
•
•
•
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Changes in priorities
Changes in leadership
Changes in focus
Changes in funding
Changes, changes, changes
State Of The World
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Change is a constant.
Whether used for accreditation or
program improvement, the EMAP
Standard provides an accepted
foundation for development,
conduct and sustainment of
governmental, non-governmental
and private-sector emergency
management programs.
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Where do I start?
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
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Become familiar with the scope and language of
the EMAP standards.
Identify Program staff and/or partners who will
be advocates and participants.
Identify specific activities that can be
implemented on a realistic schedule: Examples –
• Use an EMAP standards format for monthly
reporting for staff to document accomplished
activities and tasks.
• Link the EMAP standards to specific budget
items in the next fiscal year budget process
Use or develop tools that help
document what you do!!
Helpful Hints

Don’t get too ambitious.
• Training is necessary before you even
begin.
Use the EMAP online tools, including
Program Self-Assessment (affordable
annual fee, tracks progress)
 Take it one “bite”
at a time.

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Questions Answered Free*
*Disclaimer: You get what you pay for
EMAP Resources:
www.emaponline.org