Transcript 2013-2014 PHEP Work Plans

2013-2014 PHEP
Work Plans
Local Health
Department
Deliverables
Task #1
• Regional Coordinators may attend in a LHDs
place
•
•
•
•
Formal designation letter
LHD letterhead
Back ups identified
“One and done”
Healthcare coalition meetings are open to
EVERYONE!
• Kansas City Region
• Steve Hoeger
[email protected]
• North Central Region
• Sue Cooper
[email protected]
• Northeast Region
• Julie Schmidt
[email protected]
• Northwest Region
• Tami Wood
[email protected]
• South Central Region
• Charlie Keeton
charlie.keeton@HCAHealthc
are.com
• Southeast Region
• Fred Rinne
[email protected]
• Southwest Region
• Karen Luckett
[email protected] or
karenluckett@catholichealth
.net
Task #2
• Performance Measures will change in June
• Questionnaire to be updated as such
• EOY only for BP2-BP5
• Scoring mechanism is set
• Will not align with 1-5 scoring that HPP has
• Any other formatting changes? Other updates
will be done to the questionnaire with the PM
changes
• Reports from these questionnaires?
• Region to Region
• State as a whole
Task #3
• LHDs have the responsibility to assure at least
two ESF 8 planning meetings take place
• LEPC meetings may be used as this forum
• LEPC or ESF 8 group sign-in sheets submitted to
KDHE
Task #4
• LHDs may exercise Capability 1 or 2 and/or 3
• Exercises must be completed by May 15, 2014
• Coordinate with State Fiscal Year End
• Requirement that funds be expended by June 30th
• New AAR/IP Template Available for use July 1st
• Our short form has become a national project
• KDHE will also accept KDEM’s shorter AAR/IP form
Real Events
• May count
• Contact KDHE ASAP; prior to submission of AAR/IP
• What community partners did you communicate your situation
with such as emergency management, local health department,
hospital, pharmacies, EMS, law enforcement, etc.?
• What additional partners may need to be communicated with in
a similar incident?
• Will the AAR/IP reflect any action items or lessons learned
regarding the participation of the local health department,
hospitals, or other community partners involved?
Using a POD for Exercise
Requirement
• For the annual exercise, the POD must fully
address capability 1, 2, or 3 in addition to
Capability 8
• Not completely focused on Capability 8 & 9
• Will NOT count for FSE
• Hospital must be involved for a FSE
• Exercise must cover Capabilities 3, 6, and 10 at a
minimum.
• LHD would have to add other elements into POD to
meet Med Surge requirement
• POD scenario not broad enough
Full-scale Requirements
• Conduct between 2012-2017
• Must be a joint exercise with the hospital(s)
• Plan and conduct jointly, as possible, with
emergency management, at-risk populations,
and other health and medical
stakeholders/partners
• FSE MUST evaluate Capabilities 3, 6, and 10 at a
minimum per Federal guidance, Appendix 7 (in
handouts)
Task #5
• PIC SOG template
• Includes new information such as social media
• Social media guide available
• http://www.kdheks.gov/cphp/operating_guides.htm
under Public Information & Communication
SOG/Annex F/Annex F5
Task #6
• Two-hour, face-to-face PIO training
• Provided by KDHE Communications Director
• During KALHD annual and mid-year meeting
• Will cover both PIOs as well as county spokespersons
• KDHE is also extending this training to be offered
in a location in the Western part of the state so
we can hit more people
• Possibly Garden City or Scott City
KDEM PIO Course
2013 PIO Training Schedule
G290 – Basic Public Information Officer Course
KS-TRAIN Course #1037622
DATE
LOCATION
February 27-28
Grant County – Ulysses, KS
April 23-24
Shawnee County – Topeka, KS
June 5-6
Geary County – Junction City, KS
August 21-22
Meade County – Meade, KS
October 19-20
Finney County – TBA
December 4-5
Douglas County – TBA
Task #7
• LHDs have already reviewed and provided
updates to the ESF 8 Annex in 2012-2013
• Ensure medical surge section of that annex has
addressed the three bullets noted on the work
plan
• Providing locals further opportunity to discuss
med surge in more detail so everyone knows
their role/responsibility
Submission of Annex/Med Surge
Section
• Submission:
• Copy of the updated medical surge section only
• Refer KDHE to the previously submitted Annex if
bullets had already been addressed
• Resubmit updated Annex
Task #8
• Emily Nickel will provide each county’s K-SERV
data
• By September 30th
• Data to be reviewed, preferably with ESF 8
partners
• Identify needs and recruitment goals
• Share volunteer information at a coalition
meeting
Task #9
• Ongoing tasks
• Cross-cutting or Administrative in nature
• Many are self-explanatory
• G – Public website maintenance
• J – Packaging and shipping class
Regional Work Plan
Deliverables
Task #1 & #2
• Task #1
• Coalition meeting attendance
• May attend on behalf of your health departments
as long as there is a designation letter on file with
KDHE
• Task #2
• Continue to assist your LHDs in filling out the
yearly Healthcare Capabilities Questionnaire
Task #3
• Participate in an annual exercise as a:
• Facilitator
• Player
• Evaluator
• Observing an exercise does not count as
participation
• Regional Coordinators may assist with writing up
the AAR/IP
Task #4
• Two-hour face-to-face trainings will be provided
by KDHE Communications Director
• KDEMs eight hour, two day PIO course will count
• Between January and December 2013
• If a Regional Coordinator wants to attend the
extra training to be provided in Western KS, that
will count
Task #5
• Assist LHDs with reviewing their county’s K-SERV
data
• Provided by Emily Nickel by September 30th
• May be discussed at regional public health
meetings
Task #6
• Ongoing tasks
• Cross-cutting or Administrative in nature
• Many are self-explanatory
• KS-HAN information and training records are for
the regional coordinator only – not for all of their
LHDs
• Regional Meetings
• To be conducted as the Coordinator/Region see fit
Risk Assessment Process
• Will be done by the Director of Grant Administration
• For BP2, only BP1 performance will be taken into account
for the first year of the risk assessment
• Scores given for each question in General Assessment
and TA
• 1 = Did not meet the line item
• 2 = Fully met the line item
• Scores given for each question in Financial and Work Plan
• 1 = Did not meet the line item
• 3 = Fully met the line item
• Internal tracking sheets and records of emails via
Preparedness will be used to assess.
• In later years, documentation of TA visits will also be
looked at.
What kind of questions will be
looked at for this assessment?
• General
• Technical Assistance
• Financial
• Work Plan Deliverables
General Assessment ?s
• Has there been any high turnover or agency
reorganization that affects this health department?
• Are the staff assigned to preparedness activities
inexperienced with the program (worked with the
program for less than one year)?
• Is the local health department currently or previously
been suspended or disbarred?
• Jamie will use the EPLS system and verify all LHDs
What is EPLS and how does it relate
to Preparedness?
• Excluded Parties List System
• A Federal electronic, web-based system that identifies
those parties excluded from receiving Federal
contracts, certain subcontracts, and certain types of
Federal financial and non-financial assistance and
benefits.
• Do not foresee a problem but we have to do our due
diligence
• Required to include language in all contracts for
federal funds
Technical Assistance ?s
• Have more than three funding cycles passed since the local
health department had an on-site technical assistance visit?
• Such as TAVs or other KDHE planners coming out
• Many counties probably have not had an in-person visit
Financial ?s
• Does the LHD follow a uniform financial
management/accounting system?
• Does the LHD have a financial management system in place to
track and record preparedness program expenditures?
• Are time distribution records (time and effort/job
descriptions) maintained for all employees who work on
preparedness program activities?
• If applicable, does the LHD have written documentation from
KDHE to seek reimbursement for a rate that is higher than
KDHEs? (Currently 17.6%)
• Does the LHD submit a Line Item Budget on or before the due
date?
Financial ?s
• Does the local health department request to use
preparedness funds for meals during meetings?
• If so, does the local health department submit a meal request
form to KDHE for approval prior to a meeting taking place
where food will be provided via preparedness funding?
• Tabetha will be creating a request form that will be posted to our
website
• Has KDHE placed special financial conditions on the LHDs
award?
• Only applicable in BP3 and onward
• Do the financial reports indicate possible supplanting issues?
• Does the LHD provide adequate supporting documentation for
expenses when requested?
Financial ?s
• Has the LHD maintained communication with KDHE in the
event preparedness funds cannot be drawn down by the end
of the grant year?
Work Plan Deliverable ?s
• Does the LHD submit work plan progress reports on or before
the due date?
• Does the LHD provide accurate and complete documentation
of work plan deliverables?
• Is documentation submitted on or before the due date?
• Did the LHD submit the Kansas Healthcare Capabilities
Questionnaire for the previous grant year on or before the
required due date(s) for federal reporting needs?
• Did the LHD meet 100% of the previous grant years’ work plan
deliverables?
Risk Assessment Process
• Overall score will be calculated
• Scoring ranges will be associated with Phases
• Phase 1 = Monitoring
• Phase 2 = Reduction in Preparedness Funding
• Phase 3 = Cancellation of Preparedness Contract
Phase 1: Monitoring
• LHD will receive a letter regarding Phase 1 status
with assessment tool
• Preparedness Program Field Planners will make
an in-person visit with the health department
• Discuss work plan deliverables, any problems
meeting reporting deadlines, how KDHE can help
• TA visits will be tracked
Phase 2: Reduce Funding
• Health departments that were in Phase 1 during
BP2 and did not improve will be placed into
Phase 2 for BP3
• Health departments will receive a letter
regarding Phase 2 status with assessment tool
• Funding will be decreased and passed through
the KALHD-KDHE Preparedness Team
• Kevin Shaughnessy will receive the reduced
contract amount to include in the Notice of
Grant Award
Phase 3: Cancelled Contract
• If a LHD did not improve in BP2 and BP3, their
Preparedness contract will be cancelled.
• Notice will be sent to the KALHD-KDHE
Preparedness Team
• The LHD will receive a letter of their cancelled
contract along with their recent assessment tool
• Kevin Shaughnessy will be alerted of any LHDs
that will not be receiving preparedness funding
Risk Assessment Process
• No health department will be allowed
to stay in one phase for more than a
year
• No health department will jump from
a Phase 1 to a Phase 3. The cycle will
be followed.
Questions?
Jamie Hemler
Director of Grant Administration
[email protected] (785) 296-5529