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Crisis Management:
What Will You Do?
Peg Graham, QUA INC
Technical Assistance Consultant
26th Annual Conference and Expo
2
Goals:
• Review key ICS concepts
• Experience the use of Job Action Sheets and
Reports
• Determine the applicability of ...
11-15-2012
3
Agenda
3
Welcome 5 minutes
Overview of Key Concepts, Materials 25 minutes
Exercise 30 minutes
3 operational p...
4
Thank You to Partners
• Bailey House
• Jewish Association Serving the
Aging
• Enterprise Community Partners, HUD
– Avail...
5
 Traditionally: Fire safety, heat waves, cold snaps
 Now: Loss of power, extreme weather, terrorism,
infectious diseas...
6
What is a tabletop exercise?
Training for Real Life Event
Everyone on a learning curve, NO “right”
answers
Concludes wit...
7
Materials to Consult
• Incident Command System (ICS) Chart
• Planning Assumptions, Job Action Sheets
• Readiness Reports...
8
• Tasks and activities
• Operational Periods
– Pre-Event (96-72-48-24-12 hours prior to
storm arrival)
– Event (Storm ar...
9
JOB ACTION
SHEET:
TEMPLATE
10
10
11
PLANNING ASSUMPTIONS
12
12
Address
# of # of Tenants Reporting Use of
PER CENT
Assume Will
Evacuate
Estimate
NUMBER
Evact'gStaff Units Tenants
...
13
13
READINESS REPORT: CLIENT PROGRAMS
Program Name
Site
Address
City, State,
Zip
Site
Phone
ACME
Point of
Contact
Point ...
14
ICS Concepts
• Knowledge of overall emergency preparedness by ALL
levels of an organization
• Knowledge of ICS roles an...
15
Core Capabilities
• Cooperate across departments to solve problems
• Work in “unified” manner with external
stakeholder...
16
“ALL HAZARDS”
• Severe Storm tests
– Loss of Power
– Loss of Telecommunications
– Loss of Building Functionality
– Stre...
17
SEVERE WEATHER SCENARIO
TABLETOP
http://www.nyc.gov/html/doh/html
/em/coastal_storm.shtml
http://www.nyc.gov/html/doh/h...
18
Initial Facts
• 2014 and 2015
– Some hot weather, nothing extreme
• 2016
– July unusually warm and humid
– National Oce...
19
19
20
12N Press Conference
Friday, Aug 5th
• 9am Planning call
– City agencies and major private sector
organizations
• Advan...
21
What do you do?
• Who is acting on this information?
• What actions are being taken?
21
22
Saturday, August 6
• NYC EOC desks staffed
• OEM activates NYC Emergency
Operations Center
• Hospitals begin early disc...
23
23
24
What do you do?
24
25
Sunday, August 7
• News coverage intensifying
• City shelters operationalized
• NOAA: Expected Surge: 15 feet+
• Gale-f...
26
What do you do?
26
27
Sunday, August 7 at 6pm
• News Conference
• Discussion of public school closure
• Projection of closing bridges/transit...
28
What do you do?
28
29
Monday, August 8
• Gale Force winds at 8am
• Rain and 12 foot surge expected at 4am
Tuesday
• Storm expected to last 4 ...
30
What do you do?
30
31
Tuesday, August 9
• Surge of 12 feet hits Zone 1 at 3am
– Recedes by 6am
• Power out in the Bronx, Long Island
• Bridge...
32
What do you do?
32
33
Tuesday, August 9
• 4pm
• Engineers unable to get to damaged
buildings
• Bronx hard hit
33
34
What do you do?
34
35
Wednesday, August 10
• Public and private schools remain
closed throughout the metropolitan area
• Major bridges cleare...
36
What do you do?
36
37
Thursday, August 11
• Sporadic school closures
– Depends on road accessibility
• Transit coming up in stages
• Cells-on...
38
EXERCISE SUMMARY
• Staff deployments?
• Decision-making?
• Communication with Each Other?
• Communication with Staff?
•...
39
Based on the Information You
Have:
• How do you think it went overall?
• What did you learn from this Tabletop?
• What ...
40
Questions?
Peg Graham, QUA INC
pgraham@quainc.com
40
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Crisis Management: What Will You Do?

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Presented at LiveOn NY's 26th Annual Conference, this is a comprehensive report on how to be prepared in case of an emergency. Whether it's fire safety, heat waves, cold snaps, loss of electrical power, extreme weather, terrorism or infectious diseases, preparation is everything. Reviews the Incident Command System (ICS) which is what emergency planning professionals use on a routine basis, including planning tools. While it gives additional tools that focus on New York, this presentation covers what you need to do to be prepared in an emergency no matter your location.Peg Graham provides technical assistance to CBOs interested in improving their level of disaster preparedness.

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Crisis Management: What Will You Do?

  1. 1. Crisis Management: What Will You Do? Peg Graham, QUA INC Technical Assistance Consultant 26th Annual Conference and Expo
  2. 2. 2 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. 2
  3. 3. 11-15-2012 3 Agenda 3 Welcome 5 minutes Overview of Key Concepts, Materials 25 minutes Exercise 30 minutes 3 operational periods @ 7 minutes each Hotwash 15 minutes
  4. 4. 4 Thank You to Partners • Bailey House • Jewish Association Serving the Aging • Enterprise Community Partners, HUD – Available on their website – Date to be announced 4
  5. 5. 5  Traditionally: Fire safety, heat waves, cold snaps  Now: Loss of power, extreme weather, terrorism, infectious diseases  Incident 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
  6. 6. 6 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 6
  7. 7. 7 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 7
  8. 8. 8 • 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
  9. 9. 9 JOB ACTION SHEET: TEMPLATE
  10. 10. 10 10
  11. 11. 11 PLANNING ASSUMPTIONS
  12. 12. 12 12 Address # of # of Tenants Reporting Use of PER CENT Assume Will Evacuate Estimate NUMBER Evact'gStaff Units Tenants Wheel chair Walker Cane Bed Bound Special 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
  13. 13. 13 13 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 site TOTAL # of Clients 1 No Zone 3 1 1 No Zone 7 150
  14. 14. 14 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
  15. 15. 15 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
  16. 16. 16 “ALL HAZARDS” • Severe Storm tests – Loss of Power – Loss of Telecommunications – Loss of Building Functionality – Stress on staff – Stress on tenants and clients 16 Prior Notice vs. Sudden Onset BUT SAME TOOLS
  17. 17. 17 SEVERE WEATHER SCENARIO TABLETOP http://www.nyc.gov/html/doh/html /em/coastal_storm.shtml http://www.nyc.gov/html/doh/html /em/heat.shtml 17
  18. 18. 18 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 18
  19. 19. 19 19
  20. 20. 20 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 20
  21. 21. 21 What do you do? • Who is acting on this information? • What actions are being taken? 21
  22. 22. 22 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. 22
  23. 23. 23 23
  24. 24. 24 What do you do? 24
  25. 25. 25 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 25
  26. 26. 26 What do you do? 26
  27. 27. 27 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 27
  28. 28. 28 What do you do? 28
  29. 29. 29 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 29
  30. 30. 30 What do you do? 30
  31. 31. 31 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 31
  32. 32. 32 What do you do? 32
  33. 33. 33 Tuesday, August 9 • 4pm • Engineers unable to get to damaged buildings • Bronx hard hit 33
  34. 34. 34 What do you do? 34
  35. 35. 35 Wednesday, August 10 • Public and private schools remain closed throughout the metropolitan area • Major bridges cleared – Surface roads remain blocked • Heat Advisory issued: • 100⁰ expected Thursday and Friday 35
  36. 36. 36 What do you do? 36
  37. 37. 37 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 100⁰ at 2pm • Hospitals emergency departments struggling 37
  38. 38. 38 EXERCISE SUMMARY • Staff deployments? • Decision-making? • Communication with Each Other? • Communication with Staff? • Communication with Clients? • Communication with External Parties? 38
  39. 39. 39 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? 39
  40. 40. 40 Questions? Peg Graham, QUA INC pgraham@quainc.com 40

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