Crisis Management: What Will You Do?
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This document outlines an agenda and scenario for a tabletop exercise on crisis management and the Incident Command System (ICS). The exercise will simulate responding to a severe weather event over several operational periods. Participants will assume ICS roles and use job action sheets, status reports, and planning assumptions to discuss response actions. The goal is to review ICS concepts, experience using the response structure and forms, and evaluate how the approach could be adapted within different organizations. The scenario involves a heat wave and incoming coastal storm forecast to cause power outages, flooding and infrastructure damage over multiple days.
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Crisis Management: What Will You Do?
- 1. Crisis Management: What Will You Do? Peg Graham, QUA INC Technical Assistance Consultant 26th Annual Conference and Expo
- 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. 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 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 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 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 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 • 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
- 10. 10 10
- 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 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 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 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 “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
- 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
- 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 What do you do? • Who is acting on this information? • What actions are being taken? 21
- 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
- 24. 24 What do you do? 24
- 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 What do you do? 26
- 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 What do you do? 28
- 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 What do you do? 30
- 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 What do you do? 32
- 33. 33 Tuesday, August 9 • 4pm • Engineers unable to get to damaged buildings • Bronx hard hit 33
- 34. 34 What do you do? 34
- 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 What do you do? 36
- 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 EXERCISE SUMMARY • Staff deployments? • Decision-making? • Communication with Each Other? • Communication with Staff? • Communication with Clients? • Communication with External Parties? 38
- 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 Questions? Peg Graham, QUA INC pgraham@quainc.com 40
Editor's Notes
- Ask Leah, Elaine, Donald and Housing to describe what they would be doing per their normal emerg protocols List them on the PostIts
- Storm hits FL – NOAA messaging: “Interests elsewhere along the east coast of the United States“ advised to monitor the progress of Aviva. NWS was warning that “the combination of a dangerous storm surge3 and the tide will cause normally dry areas near the coast to be flooded by rising waters;” surge ranging from 1 to 4 feet was predicted for the Bahamas, Florida, North Carolina and SE Virginia. By 5am Saturday, October 27, the NWS was reporting that Sandy was weakening but was expected to remain a large storm with widespread impacts; by 8am, hurricane winds were once again noted; and by 11am, predicted surge heights ranged from five to 8 feet for Long Island Sound and Raritan Bay. By 11pm on Saturday, NWS was predicting “strong winds and significant storm surge for mid‐Atlantic states and Southern New England. By 5am on Sunday, October 28th, the predicted surge height for Long Island Sound and Raritan Bay had increased to “5‐10’ range. At 8am on Sunday, the NWS warning changed to “life‐threatening storm surge flooding” to the Mid‐Atlantic coast...including Long Island Sound and New York Harbor......Winds expected to be near hurricane force at landfall” predicted to be “Monday night” and the storm surge prediction increased to 6‐11 feet. By 11pm Sunday, the NWS was predicting hurricane force winds reaching Long Island by Monday. By 2pm on Monday, Sandy was accelerating with landfall expected in New Jersey later that evening. At 7pm, Sandy was down‐graded to “post‐tropical cyclone,” with maximum winds decreasing to 85mph. Storm surge heights of 12.4 feet were reported at Kings Point, NY and 7.2 feet at the Battery. “Total water levels will be even higher when high tide occurs.” At 8pm, the storm surge at Kings Point was 11.9 feet; 8.4 at the Battery. At 9pm, storm surge was reported at Kings Point to be 13.3 feet and Battery at 13.7 feet. At 11pm, Sandy was “still packing Hurricane‐force winds.”
- Each Group: Write the 3 most important things to do right away Identify if there are challenges to getting those things done and what will be done about that Write 3 concerns that you have as this operational period ends:
- How was timing of their ICS meetings and late announcement of evacuation order handled?
- Are they in the right Operational Period? Awareness of which properties and programs effected? Number of clients/tenants effected? Are JASA resources appropriate to the tasks ahead? What is happening in non-evac properties and programs? COMMUN COORD INFO SHARING