Workplans for CEM Program

1
Worksheet A
Emergency Management Program/Sub-topic
Year 1
Year 2
Year 3
End Product
Indicate the year the program/sub-topic is to be
accomplished Development ________ Maintenance __
__ __
List programs and sub-topics
Exactly what will the results be ?
3 Year Program Overview
2
Worksheet A
Emergency Management Program/Sub-topic
Year 1
Year 2
Year 3
End Product
Indicate the year the program/sub-topic is to be
accomplished Development ________ Maintenance __
__ __
List programs and sub-topics
Exactly what will the results be ?
3 Year Program Overview
3
Worksheet B Emergency Management Program
Estimate of Staff Time
Cost
Sub-topic (Task)
Year 1
Year 2
Year 3
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
Select an Emergency Management Program from
Worksheet A.
Indicate the year and quarter the Action Step is
to be completed.
3 Year Work Plan For A Single Task/Objective
4
Worksheet B Emergency Management Program
Estimate of Staff Time
Cost
Sub-topic (Task)
Year 1
Year 2
Year 3
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
Select an Emergency Management Program from
Worksheet A..
Indicate the year and quarter the Action Step is
to be completed.
3 Year Work Plan For A Single Task/Objective
5
Worksheet A
Emergency Management Program/Sub-topic
Year 1
Year 2
Year 3
End Product
3 Year Program Overview
6
Worksheet A
Development Phase, VAMC Anywhere
Emergency Management Program/Sub-topic
Year 1
Year 2
Year 3
End Product
An up-to-date program mgmt. system showing status
of preparedness.
1993
1. Develop/maintain/update the
facilitys Process Action Plan. 2. Complete a
Hazards Vulnerability Analysis. 3.
Develop a Resources Identification and
Inventory system. 4. Conduct a Briefing for
the Emergency Preparedness Committee. 5.
Have a First Visit with Key Service
Chiefs. 6. Develop the Facility Coordination
Plan. 7. Have a Second Visit with Key
Service Chiefs. 8. Develop/Refine SOPs
Checklists. 9. Conduct training on the
Incident Command System (ICS). 10 Hold a
Tabletop Exercise for Management. 11
Develop/maintain a Full-Scope Exercise
Program.
1994 __ __ __ __ __
A prioritized listing of hazards/risks faced by
the facility, used in training.
1993
1994 __ __ __ __ __
A regularly updated listing of assets useful in
emergencies.
1993
1994 __ __ __ __ __
Periodic reports on the progress of CEM program
development activities.
1993
1994 __ __ __ __ __
Initial meetings to discuss roles
responsibilities in plan development.
1994
1995 __
An organizational strategy which organizes
Services into ESF teams.
1994
1995 __
1994
Follow-up meetings to ensure accuracy to
eliminate duplication.
1995 __
Simplifying taskings for individuals.
1995 __
1994
An initial orientation on how the Coordination
Plan is implemented.
1993 __ __ __ __ __ __ __
An initial orientation on how the EOC supports
response recovery.
1993 __ __ __ __ __ __ __
An on-going cycle of training for all staff in
the facility on the Plan.
1993 __ __ __ __ __ __ __
3 Year Program Overview
7
Worksheet B Emergency Management Program
Estimate of Staff Time
Cost
Sub-topic (Task)
Year 1
Year 2
Year 3
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
3 Year Work Plan For A Single Task/Objective
8
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Estimate of Staff Time
Cost
Sub-topic (Task)
Develop/Maintain/Update the Facilitys Process
Action Plan
Staff Time
1-2 Months
Year 1
Year 2
Year 3
An up-to-date program management system which
guides preparedness at the facility
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Evaluate the current facility program by
completing the Program Development Tool,
Internal and External Audits, with input from
the Emergency Preparedness Committee, the
Director, staff, patients and visitors. 2.
Meet with the Emergency Preparedness Committee
to review your findings. Brainstorm and
seek consensus on an initial set of
priorities for program improvement. 3. Develop
a draft 3-year Strategic Process Action Plan,
submit to Committee members. At next
meeting, seek their input and gain their
commitment to help. 4. Develop a second draft
with their input, and when you are ready,
make an appointment to visit and brief the
Director on the proposal. Seek his/her
input, commitment, and guidance. 5. Implement
your Process Action Plan through the Emergency
Preparedness Committee, Service Chiefs and the
Director. Track progress made on
priorities/objectives. Provide feedback. 6. At
periodic intervals, report on progress made and
current status to the Committee. 7.
Annually, revisit priorities, set new goals with
Committee.
3 Year Work Plan For A Single Task/Objective
9
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Estimate of Staff Time
Cost
Sub-topic (Task)
Hazards Vulnerability Analysis
2 Months
Minimal
Year 1
Year 2
Year 3
A prioritized listing of hazards/risks faced by
the facility, used in training.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Review current VAMC Hazards Vulnerability
Analysis (HVA) with Emergency Preparedness
Committee (EP Committee). 2. Contact Local
Emergency Management Agency (LEMA) and set
up a meeting to discuss local HVA. Obtain a
copy. 3. Contact Area Emergency Manager (AEM)
for additional guidance, references,
etc. 4. Develop External Risk Map. Discuss with
LEMA representative. 5. Meet with Safety
Service to discuss internal hazards. Brainstorm
list of potentials. 6. Develop Internal
Risk Map. Discuss with AEM. 7. Meet with the EP
Committee, present External/Internal Risk Maps
and lists of external and internal hazards.
Discuss which have the highest likelihood of
occurring (prioritize lists). Work through a
Shortfall Matrix, discuss impacts of priority
hazards. 8. Finalize and file Risk Maps,
Priority Hazards Lists, and Shortfall
Matrices. Use in developing training
scenarios. 9. Revisit the HVA on an annual
basis. Revise as needed.
3 Year Work Plan For A Single Task/Objective
10
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Resources Identification and Inventory System
Estimate of Staff Time
Cost
Sub-topic (Task)
2-4 Weeks
Minimal
Year 1
Year 2
Year 3
A regularly updated listing of assets useful in
emergencies.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Review current VAMC Resource Inventory with
Emergency Preparedness Committee. Show
Guidebook examples. Decide on content
(resource types human, physical, informational),
format (hand-book, computer file, etc.),
and sources (internal, other hospitals,
local govt, other VAMCs, private sector,
etc.). 2. Identify resources which support the
critical facility requirements that were
used in the Capability Shortfall Matrix. Meet
and greet with the resource-providers.
Discuss how to request, cost, capabilities,
etc. 3. Using the Emergency Support Function
Matrix, organize these resources under the
12 ESFs (transport, supply, commo. etc.).
(these lists would then be attachments to each
ESF in the Plan). 4. Research/document existing
mutual-aid agreements. Look spec- ifically
for what is essential to supporting patient care
in-place with reductions in staff,
supplies, and utilities and relocation of
patients to other facilities (partial or total
evacuation). 5. Develop necessary agreements
with community agencies. 6. Revisit Resource
Inventory on an annual basis. Revise as needed.

3 Year Work Plan For A Single Task/Objective
11
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Orientation Briefing for the EP Committee
Sub-topic (Task)
Estimate of Staff Time
Cost
2-4 Weeks
Minimal
Year 1
Year 2
Year 3
Periodic reports on the progress of CEM program
development activities.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Take opportunities to meet and greet
informally with VAMC personnel regarding
comprehensive emergency management. 2. Study
the Program Profile, Internal/External
Audits, Initial Priorities, HVA results
and the Resource Inventory and review the
Planning Phase steps (5-8). Refer to the How
to Make Effective Briefings activity.
Develop the CEM Orientation Briefing.
Arrange for the meeting. 3. Conduct the
Briefing. Document reactions and
recommendations. Seek commitment from
Services on who can help in capability
building activities (mitigation, preparedness,
response recovery). 4. Contact those who
indicated they were interested in being on the
planning team. Hold a meeting for the team,
discussing the Process Action Plan. Ask
for input on strategies for accomplishing
the desired end products. Define roles, delegate
responsibilities. 5. Regularly convene the
planning team to gather program status
information. 6. Periodically, brief the
Emergency Preparedness Committee on status,
needs, barriers, etc.
3 Year Work Plan For A Single Task/Objective
12
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Conduct a First Visit With Key Services
Estimate of Staff Time
Cost
Sub-topic (Task)
2-3 Months
Minimal
Year 1
Year 2
Year 3
Initial meetings to discuss roles
responsibilities in plan development.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Gather all existing VAMC plans that relate to
emergency management (VA/DoD Contingency
Hospital System, NDMS, Fire, Hazardous
Materials, Disaster Plan, etc.). 2. Research
each Services role and responsibility in each.
Develop an overall Emergency Management
Mission Statement for each Service, along
with detailed areas of responsibility (lifted
from these various plans). 3. Using the
Service/ESF Matrix, assign Lead or Support
respon- sibility to each Service for each of
the 12 Emergency Support Functions, or
ESFs. 4. Design a set of standard questions you
will use in the First Visit with Service
Chiefs. 5. Arrange and conduct these
information sharing and gathering meetings.
Determine Service Chiefs perception of role and
responsibility in mitigation, preparedness,
response and recovery. Document any
reactions and recommendations. Brief him/her on
future planning steps. Seek commitment -
participation.
3 Year Work Plan For A Single Task/Objective
13
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Develop the Facility Coordination Plan
Estimate of Staff Time
Sub-topic (Task)
Cost
3-6 Months
Minimal
Year 1
Year 2
Year 3
An organizational strategy which organizes
Services into ESF teams.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Organize all Service information and input
into Service Files. 2. Study the Basic Plan
and Functional Annex Outline, and review
the Federal Response Plan as an example of the
desired format of the Facility Coordination
Plan. 3. Create a file system for each of the
Coordination Plans elements. Using the
Service/ESF Matrix, place the Lead Service
files in the ESF (functional annex). On a
sheet of paper, write down the Support
Services for each ESF. Include in file. 4.
Using the Functional Annex Template, and with
the Federal Response Plan as an example,
draft each of the 12 Functional Annexes. 5.
Study the Incident Command System (ICS) material
in Section III of the Emergency Preparedness
Guidebook, then read the ICS application to
VA Medical Centers in Section II of the
Guidebook. Use this as an example, with the
overall policy/responsibility statements
found in other VAMC plans to develop a draft of
the Basic Plan and VA/DoD Support Annex
using the Template. NOTE Federal
Coordinating Centers also complete NDMS Support
Annex. 6. Send out drafts of the Coordination
Plan to all Service Chiefs.
3 Year Work Plan For A Single Task/Objective
14
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Conduct the Second Visit With Key Services
Estimate of Staff Time
Sub-topic (Task)
Cost
2-3 Months
Minimal
Year 1
Year 2
Year 3
Follow-up meetings to ensure accuracy to
eliminate duplication.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Arrange meetings with each of the Service
Chiefs to discuss the first draft of the
Facility Coordination Plan. Document reactions
and recommendations. Begin with discussing
how their Services Emergency Management
Mission Statement and perceived roles and
responsibilities determined which ESF Team they
either lead or supported. Explain the
purpose of the ESFs is to create resource
groupings, who coordinate any required
support of that type within the ESF group.
Describe the next level of detail is the
Standard Operating Procedure, or SOP. Explain
the purpose of the ICS Job Action Sheets
step-by-step guidance for individuals with
particular roles. SOPs support significant
activities of the ESF, and Checklists
support those who have key roles in that
activity. Ask the Service Chief what types
of activities would require SOPs. Provide the
SOP Template, and request he or she develop
a draft of SOPs needed. Provide the Job
Action Sheet Template. Discuss the overall
Medical Center ICS structure, where the ESF fits
in, and the particular ICS positions it
fills. 2. With the input of the Service Chiefs
on the first draft of the Basic Plan and
Functional Annexes, develop the second draft.
3. Distribute the second draft, asking for
input. 4. Based upon the input received,
prepare the third draft. 5. Have the Facility
Coordination Plan printed and distributed.
3 Year Work Plan For A Single Task/Objective
15
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Develop/Refine SOPs Checklists
Estimate of Staff Time
Cost
Sub-topic (Task)
2-3 Months
Minimal
Year 1
Year 2
Year 3
End Product
Simplifying taskings for ESFs and individuals.
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
1. Study the material provided in the Emergency
Preparedness Guidebook for suggestions of
SOPs and Checklists (for example, Incident
Action Planning is an SOP, and the Job Action
Sheets are Checklists, as is the Capacity
Inventory Form, EOC Checklist, etc. 2.
Receive the draft SOPs from the Service Chiefs.
Sort them by ESF and review for possible
combination, i.e. if several deal with
activating the plan, these should be combined.
3. Develop a list of all SOPs that might be
needed to guide implementation of the plan.
Organize this list by ESF, i.e. Direction
and Control-related SOPs would attach to the
Direction and Control Annex, etc. 4.
Develop/refine second drafts of these SOPs.
Distribute to the Service Chiefs/ESFs they
apply to. Seek input. 5. Revise/refine the ICS
Job Action Sheets. Construct a refined
overall ICS organizational chart. 6. Receive
input from the Service Chiefs on the draft SOPs.
Prepare the third draft. Have printed.
Distribute with instructions on where they
should be placed within the Facility Coordination
Plan.
3 Year Work Plan For A Single Task/Objective
16
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Conduct Training on the Incident Command System
Estimate of Staff Time
Cost
Sub-topic (Task)
1-2 Weeks
Minimal
Year 1
Year 2
Year 3
An initial orientation on how the Coordination
Plan is implemented.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
NOTE Incident Command System (ICS) training and
education is a part of the
on-going, full-scope exercise program
discussed in the eleventh step. In other
words, ICS awareness can, and
should be conducted before this point in time.
Why it has been scheduled as the
ninth step is because now you can
effectively demonstrate the link between the
Disaster Plan and how emergencies
can be managed with an ICS designed
specifically for your Medical Center (eighth
step). 1. Arrange an orientation session for
Service Chiefs (Managers) to illustrate
how the ICS supports Emergency Operating Center
functions. Use several of your Priority
Hazards as scenarios. Use the packet of
materials in this manual or create your own.
Document reactions and recommendations. Use
these ideas in future training sessions. 2.
Arrange an orientation session for all employees
(Responders) to illustrate how the ICS is
implemented at the scene of an emergency.
Use several of your Priority Hazards as
scenarios. Use the packet of materials in
this manual, or create your own. Document
reactions and recommendations. Use these
ideas in future training sessions.
3 Year Work Plan For A Single Task/Objective
17
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Conduct a Tabletop Exercise for the Management
Team
Estimate of Staff Time
Cost
Sub-topic (Task)
1-2 Weeks
Minimal
Year 1
Year 2
Year 3
An initial orientation on how the EOC supports
response recovery.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
NOTE Management training and education is a
part of the on-going,
full-scope exercise program discussed in the
eleventh step. This session was
scheduled as step ten because your
facility is now coordinating their activities
in a new fashion (by ESF). 1.
Arrange for an orientation session and tabletop
exercise using the Emergency Operating
Center, or an area large enough for the
Management Team. You will need approximately
2-3 hours. 2. Prepare the materials necessary
for tabletop (see step eleven). 3. Conduct the
orientation session on the Facility Coordination
Plan. Use the materials in this manual or
create your own. Using three of the
facilitys priority hazards, begin the tabletop
by addressing warning, plan activation,
assessment, required ESFs, incident action
planning, recovery/restoration steps for each
hazard. Ask open-ended questions,
allowing the participants to respond with
the appropriate action/decision, based upon their
roles in the plan. 4. Conduct a critique
of the session. Document reactions and
recommendations. Use these idaes in future
training and in plan revisions/updates.
3 Year Work Plan For A Single Task/Objective
18
Worksheet B Emergency Management Program
Development Phase, VAMC Anywhere
Develop/Maintain a Full- Scope Exercise Program
Estimate of Staff Time
Sub-topic (Task)
Cost
Minimal
Minimal
Year 1
Year 2
Year 3
An on-going cycle of training for all staff in
the facility on the Plan.
End Product
Quarter
Quarter
Quarter
1
2
3
4
1
2
3
1
2
3
4
4
Action Steps (Strategies)
NOTE The on-going, full-scope exercise
program, discussed here as the
eleventh step, begins its use of the new
Coordination plan. However, as you
moved through the planning
process, you have been educating people. All
through the 10 development steps, and
now, you must realize that no
plan, procedure or agreement is valid
unless there is constant communication,
training and revision. For the
future, use the base of support you have
built to organize and manage the diverse
talents and energy you have in
your facility.
3 Year Work Plan For A Single Task/Objective
19
Worksheet B Emergency Management Program
Maintenance Phase, VAMC ___________
Maintain the Process and the Coordination Plan
Estimate of Staff Time
Cost
Sub-topic (Task)
Minimal
Minimal
Year 1
Year 2
Year 3
End Product
An ongoing capability development process
Quarter
Quarter
Quarter
1
2
3
2
1
2
3
4
4
1
3
4
Action Steps (Strategies)
NOTE An finally, in order to close the
loop, ideas, reactions,
recommendations, lessons learned, new approaches,
etc. need to be built into the
facilitys coordination plan and
on-going, full-scope training, education and
exercise program.
The process never ends!
Good Luck ! And remember what you are doing may
save a life.
3 Year Work Plan For A Single Task/Objective