emergency operations center eoc training

1. 9/7/2011 Office of Emergency Services 1 Emergency Operations Center (EOC) Training April 11, 2008

2. 9/7/2011 Office of Emergency Services 2

3. 9/7/2011 Office of Emergency Services 3 Agenda Overview EOC Organization & Responsibilities Table Top Walk Through

4. 9/7/2011 Office of Emergency Services 4 EOC Overview

5. 9/7/2011 Office of Emergency Services 5 The EOC Operates under the Standardized Emergency Management System (SEMS) The components of SEMS are: Incident Command System Multi-Agency / Inter-Agency Coordination State�s Mutual Aid Program Operational Area Concept

6. Why an EOC? 9/7/2011 Office of Emergency Services 6

7. 9/7/2011 Office of Emergency Services 7 The OpArea EOC Intermediate level of the state emergency services organization Coordinates response and recovery ops Communications link between local governments and the State

8. 9/7/2011 Office of Emergency Services 8 Emergency Operations Center (EOC) The EOC is a place �Where uncomfortable officials meet in unaccustomed surroundings to play unfamiliar roles making unpopular decisions based on inadequate information in much too little time.�

9. 9/7/2011 Office of Emergency Services 9 Emergency Operations Center (EOC) Centralized Emergency Management Normally located at or near principal Headquarters

10. Office of Emergency Services 10

11. 9/7/2011 Office of Emergency Services 11 EOC BASIC REQUIREMENTS Activated for Incidents Requiring Simultaneous Response by Multiple Departments/Jurisdictions Capable of Being Activated Within 1 Hour Safe Access to the EOC for Staff

12. 9/7/2011 Office of Emergency Services 12 ACTIVATION CRITERIA Beyond Local Capabilities Event is of Long Duration Major Policy Decisions Required Local Emergency Declared Activation will Help Manage the Event

13. 9/7/2011 Office of Emergency Services 13 Levels of Activation LEVEL 1 - Minimal Staffing Used with Low-Risk, Planned Events Only a Few People Necessary EOC Director Section Chiefs

14. 9/7/2011 Office of Emergency Services 14 Level 2 Normally an Increase from Level 1 OR a Decrease from Level 3 Activates Each Functional Level With Minimum Staffing Liaisons From Other Agencies May be Required

15. 9/7/2011 Office of Emergency Services 15 Level 3 All Organizational Elements at Full Staffing Used During Major Emergency

16. Command Staff EOC Director Liaison Officer Public Information Officer Safety Officer Recovery Coordinator 9/7/2011 Office of Emergency Services 16

17. EOC Director In the field would be referred to as the Incident Commander Activates, directs and manages the EOC Approves the Action Plan Approves requests for ordering or releasing resources 9/7/2011 Office of Emergency Services 17

18. Public Information Officer 9/7/2011 Office of Emergency Services 18

19. Public Information Officer Official spokesperson Prepares and disseminates emergency public information Responsible for rumor control 9/7/2011 Office of Emergency Services 19

20. PIO Responsibilities Establish contact with JIC and district PIOs. Support damaged districts with their PIO function Attend all EOC briefings Prepare news releases (Must have Superintendents approval prior to release) 9/7/2011 Office of Emergency Services 20

21. PIO Responsibilities Prepare/distribute employee information bulletins Arrange/conduct news conferences as needed Arrange for interviews with COE officials (if requested) Implement rumor control procedures 9/7/2011 Office of Emergency Services 21

22. Potential PIO Pitfalls 9/7/2011 Office of Emergency Services 22

23. Potential PIO Pitfalls 9/7/2011 Office of Emergency Services 23

24. Liaison Officer 9/7/2011 Office of Emergency Services 24

25. Liaison Officer Official liaison to: City County State Federal agencies 9/7/2011 Office of Emergency Services 25

26. Liaison Receives information from supporting agencies Provides information to supporting agencies Speaks for SDCOE to other assisting agencies Keeps Superintendent advised of issues and events 9/7/2011 Office of Emergency Services 26

27. Safety Officer 9/7/2011 Office of Emergency Services 27

28. Safety Officer Responsible for ensuring safe operations within the SDCOE EOC. Coordinates all safety matters with the EOC May assist with the investigation of Workers Compensation Claims. 9/7/2011 Office of Emergency Services 28

29. Safety Officer Responsibilities: Monitor EOC staff for signs of stress, unsafe fatigue, etc. Coordinate with Logistics Section to ensure all facilities used in support of EOC operations have safe operating conditions 9/7/2011 Office of Emergency Services 29

30. Safety Officer Responsibilities: Be familiar with any potentially hazardous conditions within the EOC Advise the Superintendent of any conditions that may result in liability, oversights, improper actions, etc. 9/7/2011 Office of Emergency Services 30

31. Safety Officer Responsibilities: Participate in planning meetings Coordinate with Logistics for any special safety requirements Provide safety messages and briefings as needed Stop unsafe acts during incident operations 9/7/2011 Office of Emergency Services 31

32. Operations Section Chief 9/7/2011 Office of Emergency Services 32

33. 9/7/2011 Office of Emergency Services 33 Operations Chief Reports to Superintendent Responsible for accomplishing the mission of the EOC Carry out Action Plan Oversees Operations Section of EOC and the activities of the various response teams: Sweep and Rescue Medical Security & Utilities Accountability (Employees/Visitors/Students) Crisis Intervention

34. Ops Chief Establishes communications with Incident Command Posts Determines activation status of other EOCs in Op Area Determines the necessity of any facility shut-downs Coordinates and directs clean-up and repair activities 9/7/2011 Office of Emergency Services 34

35. 9/7/2011 Office of Emergency Services 35 Ops Section Chief Provides for 24-hour staffing Ensures field data given to Planning Section Provides input to the Action Plan Coordinates requests for Mutual Aid Ensures all media contacts referred to PIO

36. Office of Emergency Services 36 Planning Section

37. Planning Section Chief 9/7/2011 Office of Emergency Services 37

38. Planning Section Chief Oversees the management, display and maintenance of all information: Situation Status Planning status Damage/safety assessment Recovery 9/7/2011 Office of Emergency Services 38

39. Planning Section Chief Provides planning support for the incident Coordinates damage/safety assessment team operations with the Ops Section Manages shut-down/restoration of damaged facilities 9/7/2011 Office of Emergency Services 39

40. Planning Section Chief Ensures survey of all structures and posting of any entrance restrictions Assists Finance with disaster assistance application process 9/7/2011 Office of Emergency Services 40

41. Situation Status Collects, verifies and processes all information and intelligence Disseminates information throughout EOC Monitors radio and TV Weather reports Traffic reports Major activities throughout the region 9/7/2011 Office of Emergency Services 41

42. Situation Status Maintains current status of all SDOCE facilities Posts and maintains status boards Maintains status of all School Districts Identifies inconsistencies and verifies information for accuracy 9/7/2011 Office of Emergency Services 42

43. Damage/Safety Assessment Coordinated with Operations Section Assess/documents damage to buildings and facilities Determine occupancy status of buildings, posting and securing any unsafe facilities 9/7/2011 Office of Emergency Services 43

44. Damage Assessment Recommends emergency repairs Maintains complete records of all damages and losses by site Assess repair and restoration costs Provides contract management for all emergency repair contracts 9/7/2011 Office of Emergency Services 44

45. Logistics Section Chief 9/7/2011 Office of Emergency Services 45

46. Logistics Section Chief Sets up EOC Provides all resources/support for response operations Arranges for emergency service contracts Ensures information is kept regarding status of all COE staff, visitors and contractors on COE property 9/7/2011 Office of Emergency Services 46

47. Logistics Section Chief Procurement/delivery of: Facilities Transportation supplies Equipment maintenance Food/water/shelter Communications Personnel support 9/7/2011 Office of Emergency Services 47

48. Logistics Section Chief Tracks emergency expenses Manages compensation claims and related matters Manages the deactivation process 9/7/2011 Office of Emergency Services 48

49. Supply and Procurement Orders, receives, stores, processes and allocates emergency supplies/resources Tracks all expenses and keeps all required records to ensure reimbursement 9/7/2011 Office of Emergency Services 49

50. Food/Water/Shelter/Transportation Provides emergency food and water for the site Arranges support for on-site sheltering if necessary Establishes/maintains rest stations for staff and emergency workers Arranges for use of COE vehicles and drivers 9/7/2011 Office of Emergency Services 50

51. Communications Central point for sending/ receiving communications Assist with staff recall Assess communications capabilities Make recommendations on communications needs 9/7/2011 Office of Emergency Services 51

52. Communications Assigns and distributes communications equipment Provides EOC with communications capabilities, including runners Establishes communications with outside agencies 9/7/2011 Office of Emergency Services 52

53. Facilities Assist in identifying temporary facilities Sets-up and maintains COE facilities 9/7/2011 Office of Emergency Services 53

54. Human Resources Determines status/location of personnel Provides information on available staff Assists in staff recall Registers volunteers Receives/processes: Injury reports Compensation/claims 9/7/2011 Office of Emergency Services 54

55. Finance/Administration 9/7/2011 Office of Emergency Services 55

56. Finance/Administration Sets up accounting system Oversees accounting and financial aspects of the response Prepares budget reports Tracks expenditures Maintains ALL documentation necessary for reimbursement of expenses 9/7/2011 Office of Emergency Services 56

57. Accounting Provides accounting documentation of all emergency expenses Audits all expenditures and records 9/7/2011 Office of Emergency Services 57

58. Documentation Prepares/Maintains documents and supporting files required for reimbursement from FEMA/CA-OES 9/7/2011 Office of Emergency Services 58

59. The Action Planning Process 9/7/2011 Office of Emergency Services 59

60. What is Action Planning? Process by which specific objectives are written by each EOC Function In support of the Overall EOC priorities (mission) Establishes accountability Direction, foundation Eliminates redundancy 9/7/2011 Office of Emergency Services 60

61. Planning Priorities Preservation of Life Stabilization of the Situation Protection of Property/ Environment

62. Purpose of the EOC Action Plan Defines Priorities Establishes Operational Objectives by function Establishes the Operational Period Provides Documentation 9/7/2011 Office of Emergency Services 62

63. EOC Action Planning Responsibilities EOC Director � ensures accomplishment Planning / Intelligence Chief � directly responsible Situation Analysis Unit Coordinator � puts materials together Documentation Unit Leader � distributes and archives 9/7/2011 Office of Emergency Services 63

64. Action Planning Overview At Activation, Management and General Staff write overall EOC Priorities (Mission) General Staff work with their sections to write objectives (action steps) Objectives focus on specifics� Priorities Resources Support needed at next level down 9/7/2011 Office of Emergency Services 64

65. 9/7/2011 Office of Emergency Services 65 Action Planning Process

66. Action Planning Process Operational Period Designated time in which tactical objectives are to be accomplished and reevaluated 12 or 24 hours for most 2 to 4 hours for hazmat 9/7/2011 Office of Emergency Services 66

67. 9/7/2011 Office of Emergency Services 67 Who Does What?

68. Start of the Cycle Planning for each Op Period begins with the EOC Director setting objectives Objectives are set based on continued assessment of the situation and the progress made 9/7/2011 Office of Emergency Services 68

69. Planning �P� 9/7/2011 Office of Emergency Services 69

70. Developing Objectives �SMART� Specific Measurable Action oriented Realistic Time sensitive

71. Assessing Current Objectives Is incident stable, or is it increasing in size/complexity? What are current objectives, strategy, tactics? Safety issues? Are objective effective? Need to change? When will objectives be completed? Current status of resources? Are they sufficient? 9/7/2011 Office of Emergency Services 71

72. The Tactics Meeting Purpose: Review tactics developed by Ops Section Who Leads: Ops Section Chief Use of ICS forms encouraged 9/7/2011 Office of Emergency Services 72

73. Objectives, Strategies and Tactics 9/7/2011 Office of Emergency Services 73

74. Developing Appropriate Strategies Generate list of alternative strategies Select the strategy that Is within acceptable safety norms Is cost effective Is consistent with sound environmental practices Meets political considerations 9/7/2011 Office of Emergency Services 74

75. Executing Tactical Direction Establish Tactics: Describe what must be done Assign Resources: Determine & assign resources required for the selected tactics Monitor Performance: Determine if the tactics and resources are valid and adequate 9/7/2011 Office of Emergency Services 75

76. Preparing for the Planning Meeting Analyze the tactics developed Review safety issues Assess current operations Gather information to support management decisions 9/7/2011 Office of Emergency Services 76

77. The Planning Meeting Purpose: Review & validate operational plan; identify resource requirements Who Attends: Command & General Staffs, cooperating agency liaisons Who Leads: Planning Section Chief 9/7/2011 Office of Emergency Services 77

78. Conducting the Planning Meeting 9/7/2011 Office of Emergency Services 78

79. Plan Preparation & Approval Following the Planning Meeting Organize elements, prepare assignments and submit to Planning Section Planning Section collates, prepares and duplicates for the operational period briefing Resources Unit coordinates with logistics to acquire resources EOC Director approves Plan 9/7/2011 Office of Emergency Services 79

80. Operational Period Briefing May be referred to as the shift change briefing Is conducted at the beginning of each shift (operational period) Presents Action Plan to supervisors Should be concise 9/7/2011 Office of Emergency Services 80

81. Operational Period Briefing Planning Section Chief: Reviews the agenda & facilitates the briefing EOC Director: Presents objectives Note: Objectives may be presented by Plans Chief 9/7/2011 Office of Emergency Services 81

82. Operational Period Briefing Current Ops Chief: Provides current assessment and accomplishments Oncoming Ops Chief: Covers the work assignments/staffing of on-coming shift 9/7/2011 Office of Emergency Services 82

83. Operational Period Briefing Safety Officer: Reviews risks and identifies mitigation actions EOC Director: Reiterates operational concerns & directs resources to deploy Plans Chief: Announces next planning meeting and operational period. Adjourns the meeting 9/7/2011 Office of Emergency Services 83

84. Questions? 9/7/2011 Office of Emergency Services 84