City and County of San Francisco ESF #15 Annex: Joint Information System PIO Workshop

1. City and County of San Francisco ESF #15 Annex: Joint Information SystemPIO Workshop March 20, 2009 For Official Use Only

2. Agenda 10:00 a.m. Welcome and Introductions 10:10 a.m. Background Information 10:15 a.m. ESF #15: Joint Information System Annex Overview 10:50 a.m. Break 11:00 a.m. JIS Review 11:45 a.m. Tour of JIC 12:00 p.m. Workshop Concluded

3. Welcome and Introductions Rob Dudgeon Deputy Director Department of Emergency Management, Division of Emergency Services For Official Use Only

4. Background Information

5. What is an ESF? “Emergency Support Function” CCSF adopted local ESF concept from the Federal National Response Framework Organizes emergency response elements by function Encourages collaboration among involved agencies/departments Promotes collaboration on a Federal level Maximizes available resources CCSF has 17 local ESFs

6. CCSF ESFs ESF #1: Transportation ESF #2: Communications ESF #3: Public Works and Engineering ESF #4: Firefighting ESF #5: Emergency Management ESF #6: Mass Care, Housing, and Human Services ESF #7: Logistics ESF #8: Public Health and Medical Services ESF #9: Urban Search and Rescue ESF #10: Oil and Hazardous Materials ESF #11: Animal Response ESF #12: Water and Utilities ESF #13: Law Enforcement ESF #14: Recovery and Mitigation ESF #15: Joint Information System ESF #16: Community Support ESF #17: Mass Fatality

7. ESF #15 Overview ESF #15: Joint Information System Describes the system used by CCSF to disseminate information to the public Outlines the structure in which the Joint Information System operates Provides guidance to PIOs staffing a Joint Information Center (JIC)

8. ESF #15 Annex Development The ESF #15: Joint Information System Annex was developed jointly by a DEM project team and a workgroup comprised of subject-matter experts. The information contained within the annex was reviewed and approved by both the project team and the workgroup. This annex was exercised at the Joint Information Center Tabletop Exercise on May 2, 2008. Recommended improvements identified during the exercise have been incorporated into the annex.

9. ESF #15 Annex Development Project Team Laura Adleman, San Francisco Department of Emergency Management, Division of Emergency Services Susan Christensen, URS, EG&G Division Steven Lubeski, URS, EG&G Division Russell Patterson, URS, EG&G Division

10. ESF #15 Annex Development Workgroup Giselle Barry, San Francisco Mayor’s Office Gloria Chan, San Francisco Department of Public Works Rob Dudgeon, San Francisco Department of Emergency Management, Division of Emergency Services Pete Howes, San Francisco Fire Department Steve Manninna, San Francisco Police Department Eileen Shields, San Francisco Department of Public Health Mindy Talmage, San Francisco Fire Department

11. ESF #15: Joint Information System Annex Review For Official Use Only

12. Joint Information System For Official Use Only

13. Joint Information System(Page 3) • Mechanism through which CCSF will organize, integrate and coordinate the delivery of timely, accurate, accessible and consistent information to the public. • Primary Roles: • Conduct Media Relations • Develop messaging for public release • Media monitoring • Gather and disseminate coordinated public information For Official Use Only

14. Joint Information Center(Page 4) Central location that facilitates the operation of the JIS Provides physical or virtual location where PIOs may co-locate to coordinate and disseminate event information JIC is flexible and scalable according to event Three JIC types: Field EOC Virtual

15. Information Flow(Pages 4-5) Mayor’s PIO Provides guidance to the DEM PIO and JIC staff (when activated). Has final approval on all public information released on behalf of CCSF. DEM PIO Maintains two-way communications link concerning the overall operations of the EOC and the JIC (when activated). Facilitates coordination with Mayor’s PIO. Provides oversight and coordination of the emergency public information process.

16. Information Flow (Page 5) Department/Non-Governmental Organizations (NGO)/Other PIOs Provide department-specific information to the JIC to be included in a coordinated CCSF press release. Issue press releases related to department-specific policies, procedures, programs and capabilities in coordination with the JIC to ensure message consistency.

17. Information Flow (Page 5) JIC Receives and analyzes public information from multiple sources. Issues coordinated press releases for the event on behalf of CCSF. Coordinates the dissemination of information internally to ensure that all involved CCSF departments are aware of messages being released from the JIC.

18. JIS Information Flow(Page 5) Mayor’s PIO Approval Guidance DEM PIO EOC Manager Joint Information Center On-Scene PIO / Department PIOs / SMEs / NGOs Input Coordinated Press Release

19. JIS Organization and Structure For Official Use Only

20. JIS Organization Chart(Page 6) JIS Mayor’s PIO Spokesperson(s) DEM PIO EOC Manager JIC Liaison Officer JIC Manager Administrative Support On-Scene PIO / Department PIOs / SMEs / NGOs Media Relations Information Gathering/ Dissemination Media Monitoring and Analysis Interagency Coordination Media Phones Strategy and Messaging Documentation / Status Log Media Reception / Field Operations Special Needs / Multilingual EOC Information Liaison

21. JIS Roles(Page 7) JIS Participants All individuals/departments involved in overall CCSF information gathering and dissemination activities JIC Functions Functions specific to the JIC that will be filled according to the needs of the incident

22. JIS Participants(Page 7) Mayor’s PIO: Head of JIS/JIC; Approves all outgoing messaging DEM PIO: Supports Mayor’s PIO; Oversees development of messaging; Supports JIC Manager On-Scene PIO:Advise IC; Assume role of JIC Manager and JIC Spokesperson in an ICP JIC

23. JIS Participants(Page 8) Department PIOs: Provide input to JIS/JIC Staff and/or support JIC operations Subject Matter Experts: Provide relevant background, technical, or scientific information NGOs: Provide PIOs or SMEs to assist information flow regarding available public disaster assistance resources

24. JIC Functions(Page 8) JIC Manager: Oversees staffing and overall JIC operations Central information reporting and coordination point Administrative Support: Assist JIC Manager with any needed duties JIC Spokesperson(s): Deliver statements to news media about the event Liaison Officer: Serve as liaison to outside government entities and/or JICs as necessary (Federal, State, etc.)

25. JIC Functions(Pages 9-10) Media Relations: Monitor all forms of media Coordinate media inquiries Arrange press conferences for government officials Information Gathering/Dissemination: Coordinate and interpret data from all relevant sources Development of public notification and warning messages Maintain email, website, blogging associated with event, as applicable

26. JIC Notification and Activation For Official Use Only

27. JIC Notification(Page 11) • The Mayor’s PIO or DEM PIO will notify CCSF department PIOs when the JIC is activated. • Communicated via phone, email, or AlertSF • Will detail: • Reporting instructions • JIC location • The Mayor’s Office of Communications will maintain a current list of PIOs and relevant contact information. For Official Use Only

28. JIC Activation(Page 11) • Activation is scalable according to the needs of the incident • JIC activation scenarios: • Activation of the EOC • Events which require an expanded pool of functional PIOs • The number of response organizations involved in an event • The likelihood of a sustained response effort • Events or incidents of a high public affairs magnitude • Other events as determined by the Mayor’s Office of Communications in coordination with DEM For Official Use Only

29. JIC Activation Authorities (Page 11) • Mayor’s PIO • DEM PIO when the need is self-evident and the Mayor’s PIO is unavailable for consultation • On-Scene PIO in consultation with the Incident Commander and in coordination with DEM PIO • Any CCSF PIO may request the JIC be activated by contacting the DEM PIO For Official Use Only

30. Response Actions For Official Use Only

31. Response Actions(Pages 12-13) Ongoing process that involves five steps: Step 1: Gather Information Collect Information from relevant sources Step 2: Verify Information Consult with appropriate officials to verify the accuracy of information

32. Response Actions (Page 13) Step 3: Coordinate Information (Internal) Coordinate with ICS Commander, General Staff, EOC, and other appropriate internal information sources Coordinate internal and external messaging Ensure information sharing among emergency management Step 4: Obtain Approval Obtain approval from the Mayor’s Office of Communication prior to information dissemination Step 5: Disseminate Information (External) Disseminate information to affected populations and interested parties

33. Deactivation (Page 16) • JIC functions deactivated at discretion of Mayor’s PIO in conjunction with the DEM PIO, IC, and EOC Manager (as applicable). • Deactivation Steps (as needed): • Deactivation news release • Deactivation information disseminated to involved departments • Updated status reports provided to PIOs taking over communications activities on behalf of their department • Coordinate physical closing of JIC with DEM For Official Use Only

34. Break

35. JIS Review

36. JIS Information Flow(Page 5) Mayor’s PIO Approval Guidance DEM PIO EOC Manager Joint Information Center On-Scene PIO / Department PIOs / SMEs / NGOs Input Coordinated Press Release

37. JIS Organization Chart(Page 6) JIS Mayor’s PIO Spokesperson(s) DEM PIO EOC Manager JIC Liaison Officer JIC Manager Administrative Support On-Scene PIO / Department PIOs / SMEs / NGOs Media Relations Information Gathering/ Dissemination Media Monitoring and Analysis Interagency Coordination Media Phones Strategy and Messaging Documentation / Status Log Media Reception / Field Operations Special Needs / Multilingual EOC Information Liaison

38. EOC Exercise April 1, 2009 For Official Use Only