Logistics Planning: Routing and Roadblocks Presented by Jaye Compton, Washington Emergency Management Division Gretchen Martinsen, US Army Corps of Engineers Randy Weaver, Washington Dept. of Labor & Industries Tony Cebollero, King County Office of Emergency Management

Determine the Destination  Where do you need to be? Resource Acquisition Distribution Plan Staging Area Development Mutual Aid Reference tools for future staff

A Look Ahead  What will be needed to get there? Workgroup participants Expertise and experience Observation Training Testing Throughout it all – Communication!

Develop a Roadmap  How will you get there? Plan for the plan Intermediate goals and objectives Deliverables Timeline Participants Develop “Information Paper” as a roadmap

Collect Your Vehicles  Who do you need to bring onboard? Subject Matter Experts Representatives of support agencies Affected organizations and individuals  What tools are needed? Distribution list Conference calls or Video Teleconferencing (VTC) Meeting space Training classes

Solicit Input on Routing  Communicate where you’re going, how you plan to get there, and ask for input from the group. Use the “information paper” to solicit input Get input on goals, objectives, and timeline prior to first meeting Number and date versions for clarity

Get Your Convoy Moving!  Begin to develop your processes Discuss group participation expectations up front Information prior to, during and following each meeting Actively engage participants between meetings Listen to participants and be willing to accept ideas other than your own

Don’t Stop at Dead Ends  If a process will not work, drop it. Protocol limitations Manual vs. electronic processes Technology changes Lack of funding

Build Bridges  Create something new to accomplish the task. Remember something old to others may be new to you and vice versa Tracking spreadsheets and other documents Command and control system Relationships Mutual aid agreements

Go Around Obstacles  Change direction for awhile when necessary to keep moving ahead. Obtain additional expertise Gather more information Develop a new tool Invite additional participation or build new relationships  Skip to the next phase and return later

Slow Down in Stormy Weather  Take your time with the more difficult processes. Timelines are estimates, not rules Events may overcome planning meetings Some processes will invoke more discussion than anticipated New information may require processing time You only have so many hours in a busy day to write or develop supporting documents

Check the Road for Hazards  Periodically look at what you’ve done as it applies to what’s coming up – give it a logic test. All processes should be building blocks toward the final product Consolidation of similar or parallel processes may be possible May need to bridge elements of the plan that are left hanging

Communicate Route Changes  Communication is key throughout the process. Communication reinforces the importance of the project Meeting date changes and why Timeline alteration Additional topics or processes needed Address non-participation

Don’t Stop If a Vehicle Drops Out  Keep moving ahead is you lose a group member – they may rejoin and catch up later.  Send them updates offline to obtain their input on appropriate processes.

Allow The Convoy to Grow  Continually look for new people and tools who can benefit the group – and benefit from joining. Actively recruit expertise at conferences and events Invite affected individuals to provide their voice You may be missing the one set of eyes that can see a potential problem Workgroups are networking opportunities

Watch Out for Pirates!  Don’t allow interference to completely destroy the process. Manage the flow of information – keep participants on the route Some folks like to play “devil’s advocate” Management priority conflicts will arise Some will underestimate the group’s ability  Allow other activities to delay progress, but not completely derail it Communicate with participants at all times

When You Have Arrived…  Review the route again – check the early processes based on later developments. Forms and processes developed early on may need to be adjusted based on later findings Did you miss an important stop enroute? Are any tools missing from the plan? Is the plan well organized and readable?

Check for Site Hazards at the Destination  Test your processes for viability and adjust as necessary. Small scale exercise Use all players during exercise Get input on results from workgroup or SMEs

Share the Route and Destination  Provide the benefit of your experience to others. Become an SME Train and/or brief others Let them have your plan electronically  It won’t be plagiarism if they have your permission.

YOU HAVE ARRIVED!  But continue to check for hazards periodically – don’t let the plan sit. Embed processes in upcoming planned exercises Continue to note and improve any problem areas  Reconvene workgroup to discuss updates annually or semi-annually.

Helpful Links  Washington State Emergency Management Division  US Army Corps of Engineers fault.aspx fault.aspx  Department of Labor & Industries  King County Office of Emergency Management

Questions?

Contacts Jaye Compton Washington Emergency Management Division (253) – Gretchen Martinsen US Army Corps of Engineers (206) – Randy Weaver Washington Dept. of Labor & Industries (360) – Tony Cebollero King County Office of Emergency Management (206) –