Session 8 Coordination

Session Objectives Define the Principle of Coordination Define the Principle of Coordination Identify characteristics of successful coordination Identify characteristics of successful coordination Describe strategic in emergency management programs Describe strategic in emergency management programs Describe tactical use using action planning Describe tactical use using action planning Describe tactical using incident management and mutual aid systems Describe tactical using incident management and mutual aid systems

Defining Coordination NFPA 1600 refers to a “Program Coordinator” NFPA 1600 refers to a “Program Coordinator” Emergency managers are sometimes called “Emergency Management Coordinators” Emergency managers are sometimes called “Emergency Management Coordinators” Emergency Managers define “coordination” as part of their duties Emergency Managers define “coordination” as part of their duties

Defining Coordination But what does “coordination” really mean? But what does “coordination” really mean? How would you define it? How would you define it? Can you give specific examples of how it is used? Can you give specific examples of how it is used? Is there a methodology for coordination? Is there a methodology for coordination?

Defining Coordination Random House dictionary: Random House dictionary: “harmonious combination interaction”. “harmonious combination interaction”. The Principles of Emergency Management The Principles of Emergency Management “emergency managers synchronize the activities of all relevant stakeholders to achieve a common purpose”. “emergency managers synchronize the activities of all relevant stakeholders to achieve a common purpose”.

Defining Coordination Collaboration Collaboration fosters relationships fosters relationships creates the context essential for successful integration and coordination. creates the context essential for successful integration and coordination. Integration Integration ensures that the plans and activities of various actors are mutually supporting. ensures that the plans and activities of various actors are mutually supporting.

Defining Coordination Coordination takes the relationships developed by collaboration and the mutually supporting systems of successful integration and focuses them to achieve specific goals. Coordination takes the relationships developed by collaboration and the mutually supporting systems of successful integration and focuses them to achieve specific goals. Coordination translates context into action. Coordination translates context into action.

Defining Coordination Is Coordination a process or methodology rather than a true principle? Is Coordination a process or methodology rather than a true principle?

Defining Coordination Collaboration and integration can exist without coordination Collaboration and integration can exist without coordination Successful relationships can be built individually Successful relationships can be built individually Integration can be forced through standards and legislation Integration can be forced through standards and legislation

Defining Coordination Coordination can only take place within the context of collaborative relationships Coordination can only take place within the context of collaborative relationships Coordinating fosters successful integration. Coordinating fosters successful integration. Failure to coordinate means failure of the emergency management program Failure to coordinate means failure of the emergency management program Integration, collaboration, and coordination are inextricably linked. Integration, collaboration, and coordination are inextricably linked.

Defining Coordination Coordination requires a strategic planning process intended to align the independent activities of stakeholders to achieve a shared vision. Coordination requires a strategic planning process intended to align the independent activities of stakeholders to achieve a shared vision. Strategic planning is also a requirement under NFPA 1600 and the EMAP Standard. Strategic planning is also a requirement under NFPA 1600 and the EMAP Standard.

Defining Coordination What are the advantages of a strategic planning process? What are the advantages of a strategic planning process?

Defining Coordination Advantages of strategic planning Advantages of strategic planning Forward thinking Forward thinking Capacity Building through Organizational Learning and Adaptation Capacity Building through Organizational Learning and Adaptation Goal Identification and Achievement through Leadership and Commitment Goal Identification and Achievement through Leadership and Commitment Professionalism and More Funding Professionalism and More Funding Increased Public Support and Accountability Increased Public Support and Accountability

Characteristics of Successful Coordination Effectiveness is determined by achieved results Effectiveness is determined by achieved results EMs who used the largest number of coordination strategies guided the most effective responses EMs who used the largest number of coordination strategies guided the most effective responses Failing to coordinate = greater need to improvise at the time of a disaster Failing to coordinate = greater need to improvise at the time of a disaster

Characteristics of Successful Coordination Effective coordination requires a systematic approach (Management by Objectives) Effective coordination requires a systematic approach (Management by Objectives) Process of aligning goals and objectives within an organization. Process of aligning goals and objectives within an organization. Seek agreement among stakeholders on end results Seek agreement among stakeholders on end results Ensure results are achieved by monitoring the progress of performance objectives. Ensure results are achieved by monitoring the progress of performance objectives.

Characteristics of Successful Coordination NMA Model NMA Model Planning –identify vision, mission and goals Planning –identify vision, mission and goals Organizing –identify performance and assign to action agents Organizing –identify performance and assign to action agents Directing –monitor milestones, eliminate obstacles, and provide assistance Directing –monitor milestones, eliminate obstacles, and provide assistance Controlling –measure performance against metrics Controlling –measure performance against metrics

Characteristics of Successful Coordination Systematic approach allows both continuity and accountability in the emergency management program. Systematic approach allows both continuity and accountability in the emergency management program. Performance objectives create accountability and a method for measuring progress Performance objectives create accountability and a method for measuring progress Successful coordination is characterized by a systematic approach that builds on established relationships and systems. Successful coordination is characterized by a systematic approach that builds on established relationships and systems.

Coordination in the EM Program Develop a Vision for the Program Develop a Vision for the Program Acceptable to all stakeholders Acceptable to all stakeholders Perceived as adding value to the community Perceived as adding value to the community

Coordination in the EM Program Vision Statement Vision Statement Emergency management seeks to promote safer, less vulnerable communities with the capacity to cope with hazards and disasters. Emergency management seeks to promote safer, less vulnerable communities with the capacity to cope with hazards and disasters. What is your opinion of this proposed vision statement? What is your opinion of this proposed vision statement? How would you modify it to make it specific to a particular jurisdiction? How would you modify it to make it specific to a particular jurisdiction?

Coordination in the EM Program Develop a Mission Statement Develop a Mission Statement Is the mission statement for the EM agency or the EM program? What is the distinction? Is the mission statement for the EM agency or the EM program? What is the distinction? Is it closely tied to the vision statement? Accomplishing the mission should achieve the vision. Is it closely tied to the vision statement? Accomplishing the mission should achieve the vision.

Coordination in the EM Program Mission Statement Mission Statement Emergency Management protects communities by coordinating and integrating all activities necessary to build, sustain, and improve the capability to mitigate against, prepare for, respond to, and recover from threatened or actual natural disasters, acts of terrorism, or other man-made disasters. Emergency Management protects communities by coordinating and integrating all activities necessary to build, sustain, and improve the capability to mitigate against, prepare for, respond to, and recover from threatened or actual natural disasters, acts of terrorism, or other man-made disasters.

Coordination in the EM Program What is your opinion of this mission statement? What is your opinion of this mission statement? How would you modify it to make it specific to a particular jurisdiction? How would you modify it to make it specific to a particular jurisdiction?

Coordination in the EM Program Develop an overall strategy Develop an overall strategy Driven by risk Driven by risk Uses a mix of mitigation, response and recovery strategies to address risk Uses a mix of mitigation, response and recovery strategies to address risk Determines resource requirements = preparedness strategy composed of braod goals Determines resource requirements = preparedness strategy composed of braod goals

Coordination in the EM Program Develop Performance Objectives Develop Performance Objectives Must be specific and measurable (metrics) Must be specific and measurable (metrics) Assigned to specific action agent Assigned to specific action agent Must allocate resources Must allocate resources Incorporates milestones Incorporates milestones

Coordination in the EM Program Monitor milestones Monitor milestones Take action Take action Re-allocate resources Re-allocate resources Assess performance Assess performance Quantitative Quantitative Qualitative Qualitative

Coordination in Operations Management by objectives and the strategic planning model can be used to coordinate tactical operations Management by objectives and the strategic planning model can be used to coordinate tactical operations Action planning, a component of NIMS, is a scaled down version of the strategic planning model. Action planning, a component of NIMS, is a scaled down version of the strategic planning model.

Coordination in Operations NIMS Five Phases of Planning NIMS Five Phases of Planning Understand the situation Understand the situation Establish incident objectives and strategy Establish incident objectives and strategy Develop the plan Develop the plan Prepare and disseminate the plan Prepare and disseminate the plan Execute, evaluate, and revise the plan Execute, evaluate, and revise the plan

Coordination in Operations How do the five phases of the NIMS planning model compare with the strategic planning model? How do the five phases of the NIMS planning model compare with the strategic planning model?

Coordination in Operations NIMS Model Understand the situation Understand the situation Establish incident objectives and strategy Establish incident objectives and strategy Develop the plan Develop the plan Prepare and disseminate the plan Prepare and disseminate the plan Execute, evaluate, and revise the plan Execute, evaluate, and revise the plan Strategic Planning Model Planning Planning Organizing Organizing Directing Directing Directing/Controlling Directing/Controlling

Coordination in Operations Incident Command System Incident Command System California Wildfires 1970 California Wildfires K acres 600K acres 16 lives 16 lives 13 days 13 days 1971 – Congress funds Firefighting Resources of Southern California Organized for Potential Emergencies (FIRESCOPE) 1971 – Congress funds Firefighting Resources of Southern California Organized for Potential Emergencies (FIRESCOPE)

Coordination in Operations Problem areas addressed by ICS Problem areas addressed by ICS Lack of common organization Lack of common organization Poor on-scene and interagency communications Poor on-scene and interagency communications Inadequate joint planning Inadequate joint planning Lack of valid and timely intelligence Lack of valid and timely intelligence Inadequate resource management Inadequate resource management Limited prediction capability Limited prediction capability

Coordination in Operations Design Criteria Design Criteria Scalable – single agencies to multiple agencies Scalable – single agencies to multiple agencies Expandable – daily incidents to major emergencies Expandable – daily incidents to major emergencies usable in all emergencies, not just fire usable in all emergencies, not just fire Able to integrate new technologies Able to integrate new technologies Standardized terminology, organization, procedures Standardized terminology, organization, procedures Integrate with existing agency procedures Integrate with existing agency procedures Simple to teach and maintain Simple to teach and maintain

Coordination in Operations Basic Principles Basic Principles Agency autonomy Agency autonomy Unit integrity Unit integrity Functional clarity Functional clarity Management by objectives Management by objectives

Coordination in Operations Common terminology Common terminology Modular organization Modular organization Management by objectives Management by objectives Incident Action Plan Incident Action Plan Manageable span of control Comprehensive resource management Integrated communications Information & intelligence management

Coordination in Operations Incident Command System Incident Command System Elements of both hierarchical and networked systems – hybrid Elements of both hierarchical and networked systems – hybrid Works best with the existence of a strong sense of community among responders Works best with the existence of a strong sense of community among responders Reported failures may be due to the emphasis of ICS field structure over ICS concepts Reported failures may be due to the emphasis of ICS field structure over ICS concepts

Coordination in Operations Research suggests that pre-disaster coordination is a determinant of successful disaster operations Research suggests that pre-disaster coordination is a determinant of successful disaster operations Unsuccessful disaster operations are characterized not by lack of resources but by inability to allocate available resources Unsuccessful disaster operations are characterized not by lack of resources but by inability to allocate available resources

Coordination in Operations Applying the Principles to mutual aid Applying the Principles to mutual aid Collaboration: build relationships w/peer groups and national organizations Collaboration: build relationships w/peer groups and national organizations Integration: formalize relationships through memoranda of agreement or contracts. Integration: formalize relationships through memoranda of agreement or contracts. Coordination: manage incoming resources through the action planning process. Coordination: manage incoming resources through the action planning process.

Coordination in Operations EMAC as an application of the Principles EMAC as an application of the Principles Collaboration: developed through the National Emergency Manager’s Association. Collaboration: developed through the National Emergency Manager’s Association. Integration: formal MOU; uses standard ICS protocols; consistent with NIMS, Integration: formal MOU; uses standard ICS protocols; consistent with NIMS, Coordination: National Coordination Group oversees operations; Advance Team deployed to the affected to state Coordination: National Coordination Group oversees operations; Advance Team deployed to the affected to state

Conclusion Coordination Coordination Is a determinant of successful disaster operations Is a determinant of successful disaster operations Is closely linked to the Principles of Integration and Collaboration Is closely linked to the Principles of Integration and Collaboration Requires a systematic approach based on sound management principles Requires a systematic approach based on sound management principles