Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.1 Unit 3: Preparing for Multiagency Coordination

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.2 Unit Objectives Describe:  Resources needed to support MAC System operations.  Coordination and policy issues.  Strategies for resolving coordination and policy issues. Unit List Course Overview Understanding Multiagency Coordination  Preparing for Multiagency Coordination Implementing Multiagency Coordination Tabletop Exercise Course Summary

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.3 MAC System Preparedness Factors MAC System preparedness relies on:  People  Communications and Information Systems  Public Information  Nonpersonnel Resources

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.4 People Consider:  What needs to be done?  How many people are needed to do it?  What skills and knowledge do they need?  How many people are available?  Where will you get the others?  How long will it take?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.5 Staffing Strategies  Establish broad, support functions (e.g., ESFs).  Avoid using command terms in the support roles within the MAC System.  Make sure that the only Incident Commander titles are at the incident scene.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.6 Personnel Needs and Shortages Personnel Needs:  Identify their agencies  Explain their assignments  Manage their expectations  Prepare and train them Personnel Shortages:  Identify sources for additions  Determine length of time  Develop a strategy for the interim

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.7 Communications/Information Systems  Identify critical linkages.  Ensure interoperability with the MAC System.  Address flow within the EOC/MAC Group, including:  Message documentation and routing procedures.  Communicating major events.  Documenting actions.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.8 Activity: Interoperable Communications Instructions: Working with your team... 1.Read the scenario in your Student Manual. 2.List potential advantages and disadvantages of the system described. 3.Select a team spokesperson and be prepared to share your answers with the class in 10 minutes.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.9 Discussion Question What will your organization do if your primary communications system fails?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.10 Communications  Establish and test redundant communications systems.  Ensure that all staff:  Can use systems.  Know procedures for switching to backup systems.  Protect sensitive information from dissemination and release.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.11 Information Systems Key Requirements:  Link to critical functions.  Readily available.  Interoperable and redundant. Key Determinations:  Types of information  Timeframes  Best processing method

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.12 Public Information Public information is one of the most critical areas for multiagency coordination. It deals with:  Alerts and warnings.  Incident cause, size, and current situation.  Actions and resources.  Short-term and long-term community recovery plans.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.13 Public Information Officer The Public Information Officer handles:  Media and public inquiries.  Emergency public information and warnings.  Rumor monitoring and response.  Media monitoring.  On-scene linking to the Joint Information System and Joint Information Center.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.14 Joint Information System (JIS) JIS responsibilities include:  Developing, recommending, and executing public information plans and strategies.  Advising the Multiagency Coordination System and Incident Command.  Controlling rumors and inaccurate information.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.15 Joint Information Center (JIC) The JIC:  Is a central location that facilitates operation of the JIS.  Is where personnel perform critical communications functions.  May be established at various levels.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.16 Agency Executives & Spokesperson On-scene PIO: Represents and advises the Incident Command. Manages on-scene media and public inquiries. JIC is a physical location used to coordinate: Critical emergency information Crisis communications. Public affairs functions. EOCJIC Joint Information System Multiagency Coordination Entities On-Scene PIO

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.17 Coordinating Messaging A wide-area search is underway for a child who is missing. The search covers the areas shown on the map. What agencies may be part of the JIS? What messages would need to be coordinated?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.18 Public Information Preparedness  Who is the public?  What does the public need to know?  Who will provide that information?  How will the information flow be managed and coordinated?  How will the information be transmitted?  When? How often?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.19 Resource Management Systems NIMS provides guidance for:  Establishing systems for tracking resources.  Activating these systems before and during an incident.  Dispatching resources before and during an incident.  Deactivating or recalling resources during or after an incident.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.20 Discussion Question Scenario: A large office building has collapsed downtown, trapping and injuring dozens of people. Your agency has been tasked with coordinating relief efforts. What are the key resource management systems questions that must be asked?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.21 Resource Management Requirements Effective resource management requires four basic activities:  Identifying, allocating, and tracking resources  Developing agreements  Credentialing  Coordinating through MAC Groups and Incident Command

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.22 Identifying and Typing Resources The National Integration Center typing protocol provides incident managers the following information:  Resource category  Kind of resource  Type of resource Resource typing must be a continuous process based on measurable standards.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.23 Developing Agreements Agreements should be developed:  Before an incident occurs.  Among all parties, whether governmental or nongovernmental, that might provide or request resources during an incident.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.24 Discussion Questions What types of agreements has your organization entered into? What future agreements should your organization develop?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.25 Credentialing The credentialing process involves an evaluation and documentation of an individual's:  Current certification, license, or degree,  Training and experience, and  Competence or proficiency. Credentialing is separate from badging, which takes place at the incident site.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.26 Credentialing Process

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.27 Advantages of Credentialing Some advantages of credentialing are that it:  Ensures qualification.  Makes ordering personnel resources easier.  Assists incident personnel.  Allows integration of outside personnel.  Reduces liability.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.28 Coordination  Coordination is essential to ensure accurate resource tracking and resource availability.  During a major incident, local EOC/MAC Groups should fill requests from the Incident Command only when they can be filled using resources from that jurisdiction.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.29 MAC System Policies and Procedures  Policies are high-level guidance.  Procedures describe implementation of policies.  Together, policies and procedures clarify:  What key players do.  How they will interact.  How they will be held accountable.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.30 Discussion Question Why is the distinction between policies and procedures important for your organization?

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.31 Issues Affecting Coordination Common issues affecting multiagency coordination include:  Conflicting policies  Communication issues  “Turf” issues

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.32 Suggested Strategies Conflicting Policies:  Get senior-level endorsement  Involve all decisionmakers Communication Issues:  Document decisions  Communicate directly “Turf” Issues:  Keep copies of all policies at the EOC  Ensure senior decisionmaker is always available

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.33 Exercise and Evaluation Program The Homeland Security Exercise and Evaluation Program (HSEEP):  Offers a common exercise policy.  Provides program guidance.  Fosters consistent terminology.  Provides useful tools to improve preparedness.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.34 Testing, Training, and Exercises Many coordination issues can be identified through:  Testing  Training  Discussion-based exercises  Operations-based exercises

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.35 Comprehensive Exercise Program A comprehensive exercise program:  Incorporates all types of exercises.  Includes all important players.  Increases in complexity. Benefits include:  Fostered communication.  Tested capabilities.  Personnel kept current.

Preparing for Multiagency Coordination IS-701.A – February 2010 Visual 3.36 Preparedness Self-Assessment Instructions: 1.Turn to the self-assessment in your Student Manual. 2.Take a few moments to complete the checklists about your organization’s preparedness for multiagency coordination. 3.Use this information later to help strengthen your organization’s preparedness capabilities.