1. 2013-2014 PHEP Work Plans

2. Local Health Department Deliverables

3. Task #1 Regional Coordinators may attend in a LHDs place Formal designation letter LHD letterhead Back ups identified “One and done”

4. Healthcare coalition meetings are open to EVERYONE! Kansas City Region Steve Hoeger shoeger@kumc.edu shoeger@kumc.edu North Central Region Sue Cooper scooper@srhc.net scooper@srhc.net Northeast Region Julie Schmidt julie.schmidt@sftks.net julie.schmidt@sftks.net Northwest Region Tami Wood tami.wood@haysmed.com tami.wood@haysmed.com South Central Region Charlie Keeton charlie.keeton@HCAHealthc are.com charlie.keeton@HCAHealthc are.com Southeast Region Fred Rinne fred.rinne@viachristi.org fred.rinne@viachristi.org Southwest Region Karen Luckett kluckett@cox.net or karenluckett@catholichealth.net kluckett@cox.net karenluckett@catholichealth.net

5. Task #2 Performance Measures will change in June Questionnaire to be updated as such EOY only for BP2-BP5 Scoring mechanism is set Will not align with 1-5 scoring that HPP has Any other formatting changes? Other updates will be done to the questionnaire with the PM changes Reports from these questionnaires? Region to Region State as a whole

6. Task #3 LHDs have the responsibility to assure at least two ESF 8 planning meetings take place LEPC meetings may be used as this forum LEPC or ESF 8 group sign-in sheets submitted to KDHE

7. Task #4 LHDs may exercise Capability 1 or 2 and/or 3 Exercises must be completed by May 15, 2014 Coordinate with State Fiscal Year End Requirement that funds be expended by June 30 th New AAR/IP Template Available for use July 1st Our short form has become a national project KDHE will also accept KDEM’s shorter AAR/IP form

8. Real Events May count Contact KDHE ASAP; prior to submission of AAR/IP What community partners did you communicate your situation with such as emergency management, local health department, hospital, pharmacies, EMS, law enforcement, etc.? What additional partners may need to be communicated with in a similar incident? Will the AAR/IP reflect any action items or lessons learned regarding the participation of the local health department, hospitals, or other community partners involved?

9. Using a POD for Exercise Requirement For the annual exercise, the POD must fully address capability 1, 2, or 3 in addition to Capability 8 Not completely focused on Capability 8 & 9 Will NOT count for FSE Hospital must be involved for a FSE Exercise must cover Capabilities 3, 6, and 10 at a minimum. LHD would have to add other elements into POD to meet Med Surge requirement POD scenario not broad enough

10. Full-scale Requirements Conduct between 2012-2017 Must be a joint exercise with the hospital(s) Plan and conduct jointly, as possible, with emergency management, at-risk populations, and other health and medical stakeholders/partners FSE MUST evaluate Capabilities 3, 6, and 10 at a minimum per Federal guidance, Appendix 7 (in handouts)

11. Task #5 PIC SOG template Includes new information such as social media Social media guide available http://www.kdheks.gov/cphp/operating_guides.htm under Public Information & Communication SOG/Annex F/Annex F5 http://www.kdheks.gov/cphp/operating_guides.htm

12. Task #6 Two-hour, face-to-face PIO training Provided by KDHE Communications Director During KALHD annual and mid-year meeting Will cover both PIOs as well as county spokespersons KDHE is also extending this training to be offered in a location in the Western part of the state so we can hit more people Possibly Garden City or Scott City

13. KDEM PIO Course 2013 PIO Training Schedule G290 – Basic Public Information Officer Course KS-TRAIN Course #1037622 DATELOCATION February 27-28Grant County – Ulysses, KS April 23-24Shawnee County – Topeka, KS June 5-6Geary County – Junction City, KS August 21-22Meade County – Meade, KS October 19-20Finney County – TBA December 4-5Douglas County – TBA

14. Task #7 LHDs have already reviewed and provided updates to the ESF 8 Annex in 2012-2013 Ensure medical surge section of that annex has addressed the three bullets noted on the work plan Providing locals further opportunity to discuss med surge in more detail so everyone knows their role/responsibility

15. Submission of Annex/Med Surge Section Submission: Copy of the updated medical surge section only Refer KDHE to the previously submitted Annex if bullets had already been addressed Resubmit updated Annex

16. Task #8 Emily Nickel will provide each county’s K-SERV data By September 30 th Data to be reviewed, preferably with ESF 8 partners Identify needs and recruitment goals Share volunteer information at a coalition meeting

17. Task #9 Ongoing tasks Cross-cutting or Administrative in nature Many are self-explanatory G – Public website maintenance J – Packaging and shipping class

18. Regional Work Plan Deliverables

19. Task #1 & #2 Task #1 Coalition meeting attendance May attend on behalf of your health departments as long as there is a designation letter on file with KDHE Task #2 Continue to assist your LHDs in filling out the yearly Healthcare Capabilities Questionnaire

20. Task #3 Participate in an annual exercise as a: Facilitator Player Evaluator Observing an exercise does not count as participation Regional Coordinators may assist with writing up the AAR/IP

21. Task #4 Two-hour face-to-face trainings will be provided by KDHE Communications Director KDEMs eight hour, two day PIO course will count Between January and December 2013 If a Regional Coordinator wants to attend the extra training to be provided in Western KS, that will count

22. Task #5 Assist LHDs with reviewing their county’s K-SERV data Provided by Emily Nickel by September 30 th May be discussed at regional public health meetings

23. Task #6 Ongoing tasks Cross-cutting or Administrative in nature Many are self-explanatory KS-HAN information and training records are for the regional coordinator only – not for all of their LHDs Regional Meetings To be conducted as the Coordinator/Region see fit

24. Risk Assessment Process Will be done by the Director of Grant Administration For BP2, only BP1 performance will be taken into account for the first year of the risk assessment Scores given for each question in General Assessment and TA 1 = Did not meet the line item 2 = Fully met the line item Scores given for each question in Financial and Work Plan 1 = Did not meet the line item 3 = Fully met the line item Internal tracking sheets and records of emails via Preparedness will be used to assess. In later years, documentation of TA visits will also be looked at.

25. What kind of questions will be looked at for this assessment? General Technical Assistance Financial Work Plan Deliverables

26. General Assessment ?s Has there been any high turnover or agency reorganization that affects this health department? Are the staff assigned to preparedness activities inexperienced with the program (worked with the program for less than one year)? Is the local health department currently or previously been suspended or disbarred? Jamie will use the EPLS system and verify all LHDs

27. What is EPLS and how does it relate to Preparedness? Excluded Parties List System A Federal electronic, web-based system that identifies those parties excluded from receiving Federal contracts, certain subcontracts, and certain types of Federal financial and non-financial assistance and benefits. Do not foresee a problem but we have to do our due diligence Required to include language in all contracts for federal funds

28. Technical Assistance ?s Have more than three funding cycles passed since the local health department had an on-site technical assistance visit? Such as TAVs or other KDHE planners coming out Many counties probably have not had an in-person visit

29. Financial ?s Does the LHD follow a uniform financial management/accounting system? Does the LHD have a financial management system in place to track and record preparedness program expenditures? Are time distribution records (time and effort/job descriptions) maintained for all employees who work on preparedness program activities? If applicable, does the LHD have written documentation from KDHE to seek reimbursement for a rate that is higher than KDHEs? (Currently 17.6%) Does the LHD submit a Line Item Budget on or before the due date?

30. Financial ?s Does the local health department request to use preparedness funds for meals during meetings? If so, does the local health department submit a meal request form to KDHE for approval prior to a meeting taking place where food will be provided via preparedness funding? Tabetha will be creating a request form that will be posted to our website Has KDHE placed special financial conditions on the LHDs award? Only applicable in BP3 and onward Do the financial reports indicate possible supplanting issues? Does the LHD provide adequate supporting documentation for expenses when requested?

31. Financial ?s Has the LHD maintained communication with KDHE in the event preparedness funds cannot be drawn down by the end of the grant year?

32. Work Plan Deliverable ?s Does the LHD submit work plan progress reports on or before the due date? Does the LHD provide accurate and complete documentation of work plan deliverables? Is documentation submitted on or before the due date? Did the LHD submit the Kansas Healthcare Capabilities Questionnaire for the previous grant year on or before the required due date(s) for federal reporting needs? Did the LHD meet 100% of the previous grant years’ work plan deliverables?

33. Risk Assessment Process Overall score will be calculated Scoring ranges will be associated with Phases Phase 1 = Monitoring Phase 2 = Reduction in Preparedness Funding Phase 3 = Cancellation of Preparedness Contract

34. Phase 1: Monitoring LHD will receive a letter regarding Phase 1 status with assessment tool Preparedness Program Field Planners will make an in-person visit with the health department Discuss work plan deliverables, any problems meeting reporting deadlines, how KDHE can help TA visits will be tracked

35. Phase 2: Reduce Funding Health departments that were in Phase 1 during BP2 and did not improve will be placed into Phase 2 for BP3 Health departments will receive a letter regarding Phase 2 status with assessment tool Funding will be decreased and passed through the KALHD-KDHE Preparedness Team Kevin Shaughnessy will receive the reduced contract amount to include in the Notice of Grant Award

36. Phase 3: Cancelled Contract If a LHD did not improve in BP2 and BP3, their Preparedness contract will be cancelled. Notice will be sent to the KALHD-KDHE Preparedness Team The LHD will receive a letter of their cancelled contract along with their recent assessment tool Kevin Shaughnessy will be alerted of any LHDs that will not be receiving preparedness funding

37. Risk Assessment Process No health department will be allowed to stay in one phase for more than a year No health department will jump from a Phase 1 to a Phase 3. The cycle will be followed.

38. Questions? Jamie Hemler Director of Grant Administration jhemler@kdheks.govjhemler@kdheks.gov (785) 296-5529