DISASTER PLAN (MK 307)

K4

4 Step for Disaster Planning

Dr. M. Ridha

@ UNIT 1

4 Steps for Disaster Planning

1. 2. 3. 4. Establishing Planning Team Analyze Capabilities and Hazards Developing the Plan Implementing the Plan

STEP #3: DEVELOPING THE PLAN

Executive Summary Emergency Management Elements Response Procedures Support Documents Resource Lists The Development Process Identifying Challenges and Prioritizing Activities Writing the Plan Establishing A Training Schedule Coordinating With Outside Agencies Maintaining Contact With Other Corporate Offices Plan Approval and Distribution

 Executive Summary

STEP #3: Cont

The executive summary gives management: a brief overview of the plan; the facilitys disaster/emergency management policy; authorities and responsibilities of key personnel; the types of disasters and emergencies that could occur; and where response operations will be managed.

 Emergency Management Elements

STEP #3: Cont

Describes the facilitys approach to the core elements of disaster/emergency management Direction and control Communications Life safety Property protection Community outreach Recovery and restoration Administration and logistics

 Response Procedures

STEP #3: Cont

The procedures spell out how the facility will respond to disasters and emergencies. Whenever possible, these procedures should be developed as a series of checklists that can be quickly accessed by senior management, department heads, response personnel and employees. Warning employees and customers These procedures should detail Communicating with personnel and the actions that would be community responders necessary to: Conducting an evacuation and 1) Assess the situation, accounting for all persons in the facility 2) Protect employees, customers, Managing response activities visitors, equipment, vital Activating and operating a disaster/ records and other assets, emergency operations center particularly during the first Fighting fires three days, and Shutting down operations 3) Get the business back up and running. Protecting vital records Restoring operations

 Support Documents

STEP #3: Cont

Documents that could be needed in a disaster and/or emergency include: 1. Emergency call lists (wallet size, if possible) of all persons on and off site who would be involved in responding to disaster/emergency, their responsibilities and their 24-hour telephone numbers. 2. Building and site maps that indicate:

 Resource Lists

STEP #3: Cont

Resource lists contain information that could be needed in the event of a disaster or emergency. These lists provide information that identifies major resources (i.e., equipment, supplies, services), as well as any mutual aid agreements with other companies and government agencies.

 The Development Process

STEP #3: Cont

The development process includes: 1) identifying challenges and prioritizing activities, 2) writing the plan, 3) establishing a training schedule, and 4) coordinating activities with outside organizations.

STEP #3: Cont

Identifying Challenges and Prioritizing Activities
To determine the specific goals and milestones that must be achieved, a list of tasks to be performed must be developed. Additionally, the persons who will perform the tasks, as well as when they will perform them, should also be identified. Procedures for addressing the problem areas and resource shortfalls that were identified in the vulnerability analysis should also be developed.

STEP #3: Cont

Writing the Plan
Each member of the planning team should be assigned a specific section of the plan to write. Aggressive time lines with specific goals should be predetermined. The schedule should outline realistic time frames that include target dates for the first draft, review, second draft, tabletop exercise, final draft, printing and distribution.

STEP #3: Cont

Establishing A Training Schedule
A specific person or department should be assigned the responsibility for developing the facilitys training schedule

(see Step 4, Section 2, Chapter 14 for specific training activities).

 Response Procedures

STEP #3: Cont

The procedures spell out how the facility will respond to disasters and emergencies. Whenever possible, these procedures should be developed as a series of checklists that can be quickly accessed by senior management, department heads, response personnel and employees. Warning employees and customers These procedures should detail Communicating with personnel and the actions that would be community responders necessary to: Conducting an evacuation and 1) Assess the situation, accounting for all persons in the facility 2) Protect employees, customers, Managing response activities visitors, equipment, vital Activating and operating a disaster/ records and other assets, emergency operations center particularly during the first Fighting fires three days, and Shutting down operations 3) Get the business back up and running. Protecting vital records Restoring operations

 Coordinating With Outside Agencies

STEP #3: Cont

Periodic meetings with appropriate local government agencies and organizations should be held. While their official approval may not be required, they will likely have valuable insights and information to offer. Which gate or entrance Determining federal, state and responding units will use local requirements for disaster or Where and to whom they will emergency reporting should be report incorporated into the procedures, How they will be identified as should determining protocols How facility personnel will for turning control of response communicate with outside over to outside agencies. Some of responders the issues that may need to be Who will be in charge of addressed are: response activities

 Maintaining Contact With Other Corporate Offices

STEP #3: Cont

It is necessary to communicate When all of the necessary with other offices and divisions information has been in a company to identify their incorporated into the disaster and emergency procedures, the initial draft of notification procedures; the emergency plan is ready the conditions where mutual for review and/or revision. assistance would be necessary; The review process itself how offices will support each allows for identifying any other during an emergency; areas of confusion that may and the names, telephone/ need to be clarified and/or pager numbers of key modified, prior to personnel. implementing the plan.

 Plan Approval and Distribution

STEP #3: Cont

The written approval of the entitys chief executive precedes plan distribution. Each person who receives a copy of the approved plan should be required to sign for it and to assume responsibility for all subsequent changes. The final plan should be distributed to the companys: Additional copies should Chief executive and senior be made available to key management company personnel who Key members of the companys should be instructed to emergency response keep a back-up copy at organization their homes in the event that an emergency Company headquarters situation should render Community emergency response their office copies agencies (appropriate sections) untenable.

Step 4 #: Implementing the Plan

Disaster/emergency plan implementation means more than simply exercising the plan during an occurrence. It means acting on recommendations made during the vulnerability analysis, integrating the plan into company operations and training employees.

Integrating the Plan Into Company Operations Conducting Training, Drills and Exercises Evaluate and Modify the Plan

1. Integrating the Plan Into Company Operations can be accomplished by asking questions:
Disaster/emergency planning must become part of the corporate culture. Opportunities must be provided to build awareness, to educate and train personnel; to test procedures; to involve all levels of management/ departments and the community in the planning process; and to make disaster/emergency management part of what personnel do on a day-to-day basis. To determine how completely the plan has been integrated into the organizations culture.

STEP #4: Cont

1. How well does senior management support the responsibilities outlined in the plan? 2. Have disaster/emergency planning concepts been fully incorporated into the facilitys accounting, personnel and financial procedures? 3. How can the facilitys processes for evaluating employees and defining job classifications better address disaster/emergency management responsibilities? 4. Are there opportunities for distributing disaster/emergency preparedness information through newsletters, manuals or employee mailings? 5. What kinds of safety posters or other visible reminders would be helpful? 6. Do personnel know what they should do in an emergency? 7. How can all levels of the organization be involved in evaluating and updating the plan?

2. Conducting Training, Drills and Exercises

STEP #4: Cont

Everybody who works at or visits the facility requires some form of training. Periodic employee discussion sessions to review procedures, technical training in equipment use for disaster/emergency responders, evacuation drills and full-scale exercises. The basic considerations:

Planning Considerations
Training considerations should include the training and information needs of employees, contractors, visitors, managers, as well as those persons with a disaster response role identified in the plan itself. Based on a 12-month period, the training should address: Who will be trained Who will conduct the training What specific training activities will be used When and where will each session take place How the training will be evaluated and documented

Training Activities Orientation and Education Sessions Table Exercise Walk-Through Drill Functional Drills Evacuation Drills Full Scale Exercise

STEP #4: Cont

Employee Training
General training for all employees should: Individual roles and responsibilities Information about threats, hazards and protective actions Notification, warning and communications procedures Means for locating family members in an emergency Disaster/emergency response procedures Evacuation, shelter and accountability procedures Location and use of common emergency equipment Disaster/emergency shutdown procedures
Additional training requirements may be dictated by the regulatory agency that governs a particular business, or industry. For example, OSHA has its own specific training mandates for facilities that have a fire brigade, hazardous materials team, rescue team, or emergency medical response team.

STEP #4: Cont

3. Evaluate and Modify the Plan
A formal audit of the plan should be conducted at least once a year. Among the issues to consider in the annual audit are:
Involvement of all levels of management in evaluating and updating the plan. Appropriate consideration of problem areas and resource shortfalls as identified in the vulnerability analysis. Relevance of training (i.e., does the training reflect the lessons learned from drills and actual events?). Disaster/emergency management group and response team understanding of their respective roles and responsibilities. Inclusion of new facility processes in the plan, as well as inclusion of any physical site changes in the plan. Current records of facility assets and photos of same. Attainment of training objectives. Changes in facility hazards. Roster of names/titles/emergency contact telephone numbers kept current. Incorporation of disaster/emergency management into other facility processes. Schedule of community agencies/ organizations briefings and records of their involvement in plan evaluation.

STEP #4: Cont

Besides the annual audit, the plan should be evaluated and modified: After each training drill or exercise After each real disaster and/or emergency When personnel or their responsibilities change When the layout or design of the facility changes When policies or procedures change