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FINANCE/ADMINISTRATIONSECTION TRAINING Recordkeeping Team Workshop

Developed by:Renee A. Domingo – Oakland Fire Department

andJeannie Goobanoff, Loss Prevention Director

RESIG

Agenda

REVIEW: The role of the Emergency Operations Center(EOC)

REVIEW of SEMS and NIMS

REVIEW: The Incident Command System (ICS) structurethat is used during Emergency Response

REVIEW: The Emergency Operations Plan and theEmergency Response Teams and how they fit into theICS/SEMS/NIMS model

The Finance/Administration Section – Recordkeeping Teamroles and responsibilities

What is the role ofan Emergency

OperationsCenter (EOC)?

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What is the role of anEmergency Operations Center?

Centralized facility from which emergencyresponse efforts can be coordinated and directed

Centralized facility for decision makers

Central information gathering and record keepingcenter

Source of CONFIRMED public information andmedia coordination

Emergency Operations CenterRequirements

Must be SEMS/NIMS compliant

Provides Management, Operations, Logistics,Planning/Intelligence and Financial coordination forresponse and recovery efforts

Facility should be self sufficient and self containedfor at least a 24 hour operation

What is S.E.M.S.?

SEMS is the Standardized Emergency Management System developedby the State of CaliforniaSEMS is used:– To qualify to receive State reimbursement;– To improve coordination between response agencies;– To coordinate flow of information & resources;– To improve mobilization, use and tracking of resources.– The use of SEMS has been required since December of 1996!!!!

Emphasizes the use of ICS– Uses the functions of:

Management/CommandOperationsLogisticsPlanning/IntelligenceFinance/Administration

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What is N.I.M.S.?

National Incident Management System– Uses an ALL-Hazards approach

– Required to qualify for Federalpreparedness assistance (FEMA)

– Emphasizes the use of ICS– Uses the same functions as SEMS

Management/CommandOperationsLogisticsPlanning/IntelligenceFinance/Administration

NIMS TRAININGREQUIREMENTS

All disaster service workers (all publicemployees, including school employees) areto complete IS-700, ICS 100 and ICS 200.

These are all on-line FEMA courses

Deadline for completion: September 30, 2007

NOTE: RESIG has developed a one hour combined course thatmeets these requirements.

What is the structure of theIncident Command System

(ICS)?

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Incident Command System (ICS)Organizational Structure

Incident Command System (ICS)Organizational Structure

MANAGEMENT/COMMAND

PLANNING/

INTELLIGENCEOPERATIONS LOGISTICS FINANCE/ADM

Incident Command System (ICS) Functions

MANAGEMENT - Overall emergency policy and coordination including public information,safety officer and liaison officer- COLOR: BLACKTHE LEADERS

OPERATIONS - *Tactical response teams*TACTICAL is defined as….”Any skillful method to gain an end. Done or made for thepurpose of trying to achieve an immediate or short-term aim.” COLOR: RED

THE DOERS

PLANNING/INTELLIGENCE - Information gathering and action plans. COLOR: BLUE

THE THINKERS

LOGISTICS - Support, supplies, equipment and personnel COLOR: YELLOW *Logistics is defined as “The military science of procuring, maintaining and transporting of

material and personnel.” THE GETTERS

FINANCE/ADMIN - Monitoring costs and assisting with recovery COLOR: GREENTHE PAYERS & TRACKERS

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The ICS Functions

Student Release/ Staff Accounting

Crisis Intervention

Finance/Admin

EOC Director/IncidentCommander

Operations

Situation

Status

First Aid

Light Search & Rescue

Maintenance/Fire/Site Security

Recordkeeping

-PIO-Safety-Liaison

Planning/Intelligence

Documentation

Supplies andStaffing

Transportation

Assembly/Shelter

Communications

Logistics

Finance/Administration SectionRoles and Responsibilities

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Student Release/ Staff Accounting

Crisis Intervention

Finance/Admin

EOC Director/IncidentCommander

Operations

Situation

Status

First Aid

Light Search & Rescue

Maintenance/Fire/Site Security

Recordkeeping

-PIO-Safety-Liaison

Planning/Intelligence

Documentation

Supplies andStaffing

Transportation

Assembly/Shelter

Communications

Logistics

Finance/Administration SectionResponsibilities

THE FINANCE/ADMINISTRATION SECTION IS RESPONSIBLE FORMANAGING ALL FINANCIAL ASPECTS OF AN EMERGENCY INCIDENT

For Example:– Keeping track of all costs related to an emergency

– Timekeeping for Employees

– Purchasing- Buying Equipment, supplies, etc.

– Contracts

– Documentation for potential reimbursement

Finance/Administration Section ChiefResponsibilities

Develops or Identifies systems to maintainfinancial records

Monitors incident costs

Completes reimbursement documentation

Maybe required to provide documentation forState OES and FEMA

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RecordkeepingTeam Leader Responsibilities

Supervise team members, as needed

Ensure accurate accounting of staff time during incident

EXPENDITURE TRACKING– Know what is eligible

– Extraordinary costs incurred as a DIRECT result of the Disaster

– Always Rent or Contract before Buying

– Don’t be Greedy!!

– Follow CURRENT Documentation Guidelines

RecordkeepingTeam Responsibilities

FIRST ACTIONS INCLUDE:

Sign in

Put on Personal Safety equipment and Position Identifier

Read Position Description

Obtain a Briefing from the Team Leader

Review and understand Section Objectives and Strategies

Locate and Set up work space

Check in with the Documentation Team to collect records andinformation related to Personnel Timekeeping and Purchasing

RecordkeepingTeam Responsibilities

OPERATIONAL DUTIES INCLUDE:

– Meet with Team Leader to determine the process fortracking regular/overtime hours of staff

– Compile all logs, messages and other documentationrelated to the incident for inclusion in final report

– Track staff and volunteer hours

– Document all incoming messages, actions taken,decisions and justifications, requests being filled onan Activity Log

– Track all response-related purchases

– Process Purchase Requests as assigned

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RecordkeepingTeam Responsibilities

UPON EOC DEACTIVATION

CLOSING DOWN ACTIONS INCLUDE:

– Complete the close out of all Activity Logs, reports,documentation and if possible, provide a finalestimated expenditures report

– Return of all equipment and unused supplies to theLogistics team

– Sign out and leave contact information in case youneed to be reached

Group Activity-10 minutes

SCENARIO:– It is 1:00 p.m. on a Tuesday. The students are

just returning to their classrooms after lunchand…..the ground begins to shake!! The shakinggets stronger and a huge jolt hits! Windows arebreaking and file cabinets are falling……somestudents have been injured along with several staffmembers…..

– The shaking stops and you can hear peoplecalling out for help…..the smell of gas fills theair…………..

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First things first……

All students and staff should drop, cover andhold on at the first sign of shakingThose who are outside should move away frombuildings and other structures that could fall onthemAfter the shaking has stopped, all those whohave not been injured should leave the buildingsand assemble in a pre-designated areaBefore proceeding to your team’s meeting area,wait for instructions from your Team LeaderTake care of immediate safety issues

Group Activity-10 minutes

1) Based on the limited information provided in thescenario, what might happen at this point?

2) Who would need to make a decision as to whatactions, if any, should be taken?

3) Based upon your Team’s responsibilities,

What might your objectives be during anEmergency Response?

4) LIST ONE TO TWO OBJECTIVES

Recordkeeping TeamObjectives (examples)

Obtain briefing from Team Leader to understand thesituation

If directed to do so, set up work area and prepare toreceive information

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THANK YOU!