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

Preparing for Multiagency CoordinationIS-701.A – February 2010

Visual 3.1

Unit 3:Preparing forMultiagencyCoordination


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 Preparing for Multiagency CoordinationCoordination

• Implementing Multiagency Coordination

• Tabletop Exercise

• Course Summary


Visual 3.3

MAC System Preparedness Factors

MAC System preparedness relies on:

People Communications and

Information Systems Public Information Nonpersonnel Resources


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?


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.


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


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.


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.


Visual 3.9

Discussion Question

What will your organization do if your

primary communications system fails?


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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.


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Information Systems

Key Requirements: Link to critical functions. Readily available. Interoperable and

redundant.

Key Determinations: Types of information Timeframes Best processing method


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.


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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.


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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.


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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.


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Agency Executives& Spokesperson

On-scene PIO: • Represents and advises the Incident Command.

• Manages on-scene media and public inquiries.

JIC is a physical locationused to coordinate: • Critical emergency information

• Crisis communications.

• Public affairs functions.

EOC JIC

Joint Information SystemMultiagency Coordination Entities

On-ScenePIO


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 agencies may be part of the JIS?

What messages would need to be

coordinated?

What messages would need to be

coordinated?


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?


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.


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?


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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


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.


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.


Visual 3.24

Discussion Questions

What types of agreements has your organization entered

into?

What future agreements should your organization

develop?


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.


Visual 3.26

Credentialing Process

Department/Agency Decides to Participate

Department/Agency Selects Members to Participate

Department/Agency Submits Individual’s Application to an Authorized Credentialing Agency

Qualified? Reapply when Qualified

Credentialing Organization Acts

Card/ID Issued, Periodically

Reissued

Record Created and

Database Updated

Department/AgencyNotified

Information Uploaded to Management Infrastructure

Periodic Review of Credentialing Organization by

Third-Party Reviewer

Yes

No

Department/Agency Decides To Participate

Department/Agency Selects Members To Participate

Department/Agency Submits Individual’s Application to an Authorized Credentialing Agency

Qualified? Reapply when Qualified

Credentialing Organization Acts

Card/ID Issued, Periodically

Reissued

Record Created and

Database Updated

Department/AgencyNotified

Information Uploaded to Management Infrastructure

Periodic Review of Credentialing Organization by

Third-Party Reviewer

Yes

No


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.


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.


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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.


Visual 3.30

Discussion Question

Why is the distinction between policies and procedures important for your organization?


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Issues Affecting Coordination

Common issues affecting multiagency coordination include: Conflicting policies Communication issues “Turf” issues


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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


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.


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Testing, Training, and Exercises

Many coordination issues can be identified through: Testing Training Discussion-based

exercises Operations-based

exercises


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.


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.

Documents

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