Emergency / Disaster Management (NFPA 1600)

Preparation of Disaster/Emergency Management Program

Following steps are required to be considered while preparation disaster/emergency management program for any organization. 

Hazard Identification, Risk Assessment, and Impact Analysis

The entity shall identify hazards, the likelihood of their occurrence, and the vulnerability of people, property, the environment, and the entity itself to those hazards.

Hazards to be considered at a minimum shall include, but shall not be limited to, the following:

1. Natural hazards (geological, meteorological, and biological)
2. Human-caused events (accidental and intentional)

The entity shall conduct an impact analysis to determine the potential for detrimental impacts of the hazards on conditions including, but not limited to, the following:

1. Health and safety of persons in the affected area at the time of the incident (injury and death)
2. Health and safety of personnel responding to the incident
3. Continuity of operations
4. Property, facilities, and infrastructure
5. Delivery of services
6. The environment
7. Economic and financial condition
8. Regulatory and contractual obligations
9. Reputation of or confidence in the entity

Hazard Mitigation

The entity shall develop and implement a strategy to eliminate hazards or mitigate the effects of hazards that cannot be eliminated.

The mitigation strategy shall be based on the results of hazard identification and risk assessment, impact analysis, program assessment, operational experience, and cost-benefit analysis.

The mitigation strategy shall consider, but not be limited to, the following:

1. The use of applicable building construction standards
2. Hazard avoidance through appropriate land-use practices
3. Relocation, retrofitting, or removal of structures at risk
4. Removal or elimination of the hazard
5. Reduction or limitation of the amount or size of the hazard
6. Segregation of the hazard from that which is to be protected
7. Modification of the basic characteristics of the hazard
8. Control of the rate of release of the hazard
9. Provision of protective systems or equipment for both cyber or physical risks
10. Establishment of hazard warning and communication procedures
11. Redundancy or duplication of essential personnel, critical systems, equipment, information, operations, or materials

Resource Management

The resource management objectives established shall consider, but not be limited to, the following:

1. Personnel, equipment, training, facilities, funding, expert knowledge, materials, and the time frames within which they will be needed
2. Quantity, response time, capability, limitations, cost, and liability connected with using the involved resources 
3. An assessment shall be conducted to identify the resource capability shortfalls and the steps necessary to overcome any shortfalls. 
4. A current inventory of internal and external resources shall be maintained.
5. Voluntary donations, solicited and unsolicited, and the management thereof, shall be addressed.
6. The need for mutual aid shall be determined and agreements established.

Mutual Aid

Mutual aid agreements shall be referenced in the applicable program plan.

Planning

1. The program shall include, but shall not be limited to, a strategic plan, an emergency operations/response plan, a mitigation plan, a recovery plan, and a continuity plan.
2. The strategic plan shall define the vision, mission, goals, and objectives of the program as it relates to the policy of the entity 
3. The emergency operations/response plan shall assign responsibilities to organizations and individuals for carrying out specific actions at projected times and places in an emergency or disaster.
4. The mitigation plan shall establish interim and long term actions to eliminate hazards that impact the entity or to reduce the impact of those hazards that cannot be eliminated.
5. The recovery plan shall be developed using strategies based on the short-term and long-term priorities, processes,
6. vital resources, and acceptable time frames for restoration of services, facilities, programs, and infrastructure.
7. A continuity plan shall identify the critical and time sensitive applications, vital records, processes, and functions that shall be maintained, as well as the personnel and procedures necessary to do so, while the damaged entity is being recovered.

Common Plan Elements

1. The functional roles and responsibilities of internal and external agencies, organizations, departments, and individuals shall be identified.
2. Lines of authority for those agencies, organizations, departments, and individuals shall be established or identified.

Communications and Warning

• Communications systems and procedures shall be established and regularly tested to support the program.
• The entity shall develop and maintain a reliable capability to notify officials and alert emergency response personnel.
• Emergency communications and warning protocols, processes, and procedures shall be developed, periodically tested, and used to alert people potentially impacted by an
• actual or impending emergency.

The program shall address communications including, but not limited to, the following:

1. Communication needs and capabilities to execute all components of the response and recovery plans 
2. The inter-operability of multiple responding organizations and personnel

Operations and Procedures

1. The entity shall develop, coordinate, and implement operational procedures to support the program.
2. The safety, health, and welfare of people, and the protection of property and the environment under the jurisdiction of the entity shall be addressed in the procedures.
3. Procedures, including life safety, incident stabilization, and property conservation, shall be established and implemented for response to, and recovery from, the consequences of those hazards identified. 
4. A situation analysis that includes a damage assessment and the identification of resources needed to support response and recovery operations shall be conducted.
5. Procedures shall be established to allow for initiating recovery and mitigation activities during the emergency response.
6. Procedures shall be established for succession of management/government.

Logistics and Facilities

The entity shall establish logistical capability and procedures to locate, acquire, store, distribute, maintain, test, and account for services, personnel, resources, materials, and facilities procured or donated to support the program.

A primary and alternate facility capable of supporting continuity, response, and recovery operations shall be established, equipped, periodically tested, and maintained.

Training

• The entity shall assess training needs and shall develop and implement a training/educational curriculum to support the program. The training and education curriculum shall
• comply with all applicable regulatory requirements.
• The objective of the training shall be to create awareness and enhance the skills required to develop, implement, maintain, and execute the program.
• Frequency and scope of training shall be identified.
• Personnel shall be trained in the entity’s incident management system.
• Training records shall be maintained.
• Exercises, Evaluations, and Corrective Actions.
• The entity shall evaluate program plans, procedures, and capabilities through periodic reviews, testing, post incident reports, lessons learned, performance evaluations,
• and exercises.
• Exercises shall be designed to test individual essential elements, interrelated elements, or the entire plan(s).
• Procedures shall be established to ensure that corrective action is taken on any deficiency identified in the evaluation process and to revise the relevant program plan.

Finance and Administration

The entity shall develop financial and administrative procedures to support the program before, during, and after an emergency or a disaster.

Procedures shall be established to ensure that fiscal decisions can be expedited and shall be in accordance with established authority levels and accounting principles. The procedures shall include, but not be limited to, the following:

1. Establishing and defining responsibilities for the program finance authority, including its reporting relationships to the program coordinator
2. Program procurement procedures
3. Payroll
4. Accounting systems to track and document costs.