280 likes | 284 Vues
Communicating with State Agencies. Developed with funding from the Multi-State Partnership for Security in Agriculture. Workshop Objectives. Overview of the Multi-State Partnership for Security in Agriculture project Review lessons learned from the HPAI outbreak
E N D
Communicating with State Agencies Developed with funding from the Multi-State Partnership for Security in Agriculture
Workshop Objectives • Overview of the Multi-State Partnership for Security in Agriculture project • Review lessons learned from the HPAI outbreak • Develop or revise the state agency’s communication plan • Plan will address when and what is communicated to non-lead state agencies supporting a response
2015 Highly Pathogenic Avian Influenza • December 2014 - June 2015 • 21 states impacted • 211 commercial and 21 backyard premises • Depopulation of 7.5 million turkeys and 42.1 million egg-layer and pullet chickens • Cost over $950 million
Who Responded to HPAI? • United States Department of Agriculture • State Departments of Agriculture • Local Emergency Management • Industry • Others
MSPSA After Action Review Project • Lessons learned from 10 states • Interviews or reviews of written After Action Reports • Focus on state and local challenges that could be addressed through facilitated discussion
MSPSA After Action Review Project (cont.) • Project identified four priority topics for states • ICS structure improvements • Local communication • State communication • State contracting improvements • This workshop deals with improvements in state agency communication
Lessons Learned • Communicating with other (non-lead) state agencies prior to response is critical • Agencies were reluctant to provide support for a long period of time because they didn’t understand foreign animal disease response and the associated needs • Timeframe and reimbursement
Lessons Learned (continued) • Agencies needed detailed job descriptions to determine if they had qualified individuals • Support agencies were not engaged early in the response • Several states indicated they should have engaged other agencies earlier in the response
Lessons Learned (continued) • Help may not have been needed immediately; however, early engagement would have: • Provided time for support agencies to prepare to assist • Allowed support personnel to engage in JIT, or otherwise prepare • Allowed support agencies time to meet internal requirements for resource sharing
Lessons Learned (continued) • Briefings did not adequately address support agencies’ questions • Supporting agencies often had to request additional information following briefing
Lessons Learned (continued) • Some states were concerned about sharing specifics, including actual farm locations, with supporting agencies • Several states have legal requirements to keep information confidential • Lack of information sharing provided a challenge in engaging support agencies in the response
Best Management Practices • Develop guidelines for communicating with supporting agencies • Address legal requirements surrounding emergency response information prior to the event
Best Management Practices (continued) • Determine information to include in support agency briefings, prior to a response • Several states developed a list of questions that provided guidance on what information needs to be included in support agency briefings • Questions helped in developing briefings • Questions assisted in consistency between briefings
Notifying Support Agencies • What is the trigger for the Lead Agency to notify support agencies? • Is it affected by activating the State Emergency Operations Center? • Does this timing meet the needs of the support agencies? • How is this impacted by the particular disease?
Notifying Support Agencies (continued) • What is the best method to brief the support agencies? • How is the initial notification delivery method different than delivery methodsthroughout the response? • What information should be included in the initial notifications?
Notifying Support Agencies (continued) • How does support agency information change during the response, once the support agencies are engaged in providing support? • What ICS position or Lead Agency personnel are responsible for making the initial notification and subsequent briefings? • To whom is the information delivered?
Notifying Support Agencies (continued) • Do different support agencies require different delivery methods? • How could a Multi-Agency Coordination (MAC) Group support information sharing?
Critical Information Requirements • What are the critical information requirements for support agencies throughout the response? • What are the baseline critical information needs, applicable to all support agencies? • What are the agency-specific critical information needs, by agency? • How are these critical information needs dependent on the disease?
Critical Information Requirements (cont.) • What is the best way to share the information with support agencies throughout the response? How does this vary among different agencies? • How frequently should information be shared?
Critical Information Requirements (cont.) • Who is responsible for sharing information? • What critical information would your agency request from supporting agencies, both prior to requesting support and once support is provided?
Lead Agency ICS Structure • Insert a picture of the Lead Agency ICS Structure
Incorporating Support Agencies • What support can each support agency provide? • How does the Lead Agency request this support? • Does their support depend on a State Emergency Declaration?
Incorporating Support Agencies (continued) • Can the agencies provide support in the Lead Agency’s ICS Structure? • Which positions can be filled by the support agency?
Incorporating Support Agencies (continued) • For what period of time can a support agency provide assistance? • How can a MAC be used to inform support agencies and where would it link with your ICS structure?
Incorporating Support Agencies (continued) • Which agencies, including the Lead Agency, are able to support the response with needed Just-In-Time training?