Emergency response plan tune-up gwbaa 16 may, 2013

1. Emergency response plan tune-upgwbaa 16 may, 2013

2. FUNCTIONS OF AN EMERGENCY RESPONSE PLAN Swift, effective transition from normal to response mode Take care of people affected Minimize / contain “collateral” damage Recover: transition back to “normal” in a controlled, appropriate manner.

3. takeaways What structural mods does your plan need? • How well Will your plan work?(and how do you know?) • should anyone be added or removed from the plan?

4. Where are you on this scale? Phase 2ERPDev/Review Phase 3Teambuilding& TTX Phase 4ERPRecurrentlyDrilled Phase 5ERP Best Practice seeker Phase 1ERP Advocacy Most should live here.

5. EMERGENCY RESPONSE HAS A LIFE CYCLE First 90 min Following few hours Near Term Long Term Opportunity for theis here most damage from mistakes most positive influence

6. Basic parts of an emergency response Notification • Family Assistance • Gov/Reginteraction • Internationalconcerns • Resources • Policy • Public Relations • Initial response

7. Notification and initial response Telephone call from Signature ... Your aircraft departed from the FBO. They heard it declare an emergency and attempt to return. Lots of fire truck and ambulance activity.

8. Notification and initial response How are you set up to be notified? Flight plan 3rd party vendor flight notification Automatic electronic notification • Who might receive a call or an email • Are they available when your aircraft is flying • Are they trained to record critical information • Do they have access to your ERP

9. Notification and initial response When do you activate your ERP? Anything that involves a call to 911 Variable levels of response (green/yellow/red) Better to false start than late start 30 min 60 min ERC MIP* * Most Informed Person – initially, the report taker/giver

10. Notification and initial response So…you’ve activated your ERP…time is not on your side! Consider having your MIP do an initial briefing to the emergency response team. HR Safety MIP ERC Others Maint. Corp. Comms Counsel 30 min 60 min ERC MIP* * Most Informed Person – initially, the report taker/giver

11. Emergency response team’s “asap” needs Meeting room with landlines, clean notepads, Internet… 100% validated manifest (printed, company-identifiable) Emergency contact info for all aboard Real world travel options to scene (modes & timelines) Situational awareness (confirmed, validated info)

12. Emergency response team’s “asap” needs (continued) Chronological log of ERT inputs, decisions & outputs Approved internal & external statements (facts!) Public Information function – stand up ASAP Chain of custody on MX/crew quals/dispatch records Maximum control of information flow(**note: web-enabled schedules)

13. ERP STRUCTURE Quick response guide versus reference manual Not shooting for this: But this: … for those early, “must-have” actions

14. Notification & Family assistance Telephone call to hangar from wife of the pilot. She has seen the news on TV. She is in the car on the way to the hangar.

15. Notification & Family assistance Notification & assistance are distinct things CURRENT EMERGENCY CONTACT INFORMATION Notify early and often with available FACTS Notify via quickest means available Train for how to support Preplan the level of support you will provide

16. MEDIA INTERACTION YOUR HOME BASE, ANYWHERE 10:05 AM EST PASSENGER LISTOBTAINED…..

17. MEDIA INTERACTION Preplanned initial statements Who releases information Press release or spokesperson or both Remember the need for information internally Strike a balance: there’s too little (“no comment”) and there’s also too much Youarehere

18. Interaction with authorities / regulators NTSB Investigator in charge calling. NTSB will be on scene tomorrow morning. The NTSB has directed the local FSDO to collect the aircraft and crew records.

19. Interaction with authorities / regulators How immediate is the FAA/NTSB need for notification? Use the right to legal representation for interviews Request party status & staff your member(s) prudently Records: provide copies, try to retain originals

20. Policy connections to your erp Will whole operation stand down? Informing airborne crews Manifest & emergency contact integrity Representation for crew interface with authorities Control/chain of custody for records Authorized spokesperson(s) Guidance on employee social media/internal correspondence

21. resources

22. resources Share the load with other departments in the company Insurer Security Legal Recovery Family assistance

23. international A call to the US Embassy for assistance reveals that the passports of the crew are being held by the Federal Police and when the crew is released from the hospital they will be arrested.

24. international Delayed information Inaccurate information Criminalization / different rule of law Additional resources Sensationalized locally

25. Exercising your erp 12-18 months generally a good ERP exercise interval Some parts (notification, ERP activation, records freeze) can & should be exercised separately & more frequently Watch the impacts of key personnel changes Balance practice for primary & secondary role fillers Beware assuming (and not actually testing) elements in your plan Drills are more about confirming functional connections than individual performance

26. In the big picture cooperation accuracy care+ speed in control

27. takeaways What structural mods does your plan need? • How well Will your plan work?(and how do you know?) • should anyone be added or removed from the plan?

28. DISCUSSION