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Frequently Asked Questions (FAQ's)) These are copies of questions emailed to our web site with reply answers. Search Hint: Type keywords into your browser's Find function (usually under Edit on the main menu) or click on a category link below and browse. Questions About: All-Hazard Emergency Operations Plan (EOP)
Q: Can you provide a 30-day demo of the software, so that I may test and show our management to determine it's capabilities and usefulness? A: http://www.emergency-planning.com has a sample EOP Annex. Also, we offer a 30-day money back guarantee. So, you can try our products, risk free.
Q: Does the software meet FEMA standards and how do you keep the software current as to these standards? See DHS / FEMA Compliance A: None of our products are software; they are application files in Microsoft Word and Excel 97 or newer. Our products meet FEMA State and Local Guide 101 standards.
Q: Can I get some grant funding to help pay for your products? A: Maybe. Our products fall into the emergency management category of "training." The government has announced plans to spend more money on emergency management, so our products may qualify under "training." See DHS / FEMA Compliance
Q: What jurisdictions and/or agencies are currently using the software? A: Over 300 cities and counties, coast-to-coast, in over 40 states and in Canada (2005). The EOP was specifically designed for cities and counties, and city/county combinations. A few schools, colleges and private companies have also purchased the plan and modified it.
Q: Will your software export to HTML files for use on local networks, or must the document be converted manually? A: Our products are in Microsoft Word 97 and Excel 97. Microsoft Word and Excel 97 (especially newer) has built-in translation for HTML. However, some formatting must be corrected. None of the translations are 100 percent translatable.
Q: Will your software work with Microsoft Office 2000, on Windows NT or Windows 2000 professional operating system? A: Our product files can be brought up on any system that has Microsoft Word and Excel 97 or newer.
Q: What is the date of the last revision to the EOP? A: January, 2003
Q: Will you accept a purchase order? A: Yes. In fact, we prefer it.
Q: I don't completely understand the difference between the EOP, EOC, and the EOC-X products? A: The three EOC solutions products are separate, stand-alone, products, but they are designed to fit together to outfit a complete EOC. However, each product can be purchased, separately, to meet local needs.
Q: I have a laptop computer. How much memory and power is required? A: If your computer is powerful enough to run Microsoft Word 97 and Excel 97, then it can run our products. The ALL-Hazard EOP is about 12 MB, the EOC system is about 7 MB, and each EOC ex exercise is less than 1 MB each.
Q: Do you ever make presentations to emergency managers? (our city and county) would like to see your EOC software Info Tracker prior to purchasing. A: At a price of $495, it is not cost effective to make personal presentations. The Sample at http://www.emergency-planning.com shows every EOC Info Tracker spreadsheet except for the Cost Summary calculation spreadsheets. Contact us and ask for a presentation CD.
Q: As revisions are made to the program, will be we able to download these from your website, or will there be additional cost involved? A: We send revisons and updates to our customers, FREE, via email or US mail.
Q: Advise how the program would serve the (our area) Planning District Commission's efforts to develop tabletop exercises for hurricanes, hazardous material transportation and fixed facility incidents, tornadoes, floods and WMD terrorism scenarios. A: Our EOC X exercises generate realistic messages for EOC functional exercises. Separate messages could be pasted into PowerPoint for tabletop exercises. EOC Exercise scenarios can be used as Table Top exercises by using the Message Objectives and Expected Staff Actions to evaluate responses from participants. The goal of the exercise product is to take the pain out of writing messages, so more exercises happen.
Q: How many computers may we link together under a single license? Or, do we need separate licenses for each? A: You may link together as many computers under a single license as the number of computers on your EOC network. You do not need separate licenses for each computer on the network. Generally, the product license is for one jurisdiction EOC.
Q: The City of (name) Fire Department, (city), Texas has a working copy of the EOP with last update being 4/4/98. FEMA has a new State and Local Guide. Are there updates that can be acquired for the copy we have? A: Not at this time because there are no significant changes to the format or content of the EOP in the new FEMA State and Local Guide. See DHS / FEMA Compliance Q: Are the updates to the EOP free of charge? A: Yes.
Q: What are your suggestions for getting our copy up to date and in good working order? A: Filling in the Resources Tables may be the most important thing you can do. Each Table represents a plan in itself. Filling in a Table can be the Objective of a meeting or workshop. Or, you may want to fill in the EOP Database directly to avoid rearranging columns of data. Start with the Responsibilities chart. Also, consider an online database, see http:/www.emergency-planning.com.
Q: We don't have use for hurricane and flooding hasn't been an issue for us in the past, however do we leave those portions of the plan in the binders? A: You can overwrite the Titles of Tabs in the EOP, so you can delete Hurricane and type in a new Title. The links will still take you to the correct spot. Use other Tabs as templates.
Q: How much info should be in the plan? A: The EOP should contain enough information to coordinate, not micro-manage, support for responder units in the field. You should list 24/7 telephone numbers for sources of Resources by type or capability of the resource. Lists showing individual resources may be necessary in a catastrophic incident where responder dispatchers are knocked out...but not too likely.
Q: I don't feel like the printed version is of much help to us. What would be your suggestion for someone who wants a copy of the plan? i.e. mayor and city manager. A: According to your License, you may make as many copies of the EOP as you like for agencies (mayor included) within your jurisdiction. If an agency wants their own plan, then they need to buy one. It is best utilized on the computer, but some folks prefer to have a hard copy.
Q: I don't feel it will be of much help to them in a real crisis. A: The EOP was designed to used on the computer or on paper. People should use the method that suits them, as long as they actually USE IT. I would have both computer and paper EOP's available for redundancy.
All-Hazard Emergency Operations Plan (EOP) Q: Any and all help will be greatly appreciated. I have been trying to update the copy myself and have run into some snags along the way. We have trouble getting other departments to participate in resource gathering, or at least the information. A: You are not alone. Some jurisdictions invited emergency agencies to a data-entry session with pizza and refreshments. Other jurisdictions have threatened agency heads, but that technique creates enemies. Try the pizza session. Then circulate a letter describing the session, and who showed up, to influential people in your jurisdiction. That may create effective indirect pressure.
Q: How are the EOP reference tables updated when they are located in various Annex appendices? A: Each table has an mail merge template that automatically strips out the specific resource information you entered in the EOP Database file. This allows you to quickly update any paper copies of EOP tables.
Q: Would the "manuals" for the different EOC job positions only work with your status board system are the generic enough for ANY EOC marker board system? A: The manuals are generic and would work with any set of marker boards (displays). Each manual has a reference table that shows responsibilities for marker boards (displays) by EOC staff position. You can easily change the table entries to match your EOC configuration and the titles of your displays. It will copy your changes to each manual.See DHS / FEMA Compliance
Q: ILCAR (Illinois Local Capabilities Assessment for Readiness) is essentially replacing the FEMA SGL101. How will this affect your EOP product? ILCAR emergency capabilities self-assessment and planning tool. The ILCAR is an emergency capabilities self-assessment and planning tool for local governments. As one of the conditions for FFY02 Emergency Management Assistance (EMA) program participation and Accreditation, local emergency management and emergency services and disaster agencies in Illinois have the option of performing the ILCAR assessment to meet the annual "Statement of Work" requirement. The ILCAR Excel Computer Entry Version can be performed in MS Excel Versions "2000" or "97") A: We reviewed both the federal CAR and the 29 Illinois Administrative Code 301 (29 IAC 301). The Federal CAR repeats the SLG 101 content. Therefore, our EOP template complies with the Federal CAR. The 29 IAC 301 dictates an EOP format which mixes the SLG 101 and the Federal Response Plan format. As you know, SLG 101 recommends that Annexes refer to Functions and that Appendices (Tabs in my template) refer to specific Hazards, which seemed consistent to me.See DHS / FEMA Compliance 29 IAC 301 annexes match those of SLG 101. Our EOP template lacks a couple of the annexes, but that is what the blank Annexes are for. We were surprised to see Hazardous Materials is required as an Annex in 29 IAC 301; the Federal Response Plan did the same thing by including a Terrorism Annex, which mixes Functions with Hazards...an FRP error according to SLG 101. The bottom line is that we will continue to follow the FEMA SLG 101 format because it distinguishes between Functions and Hazards in the EOP structure.See DHS / FEMA Compliance
Q: Do you have EOP in ESF format that Indiana is going to? A: We are considering developing one now. However, ESF's seem to vary everywhere. In the meantime, the current EOP has a table of equivalent FEMA and ESF functions. See DHS / FEMA Compliance.
Q: Updating the EOC resource contact information is a problem. How can your EOP product help? A: If each city dept responsible for an EOC function entered their department information into the EOP database, on floppy disk, you can easily merge them into the master EOP database. The first row of the EOP database contains instructions. An alternative is to insert a hyperlink into the EOP to existing database files, so departments can avoid rearranging columns in existing department databases.
Q: What level of resource detail should go into the EOP? A: It is too difficult, and therefore impractical, for the EOC to update detailed resource information such as hardware inventories, especially for public works. Instead, list contact information for sources of detailed inventories in the EOC database, along with notes on capabilities and capacities, so the EOC knows what resources it has. During an emergency, the EOC should build an ad-hoc inventory of resources coming into the city's jurisdiction. That's the kind of detailed inventory info the EOC should manage. See Article on Level of Resource Detail.
Q: Problem modifying Org chart in EOP. A: Open Microsoft Word, click Tools, click Macro, click Security, check box for Medium, the click Ok. This will allow you to Enable Macros, so you can use the links. If not, look up "Security" in Microsoft Word Help for the correct steps to set your computer on Medium security. If you need more help, call us.
Q: Does the EOP address damage assessment, debris clearance, removal and disposal and infrastructure restoration (utilities, transportation & critical governmental services) recovery efforts? A: Not as a continuing function. The EOP gets infrastructure restoration started, only.
Q: We have 16 jurisdictions, with a number of military bases, involved in our region planning efforts. Can we buy one EOP for our region? A: Yes. The EOP license agreement specifies one EOP, per EOC. However, if each jurisdiction in your region wants to use the plan in their own EOC, then they must purchase an EOP, separately.
Q: I am interested in knowing more about your Emergency Operations Planning software tools and templates that work with Excel and Word. A: None of our products are software; they are application files in Microsoft Word and Excel 97 or newer. The FEMA State and Local Guide 101 was used to develop our All-Hazard EOP and components of our EOC System product. The All-Hazard EOP includes an Excel spreadsheet designed to calculate all four areas of FEMA cost reimbursement, including personnel benefits, in FEMA's own format.
Q: I am trying to find a program to use for County-wide disaster planning that would help in coordinating the information we have gathered. Then we could make copies for each department in our county to have. A: Our All-Hazard EOP product is designed to help you organize information. You have the option of listing information in each of the EOP Annexes, or listing your information in a central database that is also linked to each of the Annexes. The central database is an Excel spreadsheet and can be easily used on any personal computer that has Excel 97 or newer. As for making copies for each department, our license agreement is quite liberal. You may make copies for any agency in your jurisdiction. The licensing rule is "one plan purchase for each EOC."
Q: We are in the process of revising our current EOP. I was hoping that you could suggest someone (or yourself) who could come here and help us revise our EOP. This would have to include 2-3 visits here, helping with the revisions, checking our drafts to make sure we have everything we need, and then getting the final copy ready to give to the printer. Please give me some names and phone numbers. A: We do not provide emergency management consulting services. We designed our products so that jurisdictions could avoid the high cost of consultants. However, we will be happy to refer you to consultants who are familiar with our products.
Q: Instead of using your EOP guide, we want to use our current EOP (that we have as several WordPerfect files) and revise our current EOP. We also want to add some things like terrorism, etc. A: You can paste WordPerfect files directly into our All-Hazard EOP product. That way you can use the hyperlinks in our EOP product to navigate to your information.
Q: We might want to do some type of hazards analysis here for our emergency planning. A: The basic plan portion of the All-Hazard EOP contains tables entitled: Potential Hazards, Vulnerable Critical Facilities, Hazardous Materials Routes, Flood Plains, Critical Resource Dependencies on Other Jurisdictions, Characteristics and Policies of the Emergency Operations Plan Jurisdiction That May affect Response and How. Each table as instructions. Officials in a jurisdiction can meet and fill in the tables.
Q: We plan to spend $5,000 to $9,000 total for someone to help us. This would have to be a price that includes travel. A: You can spend a lot less by purchasing our products and calling us for advice, which is free to our customers. You can spend what you save on critical pieces of equipment, such as radios.
Q: Does the emergency operations plan include all Annexes? The sample on your web site only includes Fire and Rescue. A: The EOP contains Annexes A-L which includes the eight core functions outlined in FEMA's State and Local Guide 101. State and Local Guide 101 recommends additional Annexes to fit local emergency needs such as damage assessment, search and rescue, aviation operations, etc. Our All-Hazard EOP has an additional Annex for law-enforcement. The EOP includes two blank annexes with built-in Tabs and hyperlinks, ready for typing in a custom annex. Most of the additional functions mentioned in FEMA's State and Local Guide 101 are addressed in Tabs (appendices) for existing Annexes in our EOP. We designed this All-Hazard to be simple and flexible which requires some balance between having too many Annexes and not enough. Our solution was to include the core functions from FEMA State and Local Guide 101 and provide some room for customization and expansion. Because EOP is in Microsoft Word , purchasers can modify or expanded to fit local situations without having to learn new software. I recommend that you order the whole plan and see for yourself. We have a thirty-day money back guarantee, so there's no risk. I think you'll agree that the scope of art plan format is comprehensive and, above all, useful.See DHS / FEMA Compliance
Q: I'm not sure if the city will allow a copyright to be placed on the EOP, as the document is both proprietary to and property of the city itself, and city policy does not allow us to endorse products. Do you have any suggestions related to this? A: We ask that the copyright of Clark Reynolds & Co. remain on any copies of our products that have not been substantially changed or modified. We are only trying to protect our products from those who would copy them outright and resell them. A plan that has been substantially modified would not be copyrightable.
Q: How do all city departments tie together as a unit on the EOP? A: The EOP uses FEMA's emergency management functions which correspond to most city and county departments. You can keep EOC coordinators from competing for the same resources by entering resource data in our EOP central database that is reserved for their function.
Q: Does the EOP have a Terrorism annex included? A: Most of our EOP Annexes have Tabs (appendices) with information on Terrorism and other specific hazards. Since our EOP follows FEMA's plan guidelines, we do not have an EOP annex for specific hazards such as Terrorism.
Q: I need information on how customizable your products are. Can you change Annexes to ESF (emergency support function) and can you add additional ESF's to the document? A: Yes. Our EOP is written in Microsoft Word 97 and Excel 97, so you can change anything in it. The main Table of Contents is arranged as hyperlinks with corresponding Annex and Tab titles, so you can change FEMA functions to equivalent ESF's. In addition to the Annexes provided, there are two additional blank Annexes, complete with Tabs and hyperlinks, ready for the content you want. See Emergency Function Equivalents
Q: I am wondering how this software works with all of the involved departments in our city. Would each department head have a copy for their computers after I fill in all the information on the master? A: Yes. You may make as many copies of the plan as you need for the agencies that must coordinate with you.
Q: Would you do our version in WordPerfect? A: We no longer provide the EOP in WordPerfect because of very low customer demand. Our WordPerfect files are over two years old and do not include product improvements or critical new files. Unfortunately, Microsoft Word and WordPerfect hyperlinks do not translate, so translating from Microsoft Word will lose all links and some formatting. You can paste WordPerfect text into Microsoft Word and still use the Word links.
Q: I would like to see a sample of the EOP with enough pages so I can get the gist of how they work together. A: A working sample of EOP is at our web site entitled, "Sample Functional Annex." It Is the Emergency Public Information annex with appendices (Tabs). You can click the hyperlinks to see how you navigate around the Annex.
Q: Do you think an emergency manager should develop the EOP's alone or with other people? I think it should be done with others but I have known people who believe it should be done alone. I just want to know your opinion and information that can back me up. A: The EOP product was designed to facilitate group participation! For example, the completion of various tables and Tabs for the EOP basic plan can serve as objectives for entire meetings. In my experience, it is better to start with some kind of template to organize tasks and thoughts, than to gather a committee and fumble over blank sheets of paper. Thomas Jefferson wrote numerous drafts of the Declaration of Independence for others to revise. It is a technique that works. I like to tell people that they don't have to come up with all the ideas. They just have to be smart enough to recognize the good ones! Time is also an issue. Some of us have time to spend hours in countless meetings, discussing approaches to writing an EOP. By the time a consensus is reached on concepts and reinventing the wheel, there is little energy (or time) to fill in the information that executes the plan. Let's face it. EOP's are not rocket science. I have found a pattern to EOP's: a response proportional to the scope of the emergency, usually defined by 3 or 4 activation levels. The tough part is getting the local information into the EOP, so it can be useful during an emergency.
Q: I have looked at your web site and I would like further information; I wish to develop a set of guidelines to assist managers to develop evacuation plans & nbsp; for dam break flooding - things they have to think about e.g. examine hydraulic analysis of dam break flood - how long before water cuts access to high ground, how long town will be flooded, what depth is max flood; Determine access routes, capacity, No people/vehicles to be evacuated, what is vehicle capacity of access roads etc; How many people will need assistance - have no transport, need special vehicle - wheelchair, bed etc; What is needed at the shelter location - temporary housing food etc. How to warn people to evacuate, security of evacuated areas, etc. Will your package $495 do all this - it didn't look as though it would or do you have a tailored package, or can you advise of material by another organization that may assist me in this task? A: The Hurricane Tabs in our All-Hazard Emergency Operations Plan template address many issues related to Flooding. The Plan also has some reference Tabs for Flooding, but duplicate considerations are linked back to Hurricane Tabs. Most of the Tabs are tables with categories (boxes) waiting to be filled in. The purpose of the Plan template tables and checklists is to guide emergency managers in collecting and organizing information during planning. Our Plan template is based on US Federal Emergency Management Agency guidelines for various emergencies. I am unaware of other plans that address your exact needs. Most plans in the US are tailored by consultants that, frankly, are long on discussion and short on specifics. Obviously, you'll need topographic maps of your area and advice from a hydrology expert to plot the areas at risk by flood depth. The plot will provide the data needed in most of the Plan tables. The following are some Tables of Content in the All-Hazard Emergency Operations Plan template for Hurricane (and resulting flooding) with some page numbers: - Specific Zones to Evacuate 2 - Evacuation Routes 3 - Evacuation Map &; Shelters (Example) 4 - Facilities That Meet the Following Safety Requirements: - 1. Located outside the Category 4 Storm Surge Inundation Zone - 2. Located outside the 100 or 500 year flood plain, as deemed appropriate - 3. Not vulnerable to flooding due to dams, levees or reservoirs that overflow - Sources of Flood Fighting Equipment ; Supplies - Time Phases 2 - General Tasks by Time Phase 2 - Critical Emergency Function Actions by Time Phase 4 - Assessment of Risk by Hurricane Category 5 - Jurisdiction Areas at Risk 5 - Essential Services at Risk 6 - Special Custodial Facilities at Risk 7 - Essential Government Resources at Risk 8 - Facilities at Risk 9 - Hurricane Hazards 10 - Wind, Expected Damage 11 - Storm Surge, Expected Damage 12 - Wave Action, Expected Damage 13 - Direction & Control Critical Actions By Time Phase 14 - Communications & Warning Critical Actions By Time Phase 20 - Emergency Public Information Critical Actions By Time Phase 23 - Law Enforcement Critical Actions By Time Phase 24 - Fire & Rescue Critical Actions By Time Phase 26 - Health And Medical Critical Actions By Time Phase 27 - Public Works Critical Actions By Time Phase 28 - Transportation And Resources Critical Actions By Time Phase 30 - (to be developed) Critical Actions By Time Phase 32 - Evacuation Critical Actions By Time Phase 33 - Reception And Mass Care Critical Actions By Time Phase 34 - (to be developed) Critical Actions By Time Phase 35 Each of the Tables has subcategorizes for cross referencing, etc. The All-Hazard Emergency Operations Plan template is designed to be easily modified. You can change section Titles without breaking links.
Q: Have you developed and do you have available a Finance Annex to the All-Hazard EOP? A: I have not developed a Finance Annex to the EOP. As you know, the only finance info is in Annex H, Tab J. However, if enough jurisdictions ask about a Finance Annex, I'll do one. I know that the SEMS has detailed forms, etc., for finance.
Q: We need a confirmation that the EOP Planning Software Package that we purchased from you follows exactly the FEMA State and Local Guide (SLG) 101: Guide for All-Hazard Emergency Operations Planning as to content and structure. This is very important. I am sure that you are very familiar with http://www.fema.gov/rrr/gaheop.shtm guidelines. We will be refining our Regional Infrastructure & Debris Management Response and Recovery Plan and the section that applies to private and public utilities that must follow SLG 101. I need a statement from you that the software templates that we have follows this. I know that we discussed this previously, but confirmation is needed. A: I used the SLG 101 to design the EOP templates. The templates you have follow the recommended SLG 101 structure ( Basic Plan, Annexes and Appendices (Tabs)), exactly. I consolidated SLG 101 content information recommendations into logical places in the EOP. Many specific SLG 101 recommendations on resources and contacts are incorporated in Table categories throughout the EOP.See DHS / FEMA Compliance
Q: Is this program network compatible? A: Yes, our family of EOC products is network compatible because it is not software. Our products are files written in Microsoft Word and Excel. So, if you can open Word and Excel files on your network, you can open our products.
Q: Is the cost as identified per license purchased??? A: The license simply stated is, "one product per Emergency Operations Center (EOC)." For example, if a county buys one of our products, it cannot duplicate the products for cities or towns within the county that have their own EOC's. If a city and county share an EOC, then only one license is needed. Licensed jurisdictions can produce as many copies for coordinating with supporting agencies as needed. Cost discounts apply for each product bought by the same customer.
Q: Is there any trial program we could run to see if this software would be of benefit to us? A: We do not offer trials...anymore. However, we have a 30-day money back guarantee, as stated on our Internet home page. There is no risk.
Q: We have seen software in the past that looked good at the review site, but was a monster to work with. A: I agree from experience, that new software can be a "monster to work with." However, Microsoft Word and Excel are familiar to most jurisdictions. Our products save you hundreds of hours because we have written our products in Microsoft software for you, including links and mail merges, so you can spend time modifying and polishing the content to fit local needs. The power of Microsoft software automates much of the process to produce the documents you need for plans, procedures and formats.
Q: How do your products stack up against computerized systems? A: Our products are intended to be used in a hard copy form as an essential back-up or primary manual system. In fact, we believe that an effective EOC relies on a manual system at its core, enhanced by the computer.
Q: If your EOP doesn't meet state of Texas planning standards why should I be interested? If you don't have a letter from the State Coordinator stating so, I can't use your stuff. A: At a conference in 1999, several Texas jurisdictions referred me to the Texas planning standards, DEM - 10. I have attached a copy of DEM - 10 listing where the standards are found in our All-Hazard EOP. I was unaware that the Texas State Coordinator must write an approval letter. I thought that was what the DEM-10 standard was for. I'll look into it. Thank you.
Q: FEMA doesn't set our (local government) planning standards, the State of Texas does. A: I agree that FEMA does not set planning standards; it recommends. The FEMA EOP and EOC grants require applicants to use the SLG 101 as a guide. I noticed in 1999 that Texas DEM - 10 followed FEMA SLG 101 guidelines, closely. We designed our EOP and EOC products based on SLG 101. That's probably why we have sold to 4 counties, 15 cities and towns, and 2 colleges in Texas (as of 2001).
Q: What are the licensing guidelines for the disc? A: Basically, the license is "one product per emergency operations center." Copies may be made for coordinating with agencies within the jurisdiction. However, if an agency operates its own emergency operations center, then it must buy its own products. For example, a regional or county EOC may not distribute our products to lower EOC's for their use.
Q: Are you able to describe the data import capabilities in more detail? A: The data import capabilities are defined by Microsoft Word document Mail Merge. The EOP is set up to strip out info from a specific database filename in Microsoft Excel. If you have database info in other files, you must first cut and paste the data into the EOP database file. Otherwise, you must set up your own Mail merge document which is not easy.
Q: How flexible is the full plan to local modification? jurisdictional boundaries? A: The EOP is intended to be modified. Because the EOP is written in Microsoft Word and Excel, software that 9 out of 10 jurisdictions already have, text in procedures can be easily modified. Specific info on resources can be compiled in the EOP Database file and then stripped out to populate the various tables and matrices, automatically. As jurisdiction boundaries change, you can modify the EOP Database and then reprint updated tables.
Q: The sample doesn't seem to integrate ICS? A: The plan follows FEMA SLG 101 guidelines and is intended to complement jurisdiction emergency operations center functions, not incident command functions. Our EOC System product integrates ICS terminology, so that people in the field interact with similar staff positions at the EOC.
Q: If based on our state plan, we have 5 EAL's (emergency action levels) will your plan accommodate that? A: Our plan template has 4 emergency action levels in a table form and it would be easy to add another column for a 5th level. 4 levels seemed to be a happy median among various jurisdictions.
Q: A reason that I asked about ICS terminology is that, from the sample plan, I didn't recognize the position "direction & control coordinator" from ICS and it seemed that someone else in the ICS system would be doing what you suggest that he is doing. A: I understand the confusion regarding the "direction & control coordinator" which is the FEMA function term. Direction & Control is the Operations equivalent under ICS. The reason why I stayed with the FEMA terms is because they seemed more established and consistent. The Federal Response Plan has confused things further with its own set of function terms, the Emergency Support Functions (ESF's). For example, the direction & control (operations) function is separated out into several ESF's, which resemble some ICS terms. So, to remain consistent, I chose the FEMA for root terms. I used ICS general staff positions in our EOC System product, mainly so ICS could talk to a counterpart in the EOC. The EOC coordinators are still referred to by their FEMA function terms, Health & Medical, Fire & Rescue, etc. It's confusing to have several sets of terms. I chose to avoid the problem of mingling them by keeping them separate, depending on the job in the EOC.See DHS / FEMA Compliance
Q: By the way could their be a conflict with your software and Microsoft NT? A: To clarify, our EOP is not new software. It is a set of Microsoft Word and Excel 97 files. If your Windows NT system has Word and Excel installed, then it will open the EOP files.
Q: Does your EOC System follow ICS (incident Command System)? A: Our EOC System melds FEMA and ICS function terminology for a more parallel interface between the EOC and Incident Command Post staff positions. See DHS / FEMA Compliance
Q: Does the software support online operations for the EOC (i.e., bring up on Internet and share information) when activated? A: Our products are in Microsoft Word 97 and Excel 97. Your intranet administrator should be able to arrange these files to be shared by several users.
Q: How many questions or exercise situations are in the program, and do they cover all functions, not just emergency response? A: There are up to 90 realistic messages for voice transmission to the EOC for each EOC X exercise product. Each EOC X product has one hazard scenario and messages for each of FEMA's emergency functions and others: Direction & Control, Communications & Warning, EPI, Fire & Rescue, Law Enforcement, Health & Medical, Transportation & Resources, Evacuation, and Mass Care. There are also messages from elected officials, the media, and other jurisdictions. A goal of our EOC X products is to engage everyone in the EOC. See DHS / FEMA Compliance
Q: I appreciate your forwarding information regarding your products, in particular, the exercise program. I am interested in demonstrating it, if possible. A: http://www.emergency-planning.com has information on our products. We would be happy to lend you a an exercise for 30 days, so you can demonstrate it.
Q: How effective is your software in developing small and large scale hurricane and terrorism (bombings or similar scenarios as well as biochemical) tabletop functional exercises around debris and infrastructure management (public works, state, federal and regional, player interactions). A: Our Hurricane and two Terrorism exercises are not debris management scenarios. The "Hurricane" exercise deals with jurisdiction preparation activities, such as evacuation, before the arrival of a hurricane. The Chemical and Biological exercises are casualty intensive. The other available exercises, Earthquake and Tornado, address the reaction to widespread damage and casualties peculiar to these hazards. The scope of each exercise can be adjusted to reflect small and large scale events.
Q: Are there prototype exercises for Infrastructure Recovery that would apply to public works? A: We have no prototype exercises for Infrastructure Recovery at this time because they involve long-term operations. We have focused on EOC start-up and immediate response activities because they are critical and they lend themselves to real-time exercises, 2-3 hour long. The problem with a Recovery Exercise, especially for public works, is the long time span required in real-time. However, I believe that realistic Recovery Exercises could be developed. For example, since realistic voice messages are at the heart of our exercises, we could combine several exercises to produce several hundred real-time voice messages over a period of a few days!
Q: Do the application files quiz the user to determine exactly who the the players will be and circumstances like weather and other factors? A: I assume you're referring to the EOC exercises. A few messages require appropriate notifications, etc.. Weather reports provide data for chemical and biological downwind hazards. The idea is to inject enough messages to allow players to assess the scope of emergency, in geographic terms which converts to populations affected. another intent of our EOC exercises is to cause the EOC staff to "fill in any blanks" in their EOP annex with information gathered or generated to request-type messages.
Q: How flexible is it to allow the user to design exercises (based upon time allowed for the exercise) for biochemical and chemical events? A: Message insertion times, objectives, message taxed, and expected actions can be modified on an Excel spreadsheet. Time allowed for each exercise can be automatically expanded or contracted, but normally 1.5-3.5 hours is a reasonable range. Message insertion times spread out, proportionally. Continued: Although the EOC exercises can be overhauled, the goal of the product was to provide Emergency managers with a quick way to set up (in as little as two hours) and conduct a realistic EOC exercise, not to introduce them to an exercise design process. The exercise design is in the content of the messages. I have talked to hundreds of the ends at country at county level and below. Most of them neither have the time nor the inclination to design exercises (especially smaller jurisdictions), but they are interested in conducting EOC exercises. Our EOC exercises fill that need.
Q: Will the EOC X product allow a person to enter another specific chemical and based upon the chemical and tailor the messages and events around the perimeter? A: The chemical exercise involves a nerve agent in an enclosed area with potential downwind hazard. The agent could be changed, but probably with a less terrifying and deadly agent. Nerve agent seems to be a worst and most likely scenario. The biological exercise involves the detection and assessment of anthrax over a wide area, another worst and most likely scenario, except for a weaponized smallpox agent which may not be technically possible. Changing the agent from anthrax would require major message rewrites, but it can be done. The EOC exercise is a template, so it can be modified.
Q: How did you designed the EOC exercise? A: The following may help you understand our exercise products. I have discussed with many Emergency managers the fact that the EOC is managing support coordination and not managing anything at the scene. The Incident Command Post manages the scene. The EOC is receiving reports, compiling data and refereeing resource request conflicts, anticipating additional support, etc.. Consequently, the general objectives of our exercises are twofold: 1) can the EOC demonstrate situational awareness for top decisions like declarations, evacuations, curfews, etc.?, 2) can the EOC find and coordinate resources? Our exercises do not judge the quality of decisions which is left to the after action session. Otherwise, designing EOC exercises becomes too complicated and too time-consuming to produce, which results in fewer EOC exercises. Perhaps the most important design consideration is the fact that information converges on the EOC by voice message. Many EOC's fail to consider who will enter message data that comes in by voice! The result is inaccurate, misrouted, or missing information which could result in death or property loss.
Q: What Internet-based products do you have? A: We have a new Internet-based product called Online-EOC. You can view at http://www.emergency-planning.com. Viewing the database on-line works best on Microsoft Explorer, if you already have Excel. This new product is a way for any agency with Internet access to submit info on response and support resources in a jurisdiction. The site master then can easily edit, approve and consolidate the submissions into a central database that can be viewed on-line or downloaded when needed. No more running around, collecting up disks, etc. Agencies have no excuse for not updating database info because it's simple to do. You can also store your Emergency Operations Plan in Microsoft Word on this new Internet-based product. You can view a Sample of the All-Hazard EOP template Table of Contents also at http://www.emergency-planning.com. The Internet-based product costs $1500 to set up and $2400 per year, thereafter. In other words, $3900 the first year and $2400 each additional year. All you need are the passwords (like keys to a car), and you're in business, overnight.
Q: Will the EOC Info Tracker be expanded in the future? A: The EOC Info Tracker may be expanded in the future, if we can keep it simple and affordable. New worksheets can be easily added. Other links to new spreadsheets for resource inventory management are possible.
Q: I received your email and was wondering if this EOC Info Tracker could be added to a website. Let me know as we are looking at doing something like that now. A: EOC Info Tracker is a set Microsoft Excel files linked together. Since they are Excel files, you can store them on a website and download them to your EOC when needed. The Excel spreadsheets are not set up to be interactive on-line. A Sample is at http://www.emergency-planning.com. EOC Info Tracker works on any shared network, or on a stand-alone PC, in a pinch.
Q: What is the total cost (S&H) for the EOC info tracker? I will need to set this up with a PO. A: The total cost (S&H) for EOC Info Tracker is $495.
Q: Is there any limit to the number of computers on a network? We have 25 PC's. Will Info Tracker work on it? A: According to Microsoft Excel 97 or newer, the answer to the first question is "no." As long as the users have network access, users can view changes simultaneously when they save their changes to spreadsheets. The answer to the second questions is "yes." However, an electronic traffic jam results when too many computers are trying to update at the same time. Info Tracker is good for small computer networks of five or fewer computers.
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