Contingency Planning for (Natural) Disasters Adrian Gordon CBCP Senior Advisor, Past President & CEO The Canadian Centre for Emergency Preparedness
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Introduction Canadian Centre for Emergency Preparedness (CCEP) Non Profit Organization (est 1993)
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Reference FEMA: Ready.gov NFPA 1600 B-ReadyNow.com The Flower Shop 4
Overview 1.Why do we need to be prepared ...? 2.Components of an emergency preparedness program 3.Six steps to developing a plan 5
Overview ALL HAZARDS APPROACH
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WHY... do we need to be prepared ...? OBJECTIVES
RISKS
ACTION
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EP Program Four Phases PRE disaster planning 1.Prevention / Mitigation 2.Preparedness 3.Response WHEN disaster happens 4.Recovery AFTER the event 8
EM Program Prevention / Mitigation activities taken to prevent or reduce the impacts from hazards.
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EM Program Preparedness ongoing activities to develop, implement, and maintain the program
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EM Program Response immediate and ongoing activities to manage the effects of an incident
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EM Program Recovery activities and programs designed to return conditions to a level that is acceptable to the organization 12
EM Program
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Six Steps
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Step 1 Know Your Risks / Threats
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1 Know Your Risks Natural Hazards
Human Caused
Fire Flood or flash flood Hurricane Tornado Winter storm Earthquake
Hazardous materials incident Communications failure Explosion Civil disturbance Loss of key supplier or customer
1 Know Your Risks External AND Internal Location Nature of Business / Organization Dependencies Competition
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1 Know Your Risks Examine the Causes Civil Disorder... Cyber attack... Derailment... Drought/Heat wave...Epidemics / Pandemic... Wildfire... Fuel shortage... Hailstorms... Hurricanes / Tornadoes... IT Failure... Landslides... Power Failure... Pipeline Failure... Sewer Backup... Sabotage... Torrential Rain... Water Contamination 18
1 Know Your Risks THREAT
CAUSE Torrential rains Hurricanes
Flooding
Tornadoes Burst pipes ‘Near-by’ fires Blocked drains Faulty sprinklers Backed up
IMPACT Electrical failure Communication failure Spoiled inventory Spoiled raw materials Loss of access Loss of furniture / eqpt. Mould Destroyed paper archives
1 Know Your Risks Risk Profile
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Step 2 Know the Impacts
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2 Know the Impacts Identify the Key Functions What processes / functions are essential to the business or organization
2 Know the Impacts Critical Inputs Identify the critical inputs to each of the key functions / services
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2 Know the Impacts Maximum Allowable Downtime How long can you survive without each of the critical functions / services?
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2 Know the Impacts REMEMBER... Disasters, Emergencies, Interruptions can happen AT ANY TIME with warning – pandemic, hurricane, strike OR with no warning – power outage, fire, flood...
Step 3
Develop Strategies
3 Develop Strategies
Prevent or Mitigate Prepare Respond Recover
3 Develop Strategies Prevention
– Location (liable to flooding; high crime; water shortage...) MOVE
Mitigation
– Single points of failure – Back-up and recovery procedures – Alternate suppliers – Response – Training & testing
3 Develop Strategies Prepare (Step 5)
Respond
- Organization, training & education - Alternate location(s) - Contact lists - Relationships - Evacuation plans - Organization and training
3 Develop Strategies Recover
Alternate location Insurance Line of credit Back up and recovery
3 Develop Strategies Strategies for Specific Threats/Risks Earthquake
Reposition & immobilize
Power Failure
UPS; back up generator
Pandemic
Staffing; work-from-home
HAZMAT
Equipment; training
Step 4
Develop Communications Strategies
4 Communications WHO do you need to communicate with? INTERNAL Employees AND families Contractors
Maintain Contact Lists
EXTERNAL Clients, customers Suppliers Bank(s), insurance Stakeholders Media
4 Communications Accessing & Managing Contact Lists Consider: • Responsibility for maintenance & retrieval • Distribution • Confidentiality Notification Procedures
Step 5
Complete the Plan SUCCESS = PLANNING (NOT the Plan)
5 Planning Developing the Plan Documents Steps 1-4 Key Functions & Inputs – downtime Strategies: Prevention / Mitigation & Response Recovery Teams Appendices – e.g. Contact lists
5 Planning Response Structure Crisis Management Team Response Team(s) Alternates Detailed Tasks & Responsibilities Selection Personal / Family Preparedness Plan
5 Planning Ideal Response Team(s) Selection Criteria Alternates Roles and Responsibilities Training
5 Planning Activating Your Response What are the triggers? Who makes the decision? Who notifies team members? Where do they meet etc.
Step 6
Exercising & Reviewing the Plan
6 Exercises Why?
What works / WHAT DOESN’T What’s changed/missing Training team members
How often?
Small scale – often Larger scale – 1-2x a year
6 Exercises Planning the exercise
Exercise Types
Keep it simple Max 3 objectives Realistic scenario Use expertise Test the plan NOT people Build on success
Walkthrough Tabletop Practical
6 Reviews Organizations change ALL THE TIME The plan should be reviewed on a regular basis
Securing Support for an Emergency Preparedness Program
do we need to be prepared ...? OBJECTIVES
RISKS
ACTION
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If you wish to persuade me, You must speak my words, Think my thoughts, And feel my feelings Marcus Tullius Cicero 106-43 BC
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How? Language Style Address THEIR concerns
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What’s on the Web? B-ReadyNow.com
ready.gov/business NFPA 1600 www.bdc.ca (search business continuity) 53
Adrian Gordon agordon@ccep.ca www.ccep.com www.b-readynow.com www.wcdm.org (905) 331 2552 ext 221 54