Image: FEMA/Rieger
Operation Helping Hand:
Utilizing Your MRPs in EMAC Deployments
1
Welcome
2
Agenda
Time
20-30 minutes
60 minutes
60 minutes
60 minutes
30 minutes
3
Activity
Welcome and Introductory
Briefing
Module 1: Activation and
Request & Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash/Closing
Remarks/Participant Feedback
Forms
Introductions
Exercise Briefing
Module 1: Activation and Request
& Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
4
Introductions
Participating agencies
• [Agency/Department]
• [Agency/Department]
Facilitators:
• [Name, Title]
• [Name, Title]
Evaluators:
• [Name, Title]
• [Name, Title]
• [Name, Title]
5
Introductions
Going around the room, please state your:
Name
Title
Agency/Department
[Additional Information]
6
Introductions
Exercise Briefing
Module 1: Activation and Request
& Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
7
National Preparedness Goal Core Capabilities
Operational Coordination
Intelligence and Information Sharing
Situational Assessment
[Other]
[Other]
8
CDC Public Health Preparedness Capabilities
Emergency Operations Coordination
Information Sharing
[Other]
[Other]
9
Exercise Objectives
1.
Validate the processes detailed in your state’s EMAC Procedures
for evaluating, responding to, and seeking reimbursement for
MRPs deployed under EMAC.
2.
Describe how information will be shared between relevant
departments for an incoming MRP resource request.
3.
Discuss the process and threshold for deploying a requested MRP.
10
Exercise Objectives (continued)
11
4.
Validate roles and responsibilities during an MRP resource
request within your state public health agency.
5.
Discuss redundant points of contact for all of your state’s public
health and medical MRPs.
6.
Describe the processes necessary for seeking reimbursement
following a deployment for both the deployed personnel and
the key internal staff.
Exercise Structure
Module 1: Activation and Request & Offer
Module 2: Response
Module 3: Reimbursement
12
Exercise Guidelines
13
•
This tabletop exercise will be held in an open, low-stress, no-fault
environment. Varying viewpoints, even disagreements, are expected.
Players are encouraged to engage in an open and frank dialogue while
being respectful of other participants’ input and remaining on topic.
•
Respond to the scenario using your knowledge of current plans and
capabilities (i.e., you may use only existing assets) and insights derived
from your training. If your response to a question comes from experience
that is not currently documented in plans, please attempt to point this out.
Exercise Guidelines (continued)
14
•
Decisions are not precedent setting and may not reflect your
organization’s final position on a given issue. This exercise is an opportunity
to discuss and present multiple options and possible solutions.
•
Issue identification is not as valuable as suggestions and recommended
actions that could improve response efforts. Problem-solving efforts should
be the focus.
•
Please silence all cell phones and/or take any urgent phone calls outside.
Exercise Assumptions
15
•
The exercise is conducted in a no-fault learning
environment wherein capabilities, plans, systems, and
processes will be evaluated.
•
The exercise scenario is plausible, and events occur as
they are presented.
•
All players receive information at the same time.
Exercise Evaluation
16
•
Evaluation of the exercise is based on the exercise
objectives and associated Capabilities, which are
documented in Exercise Evaluation Guides (EEGs).
•
Players will be asked to participate in a hot wash and to
complete participant feedback forms. These items, coupled
with facilitator observations and notes, will be used to
evaluate the exercise and compile the After-Action Report
(AAR).
Introductions
Exercise Briefing
Module 1: Activation and Request
& Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
17
Module 1: Activation and Request & Offer
18
Module 1: Activation and Request & Offer
Scenario Part I:
19
Module 1: Activation and Request & Offer
Scenario Part II:
20
Module 1: Activation and Request & Offer
Key Issues:
•
•
•
•
•
•
21
Activating MRP personnel
Decisions surrounding possible request fulfillment
Communication surrounding MRP requests
Identification of MRP points of contact (POCs)
Preparing to deploy state resources
Communication between state public health
agency and state EMA
Module 1: Activation and Request & Offer
Discussion Questions:
1.
How is notice of the mutual aid need communicated from
the first individual made aware of the request to the
resource provider? Who are the primary and secondary
points of contact along this communication pathway?
2.
Is the information in the request full and complete? What
supplemental information does your state need?
3.
If additional information is needed, how is this
communicated?
22
Module 1: Activation and Request & Offer
Discussion Questions:
5.
How is it determined if your state/agency will fulfill this
request? What is the threshold or trigger for a “yes”
response?
6.
Does your agency or your state have a mechanism (state
law, MOU/MOA, intergovernmental agreement, or
governor’s executive order) to deploy personnel if any of
the team members are with local government or in the
private sector?
23
Module 1: Activation and Request & Offer
Discussion Questions:
7.
If your state/agency intends to fulfill the request, what are
the steps to be taken once this determination is made?
What form(s) are utilized? Who is involved in completing the
form(s)?
8.
How is the structure of the chain of command organized?
24
25
Break
Introductions
Exercise Briefing
Module 1: Activation and Request
& Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
26
Module 2: Response
27
Module 2: Response
Scenario Part I:
The team prepares to deploy the resource. Deploying personnel receive a
pre-deployment briefing and are informed of their POCs while they are
away, and receive a copy of the Mission Order Authorization.
During the deployment, some complications arise. Upon checking in for
their assignment, they are informed that their original mission has changed
from what was in the REQ-A and Mission Order Authorization. The team
may have the ability to do the new mission, but it is not what was originally
agreed upon.
28
Module 2: Response
Scenario Part II:
Later, one (or more) of the following situations arise [select at least one]:
•
While in the field, one team member has a family emergency and must
be removed from the deployment to return home.
•
While in the field, one team member has a medical emergency and
must be rushed to a hospital, leaving the team one person short.
•
While in the field, one team member becomes overwhelmed with the
sights associated with mission efforts and asks to be removed from the
deployment.
29
Module 2: Response
Key Issues:
Ensuring use of proper documents
• Following mobilization, deployment, and
demobilization procedures
• Decision-making process when a conflict
arises during a deployment
• Communication between state public
health agency and state EMA
•
30
Module 2: Response
Discussion Questions:
1.
Who performs the pre-deployment briefing? What kinds of
information should be provided in this briefing?
2.
What deployment documents are needed? Who at the
Resource Provider agency ensures the preparation of these
documents?
3.
What are the documentation responsibilities of the personnel
being deployed?
31
Module 2: Response
Discussion Questions:
4.
Who is the deployed team’s point of contact while on
deployment?
5.
If the mission changes from what was originally requested,
what does the team need to do? What impact would this
have on the state EMA? What does the Resource Provider
need to decide/do?
6.
What steps does the deployed team need to take once
they reach their destination? How will supplies be
replenished for packages requiring specific supplies to fulfill
their mission?
32
Module 2: Response
Discussion Questions:
7.
Who is notified when a team member needs to leave the
deployment early? How is this handled? Does the team
member need to be replaced? Who makes that decision?
8.
How is the MRP/REQ-A updated to reflect a change in the
Deployed Personnel?
9.
What steps and documents are involved in demobilization
of the team?
33
Introductions
Exercise Briefing
EMAC Procedures
Module 1: Activation and Request &
Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
34
Module 3: Reimbursement
35
Module 3: Reimbursement
•
•
•
36
The MRP team(s) deployed from your state to support
the affected state returns after a 14-day deployment.
At the end of the mission, two team members
informed their supervisors they intend to take leave
immediately upon the team’s return.
When the team returns, one of the team members
reports that a relatively expensive piece of
equipment with which the team deployed broke
beyond repair. Another team member informs his/her
supervisor that he/she did not save any receipts for
his/her expenses during the deployment.
Module 3: Reimbursement
Key Issues:
Demobilization of deployed team
• Completion of reimbursement request
• Communication between state public
health agency and state EMA
•
37
Module 3: Reimbursement
Discussion Questions:
38
1.
What steps do the returning deployed team members need to
take for your state to seek reimbursement?
2.
What steps does the state public health agency need to take
to ensure the proper information is collected and submitted?
Who within the agency would be responsible for this?
Module 3: Reimbursement
Discussion Questions:
39
3.
What needs to be done to address the broken piece of
equipment? What documentation is needed? Who is responsible
for collecting this? What are the next steps to be taken to
address the broken equipment?
4.
How does the state public health agency and state EMA
address the lack of receipts from the returning team member?
5.
What challenges—including timeline impacts—are presented by
the team members taking leave immediately upon their return?
How can they be mitigated?
Module 3: Reimbursement
Discussion Questions:
40
6.
What are the key components of the mission reimbursement
package? Where is all this information found?
7.
To whom does the responsible party from the state public health
agency send the completed packet? How is this done?
8.
What is the state EMA’s role in the state public health agency’s
reimbursement?
Introductions
Exercise Briefing
Module 1: Activation and Request
& Offer
Module 2: Response
Module 3: Reimbursement
Hot Wash
41
Feedback
•
•
42
Hot wash: an immediate, informal
feedback session
o Where are we?
o Where do we want to go?
o How do we get there?
Participant Feedback Form
Key
Contacts
43
Name, Title, Agency
Email
Phone
Name, Title, Agency
Email
Phone
44
Thank You