By Daryl Lee Spiewak, CEM, TEM, Lead Trainer for the CEM Commission

Last month we focused on the Knowledge, Skills and Abilities (KSAs) criteria and demonstrated one method of incorporating them into our essay outline. This month we will describe our organization, develop a problem to solve, and demonstrate one method of refining a partial essay outline.

Two Organizational Decisions Must Be Made

• The first decision we have to make is to determine the organization, because it will influence our potential resources and implementation challenges. This organization could be a large or small county, city, state, province or country. It could be a school, a large or small business, a non-profit, or a for-profit agency. It really does not matter what type of organization we choose, but we must choose one.
• The second decision we have to make has to do with the current conditions within our chosen organization. The scenario states that we “have been given the responsibility to design and implement a disaster/emergency management program for an organization.” We could decide that the organization doesn’t have a program; that it does but that the program is not up-to-date; or that the program is not complete (integrated, comprehensive and all-hazards). This decision sets the stage for the entire essay.

Writing an Organization Description Based on Analysis

For our essay, let’s choose a small city led by an elected mayor with its own small police force and fire department. Our analysis indicated that first responders have completed all NIMS training requirements, and the city has a plan to train new hires. Responders are well trained and regularly conduct drills. However, the command structure is not strong because of poor plans and conflicts between the police and fire chief regarding who is in charge. As such, the city hasn’t conducted a functional or full-scale exercise in years. The mitigation plan is out-of-date, and staff never heard of the National Disaster Recovery Program. Following the recent disaster, the after action report indicated that the existing emergency management program was ineffective.

Problem Statement

For the purpose of this article, we will choose to update the current program, ensuring that it is integrated and comprehensive, includes all hazards, and is NIMS compliant. We need to fix the command structure and improve overall communication.

• Therefore, our problem statement could be this: “The city has an emergency management program, but recent events demonstrated it is ineffective. The emergency management plan is out-of-date, and the command and control structure does not work.”
• Our intended outcome then could be: “To have an effective emergency management program that builds upon existing plans and structure, meets state and federal standards, and fixes the command and control structure.”
• Our objectives then could be: (1) an updated, integrated and comprehensive emergency management plan; (2) a tested command structure; (3) an HSEEP-compliant exercise program; and (4) a new mitigation plan.

Development of Modified Partial Outline

Now that we’ve decided upon a problem statement, our partial outline begins to look like this.

• Introduction.
  • Small city.
  • Elected mayor.
  • Small police force and fire department NIMS qualified.
  • Well trained and regularly conduct drills.
  • Weak command and control structure.
  • Mitigation plan is out of date.
  • Staff never heard of the National Disaster Recovery Program.
  • AAR indicated the existing emergency management program was ineffective.
• The Problem.
  • The city has an emergency management program, but recent events demonstrated it is ineffective.
  • Emergency management plan is out-of-date.
  • Command and control structure does not work.
  • Legal authorities: NIMS, HSEEP, Stafford Act, local ordinance, NDRF.
• The Objective.
  • Updated, integrated and comprehensive emergency management plan.
  • Tested command structure.
  • HSEEP-compliant exercise program.
  • New mitigation plan.
• Necessary Actions (to achieve the objectives and solve the problem).
  • Prevention activities – safety, information sharing.
  • Preparedness activities – hazard analysis, plans, training, HSEEP.
  • Response activities – EOC, ICS, command and control.
  • Recovery activities – short-term (shelters and debris); long-term (recovery support functions).
  • Mitigation activities – THIRA and new plan.
  • Integrate codes, legislation, policies, etc.
• Intended Outcome.
  • Effective emergency management program that builds upon existing plans and structure.
  • Meets state and federal standards.
  • Fixes the command and control structure.
  • Success is the city responding to emergencies and disasters in a timely and controlled manner.

Now that we have modified our outline according to the decisions made, next month we will further refine our essay outline to fill in the missing elements so we may begin writing our first draft.

IAEM Bulletin, March 2013

AEM^® and CEM^® are registered trademarks of the International Association of Emergency Managers.