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6/29/2021 Lesson 4 Overview
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In this lesson, you will consider options for staffing and organizing the EOC.
At the completion of this lesson, you should be able to:
Identify factors to consider when staffing an EOC. Determine staff to meet the requirements of key EOC operations. Describe three ways to organize the EOC staff. Distinguish between day-to-day staffing and incident staffing.
There are several key factors to consider when staffing the EOC.
What must be done? The tasks to be performed are the critical driver for EOC staffing. Identifying the tasks will point to the staff needed.
What is the timeframe? Extended operations fuel a need for alternate and support staff for 24/7 coverage.
Who has the knowledge, skills, and abilities to perform critical tasks?
All personnel must have the knowledge, skills, and abilities required for the duties assigned. If training or cross-training is necessary, it must occur as part of the planning cycle.
Who has the authority to make critical decisions?
All persons assigned to the EOC must have the authority to do what is required by their jobs.
Begin by considering essential functions to be performed at the EOC. Proper identification of essential functions is critical for effective EOC operations. Other aspects of the EOC are designed around these functions.
If an essential function is not properly identified, there will be no arrangements to perform that function.
On the other hand, identifying too many functions as essential can lead to confusion during EOC operations.
The possibility of extended operations will require planning for second- and/or third-shift personnel, backup personnel, and support personnel for EOC operations.
Alternate staff assignments are necessary during extended operations to ensure an adequate level of staffing for 24/7 operations when needed.
Lesson 4 Overview
Lesson Objectives
EOC Staffing: Factors To Consider
What Must Be Done?
What Is the Timeframe?
6/29/2021 Lesson 4 Overview
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EOC facility support staff is necessary to perform support tasks, such as systems and facility maintenance, trash collection, food preparation and cleanup, administrative tasks, etc.
When considering EOC staffing, look at:
Knowledge of the functions that the EOC must perform Understanding of the specific EOC Skillsets and tasks required to perform an assigned EOC function The ability to:
Work under pressure Interact well with others Work extended hours, if necessary
Ensuring that all personnel have the authority to perform the tasks assigned is of paramount importance.
For example...
Many people may have the knowledge, skills, and ability to manage a contract; few have the authority to execute a contract. Most staff have an opinion of what policy to implement; few have the authority to enact policy.
The best way to ensure that EOC staff are authorized to perform their essential functions is to pre- delegate authorities for enacting policy or making decisions. Most agencies routinely use Delegations of Authority so decisions can be made in the absence of key decision-makers.
Delegations of Authority:
Should be developed before an incident to define specific authorities that the EOC will be delegated during an incident. Take effect when an emergency occurs that requires EOC activation or when normal channels of direction and control are disrupted. Terminate when the emergency ends or when normal channels of direction and control are restored.
Who Has the Knowledge, Skills, and Abilities To Perform EOC Functions?
Who Has the Authority To Make Critical Decisions?
Who Has the Authority To Make Critical Decisions? (Continued)
6/29/2021 Lesson 4 Overview
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During an emergency situation, Delegations of Authority:
Effect a rapid response. Establish a clear chain of command.
All agencies activated for EOC operations need to have a clearly defined order of succession in place. An order of succession takes effect when government or agency leaders are incapacitated or unavailable in an emergency requiring EOC activation.
An order of succession should be deep enough to ensure an agency can continue managing and directing its operations while remaining viable during an emergency.
EOCs must retain the ability to perform its function even with reduced staffing. Plan for training and cross-training of all EOC staff. There are a variety of reasons why staffing may be reduced:
Some primary staff may be injured or may not be available. Transportation routes to the EOC may be disrupted, prohibiting primary staff from reaching the facility. In longer term activations, some primary staff may need to be replaced for a shift or longer. In longer term operations, staff may need to divided into two or more shifts to maintain 24/7 operations.
All personnel must be trained for their jobs in the EOC. As a contingency, specific staff should be cross-trained to ensure that EOC operations can continue with a smaller number of staff than originally planned.
EOC teams vary widely. Organization of the EOC staff can vary based on:
Jurisdictional/organizational authorities Available staffing Partners and stakeholders represented EOC facilities and capabilities Political considerations The nature and complexity of the incident or situation
NIMS identifies three common ways of organizing EOC Teams:
1. ICS or ICS-like structure 2. Incident Support Model structure 3. Departmental structure
Who Has the Authority To Make Critical Decisions? (Continued)
Orders of Succession
Staffing to Support EOC Functions
Configuration of Emergency Operations Centers (EOCs)
6/29/2021 Lesson 4 Overview
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Like ICS, EOCs utilize the NIMS Management Characteristic Modular Organization.
Many jurisdictions/organizations configure their EOCs using the standard ICS organizational structure. The structure is familiar and it aligns with the on-scene incident organization.
Some jurisdictions/organizations modify organizational titles to create an ICS-like organization that distinguishes EOC functions from ICS.
Jurisdictions/organizations that focus their EOC team's efforts on information, planning, and resource support may choose to separate the situational awareness function from planning and combine operations and logistics functions into an incident support structure.
In an ISM EOC situational awareness/information management reports directly to the EOC director and resource sourcing, ordering, and tracking is streamlined.
ICS or ICS-like EOC Structure
Incident Support Model (ISM) EOC Structure
6/29/2021 Lesson 4 Overview
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Jurisdictions/organizations may opt instead to use their day-to-day departmental/agency structure and relationships in their EOC. By operating in the context of their normal relationships, department/agency representatives can function in the EOC with minimal preparation or startup time.
In this configuration, the organization’s emergency manager or a senior official typically coordinates EOC efforts among the departments and agencies.
Planning for EOC staffing is an important aspect of EOC management. Just as you must plan for surge capacity during complex, extended incidents, you also need to develop staffing for day-to- day EOC operations. Actual staffing for your EOC must be determined based on an analysis of the minimum staffing needed to perform the defined day-to-day (non-incident) functions for your specific EOC.
There is no single NIMS organizational model for EOCs. EOC leaders determine EOC structure. EOCs normally perform common functions. There are common EOC Skillsets.
EOC skillsets support EOC personnel qualifications while remaining flexible for the diversity of EOC organization structures. EOC leaders choose which skillset(s) to assign to specific positions in their EOCs, and combine them together to form task books that reflect the needs of their EOCs. Unlike standard ICS Position Task Books, skillsets combine in multiple ways to create a wide variety of positions. EOC Skillsets can be used to clarify requirements for mutual aid requests.
Departmental EOC Structure
Staffing the EOC
Designing an EOC Structure - EOC Skillsets
EOC Skillsets Concept
6/29/2021 Lesson 4 Overview
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Action Tracking Public Affairs Coordination
Center Management Recovery Coordination
Document and Records Management Resource Ordering and Acquiring
EOC Facility Management Resource Sourcing
Finance Resource Tracking
Legal Counseling Safety Advising
Organizational Representation Situational Awareness
Performance Improvement Understanding the Resource Requirement
Planning
Click on EOC Skillsets User Guide for more information.
What functions may be performed in the EOC between incidents?
Although day-to-day functions vary among jurisdictions of various sizes and threat levels, minimal day-to-day functions can include:
Maintaining situational awareness Maintaining communications Developing plans Process improvement Training and exercising the EOC Coordinating and developing agreements Developing and disseminating Public Information Finance and Administration Logistics support for the EOC facility and staff Security of the EOC facility and staff
There may be additional functions needed for your EOC.
One staff person may have responsibilities for multiple functions.
EOC staffing should expand and contract with the needs of the incident. The composition of the EOC team can vary depending on the nature and complexity of the incident or situation.
Larger and/or more complex incidents will normally require a greater level of activation and a larger number of staff.
EOC Skillsets
Day-To-Day Staffing Considerations
Incident Staffing
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In day-to-day operations or partial activation, one staff member may perform multiple skillsets in the EOC. At full activation, the staff members may be focused on a single EOC function, position or skillset, and some functions may require multiple personnel.
For example, in activation for a small, less complex incident, one EOC staff member may handle all resource-related tasks and may be assigned other duties as well. In a larger, more complex incident, the EOC may require multiple people to efficiently perform resource tasks; some may focus on receiving orders, while others acquire resources and others track those resources.
During this lesson, you reviewed:
Factors to consider when staffing an EOC. Staff requirements of key EOC operations. Three common ways to organize the EOC staff. The difference between day-to-day staffing and incident staffing.
Lesson 5 will focus on EOC operations.
Lesson 4 Summary