3. Local Emergency Plan

3.4. Basic components of an emergency plan

Analysis of the situation

The analysis of the situation includes:

  • a description of the threats, whether naturally occurring or due to human action.
  • an analysis of the structural and nonstructural vulnerability of areas at risk in the community.
  • an evaluation of how agencies would function to deliver needed services (operative capacity).
  • the availability of resources, infrastructure, equipment, and critical supplies.
Assumptions

Identify the type or types of phenomena that should be addressed in the plan and describe the probable magnitude, the expected intensity at the site where the community is located, and the time period during which it is likely to occur. Determine the potential damages and the maximal demand for health services by establishing a relationship between the threat and the vulnerability.

One of the most frequent mistakes when preparing an emergency plan is to include nonexistent resources with the hope of obtaining them in the near future.
Objectives and goals

The objectives and goals describe the expected outcomes from executing the emergency plan given the human, economic, and material resources that will realistically be available. One of the most frequent mistakes when preparing an emergency plan is to include nonexistent resources with the hope of obtaining them in the near future. Since it is usually impossible to obtain all the desired resources, establish priorities for the actions based on the population and geographical area to be served. The plan should include an outcome prediction that describes the measurable impact of carrying out the emergency plan.

Enacting unannounced simulated disasters without previously training participants usually causes frustration and has unwanted effects.
Organization

Organize the various sectors and departments of the institution so that authority, lines of responsibility, and methods of coordination and communication for plan activation are clear and well-defined. Establish an emergency operations committee to oversee and coordinate response actions.

Roles and responsibilities

The assignment of roles and responsibilities is meant to answer the following questions:

  • Who does what?
  • When?
  • How?
  • With what?

It is important to have a clear command chain for communications with backup systems to mobile cellular service such as radios, megaphones, and mobile sound systems.

Communication and coordination

The communication instructions describe a calling or notification chain from a central point until all the necessary individuals have been contacted. Establish the means of communication to be used, indicating the radio band and frequency, telephone numbers, and rendezvous locations. Each location should have a team leader identified. Team leaders can do household counts to determine who might be missing and need to be rescued. Appendices to the plan include an updated directory of all the participants, a map of threats, vulnerable areas, or locations, as well as the population database, a health profile, health centers included in the network, a directory of basic services (e.g., water, electricity, telecommunications, security), assistance agencies, and an inventory of the available resources.

Training

Once the emergency plan has been developed, conduct training. Training should enable the participants to describe the situation, expected damages, roles and responsibilities, and means of coordination. This training should include simulation exercises. The participants will have to solve theoretical (tabletop) exercises once they have been assigned one of the roles and responsibilities contemplated in the plan. This exercise allows participants to assess their knowledge of the technical and organizational aspects of the emergency plan.

At a later stage, disaster drills can be organized and enacted. Organize disaster drills with prior notice, promoting the participation of the staff and key members of the community. Use the experience gained in the simulation drills to update the emergency response plan. Enacting unannounced simulated disasters without previously training participants usually causes frustration and has unwanted effects.

Resources

Analyze the activities included in the emergency plan to determine the resources required. This listing of resources is called the requisite analysis. Contrast the listed resources with those actually available and define the resources that are yet to be obtained. Gather the resources needed to carry out the emergency plan. Remember that the emergency plan must be based on reality. Otherwise, it will become a mere listing of wishful ideas.

See Box 1 for useful planning resources.

BOX 1: Resources for local emergency plan development in the United States