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Addressing Vulnerable Populations’ Challenges
through System Preparedness
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Today’s Presenters
• Dr. Adewale Troutman
• Dr. Robert Tabler
• Mr. Patrick Gardner
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Vulnerability
Dr. Troutman
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Objectives
• Explain the importance of system preparedness prior to an event or incident.
• Discuss the various approaches to gain situational awareness of system readiness and to identify gaps and points of failure in these systems prior to an event or incident.
• Review possible solutions to address gaps in system readiness.
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Competencies
Competencies addressed in today’s presentation include:1.1 - Solve problems under emergency
conditions.1.3 - Facilitate collaboration with internal and
external emergency response partners.1.4 - Maintain situational awareness.
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Competencies
Competencies addressed in today’s presentation include:3.1 - Contribute expertise to a community
Hazard Vulnerability Analysis (HVA).3.2 - Contribute expertise to the
development of emergency plans.3.3 - Participate in improving the
organization’s capacities (including, but not limited to programs, plans, policies, laws and workforce training).
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Vulnerability
• More than two dozen definitions• To what?• Ghettos • Multiple factors• Impacts resiliency
Source: http://www.unisdr.org/campaign/resilientcities/
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A person’s ability to prepare for, respond to, and recover from a disaster is directly related to their vulnerability.
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Source: 2010 Poverty Rates, U.S. Census
Economics: Large Number of People in Poverty
Poverty Rates
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People who are poor may be fully aware of the risks in a pending disaster, but have
fewer alternatives to choose from to implement protective actions.
Source: http://www.msc.navy.mil/sealift/2010/March/haiti.htm
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Factors Impacting Vulnerability
• Race and ethnicity• Class• Gender• Age• Disability• Health• Literacy• Families and households• Language
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Considerations
• Issues that are present in the community will also be present post-disaster and may be made worse by the disaster (i.e., violence, behavioral health issues, abuse, lack of trust).
• Know the community before the disaster.
• Know the resources in the community before the disaster.
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System Assessment
Dr. Tabler
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MCOs
Home Health
Parks
Economic Development
Mass Transit
Employers
Nursing Homes
Mental HealthDrug Treatment
Civic GroupsCHCs
Laboratory Facilities
Hospitals
EMS Community Centers
Doctors
Health Department
Churches
Philanthropist
Elected Officials
Tribal Health
Schools
Police
Fire
Corrections
Environmental Health
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MCOs
Home Health
Parks
Economic Development
Mass Transit
Employers
Nursing Homes
Mental HealthDrug Treatment
Civic GroupsCHCs
Laboratory Facilities
Hospitals
EMS Community Centers
Doctors
Health Department
Churches
Philanthropist
Elected Officials
Tribal Health
Schools
Police
Fire
Corrections
Environmental Health
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General Systems Theory (GST)
• Individuals, groups, & organizations considered systems in homeostasis.
• Systems – self-regulating systems, self-corrected through feedback from environment
• Homeostatic control mechanism has 3 interdependent components
Receptor Control Center Effector
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Open Systems Model
• A open system continuously interacts with its environment.
• Organizations are goal-seeking organisms whose structures and systems reach a state of equilibrium between internal climate and environmental forces.
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Pre-Impact Assessment
A pre-impact assessment of organizations and interdependencies of the system they operate in is necessary to gain situational awareness of gaps
and failure points, both at the organizational and system levels.
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Points of Failure
After identifying the points of failure, mitigation efforts can insure that the
mission critical resources needed by the system are available post-impact, so organizations can continue to deliver services to vulnerable populations.
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Pilot Survey
The Hillsborough County Vulnerable Population Task Force conducted a pilot survey, “Prepare, Respond, & Recover,” of the agencies serving
vulnerable populations.
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System Accountability
Because of our piecemeal system of delivering social, psychological, and
medical services, the governments of many large communities do not have a clear accountability of all the players in
the system and their resources.
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System Accountability
A major part of this issue is the recent proliferation of Faith-Based Organizations (FBOs), Community-Based Organizations (CBOs), Not-for-Profits (NFPs) and Non-Government Organizations (NGOs), who
obtain their funding through a vast array of individual and group philanthropy, as well as grants from city, county, state, federal,
and international governments.
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System Effectiveness
It is difficult to assess the effectiveness of a system’s ability to function after a disaster without a baseline of how that
system functions day-to-day.
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Vulnerable Groups Identified
• Health• Economic• Social• Linguistic
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Service Providers Identified
Identified agencies that provide services to vulnerable populations from lists kept by:• Tampa Bay United Way• Hillsborough County Children’s Board• Crisis Center of Tampa Bay• Search on Goggle
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Survey
The survey was reviewed multiple times by members of the VPTF until an assessment instrument of 40 questions was developed.
Data collected focused on:• Organizational emergency operation protocols• Continuity of operations plan and exercises of
that plan• Disaster preparation by organization and
employees
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Online Survey
The survey was posted online with Survey Monkey.
Of the 62 organizations contacted, 31 (50%) responded to the on-line survey.
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Survey Results
Organizational protocol of operating in an emergency
(N = 31)
29 (93.6%) - Yes2 (06.4%) - No
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Survey Results
Written Continuity of Operations Plan (N = 31)
19 (61.3%) - Yes10 (32.3%) - No
2 (06.4%) - Do Not Know
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Survey Results
Last time Continuity of Operations Plan was revisited (N=18)
6 (33.3%) – 1 to 6 months 5 (27.8%) - 6 months to 1 year7 (38.9%) - 1 to 3 years
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Survey Results
Last time Continuity of Operations Plan was exercised
(N=17)
1 (05.9%) – within last month1 (05.9%) – 1 to 6 months2 (11.8%) – 6 months to 1 year6 (35.3%) – 1 to 3 years 7 (41.2%) – over 3 years
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Survey Results
Organization conducts disaster drills (N=30)
9 (30.0%) – Yes20 (66.7%) – No1 (03.3%) – Do Not Know
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Survey Results
Facility is in an evacuation zone (N=27)
8 (29.6%) – Yes11 (40.7%) – No8 (29.6%) – Do Not Know
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Survey Results
Hurricane winds that facility can handle (N=27)
1 (03.7%) – Tropical Storm (39-73 mph)1 (03.7%) – Category 1 (74-95 mph)3 (11.1%) – Category 2 (96-110 mph)1 (03.7%) – Category 3 (111-129 mph)2 (07.4%) – Category 4 (130-156 mph)1 (03.7%) – Category 5 (157+ mph)
18 (66.7%) – Do Not Know
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Table 1:Employee Questions Asked
Question Yes No Don’t Know
Know Role* 18 (66.7%) 10 (37.0%) 2 (07.4%)
Cross Trained* 15 (55.6%) 11 (40.7%) 1 (03.7%)
Family Plan Required* 3 (11.1%) 20 (74.1%) 4 (14.8%)
DirectorFamily Plan** 17 (65.4%) 9 (34.6%)
*N=27, **N=26
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Other Data Collected
• What products are required for your organization to continue providing core services?
• What is the maximum number of people your organization has the capacity to serve?
• What organizations send you clients or referrals?
• What organizations must you interact with in order to provide services?
• What organizations do you release your clients to after they receive your services?
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Possible Solutions to Address Gaps in System Readiness
Patrick Gardner
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Preparedness and Planning?
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Ongoing Partner / System Resources
Augmented Resources
Vulnerabilities Situation(s)
NEEDS
SYSTEM/ORG. CAPABILITIES /
CAPACITY
AVAILABLE RESOURCES
GAPS
Components of a Gap Analysis
Pre-scripted Action Request Forms for
resources
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Emergency Management Functions
NONE
Slight
Non-Existent
On the Spot
Longer
Vulnerable Populations
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Preparedness
• Use existing and new data for vulnerability assessments to support planning.
• Explicitly plan for high-risk groups.
• Think systems. Example: Access to healthcare = availability (services & openings) + proximity + transportation + economic ability (free or payment / insurance).
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Contingency Planning
• ‘What if…’• The time to brainstorm
and contingency plan is before the event or incident, not during.
• Have a plan a, b, c, and d.• Script the response to take
less time executing it.
Source:http://apyxx.com/new-orleans-disaster-recovery-planning/
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Prioritization
• Life saving• Life sustaining• Infrastructure• Normalization
Source: www.dobbins.afrc.af.mil
Source: http://www.theguardian.com/world/picture/2010/aug/21/pakistan-flood-aid
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COntinuity of OPerations: COOP Sample Format• Critical Function• FTEs• Position titles• General educational background,
knowledge, and certifications required• Specific program training, experience,
and certifications preferred
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COOP, continued
• Detailed explanation of tasks assigned to this position
• Applicable statutory, regulatory, or program procedure references
• Information system access required for this task
• Third party contacts (if applicable)
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Tactical Planning
• Assumptions• Steps to improve situational awareness• Level of intervention:
Minimal, moderate, maximum
Source: www.getintoflying.co.uk
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Components
• Mission• Mission duration• Concept of operations
Source: www.iro-dogs.org
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Tactical Planning Components (continued)
• Area(s) of operation• Muster / staging point location• Staffing (including table of organization)• Shifts• Use of volunteers• Planning support• Logistics (including transportation, food,
water, supplies, equipment, and lodging)• Demobilization
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Red Team
• Take the plan apart and ‘defeat’ it.• Find the weaknesses.• The Red Team is not your nemesis.
Source: The Natural Hazards Observer
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Plan Review and Comment
• Execution Critical
• Substantial
• Supportive
• AdministrativeSource: 36readyblog.com
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Planning Axioms
• Planning is a team activity.• Are you solving the problem right or
solving the right problem?• Plans are written on paper, not etched in
stone.• A good plan now is better than a perfect
plan after you need it.• Plans should be part of the solution, not
part of the problem.
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Planning Axioms (continued)
• Plan for single points of failure.• Make your plans scalable.• Reduce cognitive load where possible.• Consider unintended consequences to the
plan – today’s solutions can create tomorrow’s problems.
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The After Action Process: Types of Lessons
• Learned
• Observed
• Lost
Source: blog.womeninconsulting.org
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In conclusion…
Source: http://www.thehindu.com/news/international/india-vows-support-to-rebuild-haiti/article91719.ece
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Questions?
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Thank you for attending this webinar!
http://health.usf.edu/publichealth/clphp