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Emergency Preparedness Essentials
 

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Administering Your Emergency Preparedness Program

Management will count on the program coordinator to achieve program goals. To be effective, the program administration will need to review the program, coordinate events, and take initiative to improve the program. The coordinator is responsible for addressing the following in the program:

Program Scope

Multiple factors determine the scope of the program such as the type of the business, information gathered from the assessment of risk, complexity of business operations, and business impact analysis. Minimum requirements the program needs are determined by regulations. A business with only one facility and/or one product or service will require far less planning than a business with complex processes and significant exposure to possible loss of life, injuries, business disruption, and environmental pollution.

Budget

A program budget will be necessary in order to create the preparedness plan, conduct periodic reviews and implement improvements, conduct exercises and tests, etc. as necessary. The annual budget process should include funding for the preparedness planning, maintenance, and improvements.

Program Development Schedule

A program development schedule should be made which includes the major assignments, tasks, and due dates. It will be helpful to organize the program into small, manageable phases that are prioritized to achieve objectives and goals. Youíll want to identify the milestones that mark completion of the programís phases. The program coordinator will need to use the schedule in order to track the progress and completion of tasks and activities as well as identify if there is any place in the schedule that is not on track.

Finance and Administrative Procedures

Besides a budget, resource procuring procedures for before, during, and after an incident should be established. Delays can be reduced by a fast process to authorize the funds that will procure resources. Before an incident, procedures accounting for materials, labor, and other costs that come with hazards should be established. Risk management, insurance procedures for the notification of insurance brokers, agents, and/or underwriters should be included. The plan should reference the procedures for filing workerís compensation, property damage, and liability claims.

Program Reviews

Period reviews will be needed as the program gets developed. Utilize the performance objectives in order to determine if the objectives and goals have been reached. Decide which employees can help with the reviews and checklists and procedures that will be used to conduct periodic reviews.

Records Management

In accordance with the records management program, copies of editions of plan documents should be kept. Records of training, committee meetings, exercises, corrective action, and evaluations should be maintained. In order to identify any additional records to be maintained, research the recordkeeping requirements that are found within applicable regulations. These could include records of testing and maintenance of fire protection, inspections, communications, life safety, and other systems and equipment.

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