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FILL OUT TEMPLATE 2 ATTACHMENT TO THIS FILE ( 2 ideas for each of the category)

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– 2 ideas for ALL PHASES, 2 ideas for INITIAL RESPONSE, 2 ideas for Short-term Response,…..

Longer-term Recovery (4 weeks after the storms) 

It is now 4 weeks after the storms. The building has been cleaned up and major repairs have been made, though much remains to be done. It is hard finding contractors who charge reasonable rates. 

Most residents have returned. However, some families have filed lawsuits against the facility, charging negligence. Some of the residents with mental disabilities are exhibiting signs of confusion and on occasion, panic. 

The information technology group is pretty burned out because one problem after another cropped up and procedures weren’t documented or understood. The database for the management systems for Finance and Human Resources finally got restored from a 3-week old backup, and then clerical staff from the finance and human resources area tried to re-enter the missing data manually. 

Staffing is returning to normal, but staff members in many departments are very stressed out. Morale is not good. 

After-Action Review 

Within 6 weeks after the incident, an after-action report needs to be submitted to the Board of Directors. 

Before you start writing your after-action report, read the information at the end of Part 1 called D. Longer-term Recovery. 

TO DO: Collaborate and Report 

The team of directors needs to perform an after-action review of all the areas. Consider these questions: 

1. List things that did not go well in each phase and speculate on the root causes of why there were problems. 

2. What things were done well in each phase? Speculate as to why. 

3. What mitigations can be put in place to prevent or minimize problems in the first place? 

4. What preparations for response and recovery need to be implemented? 

Fill out the template for Part 2 of your report. The end of the template has a place to list your references used in both Part 1 and Part 2, an appendix for any optional additional information you would like to include. The end of the template also has the Statement Attesting to Original Work with a place for signatures for everyone in the study group. Also: Stay in your roles as directors at the company; do not do an after-action review of the Study Group. 

Part 1: Disaster Response

Introduction

Team Members:

TitleName
Director of Residential Services: Social services, nursing, mental health
Director of Facilities: Physical plant, shipping and receiving, kitchen operations, security
Director of Administrative Services: Personnel, Finance and Purchasing, Public Relations
Director of Information Technology and Telecommunications (e.g., Electronic Health Records and other systems; phone, internet)

TIP: Color-coding each person’s contribution can help identify contributions as the group works on the project.

Assumptions: Itemize key or major assumptions about the organization, its business, and its pre-disaster preparations. Do not simply repeat facts given in the Part 1 descriptions. Rather, assumptions should reflect conditions such as preparation and mitigations or conditions that affect response or recovery.

Assumption
Personnel will need to remain on-site for the storm duration.
Need to plan for large quantities of snow and subsequent power failure.
Residential care facilities have designated evacuation areas in their facilities and outside.
Ensure there is an alert system in place to notify residents and family members of emergencies.
All landlines and internet connections should be tested to ensure effectiveness.
Other means of communications should be established in the event of a power outage (i.e. social media accounts, radio systems)
Perform back-ups to systems and save to a cloud, so that any systems may be accessed remotely.
Ensure that a Joint Information Center (JIC) is established, so that the facility has access to communicate with other agencies during the storm

Initial Response

(4:30 p.m. Sunday through 10 a.m. Monday)

The list of decisions to be escalated is presented first, to ensure visibility; it does not need to be completed first. Each director also has a table to fill out describing critical activities and resources.

Decisions That the Executive Director Needs to Make (Initial Response)

As a group, propose some decisions that the executive director needs to make (decisions that are above your pay grade or to resolve conflicting ideas). List major, executive-level decisions only and prioritize them. Briefly explain the basis or rationale for the decision you seek and the objectives or, if it is denied, the consequences.

Decisions Needed
Decision needed: Need to get approval to keep adequate staff working throughout storm duration (OT, liability issues).What objective the decision would achieve: Safety of staff and residents.Consequence of failure to decide or act: Understaffing, resulting in sub-par service and potential resident injuries.
Decision needed: Selecting care points for the evacuation of residents such as the facility’s lobby and auditorium in case the main facilities stand in the storm’s way (Hasegawa et al., 2016).What objective the decision would achieve: By designating these areas as support units, the facility will become more flexible and accommodate more people, including staff members. During disasters, these facilities run out of resources and space, and the temporary spaces will aid in holding residents who must continue receiving care. Although the converted areas do not meet the conventional facility standards, they will offer support to the main facilities. People looking for their loved ones can use the lobbies instead of the main facilities. The overall objective is to ensure that both residents and staff members receive the necessary services that they need until the end of the storm.Consequence of failure to decide or act: During the Superstorm, these facilities will face significant problems. Some disasters find these facilities unprepared, and there is no time to plan; therefore, the facility must make swift decisions to avoid choking the facility. Many people, including residents and staff, suffer from traumas during such disasters, and they also require counseling services because of the mental anguish caused by the disaster. The consequence of failure is that there may be deaths and an increased mental health issue (Morganstein & Ursano, 2020).
Decision needed: Authorization to use power generators to maintain access to systems and ability to communicate with anyone external to facilityWhat objective the decision would achieve: By having access to the generators, the facility is able to continue its operations in the event that power is lost.Consequence of failure to decide or act: Without power, there is a possibility that the patients will not have the opportunity to receive proper care. The systems of the facilities that obtain patient files will also not be accessible. The staff will also not have means of communicating to relay messages to responders, patient’s family members, or even some staff within the facility.
Decision needed:What objective the decision would achieve:Consequence of failure to decide or act:
Residential Services <Kelly>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· •If the residents are displaced from the main facility, it is critical to establish an area with a bed capacity to hold everyone.· •In the short-term, it is critical to establish a counseling center. Many facility residents suffer from stress or anxiety during these disasters; therefore, establishing a counseling center where people can get this service is critical (Zokaeefar et al., 2015).· •Further, increasing the number of counselors is essential. The facility may collaborate with private practitioners to come and assist.· •The staff members should also have received counseling. Many people believe that hospital staff does not need mental assessment. On the contrary, they need these services because they deal with many traumatic situations at times.
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Physicians/ staff members· Volunteers to help giving out supplies for residentsEquipment and/or Materials and Supplies Needed· Medical supplies· Area to place bed for people neededInformation Needed· Knowing how many people will able to handle this position physicians/ nurses/ volunteers
Facilities <Insert Director’s Name Here>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:···
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed·Equipment and/or Materials and Supplies Needed·Information Needed·
Administrative Services (Personnel, Finance and Purchasing, Public Relations) <Rachel Herr>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Notify employees of storm plan logistics, including calling in additional personnel and making sure that staff members have a place to sleep.· Notify residents’ families of the plan for the duration of the storm.· Make sure all emergency communication devices are in working order.
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Adequate staffing for the duration of the storm. Personnel is not expected to work around the clock, therefore the goal should be to be overstaffed if possible.Equipment and/or Materials and Supplies Needed· Sleeping supplies and arrangements for the additional staff.Information Needed· Knowing how many employees will be present will help determine factors such as if/when residents will need to be condensed into a smaller area.
IT and Telecom <Conrad Burris>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Ensure that all of the organization’s systems are backed up on a cloud in the event of a power outage· Make sure all emergency communication devices are in working order. (Rachel)· Maintain communication with local responders in order to inform other staff and residence’s with an updated status on current conditions· Ensure that all electronic devices are fully charged
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· IT StaffEquipment and/or Materials and Supplies Needed· Telephones· Radios· Laptops/Tablets· Batteries· Chargers for electronic devicesInformation Needed· The number of staff that may need communication devices.· Phone numbers of important points of contact (i.e. local fire/police station, nearby hospitals) as well as emails or contact information of all directors the to notify them in case of an emergency· Hard copies or patient’s health records, so that we have access to their medication lists

Short-Term Recovery

(10 a.m. Monday through 9 a.m. Thursday)

The list of decisions to be escalated is presented first, to ensure visibility; it does not need to be completed first. Each director also has a table to fill out describing critical activities and resources. +

Decisions That the Executive Director Needs to Make (Short-term Recovery)

As a group, propose some decisions that the executive director needs to make (decisions that are above your pay grade or to resolve conflicting ideas). List major, executive-level decisions only and prioritize them. Briefly explain the basis or rationale for the decision you seek and the objectives or, if it is denied, the consequences.

Decisions Needed
Decision needed: Determining whether to move all residents and equipment off of the 1st floor, prior to any water entering the building.What objective the decision would achieve: Safety, preserving medical supplies.Consequence of failure to decide or act: Sub-par patient care resulting in injury, lawsuits, and/or loss of future customers
Decision needed: Ensuring a back-up plan for essential resources such as power, water, food, and oxygen is critical because disasters do not last forever.What objective the decision would achieve: During a disaster, everyone in the residence deserves clean water, and the facility should ensure that there are clean-running and bottled water. The facility should have a back-up generator in case of a power outage. Without these services in the facility, it will be a second disaster, especially to the residents who call the place home. All the patients and staff members require clean food and water to avert another disaster. The goal is to ensure continuity of services to all residents. Also, these facilities hold older people, and they require a constant supply of oxygen.Consequence of failure to decide or act: Lacking oxygen reserves in the facility will lead to deaths, and giving people unsafe drinking water may lead to another waterborne disease disaster. A facility without a back-up power supply will mean no services will be offered at the facility.
Decision needed: Obtain additional electronic devices for communicationWhat objective the decision would achieve: In the event the batteries on the current devices go out, it would provide additional assistance to maintain communication internal and external to the facilityConsequence of failure to decide or act: If additional devices are not obtained, staff will not be able to receive and send updates on the status of the situation, as well as remain in contact with all parties involved.
Decision needed:What objective the decision would achieve:Consequence of failure to decide or act:
Residential Services <Kelly>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· It is vital to train and employ additional employees such as psychologists and seek the services of community social workers. For example, seeking the services of retired employees and personnel from the military. This will ensure that the facility responds to short-term demands. Military precision will ensure that the facility can offer social services to the residents uninterrupted. Residents of these facilities require a lot of care and with a disaster looming, it is critical to have as many hands as possible in the facility.· Shift-rotation is vital for staff members during disasters because they ensure the employees’ morale is high.· Establishing and maintaining stock of all supplies. By doing this, the facility will know when there is shortage. Ensuring that services are running smoothly in the facility is essential.
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Everyone must work together· Start to train people with basic,so they can start helping other· Each group need to have a leader who keeps all the work in trackEquipment and/or Materials and Supplies Needed· Medical supplies· Specific schedule of shift time for all staff membersInformation Needed· The stock supplies need to update everyday to see how many left and maintain for the best service for all residents· All staff members need to have the schedule for rotate the shift time that they can maintain the highest quality
Facilities <Insert Director’s Name Here>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:···
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed·Equipment and/or Materials and Supplies Needed·Information Needed·
Administrative Services (Personnel, Finance and Purchasing, Public Relations) <Rachel Herr>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Prevent panic by keeping the staff calm. Everyone must work together.· Determine where people can shelter off-site if absolutely necessary.· Send out a new update to resident families.
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Assistance from the IT Director.Equipment and/or Materials and Supplies Needed· Internet connection. Although the facility is capable of sending out a mass phone message to resident families, it would be beneficial to also send do so via email in order to increase the chance of getting through to the families.Information Needed· Information from staff of any injuries will be needed to inform families, for patient records, and for potential legal needs later on.
IT and Telecom <Conrad Burris>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Notify the hospitals and local fire department about the patients with serious medical conditions that need to be hospitalized assisted· Ensure to stay abreast any developing news stories via social media or radio stations
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Director of Facilities, Director of Administrative Services, Director of Information Technology and Telecommunications· First responders· Volunteers to clean the facilityEquipment and/or Materials and Supplies Needed· Staff to help with residents that depend on electronic equipment· Staff to send out updates to resident’s familiesInformation Needed· Emergency contacts of resident’s families

Business Resumption

(9 a.m. Thursday and the next 7-10 days)

The list of decisions to be escalated is presented first, to ensure visibility; it does not need to be completed first. Each director also has a table to fill out describing critical activities and resources.

Decisions That the Executive Director Needs to Make (Business Resumption)

As a group, propose some decisions that the executive director needs to make (decisions that are above your pay grade or to resolve conflicting ideas). List major, executive-level decisions only and prioritize them. Briefly explain the basis or rationale for the decision you seek and the objectives or, if it is denied, the consequences.

Decisions Needed
Decision needed: Need approval to purchase and use various locally-found supplies, because many of the regular deliveries aren’t yet able to reach the facility.What objective the decision would achieve: Safety (medical supplies) and health (food).Consequence of failure to decide or act: Worsening of injuries, hunger.
Decision needed: Need direction and approval for hiring the now-vacant job positions (HVAC technician, head of mental health services in Residential Services, etc).What objective the decision would achieve: Good continuity of care for residents and ability to fulfill financial obligations.Consequence of failure to decide or act: Possible injuries due to sub-par care, resulting in bad publicity or lawsuits.
Decision needed: Determine how the company will financially assist personnel and personnel family impacted by the storm.What objective the decision would achieve: It’s the right thing to do.Consequence of failure to decide or act: Negative impact on staff morale, bad public image, potential loss of customers.
Decision needed: Communicate concisely to staff members, residents, government and family members about the present status of the facility and plans resume normal facility services. A disaster recovery plan is critical.What objective the decision would achieve: This decision will notify workers about any changes that will be affected. Also, it will notify family members about the residents and whether there is a continuity plan. The communication will also give regulatory authorities an opportunity to give approvals for the resumption of occupancy and services.Consequence of failure to decide or act: N/A
Decision needed: Access database that maintains the management system that supports Finance and Human Resources from the backup on the cloudWhat objective the decision would achieve: Since the database administrator is not available and the Junior IT is having issues obtaining the files, this will give us the opportunity to recover the files.Consequence of failure to decide or act: If the Finance and Human Resource isn’t assessed, the hours of employees will not be able to be documented and we will not have access to their contact information.
Decision needed:What objective the decision would achieve:Consequence of failure to decide or act:
Decision needed:What objective the decision would achieve:Consequence of failure to decide or act:
Decision needed:What objective the decision would achieve:Consequence of failure to decide or act:
Residential Services <Kelly>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Checking water for any contamination is a vital deed· Continue with counseling services. Both residents and staff members need these services after the disaster.· Checking foods/medical supplies for how long
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Group of people to check water supplies frequently· Make sure everyone has the same service as soon as possible· Provide the quality and efficiency time for each serviceEquipment and/or Materials and Supplies Needed· Staff members· Water/ Food supplies· Medical SuppliesInformation Needed· The information about the water supplies need to be update everyday· Food supplies information will also need update frequently
Facilities <Insert Director’s Name Here>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:···· Coordinate with the Director of Administrative Services to see if additional food supplies can be purchased locally, until regular deliveries are able to resume. (Rachel).
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed·Equipment and/or Materials and Supplies Needed·Information Needed·
Administrative Services (Personnel, Finance and Purchasing, Public Relations) <Rachel Herr>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Work with the Facilities Director to create a plan and a budget to get the building into at least safe condition (until a full team can reach the building).· Work with the IT Director to retrieve the backups of all corrupted data, so that all financial obligations can be fulfilled.· Fill all now-vacant job positions with permanent and temporary personnel as needed. Coordinate with all relevant departments to ensure they have the help they need, until the new personnel arrive.· Communicate with all employees. Provide help as needed and inform staff of how business will resume.· Provide updates to families and the general public. Create a press release to be posted on the company website outlining the response and recovery efforts of the facility.
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Director of IT.Equipment and/or Materials and Supplies Needed· Basic building materials and help to perform emergency repairs, until a full team is able to reach the facility. For example, securing plywood and tarps to prevent further weather damage.Information Needed· A timeframe of when various technologies will be back up and running.
IT and Telecom <Conrad Burris>Additional Contributions: <Insert Name(s) After Contributed Item>
A. Explain your critical activities, including any internal collaboration and external contacts you need to make:· Access remote cloud in order to access all files from the facilities’ system· Ensure that external communication is restored to all· Ensure that staff and residents receive proper care from first responders· Coordinate with the Director of Administrative Services to hire temporary staff to fulfill responsibilities of the database administrator until he is ready to return to work, as well as someone to work with the junior IT staff. (Rachel)
B. List the resources you need (people, equipment, materials/supplies, information):People / Organizations Needed· Director of Administrative Services· First responders· IT StaffEquipment and/or Materials and Supplies Needed· IT CloudInformation Needed· Status of conditions· Amount of damage to any electrical equipment

1

HSMN 630 Study Group <Insert TEAM NAME/# Here>

<Note: Statement attesting to original work is at the end of this document. >

Part 2: After-Action Review

Combine this report with the Part 1 report. This is more of a group effort, but each person must identify his or her contributions.

What Did Not Go Well

List things that did not go well and speculate on the root causes of why there were problems for each phase. Identify both the phase (Initial Response, Short-term Response, Business Resumption, Longer-term Recovery) and the area where the problem occurred; e.g., Administrative Services or Facilities. Also list who identified the problem; the person who identifies the problem may be from a different department.

Problem DescriptionDepartment Affected (or all)?Identified by:
All Phases
Initial Response
Short-term Response
Business Resumption
Longer-term Recovery

What Was Done Well?

List things that the team did well for each phase and speculate as to why. Identify both the phase (Initial Response, Short-term Response, Business Resumption, Longer-term Recovery) and the area where the success occurred; e.g., Administrative Services or Facilities. Also list who identified the success; the person who identifies the success may be from a different department.

Success DescriptionIn Which Department (or all)?Identified by:
All Phases
Initial Response
Short-term Response
Business Resumption
Longer-term Recovery

Mitigation and Preparation Recommendations

What mitigation measures can be put in place to prevent or minimize problems in the future? What preparations for response and recovery need to be implemented? List the recommendations in the categories Critical, Important, or Enhancement (i.e., nice to have). Also recommend a timeframe to implement each recommendation; e.g., in the next 2 weeks, in the next 90 days.

RecommendationTimeframeIdentified by:
Critical Activities
Important Activities
Enhancements

Appendices (Optional)

<References Used for both Part 1 and Part 2. IDENTIFY WHO LOCATED EACH REFERENCE. >

<Additional details to justify actions or recommendations listed above. >

Statement Attesting to Original Work

“This paper, examination, report, or the section thereof for which I have indicated responsibility, is my own work. Any assistance I received in its preparation is acknowledged within the report or examination, in accordance with academic practice. For any data, ideas, words, diagrams, pictures, or other information from any source, quoted or not, I have cited the sources fully and completely in the text, in endnotes, or in footnotes and bibliographical entries, as required. Furthermore, I certify that the material was prepared by me specifically for this class and has not been submitted, in whole or significant part, to any other class in this university or elsewhere, or used for any purpose other than satisfying the requirements of this class, except that I am allowed to submit this material to a professional publication, peer reviewed journal, or professional conference. In adding my name following the word ‘Signature’, I intend that this certification will have the same authority and authenticity as a document executed with my hand-written signature.”

Team Member 1 Signature ______________________________ Date ______________

Team Member 2 Signature ______________________________ Date ______________

Team Member 3 Signature ______________________________ Date ______________

Team Member 4 Signature ______________________________ Date ______________

Notes:

* The entire group may present a multi-signature attestation.

* Submit this only with your individual copy of the assignment. Do not include this statement on the report posted to the public discussion forum.

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