# Emergency Program Manager

## Knowledges, Skills, and Abilities

Developed by the International Association of Emergency Managers,
formerly the National Coordinating Council on Emergency Management
(NCCEM), under cooperative agreement with the Federal Emergency
Management Agency (FEMA).

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

**Before an Emergency:**

**1.0 Monitor and manage projects in house**

1.1 Conduct project briefings to external groups (e.g., reverse Group
dynamics

> 911\)
>
> 1.1.1 Research the subject Research techniques
>
> 1.1.1.1 Determine where to go to get the information

2.  Analyze your audience and develop a delivery Writing and public

> method (print, overheads, slides) speaking skills
>
> 1.1.3 Deliver the presentation Instructional techniques; Public
> speaking
>
> audio visual equipment

1.2 Communicate with staff and others Interpersonal skills

1.  Give staff individual feedback on performance/

> projects
>
> 1.2.2 Set deadlines
>
> 1.2.3 Hold staff progress meetings Principles of effective
>
> meetings
>
> 1.2.4 Write reports Report writing
>
> 1.3 Develop a budget
>
> 1.3.1 Follow the budget process

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 1.3.1.1 Identify the sources of the money Organizational structure of
>
> jurisdiction; key personnel
>
> and power structure
>
> 1.3.1.2 Determine how to get money
>
> 1.3.1.3 Identify the steps for budget approval Budgeting process
>
> 1.3.1.4 Examine State and Federal budgets for obtaining Principles of
> fiscal Research techniques
>
> additional funding management
>
> 1.3.2 Identify the obstacles/political considerations Power structure
> of
>
> jurisdiction
>
> 1.3.2.1 Identify the areas for which funding is available
> Grantsmanship
>
> 1.3.2.2 Use creativity to get funding for non-funded Creative methods
>
> requirements
>
> 1.3.2.3 Identify and write grant proposals Proposal writing
>
> 1.3.3 Write/calculate a budget
>
> 1.3.4 Manage the budget
>
> 1.3.4.1 Analyze reports to determine what has been Methods of tracking
> and
>
> spent and what remains projecting costs; budget
>
> analysis

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 1.3.4.2 Reprogram or reallocate the funds as necessary Decision making
>
> 1.3.4.3 Re-evaluate the impact on remaining funds

5.  Coordinate with other agencies (fire dept, police, etc.)
    Organizational structure Leadership skills

> when purchasing equipment (e.g., fax machines, of agencies
>
> laptops, etc.)

3.  Meet department goals

> 1.4.1 Set goals annually Principles of management
>
> 1.4.1.1 Identify State/Federal mandated goals Goal writing/setting
>
> 1.4.1.2 Coordinate your goals with those of Coordinating; liaison
>
> other agencies skills

2.  Review/reassess goals quarterly and rewrite as

> necessary

3.  Obtain weekly updates of progress toward goals

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4.  Complete projects on time

    1.  Review deadlines and adjust as necessary

> 1.5.2 Provide employee incentives for projects completed Motivation
> methods Interpersonal skills
>
> on time
>
> 1.5.3 Use managerial tools (milestone charts, etc.) as Project
> management tools
>
> necessary to track progress

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

5.  Develop new programs and/or enhance existing programs

    1.  Be receptive to opportunities/new ideas to enhance

> programs

1.6.1.1 Use brainstorming in meetings Brainstorming and Facilitating

creative methods

2.  Analyze program ideas from other agencies

> or other cities

1.6.2 Analyze problem areas and explore solutions Problem solving
methods Problem solving skills

> 1.6.3 Critique approaches/solutions regularly
>
> 1.6.4 Stay abreast of new technology Computer systems; emergency
>
> equipment and communication
>
> hardware

1.  Attend regional conferences

> 1.6.4.2 Read articles/papers

**2.0 Conduct planning/mitigation activities**

2.1 Complete hazard vulnerability assessment Federal and State
legislation;

principles of risk

> management
>
> 2.1.1 Research the history of your jurisdiction Record keeping process
> Research skills;
>
> of jurisdiction organizational skills
>
> 2.1.1.1 Interview other agencies regarding past hazards Interviewing
> skills

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 2.1.1.2 Interview "old timers"
>
> 2.1.1.3 Review newspaper articles

4.  Collect the legislation that applies to Research skills

> emergency management in your jurisdiction

1.  Determine shortfalls of your plan

2.  Propose legislative solutions to Legislative process

> correct shortfalls
>
> 2.1.2 List and rank hazards in the community Generic hazards
>
> 2.1.3 Identify emergency resources and limitations Analysis skills
>
> 2.1.4 Write hazard/vulnerability assessment document Writing skills

1.  Develop local emergency operations plan

> 2.2.1 Meet with other agencies that have a role in your plan Team
> building methods Coordinating; liaison
>
> (local government, business, industry, Red Cross, skills
>
> humanitarian organizations, Salvation Army, etc.)

1.  Establish and publish a mandate for

> executive commitment

2.  Establish points of contact and explain plan

> 2.2.1.3 Assign agency leaders to complete resource annexes
> Motivational; leader-
>
> ship skills

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 2.2.2 Revise existing local emergency plan Planning techniques

1.  Assess how changes in one section affect another

> 2.2.2.2 Rewrite new sections and review with other
>
> agencies, as required
>
> 2.2.3 Develop a draft plan

2.2.3.1 Establish a format for the plan Previous plan

2.2.3.2 Assign tasks Principals of planning

2.2.3.3 Write selected annexes for draft; identify Writing skills

evacuation routes for appropriate annexes

4.  Include outside individuals to develop Motivation;

> selected annexes negotiation;
>
> leadership skills
>
> 2.2.4 Review drafts with agencies Group dynamics Diplomacy
>
> 2.2.5 Obtain approval of the plan from other agencies Motivation;
>
> negotiation;
>
> leadership skills
>
> 2.2.6 Secure vital records or files

2.3 Improve inter-agency cooperation

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

2.3.1 Involve agencies in exercises (table top, functional, Adult
education Leadership skills

full scale) principles; exercise/

simulation design

1.  Develop exercise objectives

2.  Develop scenarios

3.  Review scenarios to determine what elements

> of the plan need to be exercised

2.3.1.4 Develop evaluation criteria Evaluation principles

2.3.2 Conduct training Instructional techniques

1.  Conduct exercises

2.  Evaluate exercises

> 2.4 Test emergency equipment daily Emergency equipment

3.  **Maintain positive public relations**

    1.  Develop community support for the emergency management

> program
>
> 3.1.1 Speak to groups, schools and special populations Public speaking
>
> (elderly, handicapped)

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 3.1.2 Market the program Marketing

1.  Prepare brochures and videos on the

> program

3.1.2.2 Cultivate relations with the media Media/media relations

3.1.3 Make public service announcements Dealing with the

> media

3.1.4 Give tours of the facility Public speaking

3.1.5 Establish community committees Leadership skills

6.  Attend community meetings and other community

> functions

3.1.7 Participate on community service boards Leadership; inter-

personal skills

1.  Disseminate information on what local emergency

> management is (includes all other agencies and the public)

3.2.1 Conduct public officials conferences/workshops/ Adult education
principles Instructional skills

seminars

3.2.2 Conduct business and industry conferences Principles of effective

meetings

3.2.3 Plan and conduct exercises for the public Exercise/simulation
design

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

2.  Help the public understand their responsibilities

    1.  Plan and conduct exercises for the public

> 3.3.2 Prepare brochures, press releases, and videos When to use
> prepared Managing outside media information vendors/
>
> contractors

3.  Ask for action (e.g., replace smoke detectors)

> immediately after a disaster

3.3.4 Make TV announcements of what the public TV/public speaking

should do in an emergency skills

3.4 Make the public aware of your capabilities

3.4.1 Provide demonstrations at local fairs Public protective actions
Writing; speaking,

(communications equipment, etc.) before, during and after demonstration
skills

an emergency

2.  Make the public aware of emergency management

> limitations (e.g., cannot guarantee the hurricane
>
> will hit)

3.  Educate the public so they perceive emergency

> management as an integral part of the local
>
> government

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

4.  Use volunteers

> 3.5.1 Determine jobs that are not appropriate for paid staff Managing
> people;
>
> coordination skills
>
> 3.5.2 Develop a screening instrument for "hiring" and/or Interviewing
> skills
>
> placing volunteers

3.  Manage and train volunteers

> 3.5.3.1 Train volunteers for one function only; if a Adult education
> principles Instructional skills
>
> volunteer will be multi-functional, train
>
> separately for other function(s)
>
> 3.5.3.2 Coordinate with other agencies and volunteers Liability laws
> Coordination;
>
> to help manage and train the volunteers motivational skills
>
> 3.5.3.3 Keep personal files on your regular, trained Organizational
> skills
>
> volunteers

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

**During an Emergency:**

1.  Preparation

> 1.1 Prepare public information Joint information systems/ Data
> research and
>
> joint information centers collection
>
> 1.1.1 Gather the facts Emergency public
>
> relations plan
>
> 1.1.2 Write press releases Local media contacts Writing skills

1.  Disseminate public information

    1.  Call a press conference, if appropriate

    2.  Call or fax statements to TV, radio, and

> newspapers

1.3 Determine who is in charge and will speak for each agency
Coordination skills

(line of succession)

> 1.4 Phone/radio liaisons to be on standby
>
> 1.5 Prepare briefings for leaders (policy makers) Public speaking
> skills
>
> 1.5.1 Review the emergency plan with leaders Emergency plan

2.  Gather information on the emergency/disaster

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

3.  Deliver verbal briefing of the big picture (initial

> briefing)

1.6 Assure proper record keeping Organizational;

supervisory skills

1.  Assign staff or individuals to log; date, time of

> events, communications

2.  Continue to update the log over time

> 1.6.3 Use an emergency information system, if you Electronic data
> gathering
>
> have one system functions

1.7 Manage resources Resources, public and private

1.7.1 Determine what resources you have and where Judgment

they are

1.7.2 Determine how to get the resources Decision making

1.7.3 Establish agreements with private sector providers Contractual
agreements Coordination;

> liaison skills

1.8 Test emergency equipment Emergency equipment

operation

9.  Check availability of emergency supplies

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

2.  **Response**

> 2.1 Activate Emergency Operations Center (EOC) EOC, SOPs Coordination;
>
> supervisory; decision
>
> making skills

1.  Notify EOC staff (fire chief, American Red Cross,

> military liaison policy coordination and operations
>
> group)

2.1.2 Complete facility preparation (furniture, phones, Coordination
skills

emergency power, etc.)

2.  Notify other centers of "open for business" status

> 2.2 Declare state of emergency Current state of emergency/
>
> disaster
>
> 2.2.1 Prepare statement Writing skills
>
> 2.2.2 Distribute statement to press Media personnel hierarchy
>
> 2.3 Prepare additional public relations releases as often as Writing
> skills
>
> necessary

3.  Monitor field status

> 2.4.1 Perform preliminary assessments (bridges out, Damage assessment
> Map reading
>
> roads blocked, etc.) process

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

2.4.1.1 Gather information (status of the hospitals, Incident Command
System

water company, electricity) and update (ICS)

public officials

2.4.1.2 Take appropriate action to correct the situation Incident
Command System Decision making

(ICS)

2.4.1.3 Determine what is happening to infrastructure Networking skills

(public utilities, transportation, roadways, etc.)

2.5 Open shelters Shelter management Coordination;

supervisory skills

1.  Call schools to use their space

2.  Call the Red Cross for staffing and feeding

> 2.6 Relocate the population The plan as related to annex
>
> groups such as Red Cross
>
> 2.6.1 Implement evacuation routes Map reading
>
> 2.6.2 Ensure traffic control and law and order is Coordination;
>
> executed according to plan negotiation skills

7.  Assess damage and prepare for recovery considerations

    1.  Review plan on damage assessment

> 2.7.1.1 Assign tasks Supervisory skills

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

2.7.1.2 Assess resources (number of teams required, Judgment; decision

> what radio frequencies will be used to making
>
> communicate, etc.)

2.7.2 Issue appropriate forms Forms

2.7.3 Alert the number of teams required Supervisory skills

4.  Review the plan for recovery and begin to anticipate

> needs

2.8 Assure proper record keeping (on-going) Organizational skills

2.9 Conduct media briefings (on-going) Public speaking skills

2.10 Allocate resources Decision making skills

1.  Prioritize requests for resources

> 2.10.2 Remove resources from vulnerable areas Decision making;
>
> coordination skills

2.11 Coordinate with various levels of government (on-going)
Coordination; liaison

> skills

12. Establish rumor control

> 2.12.1 Assign the responsibility to a person or an agency Supervisory
> skills
>
> 2.12.2 Advertise the number to call for information Media channels and
>
> personnel

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 2.12.3 Coordinate between rumor control and press releases
> Coordination skills

3.  Recovery

    1.  Maintain emergency information system

> 3.1.1 Assure proper record keeping Organizational skills

3.1.1.1 Begin the documentation process (photographs, Documentation
Computer skills

time and attendance reports, materials listing, requirements (desirable)

copies of invoices, copies of the bid process)

2.  Begin to organize/file materials for "after

> action" report

3.1.2 Review the local emergency plan and Disaster Relief Local
emergency plan;

Act procedures Disaster Relief Act

1.  Perform search and rescue

> 3.2.1 Coordinate manpower and materials to conduct search Coordination
> skills
>
> 3.2.2 Coordinate reception centers for injured Coordination;
>
> organizational; map
>
> reading; counseling
>
> skills

3.  Provide temporary shelters for displaced personnel

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 3.3 Perform a preliminary windshield survey Damage assessment
>
> procedures

3.3.1 Dispatch the team to conduct the survey

1.  Gather data

2.  Inform EOC of the data

3.  Prepare for declaration request

4.  Request supplementary assistance measures

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3.  Provide emergency access

> 3.4.1 Coordinate manpower and resources to open 2-way radio operation
> Map reading
>
> emergency routes
>
> 3.4.2 Continually assess adequacy of emergency routes Perimeter
> control

3.5 Begin restoration of vital facilities Resources available

3.5.1 Coordinate manpower and the resources needed to Resources
available

restore service

3.5.2 Determine priority of services to be restored Decision making

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

3.6 Continue to gather information about the emergency/ Research skills

disaster (What are the problems? What are the most serious/

urgent problems?)

1.  Determine the cause of the emergency/disaster,

> if known

3.6.2 Brief policy level decision makers (mayor, attorney) Public
speaking;

leadership skills

3.6.3 Coordinate with various levels of government Coordination; liaison

> skills

3.7 Implement site security and law and order provisions Organizational;

management; decision

making skills

1.  Ensure traffic control and law and order

2.  Provide manpower and equipment, as necessary

3.  Implement mutual aid agreements with State and/ Disaster Assistance
    Act;

> or Federal agencies Disaster Assistance Process

3.8 Coordinate receiving center for relief supplies Organizational;

supervisory skills

1.  Establish central site for supplies

> 3.8.2 Provide manpower to unload trucks, inventory,
>
> organize materials

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 3.8.3 Distribute supplies to remote distribution sites Demographics of
> community

4.  Provide security for supplies

5.  Provide food and shelter for workers

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8.  Begin debris removal

> 3.9.1 Determine method of removal; use own work- Federal resources
> (i.e., Negotiation;
>
> force, contract out to approved vendors, or a Corps of Engineers,
> decision making
>
> combination of the above Coast Guard, etc.) skills

2.  Locate debris removal sites

> 3.9.3 Obtain EPA approval EPA source material/
>
> personnel

4.  Monitor the removal process

    1.  Count the number of loads

    2.  Document the process

    3.  Establish record keeping

> 3.10 Set up Disaster Applications Center (DAC) Disaster Assistance
> Organizational;
>
> process supervisory skills

1.  Provide furniture (chairs, tables, etc.)

2.  Provide equipment (phones, phone lines, fax, etc.)

[Skills/Tasks]{.underline} [Knowledge of]{.underline}
[Abilities]{.underline}

> 3.11 Implement closing procedures for EOC Emergency Operations
>
> Management system

1.  Scale down EOC operations, as appropriate

2.  Notify other agencies of closings

3.  Close EOC

> 3.12 Complete an "after action" report Writing skills

1.  Compile final information

2.  Write final information

> 3.13 Critique the operation Listening; leadership;
>
> tact/diplomacy

1.  Determine what went right and when went wrong

> with the team

2.  Recommend changes

> 3.13.3 Re-write the plan based on the critique Writing skills

**Other Skills, Knowledges and Abilities**

The Emergency Program Manager will either be responsible for or will
manage others that are responsible for:

-   Communications

-   Radiological systems

-   Hazardous materials

-   Training

-   Logistics

Therefore, he or she should have the following technical knowledge and
skills.

**Communications:**

*The Emergency Program Manager should know:*

####### Warning and notification systems 

How state-of-the-art communications systems work (i.e., equipment such
as 2-way radios, cellular communications,

data communications, SATCOM links, faxes, amateur radio networks)

> The limitations and capabilities of the systems

######## System requirements 

> System specifications
>
> Emergency Broadcast System
>
> Local activation procedures

*The Emergency Program Manager should be able to:*

Operate a computer (desirable)

Maintain a communication system (fixed and mobile)

######## Develop a communication plan that identifies all frequencies in his or her jurisdiction

######### Test systems to make sure they work 

**Radiological Systems:**

*The Emergency Program Manager should know:*

####### The provision of Radiological Protection

####### The radiological protection plan

######## What radiation is

The hazards and vulnerabilities associated with accidents involving
radioactive material

How radiation affects the human body

######## Public protection factors

Mitigation measures

*The Emergency Program Manager should be able to:*

######## Plan for radiation protection

Identify emergency resources

Determine resource limitations

[For radiological incidents he or she should know:]{.underline}

Special resources requirements

Equipment required

Which hospitals can treat contaminated patients

[For radiological incidents he or she should be able to:]{.underline}

Record incident and notify the required agencies

Dispatch the initial monitoring team

Prepare a media briefing

[For fixed nuclear facility accidents he or she should
know:]{.underline}

The warning system

Where people who may be in danger live (NDD-map that locates the people)

NuReq 0654 (outlines guidelines)

The different levels of emergency

[For fixed nuclear facility accidents he or she should be able
to:]{.underline}

Test warning systems

Identify the evacuation routes, and alternates

Establish hot areas

Calculate evacuation times

Identify shelters

Provide for essential life support

Deal with controversy

**Hazardous Materials:**

*The Emergency Program Manager should:*

Know the laws, rules and regulations pertaining to hazardous materials

Know, or know where to go to get the information on hazardous materials

Know or be able to look up the effects on the human body

Know or be able to look up the mitigation measures

*The Emergency Program Manager should be able to:*

Determine if evacuation is appropriate

Determine the best way to provide shelter

Quickly research any information needed for a hazardous materials
emergency

**Training:**

*The Emergency Program Manager should:*

Know how to identify the shortfalls

Know Federal, State and local training requirements of the various
services (i.e., fire, EMS, public works, law enforcement, etc.)

Know the types of exercises (table top, functional, full-scale)

Know the subject matter of exercises (technical hazard, natural hazard
and national security)

Know how to implement the exercise

Know how to document the exercise (what happened)

Know how to fill out the DRQ-10 during an emergency to get credit for it
as an exercise

**Training: (Continued)**

*The Emergency Program Manager should: (Continued)*

Know how to identify training needs and schedule classes

Knowledge of target of audiences

**Logistics:**

Know how to write memorandums of understanding

Know emergency purchasing process

Know local resources, including private and military resources within
the jurisdiction

###### Deputy Assistant Program Manager 

The tasks, knowledges and abilities of the Deputy Assistant Emergency
Program Manager are the same as for the Emergency Program Manager.
However, the position may require different levels of proficiency
depending on the level of knowledge of the Emergency Program Manager.

-   If the Emergency Program Manager is newly appointed, the Assistant
    Deputy Program Manager should have an in-depth, working knowledge of
    the tasks, knowledges and abilities of the Emergency Program Manager
    position.

-   If the Emergency Program Manager has been in his or her position for
    a period of time, the Deputy Assistant Program Manager should have
    an understanding of all the tasks, knowledges and skills that the
    Program Manages has mastered. However, he or she does not have to be
    as proficient as the Emergency Program Manager. The deputy needs to
    know where to go to get the information he or she does not know.

The Emergency Program Manager may also want the Deputy to have a strong
administrative and technical background (e.g., computer systems) to
supplement his or her skills and help carry out the functions of the
job.