VHA Comprehensive Emergency Management Program Site Visit Agenda

**VISN Office Comprehensive Emergency Management**

**Program**

Department of Veterans Affairs

Veterans Health Administration

Office of Public Health and Environmental Hazards, Emergency Management
Strategic Health Care Group

![](media/image1.png){width="1.0972222222222223in"
height="1.0972222222222223in"}

**November 6, 2008**

![](media/image2.jpeg){width="2.2597222222222224in"
height="11.003472222222221in"}**\
**

**VISN Agenda**

Veterans Integrated Service Network (VISN) Pre-Survey should be
coordinated with the VISN Emergency Management Committee (EMC)

Throughout the context of the VISN CEMP documents, the phrase "Emergency
Program Coordinator" (EPC) will relate to designated VISN staff and/or
VISN-Liaison Area Emergency Manager.

The following documents should be ready for the Team for review on-site:

-   HVA

-   Emergency Management Plan (EMP)

-   Emergency Operations Plan (EOP)

-   VISN Continuity of Operations (COOP) Plans

-   EOC Plans and Incident Command System (ICS) Documentation

-   After Action Reviews (AARs)

-   Memorandums of Agreements (MOAs) with any non-VA organizations
    (e.g., community healthcare organizations, federal, state or local
    organizations)

-   Resource Sharing Agreements

-   Service Support Agreement (SSA with EMSHG)

-   Lists of contracts and agreements for the purchase of commodities
    and services during an emergency

-   Lists of VISN level purchase orders for emergency purchases

-   Incident Management Team (IMT) assignments

-   Key Personnel Resource Matrix (e.g., callback lists)

-   EMC Charter/Policies and meeting minutes

-   VISN Staff and Committees Organization chart including location of
    VISN Emergency Program Coordinator (EPC) or equivalent and Emergency
    Management Committee (EMC)

-   Annual program evaluation reports of EMP

-   Any facility site visits regarding any aspects of the EMP

-   Descriptions of any construction projects that specifically deal
    with the EMP

-   IT Business Resiliency/Continuity of Operations plans

-   EOC documentation

-   List of Exercises participated in within the VISN and the community

**\
Day One**

+-------------------+-----------------------+-----------------------+
| Time              | Person/Committee      | Topic                 |
+===================+=======================+=======================+
| 8am - 8:30am      | VHA Assessment Team   | -   Arrive at VISN    |
|                   |                       |     > and meet VISN   |
|                   | VISN EPC              |     > EPC, DND and    |
|                   |                       |     > COO             |
|                   | VISN Deputy Network   |                       |
|                   | Director (DND)        | -   Discuss visit     |
|                   |                       |     > logistics       |
|                   | VISN Chief of         |                       |
|                   | Operations (COO)      | -   Discuss any       |
|                   |                       |     > changes to      |
|                   |                       |     > assessment      |
|                   |                       |     > schedule        |
|                   |                       |                       |
|                   |                       | -   Visit work area   |
|                   |                       |     > and brief tour  |
|                   |                       |     > of VISN offices |
|                   |                       |                       |
|                   |                       | -   Locate documents  |
+-------------------+-----------------------+-----------------------+
| 8:30am -- 9:30am  | Leadership (VISN      | -   Opening           |
|                   | Director and key      |     Conference        |
|                   | leadership)           |     including brief   |
|                   |                       |     discussion of the |
|                   | Above participants    |     results of VISN   |
|                   | plus VISN Director,   |     facility visits   |
|                   | if available, and any |     by the VHA        |
|                   | other key VISN staff  |     Assessment Team,  |
|                   | as decided by VISN,   |     if available      |
|                   | including EMSHG VISN  |                       |
|                   | Liaison AEM           | -   Review agenda     |
+-------------------+-----------------------+-----------------------+
| 9:30am -- 10:30pm | Initial meetings with | -   EMP planning and  |
|                   | EPC, DND and/or COO,  |     administrative    |
|                   | EMSHG VISN Liaison    |     activities        |
|                   | AEM, and CAM          |                       |
|                   |                       | -   VISN concept of   |
|                   |                       |     operations for    |
|                   |                       |     managing          |
|                   |                       |     disasters         |
|                   |                       |                       |
|                   |                       | -   Resource planning |
|                   |                       |     in support of     |
|                   |                       |     hazard mitigation |
|                   |                       |                       |
|                   |                       | -   Preparedness      |
|                   |                       |     planning and      |
|                   |                       |     coordination of   |
|                   |                       |     VISN facilities   |
|                   |                       |                       |
|                   |                       | -   EOP exercises     |
|                   |                       |                       |
|                   |                       | -   Continuity        |
|                   |                       |     Planning          |
+-------------------+-----------------------+-----------------------+
| 10:30am-1:00pm    | Document review and   | -   Follow-up to      |
|                   | working lunch         |     above discussions |
+-------------------+-----------------------+-----------------------+
| 1:00pm -- 2:00 pm | VISN DND and/or COO,  | -   Program overview  |
|                   | EPC, EMSHG VISN       |     (further coverage |
|                   | Liaison AEM, and VISN |     of DND/COO items) |
|                   | Education Service     |                       |
|                   | Rep. (ESR)            | -   Training          |
|                   |                       |                       |
|                   |                       | -   Document review   |
|                   |                       |     questions         |
|                   |                       |                       |
|                   |                       | -   Exercises         |
|                   |                       |                       |
|                   |                       | -   Program           |
|                   |                       |     evaluations       |
|                   |                       |                       |
|                   |                       | -   Process           |
|                   |                       |     improvement       |
+-------------------+-----------------------+-----------------------+
| 2:00pm -- 3:30pm  | EOC participants      | -   EOC and crisis    |
|                   | including EMSHG VISN  |     operations using  |
|                   | Liaison AEM           |     a scenario-based  |
|                   |                       |     discussion        |
|                   |                       |                       |
|                   |                       | -   Overall incident  |
|                   |                       |     management        |
|                   |                       |                       |
|                   |                       | -   Initial           |
|                   |                       |     recognition       |
|                   |                       |                       |
|                   |                       | -   Mobilization      |
|                   |                       |                       |
|                   |                       | -   EOC management    |
|                   |                       |                       |
|                   |                       | -   Incident action   |
|                   |                       |     planning          |
|                   |                       |                       |
|                   |                       | -   Staff callback    |
|                   |                       |                       |
|                   |                       | -   Extended          |
|                   |                       |     Operations        |
|                   |                       |                       |
|                   |                       | -   Public            |
|                   |                       |     Information Mgmt. |
|                   |                       |                       |
|                   |                       | -   Communication     |
|                   |                       |     Systems           |
|                   |                       |                       |
|                   |                       | -                     |
|                   |                       | Demobilization/Return |
|                   |                       |     to Readiness      |
+-------------------+-----------------------+-----------------------+
| 3:30pm -- 3:45pm  | Break                 |                       |
+-------------------+-----------------------+-----------------------+
| 3:45pm -- 4:30pm  | DND/COO/EPC and HR    | -   Follow-up to EOC  |
|                   | Manager               |                       |
|                   |                       | -   Issues not        |
|                   |                       |     addressed from    |
|                   |                       |     earlier meeting   |
|                   |                       |                       |
|                   |                       | -   Role of EMSHG     |
|                   |                       |     support           |
|                   |                       |                       |
|                   |                       | -   Leadership        |
|                   |                       |     Succession        |
|                   |                       |                       |
|                   |                       | -   Employee Welfare  |
|                   |                       |                       |
|                   |                       | -   HR policies       |
|                   |                       |                       |
|                   |                       | -   Providing staff   |
|                   |                       |     information       |
|                   |                       |                       |
|                   |                       | -   Internal VISN     |
|                   |                       |     communications    |
|                   |                       |                       |
|                   |                       | -   Emergency         |
|                   |                       |     purchasing and    |
|                   |                       |     cash-on-hand/use  |
|                   |                       |     of purchase cards |
+-------------------+-----------------------+-----------------------+
| 4:30pm -- 5:00pm  | VISN EPC              | -   Review Day One    |
|                   |                       |     > and Two         |
+-------------------+-----------------------+-----------------------+
| 5:00pm -- 5:30pm  | VHA Assessment Team   | -   Debrief from day  |
|                   |                       |     and plan next day |
|                   |                       |                       |
|                   |                       | ```{=html}            |
|                   |                       | <!-- -->              |
|                   |                       | ```                   |
|                   |                       | -   Identify          |
|                   |                       |     > additional data |
|                   |                       |     > needs           |
+-------------------+-----------------------+-----------------------+

**Day Two**

+--------------------+-----------------------+-----------------------+
| Time               | Person/Committee      | Topic                 |
+====================+=======================+=======================+
| 7:30am -- 8:00am   | VISN EPC              | -   Overview of day's |
|                    |                       |     > plans           |
+--------------------+-----------------------+-----------------------+
| 8:00am -- 9:00am   | VISN CMO, EPC and     | -   Mass Fatality     |
|                    | EMSHG VISN Liaison    |     > Management      |
|                    | AEM                   |                       |
|                    |                       | -   Relationships     |
|                    |                       |     > with federal,   |
|                    |                       |     > state and local |
|                    |                       |     > external        |
|                    |                       |     > organizations   |
|                    |                       |                       |
|                    |                       | -   Interactions with |
|                    |                       |     > VACO            |
|                    |                       |                       |
|                    |                       | -   VISN level        |
|                    |                       |     > clinical        |
|                    |                       |     > initiatives     |
|                    |                       |                       |
|                    |                       | -   Support to        |
|                    |                       |     > external        |
|                    |                       |     > requirements    |
|                    |                       |                       |
|                    |                       | -   Medical Surge     |
+--------------------+-----------------------+-----------------------+
| 9:00am -- 9:45am   | VISN PAO and EPC      | -   Public            |
|                    |                       |     > Information     |
|                    |                       |     > Management      |
|                    |                       |                       |
|                    |                       | -   Community         |
|                    |                       |     > Relations       |
+--------------------+-----------------------+-----------------------+
| 9:45am-10:15am     | Community Care        | -   Initial Incident  |
|                    | Coordinator           |     > Management      |
|                    |                       |                       |
|                    |                       | -   Community and     |
|                    |                       |     > Home-based Care |
+--------------------+-----------------------+-----------------------+
| 10:15am -- 11:15am | VISN CLO, EPC, CAM,   | -   Return to         |
|                    | and CFO               |     Readiness         |
|                    |                       |                       |
|                    |                       | -   MOAs/sharing      |
|                    |                       |     agreements        |
|                    |                       |                       |
|                    |                       | -   VISN contracts    |
|                    |                       |                       |
|                    |                       | -   Open purchase     |
|                    |                       |     orders            |
|                    |                       |                       |
|                    |                       | -   Purchase cards    |
|                    |                       |                       |
|                    |                       | -   Critical          |
|                    |                       |     commodity needs   |
|                    |                       |                       |
|                    |                       | -   Staff for         |
|                    |                       |     emergency         |
|                    |                       |     contracting       |
|                    |                       |                       |
|                    |                       | -   Hazard mitigation |
|                    |                       |     projects          |
|                    |                       |                       |
|                    |                       | -   Resource          |
|                    |                       |     management and    |
|                    |                       |     needs assessments |
+--------------------+-----------------------+-----------------------+
| 11:15am -- 12:15pm | VISN CIO and EPC      | -   Business          |
|                    |                       |     > Continuity      |
|                    |                       |                       |
|                    |                       | -   IT Resiliency     |
|                    |                       |                       |
|                    |                       | -   Emergency         |
|                    |                       |     > back-ups        |
|                    |                       |                       |
|                    |                       | -   Voice and Data    |
|                    |                       |     > Communications  |
|                    |                       |     > capabilities    |
|                    |                       |     > and             |
|                    |                       |                       |
|                    |                       |    > interoperability |
|                    |                       |                       |
|                    |                       | -   Satellite Link    |
+--------------------+-----------------------+-----------------------+
| 12:15pm -- 1:00pm  | Lunch                 |                       |
+--------------------+-----------------------+-----------------------+
| 1:00pm -- 2:00pm   | VISN DND, COO, EMSHG  | -   EMC structure     |
|                    | VISN Liaison AEM,     |                       |
|                    | EPC, and EMC          | -   Evaluations and   |
|                    |                       |     > actions         |
|                    |                       |                       |
|                    |                       | -   EMC minutes       |
|                    |                       |                       |
|                    |                       | -   Involvement of    |
|                    |                       |     > ELC             |
|                    |                       |                       |
|                    |                       | -   EMC function      |
|                    |                       |     > within VISN,    |
|                    |                       |     > goals and       |
|                    |                       |     > objectives      |
|                    |                       |                       |
|                    |                       | -   EMC actions       |
+--------------------+-----------------------+-----------------------+
| 2:00pm -- 2:30pm   | DND, COO, EPC, and    | -   Cover any         |
|                    | CAM                   |     previously        |
|                    |                       |     unresolved items  |
|                    |                       |                       |
|                    |                       | -   Additional        |
|                    |                       |     resource needs    |
|                    |                       |     and plans         |
|                    |                       |                       |
|                    |                       | -   Review callback   |
|                    |                       |     process           |
|                    |                       |                       |
|                    |                       | -   Demonstrate       |
|                    |                       |     callback          |
|                    |                       |                       |
|                    |                       | -   Value of          |
|                    |                       |     Satellite Links   |
|                    |                       |                       |
|                    |                       | -   VISN requests for |
|                    |                       |     additional review |
|                    |                       |     or areas to be    |
|                    |                       |     visited           |
|                    |                       |                       |
|                    |                       | -   Early highlights  |
|                    |                       |     of visit          |
+--------------------+-----------------------+-----------------------+
| 2:30pm -3:30pm     | EPC and appropriate   | -   Visit alternate   |
|                    | VISN staff            |     EOC or EOC of     |
|                    |                       |     servicing VAMC    |
|                    |                       |                       |
|                    |                       | -   Visit areas       |
|                    |                       |     requested by VISN |
|                    |                       |                       |
|                    |                       | -   Observe Satellite |
|                    |                       |     Link              |
+--------------------+-----------------------+-----------------------+
| 3:30pm -- 4:00pm   | DND, EPC, VISN Safety | -   VISN occupant     |
|                    | Officer, and VISN     |     safety            |
|                    | Pharmacy Benefits     |                       |
|                    | Manager, if           | -   Occupant safety   |
|                    | appropriate           |     support and       |
|                    |                       |     oversight of      |
|                    |                       |     facilities        |
|                    |                       |                       |
|                    |                       | -   Role of Safety    |
|                    |                       |     Officer           |
|                    |                       |                       |
|                    |                       | -   Evacuation        |
|                    |                       |                       |
|                    |                       | -   Shelter-in-place  |
|                    |                       |                       |
|                    |                       | -   Perimeter         |
|                    |                       |     Management        |
|                    |                       |                       |
|                    |                       | -   Managing a        |
|                    |                       |     Hazardous         |
|                    |                       |     Substance         |
|                    |                       |     Incident          |
|                    |                       |                       |
|                    |                       | -   Biohazard         |
|                    |                       |     (Infection)       |
|                    |                       |     control Surge     |
|                    |                       |     Services during   |
|                    |                       |     an Emergency      |
|                    |                       |                       |
|                    |                       | -   Staff and family  |
|                    |                       |     mass prophylaxis  |
|                    |                       |                       |
|                    |                       | -   Personal          |
|                    |                       |     Protective        |
|                    |                       |     Equipment         |
|                    |                       |                       |
|                    |                       | -   VA All-Hazards    |
|                    |                       |     Emergency Cache   |
+--------------------+-----------------------+-----------------------+
| 4:00pm -- 6:00pm   | Team                  | -   Prepare Exit      |
|                    |                       |     Briefing          |
+--------------------+-----------------------+-----------------------+

**Day Three**

  Time              Person/Committee                                Topic
  ----------------- ----------------------------------------------- -------------------------
  8:00am - 8:30am   Meet with EPC                                   Overview of day's plans
  8:30am - 9:30am   Leadership (VISN Director and key leadership)   Exit Conference
  10:00am           Depart for airport