# Presentation: 064978

## Pandemic Plan DevelopmentKansas City FEBFebruary 2007

- Pandemic Plan DevelopmentKansas City FEBFebruary 2007

- P.R.I.C.E. 2007

**Notes:**
Brad: 20 minutes

## Objectives

- Assist agencies with developing pandemic response plans
- Assist agencies with enhancing existing pandemic plans
- Build for a “Determined Accord Exercise”
- Replicate the curriculum and methodology of COOP plan development

## COOP & Pandemics

- DHS/FEMA memorandum: “Continuity of Operations (COOP) Pandemic Influenza Guidance” (3/1/06)
- Directs executive agencies to incorporate pandemic influenza into Continuity of Operations Plans (COOP)
- The COOP is an all hazards plan and therefore the pandemic must be addressed within that context

## Resources

- National Strategy for Pandemic Influenza (White House)
- National Response Plan
- Federal Preparedness Circular 65 (FEMA)
- CDC Pandemic Plan (Health and Human Services)
- OPM Pandemic Guidance

## Resources

- Executive Order 12656: “Assignment of Emergency Preparedness Responsibilities”
- Homeland Security Presidential Directive 5 (HSPD-5): Management of Domestic Incidents

## Assumptions

- People, not facilities, will be effected
- Schedule is based on event/recovery
- There will be universal susceptibility to a virus with unidentifiable carriers
- Full-operability is desired
- Forecast is 60 (DHS) to 90 (WHO) days

## Assumptions

- 2% mortality rate
- 30% illness rate
- 40% absenteeism

## Keys For Success

- Communication (educate, recruit and mobilize)
- Hygiene, cleaning
- Social distancing in the office
- Telework
- Human capital flexibilities

## Government Planning

- Each agency must enlist the cooperation and support of the workforce
- Three deep succession may be needed
- Plan to maintain full operability for as long as possible

## KCCWG Backout Calendar

- Identifying pandemic plan elements – Feb. 21
- Creation of Standard Operating Procedures – March
- Policy updates – March
- Organization of the plan – April
- Government communication and coordination – April, May

## KCCWG Backout Calendar

- Mini Tabletop Exercise – May
- P.R.I.C.E. 2007 – June

## Bradley M. Scott, GSA Regional AdministratorEmergency Assessment and Response Committee, Co-Chairbradley.scott@gsa.gov

Dick Hainje, FEMA Regional Director Emergency Assessment and Response Committee, Co-Chair richard.hainje@fema.gov

- Bradley M. Scott, GSA Regional AdministratorEmergency Assessment and Response Committee, Co-Chair_[bradley.scott@gsa.gov](mailto:bradley.scott@gsa.gov)_
- Dick Hainje, FEMA Regional Director Emergency Assessment and Response Committee, Co-Chair _[richard.hainje@fema.gov](mailto:richard.hainje@fema.gov)_

- Pandemic Plan DevelopmentKansas City FEBFebruary 2007

## COOP Essential Elements

- Examine COOP essential functions and expand to consider dynamic nature of a pandemic
- Reexamine prioritization
- Identify those that can’t be performed from home or another location

## COOP Essential Elements

- Identify critical systems (vital records) or other operations that can be re-distributed or performed from other locations (devolution)
- Consider need for cross-training
- 3-deep succession planning
- Delegation of authority

## COOP Essential Elements

- Reconstitution – Return to normal operations

## Pandemic Elements

- Elements of a pandemic plan are the issues and areas that must be addressed to enable a response
- Elements are the _what_ in “what needs to be addressed”
- There are fundamental elements and agency-specific elements

## Pandemic Elements

- Fundamental elements:
- Human Resources
- Legal
- Information Technology
- Facilities
- Travel and Transportation
- Communication
- Hygiene

## Pandemic Elements

- Agency-specific elements are based solely on the respective mission of the agencies.

## Human Resources
Compensation Policy
Sick/Liberal Leave
Family Leave 
Telework
Grievance Issues
Accountability Tracking
Ill
Exposed

- Compensation Policy
- Sick/Liberal Leave
- Family Leave
- Telework
- Grievance Issues
- Accountability Tracking
- Ill
- Exposed

- Elements Segmentation

- OPM, I-E

- SOP:

- OPM, I-D

- OPM, III-C

- OPM, I-A

- OPM, I-D

## Elements Segmentation

- Human Resources
- Union and labor issues associated with changing work environments
- Backfill support, augmentation of the workforce: when and how
- High-risk environment
- Furlough

- OPM, I-C

- OPM, III-C

- OPM, I-C

## Elements Segmentation

- Human Resources
- Medical screening
- Work schedule flexibilities
- Succession, delegation, special
- Cross training needs
- Survival benefits (OPM-I-F)
- Death notifications (OPM-III-E)

- OPM, I-F-1

- OPM, VIII-D

- Agency Delegation Manuals

- GSA SOP, 98-100

## Elements Segmentation

- Legal
- Contract modifications, defaults
- Liability claims
- Delegations
- Testing, quarantine
- Sole source acquisitions
- Contract review
- Closure authorities

- GSA SOP, 93-95

- GSA SOP, 75-85

## Elements Segmentation

- Agency Telecom & IT
- Work-at-home policy and evaluation
- Help Desk augmentation plan (contract modifications)
- Capacity assessment (internal, external)
- Work protocols
- Security

- GSA SOP, 96-97

- GSA SOP, 89-92

- GSA SOP, 58-60

- GSA SOP, 58-60

## Elements Segmentation

- Agency Telecom & IT
- Capability Review
- Enterprise architecture implications

- GSA SOP, 58-60

- GSA SOP, 58-60

## Elements Segmentation

- Facilities
- Social distancing
- Buffets
- Seating
- Shifts, Scheduling, Work Schedules
- Travel routes (choke points, building access, etc.)

- GSA SOP, 73

- GSA SOP, 71-72

- GSA SOP, 71-72

## Elements Segmentation

- Travel & Transportation
- Vehicle in/out policy
- Special vehicle cleaning

- GSA SOP, 86

## Elements Segmentation

- Communication
- External
- Plan
- Reporting
- Accountability
- Prevention
- Influenza
- Symptoms

- GSA SOP, 101

## Elements Segmentation

- Communication
- Internal
- Modes of employee notifications
- Key messages based on stages
- Coordination with WHO, CDC, Public Health and headquarters

- GSA SOP, 101

## Elements Segmentation

- Hygiene
- Cleaning Policy
- Common Areas
- Bathrooms, sinks, kitchenettes, handrails, lunchrooms, gyms, foyer
- Personal office & items
- Sanitizing products
- Education of workforce (email postings, etc.)

- GSA SOP, 62-63

- GSA SOP, 65

- GSA SOP, 101

- GSA SOP, 65

## Elements Segmentation

- Influenza outbreak and impact actions to mitigation
- Understand waves
- Incubation period
- Treatment

- GSA SOP, 101

## Subject Matter Experts

- Agency subject matter experts (SMEs) are used to address elements in their area of responsibilities
- SMEs expand elements, then identify actions and triggers
- SMEs also develop the Standard Operating Procedures (SOPs) to be used by the organization in the event of a pandemic

## Standard Operating Procedures

- SOPs are the _how_ in “how to address the elements”
- SOPs are established in order to prepare the workforce, pre-establish plans and marshal resources

## Policy

- Upon creation of the SOPs, agencies may need to review their policies to ensure that the actions described are in accordance with and supported by current policy
- Example: A GSA policy (contract) to clean a building’s restrooms and chokepoints twice each day could be modified to allow four or five cleanings each day

## Organization

- GSA has created a matrix, or checklist, for managers that encompasses a graduated implementation plan
- The matrix contains the core business elements and actions based on trigger events

## Organization

- Trigger Events:
- Immediate Actions
- An animal outbreak in North America
- A human outbreak overseas
- A human outbreak in North America
- The first wave of a pandemic
- Follow-on waves of a pandemic

## Management Matrix

| Human Outbreak Overseas |  |   |   |   |   |   |
| --- | --- | --- | --- | --- | --- | --- |
| Business Component | Action | Coordination | Shortfalls | Challenges | Policy | Mission Area | Est. Costs | SOP |
| Human Resources | Account for the status and well being of employees deployed/traveling overseas. Follow normal COOP procedure. | All Services | subject to the limits of available information | Prevention | manhours | HR |
| Human Resources | Provide telework training to supervisors and employees. | All Services | GSA Telework Policy (Time and Leave Administration Handbook, Chapter 12) | Response | manhours | HR |
| Human Resources   | Publicize availability of Employee Assistance Plan (EAP) services to reduce absenteeism; bring EAP counselors on site if needed. | All Services | GSA Policy - EAP | Response | manhours | HR |
| Legal | Review Contract Defaults | Contracting Officer & Regional Counsel | after 10 day non-performance | Protection | manhours | Termination for Default |
| PAO - External | Update fact sheets, talking points and press releases | OCSC | xxx | Prevention | manhours | comm |
| PAO - Internal | Create employee health report | Regional Administrator, HR, Legal | Policy updates and procedures | Awareness | manhours | comm |
| PBS | Modify MOU to reflect FOH program needs, if appropriate | Contracting, Legal, Federal Occupational Health, Property Managers | personnel to implement the screening | Prevention | manhours | Facility Review |
| Regional Administrator | Cancel all non-essential travel and deployments to affected areas overseas | All Services | Consider canceling all non-essential travel and deployments overseas | Prevention | manhours | xxx |

## Management Matrix

| Human Outbreak in North America |  |   |   |   |   |   |
| --- | --- | --- | --- | --- | --- | --- |
| Business Component | Action | Coordination | Shortfalls | Challenges | Policy | Mission Area | Est. Costs | SOP |
| CIO | Ensure employee emergency contact information in GSA Identity is current | xxx | xxx | Prevention | manhours | xxx |
| CIO | Software updates on all workstations (verification of configuration records) | xxx | fixed and portable workstations | Prevention | budgeted | CIO |
| PAO - Internal | Update associate health report | Regional Administrator, HR, Legal | Policy updates and procedures | Awareness | manhours | comm |
| PBS | Activate additional site security and safety measures for federally-owned properties, as appropriate | BSC, Federal Protection Service | telework and social distancing (shift staggering, varying routes w/in building, reduce density) | Prevention | manhours | Restricted Access |
| PBS | Execute contract mods and initiate special cleaning procedures for common areas and blood borne spill incidents | Contracting, Legal, Property Managers, Tenants | telework and social distancing | Prevention | manhours | Special Cleaning |
| FAS Telecom | Assess and resolve Local Trunking Problems (Local dial-tone services); Long Distance Calling Problems | LEC, IXC, or CLEC for resolution of trunking problems | staff shortages of maintenance personnel. | Response | manhours | NetServices |

## Next Steps

- Identify Subject Matter Experts
- Create Standard Operating Procedures
- Interagency and intergovernmental coordination

## Next Steps

- A mini tabletop exercise will take place prior to P.R.I.C.E. ’07
- KCCWG Meeting: Feb. 21

## Bradley M. Scott,GSA Regional Administratorbradley.scott@gsa.gov

Jill Dickey,GSA Regional Emergency Coordinatorjill.dickey@gsa.gov

- Bradley M. Scott,GSA Regional Administrator_[bradley.scott@gsa.gov](mailto:bradley.scott@gsa.gov)_
- Jill Dickey,GSA Regional Emergency Coordinator_[jill.dickey@gsa.gov](mailto:jill.dickey@gsa.gov)_

- Pandemic Plan DevelopmentKansas City FEBFebruary 2007