Logistics – the CIMS function that is responsible for sourcing resources needed to support the response and the affected population, including personnel, equipment and transportation. Public Information Management (PIM) – the CIMS function that is responsible for issuing warnings and information, media liaison, and community liaison. Incident Management Team (IMT) – consists of the key appointments within a response coordination centre - the Controller, and Deputy Controller; the functional managers (Operations, Planning, Logistics, Intelligence, PIM, and Welfare); technical experts such as scientific advisors; and key support agency representatives such as the Fire Service, Police, or representatives of hospitals and health services. The exact composition at any time is determined by the Controller. Naming indicates where it is based, and the agency (if applicable). For example, CDEM ECC IMT means the CDEM IMT based at the ECC, and the Police Wainui IMT is the Police IMT based at Wainui. If the IMT is for the lead agency, the agency name is not included. For example, the ECC IMT.
Communication with EMOs, and emergency services The PIM Manager (or person on site delegated by them): Assigns the tasks of setting up communication links, and making contact, if appropriate, with: NCMC (if appropriate) [insert email addresses, phone numbers, or list that contains them all] any activated EOCs/ECCs [insert addresses, phone numbers, or list that contains them all] CDCs [insert email addresses, phone numbers, or list that contains them all] emergency services (those operating at same level (regional/local) as PIM Manager). Communication within the [ECC/EOC] The PIM Manager (or person on site delegated by them): Assigns the tasks of setting up communication with the [ECC/EOC] CDEM roles that need to liaise with PIM, including: (insert contact details such as role specific cellphone numbers/ specific role emails etc. for each role) National PIM Manager Planning Intelligence Operations Logistics Welfare Information points [list their addresses]. Communication with Media The PIM Manager (or person on site delegated by them): Assigns the tasks of setting up communication with media agencies, including: [insert details of media agencies, including contact information]. Communication with key community links The PIM Manager (or person on site delegated by them): Assigns the tasks of setting up communication with key community links, including: [insert details, including contact information. Be sure to include: contacts for groups that can get messages to users of other languages, tourists, people with disabilities, and other people who may be isolated from information distant communities whose members may be affected by the emergency]. On-going PIM tasks Tasks listed in PIM response checklist The PIM Manager: Carries out the tasks described in the PIM Response checklist [held where], under the headings: On-going response work PIM checklist.
Daily checklist Date: PIM Manager daily tasks Attend CDEM/IMT briefings at ECC/EOC and present progress and any issues or concerns Re-evaluate appropriateness and effectiveness of messages and methods used to distribute Review timing of media briefings Reassess what (if anything) the media require with Logistics (workspace/catering/accommodation) Lead handover briefings at shift changes Review PIM team requirements (personnel, resources, spaces) Ensure tasks recorded in task log are being assigned and completed in good time Review community liaison personnel tasking (if activated) Daily checks – PIM Manager to carry out remedial actions if not occurring Information used by PIM personnel to update outgoing messages is current All PIM tasks are written in the task log, and signed off when completed Unsubstantiated information is recorded in the rumour log, and substantiated when practicable The helpline and information point are giving out current information CDEM websites have current information CDEM social media have current information Information coming in from the public is being recorded, monitored, and appropriate actions being taken Approval processes for releasing information are being followed Records of all information (incoming, or released) is being stored so it is easily retrievable for archiving, and is following naming conventions (see PIM DGL for naming conventions) PIM personnel are having regular breaks during their shifts are sufficient PIM personnel being included in the pools for the rosters to: cover the required skills ensure PIM personnel are getting days off for rest and recuperation PIM personnel are managing stress, and getting enough nourishment and refreshment. Manage media conferences, interviews, and site visits as required
Request for broadcast / termination procedure When to use This procedure is to be used when a Request for broadcast/termination is required during an emergency event. It is based on the Memorandum of Understanding (MOU) with broadcasters that MCDEM negotiated on behalf of itself and CDEM groups. Approval Requests to broadcast/terminate MUST be approved by one of the following people: Regional CDEM Controller (if there is only one CDEM region affected) Director, Ministry of Defence & Emergency Management, or National Controller. Procedure when National Crisis Management Centre (NCMC) is not fully activated Determine the need for request for broadcast The ECC PIM Manager, in consultation with the Group Controller: Decides whether a Request for broadcast/termination is appropriate. If so, decides whether it is: Priority 1 – An of life-threatening or national significance (to be broadcast at least every 15 minutes), or Priority 2 – An event of regional significance (to be broadcast at least hourly). Prepare the message The ECC PIM Manager, in consultation with the National PIM Manager: Prepares a Request for broadcast/termination. Have the message approved The ECC PIM Manager: Has the Request for broadcast approved by one of the following ‘authorised Civil Defence Managers’: Group Controller (if there is only one CDEM region affected) Director of Civil Defence Emergency Management National Controller. Advise PIM Manager The ECC PIM Manager: Advises the National PIM Manager that the Request for broadcast/termination is about to be sent, by contacting them on 04 494 6951. Special contact arrangements The National PIM Manager: Ensures that any special contact arrangements with media companies are carried out, including calling Radio New Zealand’s civil defence number. Verification request received from broadcaster The broadcaster: Contacts the National PIM Manager on 04 494 6951, to verify that the request for broadcast/termination has been sent by MCDEM. Broadcasts the information.
Task sheet This is used to record that require more information than there is space for in the task log. Task requested by (may be PIM Response procedure) Task number (from task log) heading Time/date logged in Needed by (time) Time full task completed Signed by (name) Signature Requirements Assigned to Actions taken Time/date completed By whom