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U.S. Department of Health and Human Services

Hurricane Response Playbook

Essential Elements of Information

ESF #8 Incident Manager (IM) Hurricane Information Collection Plan

This is a template for a hurricane response Information Collection Plan (ICP). It is designed to provide a reference document for the Emergency Management Group (EMG) Information Cell when collecting information regarding hurricane response. It is not designed to be used “as is” and must be modified to obtain the maximum benefit. EEIs should be added or deleted to the ICP for each operational period depending on the specific circumstances and phase of response. The two broad categories of EEIs to be collected are “Incident Specific EEIs” and “ESF #8 Functional Element EEIs”. The “Incident Specific EEIs” are designed to provide the Incident Manager (IM) situational awareness of the incident. The “ESF #8 Functional Element EEIs” are taken from the National Response Plan and are designed to provide the IM the information necessary to be appraised of the status of each of the functional areas of ESF #8 response that he/she is responsible for.

The Information Cell is responsible for completion of the matrix with the assistance of the Department/Agency (D/A) or OPDIV/STAFFDIV identified to provide input. It is preferable to distribute the plan prior to the start of the next operational period to allow providing agencies and elements planning and acquisition time.

Instructions for Completion of ESF #8 Essential Elements of Information (EEI) Worksheet for Hurricanes:

Note: Prior to distributing the ICP, the Information Cell should select the EEIs that are to be collected for the Operating Period specified.

Column 1. EEI Number – the reference number assigned to each EEI to be collected.

Column 2. Essential Element of Information – The category/functional element of data to be collected.

Column 3. Specific Information Required – The question to be answered or data to be provided by Department/Agency (D/A) or OPDIV/STAFFDIV identified in Column 4.

Column 4. Data Collector (s) – The Department/Agency (D/A) or OPDIV/STAFFDIV responsible for providing the requested information to the Information Cell.

Column 5. Data Source(s) – To be completed by the Data Collector. The source used by the data collector. Specify the name of report, providing agency, etc.

Column 6. Deliverable Mechanism – To be completed by Data Collector. Specify how the requested information will be provided (e.g., D/A Situation Report, e-mail, phone call, posted to WebEOC or HSIN, etc.)

Column 7. Suspense/Frequency of Providing Data to Emergency Management Group – To be completed prior to distribution (i.e. NLT 0700 hours, as required)

EEI #(1) Essential Element of Information (2) Specific Information Required (3) Data Collector(s) (4) Data Source(s) (5) Deliverable Mechanism (6) Suspense/ Frequency of Providing Data EMG (7)
1. Hurricane Forecast and Related Information What is the projected location, time and storm strength at landfall, to include surge model? ASPR
(SOC Watch Officers)
POC: SOC Watch Officers		 NOAA WebEOC, e-mail, phone  
2. Hurricane Forecast and Related Information What is the anticipated duration of inclement weather in the potentially affected area(s)? ASPR
(SOC Watch Officers)
POC: SOC Watch Officers		 FEMA WebEOC, e-mail  
3. Hurricane Forecast and Related Information What is the forecast for further inclement weather? ASPR
(SOC Watch Officers)
POC: SOC Watch Officers		 NOAA WebEOC, e-mail  
4. Planning Coordination Has a Joint Field Office been established? ASPR
(Operations)
POC: EMG Ops		 FEMA E-mail, Web-EOC Phone, or other  
5. Planning and Coordination What response elements (if any) have deployed, including regional IMAT, Human Services Assessment Teams, etc.? ASPR
(Operations)
POC: EMG Ops		 FEMA E-mail, Web-EOC Phone, or other  
6. Staging Bases When will DHS/FEMA identify staging bases? ASPR
(Operations)
POC: EMG Ops		 FEMA E-mail, Web-EOC Phone, or other  
7. Staging Bases Where are the pre-staging bases? ASPR
(Operations)
POC: EMG Ops		 FEMA E-mail, Web-EOC Phone, or other  
8. Logistical Support When will DHS/FEMA provide all non-medical logistical support to deploying federal partner personnel/teams? ASPR
(Logistics)
POC : EMG Logs		 ESF#8 Logistics Chief in JFO Email/in person  
9. Logistical Support Is DOD assistance available to provide installation support for Federal medical capabilities?
  • What are the base operating support requirements for the type of Federal medical capabilities that the Primary Agency projects will be utilizing at DOD installations?
  • What are the requirements for personnel lodging and sustainment (meals, etc.)
DOD   E-mail, Web-EOC Phone, or other  
10. Logistical Support What staging areas are being used by Federal responders? ASPR
(Logistics)
POC : EMG Logs		 FEMA E-mail, Web-EOC Phone, or other  
11. Logistical Support What systems are in place to distribute necessary supplies, equipment and support for infrastructure deficits? ASPR
(Logistics)
POC : EMG Logs		 Quarter Master Inventory System WebEOC  
12. Transportation Is DOD assistance available to provide bulk transport support for medical supplies/equipment and personnel? DOD   E-mail, Web-EOC Phone, or other  
13. Transportation What is the status of transportation (assets and routes, including air, ground and rail)? DOT   E-mail, Web-EOC Phone, or other  
14. Communications Have communications been established with the JIC and State EOCs? ASPA and EMG Ops
POC: EMG Pubic Affairs		 PAO and RECs E-mail, Web-EOC Phone, or other  
15. Assessment of Public Health/ Medical/Human Services Needs What is the status of critical infrastructure in the affected area(s) (i.e. hospitals, urgent care facilities, EMS service, SLTT public health departments, mental health clinics and social service agencies) IRCT, CIP, SOC, CDC
POC: SOC		   E-mail, Web-EOC Phone, or other  
16. Assessment of Public Health/ Medical/Human Services Needs What health services, including mental and behavioral health, are available? Where? IRCT, CDC, CIP
POC: SOC		   E-mail, Web-EOC Phone, or other  
17. Assessment of Public Health/ Medical/ Human Services Needs What is the status of environmental assessments (i.e., air and water quality, etc.)? CDC POC: EOC Operations Support Branch   E-mail, Web-EOC Phone, or other  
18. Assessment of Public Health/Medical/Human Services Needs What is the status of sheltering efforts? Locations? IRCT, ARC
POC: ESF #6 desk NRCC or SOC		 ARC (for congregate living); State (for at-risk/ special needs populations) National Sheltering System gives location/ address of shelters, operational status and capacity E-mail, Web-EOC Phone, or other  
19. Assessment of Public Health/Medical/Human Services Needs What damage has occurred in the affected area (including injuries/fatalities)? IRCT, Regional IMAT
POC:		   E-mail, Web-EOC Phone, or other  
20. Assessment of Public Health/Medical/Human Services Needs What assistance have state officials requested from CDC, e.g., technical assistance, grant guidance, vector control, public health messaging? CDC EOC, IRCT
POC:		   E-mail, Web-EOC Phone, or other  
21. Assessment of Public Health/Medical/Human Services Needs What is the status of SLTT public health public communication channels and technologies, including TTY and alternate formats, and services for persons with limited English proficiency? Have essential services been restored? Status of progress? IRCT
POC:		   E-mail, Web-EOC Phone, or other  
22. Assessment of Public Health/Medical/Human Services Needs What is the SLTT policy for allowing citizens to return home? IRCT
POC:		   E-mail, Web-EOC Phone, or other  
23. Assessment of Public Health/Medical/Human Services Needs What percent of displaced residents have returned home and what percentage of those require medical support or services (e.g., home health care)? IRCT
POC:		   E-mail, Web-EOC Phone, or other  
24. Health Surveillance What are the illness and injury surveillance needs and capabilities of the potentially affected state(s)? CDC
POC: EOC Operations Support Branch		   E-mail, Web-EOC Phone, or other  
25. Health Surveillance Have there been any outbreaks/reports of abnormal diseases or disease rates? CDC
POC: EOC Operations Support Branch		   E-mail, Web-EOC Phone, or other  
26. Health Surveillance Have outbreaks/reports of abnormal disease/injury or disease/injury rates been restored to pre-event levels? CDC
POC: EOC Operations Support Branch		   E-mail, Web-EOC Phone, or other
27. Medical Care Personnel What is the status of deploying personnel physical and mental health screening and availability of crisis counseling, vaccinations, immunizations, and other drug preventatives that may be needed? OFRD, CDC,
ESF #8, ASPR, FOH, FDA		   E-mail, Web-EOC Phone, or other  
28. Medical Care Personnel What capabilities by specialty will be required? (as an example for FMS) ASPR (Planning)
POC: EMG Plans		 RNA, MNAT, IRCT IAP, E-mail, Web-EOC  
29. Health/Medical Equipment and Supplies Are ESF #8 assets being pre-positioned; and if so, where are the intended sites? ASPR (Logistics), CDC
POC : EMG Logs		   E-mail, Web-EOC Phone, or other  
30. Health/Medical Equipment and Supplies Does the potentially affected state(s) have adequate vaccination/immunization supplies? (or what percentage of the population can be covered?) CDC
POC: EOC Operations Support Branch		   E-mail, Web-EOC Phone, or other  
31. Health/Medical Equipment and Supplies What is the projected requirement for medical supplies/ pharmaceuticals? ASPR (Logistics), IRCT
POC: EMG Logs		   E-mail, Web-EOC Phone, or other  
32. Health/Medical Equipment and Supplies Is DOD assistance available to provide critical medical resource logistics and distribution support? DOD   E-mail, Web-EOC Phone, or other  
33. Health/Medical Equipment and Supplies What is the Federal plan for distribution and allocation of medical supplies to include main and alternate supply points and supporting terminals to be used or considered? ASPR
(Logistics)
POC: EMG Logs		 CDC/ESF #8 WebEOC – MA Subtask  
34. Health/Medical Equipment and Supplies What are the Federal recommended levels of supply? And critical replenishment points? ASPR
(Logistics)
POC: EMG Logs		 FEMA Mob Centers TBD  
35. Health/Medical Equipment and Supplies What are the recommended procedures for Federal use and local acquisition of supplies and services? ASPR
(Logistics)
POC: EMG Logs		 Contracting Officer WebEOC ICS Form  
36. Patient movement Will DOD permit the use of TRAC2ES and the GPMRC to monitor and track all patient movements (air, sea, and ground), including movement of at-risk individuals? DOD      
37. Patient movement How far in advance will the determination for mandatory evacuation of the possible evacuation impact area be made? ASPR (Planning) or IRCT
POC: EMG Plans		 NRCC Liaison, RRCC Liaison ICP for EMG or IAP for IRCT,Web-EOC e-mail, Phone, or other  
38. Patient movement What measures are SLTT officials taking to accommodate inbound relief traffic in light of possible evacuation route (counter flow)? DOT POC:      
39. Patient movement Have evacuation/relocation sites been identified? ASPR (Planning)
POC: EMG Plans		 NRCC Liaison, RRCC Liaison IAP,Web-EOC , e-mail, Phone, or other  
40. Patient movement Will Federal assistance be needed to evacuate patients in nursing home/assisted living facilities? ASPR (Planning)
POC: EMG Plans		 RNA IAP,Web-EOC , e-mail, Phone, or other  
41. Patient movement What is the projected requirement for the pre- and post-hospitalization regulating of patients (including at-risk), in order to integrate patients with transportation assets and definitive care facilities? ASPR (Planning, ABC) POC: EMG Plans RNA IAP,Web-EOC , e-mail, Phone, or other  
42. Patient movement Is DOD assistance available to provide patient transport/strategic lift capability support? And movement into definitive care (hospitals)? DOD   E-mail, Web-EOC Phone, or other  
43. Patient movement What is the projected requirement for aeromedical evacuation (ambulatory and non-ambulatory), including at-risk population? ASPR (Planning)
POC: EMG Plans		 RNA IAP,Web-EOC , e-mail, Phone, or other  
44. Patient movement What is the projected requirement for ground movement of patients, including at-risk individuals? ASPR (Planning)
POC: EMG Plans		 RNA IAP,Web-EOC , e-mail, Phone, or other  
45. Patient Care Will FEMA establish mass care shelters in designated mobilization bases to care for non-medical attendants and family members of patients under the care of HHS Federal Medical Stations? ASPR (Planning and Logistics)
POC: EMG Plans		   IAP,Web-EOC , e-mail, Phone, or other  
46. Patient Care Is there a requirement for medical personnel to support Urban Search and Research Teams at staging areas and on missions (e.g., DMAT)? ASPR (Planning)
POC: EMG Plans 		  IAP,Web-EOC , e-mail, Phone, or other  
47. Patient Care What is the hospital surge capacity in the anticipated path of the storm? Does it include at-risk needs? ASPR (Planning)
POC: EMG Plans		      
48. Patient Care What is the ESF #8 bed availability? Does it include at-risk needs? DOD   NDMS bed count or HAvBED report  
49. Patient Care What is the status of Federal programs and health and medical facilities in the affected area? VA, DOD, IHS, HRSA, SAMSHA DOD      
50. Patient Care What are the safety and health recommendations for facilities that cannot be evacuated (if requested by the state) CMS
POC: 		See Regional Analysis and Louisiana Recovery Plan for facilities sheltering in place    
51. Patient Care Is DOD assistance available to provide medical surge capability support? DOD      
52. Patient Care What is the non-ESF #8 bed status in the affected and surrounding areas, including at-risk population needs? IRCT, CIP
POC:		      
53. Patient Care What is the status of each FMS: occupied beds, vacant/available beds, supplies & equipment, patient contacts and capacity for at-risk individuals since last report? IRCT
POC:		   Sitrep  
54. Blood and Blood Products What is the projected requirement for blood product support? ARC, AABBTF, DOD POC: AABBTF
DOD		      
55. Safety /Security of Human Drugs, Biologics, Medical Devices, Human food, Animal Food, and Veterinary Drugs What is the status of safety and security of human drugs, biologics, medical devices, human food, animal food, and veterinary drugs in the affected area? FDA POC: FDA EOC      
56. Safety /Security of Human Drugs, Biologics, Medical Devices, Human food, Animal Food, and Veterinary Drugs What number of FDA-regulated establishments (food, feed, drugs, medical devices, cosmetics) require inspectional follow-up by FDA? FDA
POC: FDA EOC 		     
57. Human and Animal Food Safety, Pharmaceuticals What assistance have state officials requested from FDA, e.g., inspectional assistance, technical expertise, product sampling, and laboratory analysis? IRCT, FDA
POC: FDA EOC		      
58. Safety /Security of Human Drugs, Biologics, Medical Devices, Human Food, Animal Food, and Veterinary Drugs What is the status of the affected companies/facilities manufacturing or distributing Human Drugs, Biologics, Medical Devices, Human Food, Animal Food, and Veterinary Drugs in the impacted area? FDA
POC: FDA EOC 		     
59. Worker Health/Safety Are sufficient procedures in place to monitor the physical and mental health and well-being of emergency workers; perform field investigations and studies to address worker health and safety issues; and provide technical assistance and consultation on worker health and safety measures and precautions? DOL, CDC/NIOSH,
ASPR (ABC)
POC:		      
60. All-hazard Public Health and Medical Consultation, Technical Assistance and Support Have assessments of all hazards been accomplished in the affected area? CDC
POC: EOC Operations
Support Branch		      
61. Behavioral Health Care What is the plan to ensure behavioral health force protection for HHS responders (e.g., orientation, educational materials, support in theater, end-of-mission re-entry support, and follow-up)? POC: ASPR (ABC) CMO, ASPR/ABC, IRCT, FOH    
62. Behavioral Health Care Has the potentially affected state(s) determined status of in-patient behavioral health facilities? Are there any plans for evacuation? POC: SAMHSA      
63. Behavioral Health Care What behavioral health assets can HHS OPDIVS and ESF#8 partners roster and deploy? OFRD, EMG OPS,
ASPR (ABC)
POC:		 HHS
OPDIVS		    
64. Behavioral Health Care What are the State’s capabilities for behavioral health care (e.g., personnel, disaster behavioral health/psychological support, treatment, psychotropic medication)? POC: ASPR (ABC),
SAMHSA		 ASPR/ABC, SAMHSA    
65. Behavioral Health Care What is the status of the need for behavioral health support to the FMS: diagnoses, occupied beds, vacant/available beds, types and amounts of psychotropics used, and patient contacts since last report? POC: IRCT for consultation and technical assistance, ASPR (ABC) – NDMS    
66. Behavioral Health Care What is the status of behavioral healthcare infrastructure (e.g. hospitals, clinics, bed capacity and availability, etc.)? POC: EMG SAMHSA, ASPR/ABC/ EMG/IRCT    
67. Behavioral Health Care What behavioral health care response elements (if any) have deployed, including IRCT, regional IMAT, etc.? ASPR (Operations, ABC)
POC: EMG Ops		 OFRD, ESF #8, IRCT E-mail, Web-EOC Phone, or other  
68. Behavioral Health Care What is the plan for transitioning behavioral health care back to the SLTT communities? POC: ASPR-ABC SAMHSA/
ASPR ABC
for
consultation/
assistance/
ASH		    
69. Behavioral Health Care What is the current Common Operating Picture on federal behavioral health assets deployed in support of HHS’ ESF#8 POC: EMG ASPR
(ABC)/IRCT/
CMO		    
70. Behavioral Health Care What is the state(s) plan on applying for FEMA crisis counseling grants? What state(s) need assistance? POC: SAMHSA SAMHSA    
71. Behavioral Health Care What is the forecasted need for behavioral health care resources over the next 72 hrs – 1 week? POC: EMG ASPR/ABC,
SAMHSA		    
72. Public Health and Medical Information Has pre-event planning included the preparation and distribution strategy for safety messages in print, alternative formats and PSAs for radio/TV, including use of sign language interpreters and other non-English languages (e.g., safe use of generators to prevent CO poisoning; driving hazards due to traffic signals not working, use of ladders on weakened buildings, etc.)? CDC, ASPA, ASPR
(ABC)
POC: ASPA		      
73. Vector Control Is there a threat from vector- borne disease? CDC POC: EOC Ops
Support Branch		      
74. Vector Control Is vector control assistance needed? IRCT, CDC, DOD      
75. Potable Water, Wastewater and Solid Waste Disposal What is current status of potable water within the damaged area? EPA/FDA/NCEH
POC: EOC Operations
Support Branch		      
76. Potable Water. Wastewater and Solid Waste Disposal Have environmental conditions (i.e. water supply, ground contamination) been restored to pre-event levels? IRCT, EPA/FDA/NCEH
POC:		      
77. Victim Identification/ Mortuary Services Is assistance required and available to provide mortuary affairs and victim identification support? IRCT, ESF #8, DOD      
78. Victim Identification/ Mortuary Services Are additional support services (e.g., crisis counseling and social services) available for surviving family members?
 IRCT, ESF #8
POC:		 Human Services Rep to EMG
    
79. Human Services What are the numbers and types of populations affected by the hurricane with medical and/or functional needs? IRCT POC:      
80. Assessment of Public Health/ Medical/Human Services Needs What social services are available? Where? ASPR
POC:		 Human Services Rep to EMG    
81. Human Services What assets are available to assist ESF #6 assess medical care needs in mass care shelters? IRCT POC:      
82. Assessment of Veterinary Medical requirements What requirements for veterinary preventive medical needs have been identified at evacuation/extrication points? NDMS/NVRT      
83. Assessment of Veterinary Medical requirements What is the status of animal sheltering efforts and subsequent clinical support? NDMS/NVRT      
84. Assessment of Veterinary Medical requirements What are the clinical support requirements for Search and Rescue Canines NDMS/NVRT      
85. Assessment of Veterinary Medical requirements What is the status of the local veterinary infrastructure? NDMS/NVRT      
86. Assessment of Veterinary Medical requirements Are there reports of outbreaks of disease, illness and/or zoonotic disease in animals? NDMS/NVRT      
87. Assessment of Veterinary Medical requirements What are the requirements for Service Animal support? NDMS/NVRT      
88. Assessment of Veterinary Medical requirements Where are Veterinary assets positioned? NDMS/NVRT      
89. Assessment of Veterinary Medical requirements Have veterinary assets received adequate initial supplies and are mechanisms in place for re-supply? NDMS/NVRT      
90. Assessment of Veterinary Medical requirements Is FEMA ESF#6/USDA Mass Care available to provide non-medical technical support for animal transport and sheltering? NDMS/NVRT      
91. Assessment of Veterinary Medical requirements Are patients accompanied by Service Animals being accommodated accordingly during movement? NDMS/NVRT      
92. Assessment of Veterinary Medical requirements Are procedures in place to monitor/record animal bite incidents & provide follow-up clinical/administrative management? NDMS/NVRT      
93. Assessment of Veterinary Medical requirements Has the therapeutic value of the human-animal bond been given consideration as a psycho-social support tool for those in the response environment?

NDMS/NVRT

      
94. Assessment of Veterinary Medical requirements What does the state need from the Federal government for veterinary services? At what frequency are these needs reassessed? NDMS/NVRT      
95. Assessment of Veterinary Medical requirements What are the requirements for veterinary IRCT, assessment, strike team components and/or full teams? NDMS/NVRT      
96. Assessment of Veterinary Medical requirements What assets are available to assist ESF-6? NDMS/NVRT      
97. Assessment of Veterinary Medical requirements What assets are available to assist ESF-9? NDMS/NVRT      
98. Assessment of Veterinary Medical requirements What assets are available to assist ESF-11? NDMS/NVRT      


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  • This page last reviewed: February 14, 2012