Getting Ready Disaster Preparedness 101

1
Getting ReadyDisaster Preparedness 101

• May 16, 2006
• Presented By Greg Seipel
• General Supt. of Electric TD
• CWLP

2
What is Disaster Preparedness?

• Merriam-Webster offers the following definitions
• Disaster A sudden calamitous event bringing
  great damage, loss, or destruction
• Preparedness The state of being ready beforehand
  for some activity
• So, Disaster Preparedness or Disaster Planning is
  being ready to RESPOND to a sudden event causing
  great damage and\or destruction

3
Planning for a Disaster

• Why Plan for Disasters?
• Because Disasters DO Happen!
• Because Customers are Less Tolerant of Extended
  Outages
• Because Revenue Stops
• Because Monetary Aid May be Dependent on Certain
  Plans being Met (NIMS)
• So, Since Disaster Planning is Important, Develop
  a Disaster Plan!
• Without a Disaster Plan, Any Restoration Effort
  Will Likely Become Another Disaster

4
Disasters DO Happen!
5
(No Transcript)
6
PowerWorld Movie of CWLP Electric System Collapse
due to March 12, 2006, Tornados
7
Disaster Plans

• What Plans Do You Currently Have in Place?
• What Should a Plan Include?
• Disaster Triggers
• Restoration Shifts
• Restoration Priorities
• Disaster Mitigation Responsibilities
• Procedures to Request Mutual Aid
• Procedures to Provide Mutual Aid
• Mutual Aid Agreements
• Employee Contact Information
• Equipment Information
• Material Suppliers Information
• Lodging Information
• Catering Information
• Operations Transfer Procedures

8
Disaster Triggers

• How Do You Know When a Disaster is a Disaster?
• Consider Using Metrics to Establish an Accounting
  Number for Specific Events
• Number of Employees Called In to Work
• Classification of Employees Called In to Work
• Number of Trouble Calls Received
• Some Combination of the Above

9
Sustained Restoration Shifts

• How Long Do You Work Employees During an Extended
  Restoration Effort?
• Safety and Productivity Concerns
• Consider Establishing Shifts
• 24 Hour Presence is Likely Necessary
• Set Shifts to Take Maximum Advantage of Daylight
  Hours
• Consider 16 Hours on and 8 Hours Off

10
Restoration Priorities

• Where Do You Direct Your Restoration Efforts
  First?
• Consider Establishing Restoration Priorities In a
  Disaster Plan
• Priority 1 Critical Utility Infrastructure,
  Hospitals, etc.
• Priority 2 Other Governmental Buildings,
  Suitable Shelter Facilities, Sewage Pumping
  Stations, Etc.
• Priority 3 All Other Loads

11
Disaster Mitigation Responsibilities

• Who Will be Responsible for What?
• Consider Designating Employees to be Responsible
  for Certain Duties
• Internal Notification of Disaster
• Designate Who Notifies the Administration
• Designate Who Notifies Other Departments for
  Additional Support
• Establishment of Shifts
• Designate Who Determines What shifts will be
  Established
• Designate Who will be Assigned to What Shift
  (Supervisors Also)
• Information for the News Media
• Is There a Public Information Office (PIO)?
• Designate Who Will Provide the Information to the
  PIO, Arrange Interviews, Etc.?
• Arrangement of Outside Help
• Designate Who Makes the Determination to Call for
  Outside Help
• Designate Who Will Call Mutual Aid Partners and
  Contractors for Assistance
• Assignment of Additional Employees
• Designate Who Assigns Other Work to the Meter
  Readers?
• Designate Who Assigns Additional Staff to Aid
  Answering Calls, Etc.

12
Disaster Mitigation Responsibilitiescont.

• Logistics
• Designate Who Will Arrange for Food for Employees
  and Outside Help
• Designate Who Will Arrange for Lodging and
  Laundry Service for Outside Help
• Designate Who Will Arrange for the Necessary Fuel
  Supplies for Trucks and Other Equipment
• Material Suppliers
• Designate Who Will Contact Material Suppliers
• Designate Who Will Request Additional Equipment
• Engineering Support
• Designate Who Determines How Engineering Support
  is Provided
• Designate Who Determines What Engineering Support
  is Provided
• Office Management
• Designate Who Ensures Appropriate Measures are
  Followed to Obtain Outside Assistance
• Designate Who Will Coordinate the Correct
  Time-keeping.
• Designate Who Will be Responsible for Processing
  Invoices for Outside Assistance

13
Procedures to Request Mutual Aid

• Consider Having Procedures to Request Assistance
• Who Internally is Notified
• Who You Call For Assistance
• Develop a Form to Use When Requesting Aid
  (Attachments A B)
• Helps to Provide Information to Other Utilities
  and Contractors
• Helps You in Being Prepared to Provide Information

14
Procedures to Provide Mutual Aid

• Consider Having Procedures to Respond to Requests
  for Assistance
• Who are You Authorized to Assist?
• Who Do You Notify Internally to Answer a Request
  for Assistance?
• Consider a Letter for Formal Follow-up to a
  Verbal Request for Assistance
• Confirms Mutual Aid Agreement
• Details Any Additional Requirements
• Develop a Form to Use When Responding to a
  Request for Aid (See Attachments A B)
• Helps to Receive and Provide Information
• Helps You in Being Prepared to Provide
  Information

15
Mutual Aid Agreements

• Enter Into a Mutual Aid Agreement
• Mutual Aid Agreements Can Expedite Obtaining Help
• They Normally Satisfy FEMA that Payment for
  Assistance is Expected
• Sources of Mutual Aid
• APPA Mutual Aid Agreement
• IMUA Mutual Aid Agreement
• Others
• Include Your Mutual Aid Agreements in Your
  Disaster Plan
• The Agreements are Readily Accessible
• Establish Contact Information to Include with the
  Agreements

16
Employee Contact Information

• Its Important to Have Employee Contact
  Information Included in a Disaster Plan
• Disaster Plans Should Include all the Information
  Necessary to Get You Started on the Road to
  Recovery Including Employee Contact Information
• Your Employees are Key to the Restoration Process
• Let Your Employees Know They are Critical to
  Successfully Restoring Service
• They Will Step Up
• Know How to Contact Your Employees Off Hours
• Telephone, Cell Phone, Pager, Home Address

17
Equipment Information

• Consider Including a Complete Equipment Listing
  in Your Disaster Plan
• Include Trucks, Tractors, Trailers, Etc.
• Extremely Useful When Aid is Requested of You
• Consider the Rates You Charge for Equipment
• You Will Want to be Reimbursed for the Cost of
  Equipment by FEMA or Others if Providing Aid
• Link to FEMA Equipment Rates http//www.fema.gov/
  government/grant/pa/eqrates.shtm

18
Material Suppliers Information

• Theres Usually Not Enough Material in Stock
  Needed to Complete Restoration
• CWLP Required 110 Transmission Poles and 617
  Distribution Poles
• Plus the Miscellaneous Other Hardware, Wire, Etc.
• Its Important to Have Contact Information for
  Material Suppliers Included in a Disaster Plan
• Build Relationships with Your Material Suppliers
• Know How to Contact Your Material Suppliers Off
  Hours via Telephone, Cell Phone, or Pager
• Consider Other Utilities as Sources for Materials
• Some Utilities Keep Storm Trailers Available
• Utilities Not Impacted by the Disaster May be
  Able to Supply Some Materials

19
Lodging Information

• Where Would You House Outside Help?
• CWLP Had up to 96 Outside Crews Performing
  Restoration Work at the Same Time
• Its Important to Have Contact Information for
  Hotels\Motels Included in a Disaster Plan
• Consider Approaching Lodging Providers to Include
  Their Contact Information in Your Disaster Plan
• Consider Including Them Higher in Your
  Restoration Priority List
• Ask if Laundry Service can be Provided
• Ask if a Breakfast and\or Dinner Buffet can be
  Provided

20
Catering Information

• If Shifts are Established, Consider Keeping Crews
  at the Job Site and Have Meals Catered
• May Increase the Speed of Restoration
• Consider the Use of Employee Runners to Deliver
  Meals
• Its Important to Have Contact Information for
  Catering Services Included in a Disaster Plan
• Build Relationships with Catering Providers
• Know How to Contact Catering Providers Off Hours

21
Operations Transfer Procedures

• What Do You Do If Your Operations Center is
  Unusable?
• Is There a Backup to Your Operations Center?
• Are System Maps Available Offsite?
• Consider a Plan to Relocate Your Operations
  Center if Necessary
• Consider Electronic Mapping or Having Maps
  Offsite
• Consider Establishing Redundant Communications
  Offsite
• Include any Operations Transfer Plan in Your
  Disaster Plan

22
Reliable Public Power Provider (RP3)

• RP3 is a Program of the American Public Power
  Association
• RP3 Independently Gauges Performance in the Areas
  of
• Safety
• Training
• System Improvement
• Reliability
• The Area of Reliability Stresses
• Disaster Plans
• Mutual Aid Agreements

23
(No Transcript)
24
(No Transcript)
25
In SummaryA Disaster Plan Template

• Disaster Triggers
• Restoration Shifts
• Restoration Priorities
• Disaster Mitigation Responsibilities
• Procedures to Request Mutual Aid
• Procedures to Provide Mutual Aid

26
In SummaryA Disaster Plan Template

• Mutual Aid Agreements
• Employee Contact Information
• Equipment Information
• Material Supplier Information
• Lodging Information
• Catering Information
• Operations Transfer Procedures

27
In SummaryA Disaster Plan Template
28
In SummaryA Disaster Plan Template

29
Questions