Emergency procedures - flowcharts by zhx20205

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									Emergency procedures – flowcharts
Joseph McHugh and Sandesh Sheth describe how to construct an emergency
procedure flowchart.

Introduction: Emergency procedures are the foundation of any crisis management plan.
The objective of the emergency procedures is to be able to protect lives and minimize
damage to assets and to try to ‘nip the incident in the bud’ before it escalates into a
disaster. The authors developed the following emergency procedures flowchart during
the implementation of a business continuity management system. The process flows
depicted by the flowcharts enable easy understanding and also provide a quick
reference guide for all concerned.

Caveat: Please adapt them based on your organization’s uniqueness.

List of incidents covered: emergency response procedures are used to address
incidents that may occur during routine operations. Below is a list of some of the
incidents that would trigger the initiation of emergency response procedures:



                                            Emergency
                                             Response
                                            Procedures




                  Explosive       Civil       Power       Water
    Fire                      Disturbance                           Severe Wind   Snow
                   Devices                    Outage     Incident




We will address each of the emergencies in detail in the following flowcharts.

Need: The need is to create flowcharts that convey the first actions to be carried out and
the escalations and process flows based on the emerging scenario.

Before the construction of the flow charts the following need to be defined:

   •       Primary contacts
   •       Emergency response team members
   •       Crisis management team members
   •       Floor Marshals
   •       Roll call / head count lists
   •       First aid trained personnel
   •       Emergency service providers contact numbers
   •       Emergency contact numbers for all employees
   •       Vendor contact numbers
   •       Call trees for employees, contractors and vendors
   •       Floor plans with detailed information
   •       Building evacuation drills
Fire

                                                       Fire
                                                     Incident




                            Employees
   Activate                                        Auto Alarm          Activate
                             manually       No
  evacuation                                        activated         evacuation
                          activates alarm


                                                       Yes

                                                                                      Evacuees report
               Employee                               Alarm                             to Gathering
                informs                             monitoring                        Point / Safe Area
                primary                          service provider       No
                contact                              contacts
                                                   organization

                                                                                      Roll call taken by
                                                       Yes
                                                                                         team leads
                                                                       Primary
                                                     Primary           contact
                                                      contact        contacts Fire
                                                   confirms fire     Department
                                                     incident


                                                                    Primary contact
                                                     Service            informs
                                                     Provider         Emergency
                                                   contacts Fire    Response Team
                                                   Department


                                                                      Emergency
                                                                       Response
                                                   Fire Engines      Team informs
                                                      arrives            Crisis
                                                                     Management
                                                                         Team


                                                      Crisis                           Floor Marshals
                                                   Management                            brief Crisis
                                                   Team Leader                          Management
                                                      briefs                          Team using floor
                                                  Battalion Chief                           plans



                                                  Fire Department
                                                 becomes Incident
                                                    Commander




                                                 Fire Department
                                                  gives All-Clear
                                                       signal




                                                      Crisis
                                                   Management
                                                   Team directs
                                                  future actions



The following additional details need to be defined
Alarm monitoring service provider details- contact number, disabling procedure, testing
procedure.
Bomb threat

                         Em ployee
                         receives a
                           threat




                          Type of
           Verbal                        W ritten
                          Threat

 Collect additional
                                             Inform
  inform ation and
                                             Prim ary
   inform Prim ary
                                             Contact
       Contact


                        Contact 911


      Inform                                              Inform
                                                                        Inform Crisis
    Em ergency                                          Em ergency
                                                                        Managem ent
     Response                                            Response
                                                                            Team
       Team                                                Team




                                                    Activate Alarm




                                                         Activate
                                                        Evacuation

                        Bom b squad
                          arrives
                                                    Evacuees report
                                                     to Gathering
                                                      Point / Safe
                                                         Area
                          Crisis
                       Managem ent
                       Team briefs
                       Bom b Squad                  Roll Call taken
                      Representative                   by Team
                                                         Leads

                        Bom b Squad
                      Leader becom es                   Crisis
                          Incident                   Managem ent
                        Com m ander                    Team is
                                                       briefed

                        Bom b Squad
                       gives All-Clear
                           signal



                           Crisis
                        Managem ent
                        Team directs
                       future actions


The following additional details need to be defined
Procedure to handle bomb threat calls – bomb threat checklist and agencies to be
notified.
Civil disturbance

                          Civil
                      Disturbance
                       Observed




                       Location of
        Internal                        External
                         Unrest


   Inform                                    Inform
   Primary                                   Primary
   Contact                                   Contact



                      Contact 911


    Inform                                               Inform
                                                                       Inform Crisis
  Emergency                                            Emergency
                                                                       Management
   Response                                             Response
                                                                           Team
     Team                                                 Team




                      Police arrives                  Activate Alarm




                         Crisis                        Shelter-in-
                      Management                         Place
                      Team briefs
                      Police Team
                        Leader



                      Police Team
                        Leader                           Crisis
                       becomes                        Management
                       Incident                         Team is
                      Commander                         briefed



                      Police gives
                       All-Clear
                         signal



                         Crisis
                      Management
                      Team directs
                     future actions




The following additional details need to be defined
- Shelter-in-place procedure
- Flooding within premises.
Water related
incident

                                      Water
                                     Related
                                     Incident




                                   Location of
                Data Center         affected              Office Area
                                      area

   Employees in Data                                             Employees in Office
 Center will activate the                                       area will activate the
   Incident Procedure                                            Incident Procedure




                                                                 Employee contacts
                                     Primary                       the Primary
                                     Contact                         Contact
                                     informs
                                   Emergency
                                    Response
                                      Team



                                   Emergency
                                    Response
                                  Team informs
                                      Crisis
                                  Management
                                      Team



                                   Emergency
                                    Response
                                  Team contacts
                                     Vendors




                                       Crisis
                                   Management
                                   Team directs
                                    JIS actions


The following additional details need to be defined
Flooding incident procedure – mapping of vital records locations to danger areas,
location of shielding material, contact numbers of restoration vendors.
Power outage


                            Power
                            Outage
                           Incident




                         Data Center
                         runs on UPS




                           Backup                   Primary Contact
                          Generator         No    informs Emergency
                            starts                  Response Team



                              Yes                Emergency Response
                                                  Team informs Crisis
                   Primary Contact informs        Management Team
                    Emergency Response
                            Team

                                                  Crisis Management
                                                 Team authorize Soft-
                    Emergency Response
                                                       Shutdown
                      Team checks with
                     service provider for
                        status report

                                                   Crisis Response
                   Primary Contact informs         Team contacts
                   Fuel Service Company to        Backup Generator
                   refill after every X hours           Vendor
                   of continuous operations


                    Emergency Response
                     Team informs Crisis
                     Management Team


                             Crisis
                         Management
                         Team directs
                          JIS actions




The following additional details need to be defined
- Soft shutdown procedures
- Determine reorder point of fuel for backup generator.
Medical

                                  Medical
                                  Incident




                                  Employee
                                 notices the
                                   injured




                                 Injured is
             No
                                   alive


                                    Yes



 Employee informs             Employee informs
  Primary Contact              Primary Contact




  Primary Contact             Primary Contact
     calls 911                   calls 911



                                                    Primary Contact informs
     EMT and                                         Crisis Response Team
   Police arrives


                                                     Emergency Response
                                                    Team contacts First-Aid
     EMT and                                           trained personnel
      Police
     verifies
     cause of
                                                        First-Aid trained
      death
                                                       personnel provide
                                EMT arrives             medical services
                                                                                   Emergency
    Suspicious                                                                  Response Team
                                                                                 informs Crisis
                                                                               Management Team
    Police seals    Natural    First -Aid trained
      area for                  people transfer
   investigation                 the patient to
                                      EMT
                                                                 First-Aid
                                                              trained people
                                                               update Crisis
                                 EMT assumes                   Management
                                  control and                      Team
                                 takes actions


                                    Crisis
                                 Management
                               Team directs JIS
                                   actions
Severe windstorm / hurricane


                                        Severe
                                         Wind
                                       Incident




                     Watch Alert                         Warning
                       issued                          Alert issued




                      Emergency
                       Response
                      Team is on
                         alert
                                                        Emergency
                                                         Response
                                                       Team verifies
                      Emergency                            alert
                       Response
                     Team verifies
                         alert

                                                         Emergency
                                                          Response
                                                       informs Crisis
                     Emergency
                                                        Management
                      Response
                                                            Team
                        Team
                     prepares for
                         any
                     mobilization




                                         Crisis
                                      Management
                                      Team directs
                                     future actions




The following additional details need to be defined:
- Equipment for keeping alert
- Mobilization resources and procedures.
Snow storms

                                         Snow
                                         Storm
                                        Incident




                     Snow Storm
                                                          Impending
                      occurrence




                                                            Crisis
                                                         Management
                    People onsite
                                                         Team verifies
                                                            alert



                  Employee informs                        Emergency
                     Emergency                         Response Team is
                   Response Team                          put on alert



                                                          Emergency
                     Emergency
                                                        Response Team
                  Response Team
                                                         prepares for
                   informs Crisis
                                                         mobilization
                 Management Team



                                                         Snow Storm
                                                         occurrence




                                         Crisis
                     Lights Out       Management      Skeleton Crew
                                     Team declares



                    Lights Out                         Skeleton Crew
                    Procedure                            Procedure




                                        Crisis
                                     Management
                                     Team directs
                                    future actions


The following additional details need to be defined
- Lights out procedures
- Skeleton crew operations procedures
- Mobilization resources and procedure.
Conclusion
This article highlights the process to develop flow charts for emergency procedures.
Each flow chart has to be complemented by the required details. The flow charts in
themselves are only able to summarize what needs to be done and should be used
during top-level designs, trainings and awareness campaigns.

About the authors
Joseph McHugh is the Executive Deputy Director Operations for Judiciary Information
Systems (JIS) of the State of Maryland Judiciary, US. With more than 30 years of IT
experience, he is responsible for providing mission supportive facilities and
infrastructure, ensuring security and optimizing operations at JIS. He is the project
champion for Business Continuity Management System implementation project at JIS.
Joe can be reached on joe.mchugh@mdcourts.gov

Sandesh Sheth is a business continuity consultant, developing and implementing
business continuity management systems for organizations worldwide. He represents
the Enterprise Risk Management Consulting Group of Satyam Computer Services
Limited. Sandesh can be reached on sandesh.sheth@yahoo.com.

								
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