UCF Office of Emergency Management 2013-2018 Strategic Plan
Table of Contents I. Introduction... 2 Purpose... 2 Overview... 3 Mission... 5 Vision... 5 II. Mandates... 6 III. Accomplishments and Challenges... 7 IV. Strategic Goals... 9 V. Implementation and Evaluation... 11 Implementation Plan... 11 Evaluation Plan... 11 Appendix A. OEM 5-Year Strategic Action Plan... 12 [1]
I. Introduction Purpose The UCF Office of Emergency Management has developed the 2013-2018 Strategic Plan to replace the 2011-2013 Strategic Plan. This plan is designed to identify the goals that the Office of Emergency Management hopes to accomplish within the next five years. This plan also outlines strategies that need to be implemented to become THE most disaster-resilient University within the State of Florida, and the United States. This plan will facilitate the Office of Emergency Management in reaching their goals to improve the University s ability to mitigate against, prepare for, respond to, and recover from natural or manmade disasters. [2]
Overview The University of Central Florida (UCF), founded in 1963, is the second largest university in the nation. UCF and its 12 colleges provide opportunities to almost 60,000 students, offering 183 bachelors and masters degrees, as well as 29 doctoral programs. The Office of Emergency Management (OEM) prepares UCF for responding to, recovering from, and mitigating against any natural or manmade disaster or crisis. The Office of Emergency Management also strives to protect the well-being of UCF faculty, staff, students, and its community. The Office of Emergency Management has broken its responsibilities into 3 categories: Operations, Plans and Programs, and Training and Exercise. Responsibilities for each category are as follows: OPERATIONS Acting as the UCF liaison for local, state, and federal emergency responders and agencies Addressing Homeland Security responsibilities, which include: o Threat Assessments o Vulnerability Assessments o Force Protection o Anti-terrorism o Critical Infrastructure and Key Resources Performing Security Management duties, which include assessments and recommendations for: o Closed Circuit Television Systems o Access Control o Emergency Notification Systems PLANS AND PROGRAMS Developing and maintaining security and emergency policies, manuals, protocols, and plans Educating the UCF community on how to mitigate, prepare, respond, and recover from any emergency through literature and publications Creating and distributing all EM plans and outreach handouts Ensuring OEM has a presence in major University events TRAINING AND EXERCISE Providing training for individuals who have emergency management roles and responsibilities Designing, planning, participating in, and evaluating HSEEPcompliant emergency exercises Ensuring UCF s participation in exercises with other agencies OEM currently staffs three full-time positions devoted to emergency management responsibilities. In 2010, OEM s Strategic Action Plan identified the need to increase personnel within the office from one Coordinator and expand the structure of the office. This was [3]
accomplished through the acquisition of a Plans and Programs Coordinator in March, 2011, the creation of a Director of Emergency Management position in June, 2011, and hiring a Training and Exercise Coordinator in March, 2012. An additional OEM Specialist position will be hired early 2013, updating the structure as shown below: Director of Emergency Management OEM Specialist Plans and Programs Coordinator Training and Exercise Coordinator Additional organizational changes had an impact on OEM s operations. A new position was developed, the Assistant Vice President for Safety and Security and Chief of Police, a direct report to the Associate Vice President for Administration and Finance (Facilities and Safety), and OEM s new supervisor. The new organizational chart is as follows: Assistant Vice President for Safety and Security and Chief of Police Police Department Office of Emergency Management Environemental Health and Safety [4]
Mission To protect the University of Central Florida by facilitating the coordination and integration of all activities necessary to build, sustain, and improve the University s ability to mitigate against, prepare for, respond to, and recover from natural disasters, acts of terrorism, or other manmade crises or disasters. Vision To become the model disaster-resilient University for operations and preparedness in emergency management. [5]
II. Mandates The UCF Office of Emergency Management operates under mandates from a variety of federal, state, and local statutes, as well as University rules and regulations. Because of the nature of the work involved in the emergency management field, and the amount of stakeholders impacted by the Office, all operations within the UCF Office of Emergency Management must be tailored accordingly. Mandates which the Office must abide by are as follows: Statutes Federal, State, and local statutes outline many requirements applicable to emergency management programs. Examples of such mandates are as follows: o The Clery Act requires the university to provide timely warnings of those incidents that have an effect on the safety of the university community. As a result, mass notification technology and equipment is managed by the UCF Office of Emergency Management. o The Federal Emergency Management Agency (FEMA) mandates that all emergency management functions comply with the National Incident Management System (NIMS) and the Incident Command System (ICS) if they wish to qualify for federal preparedness funding. Because UCF does accept federal funds, all required personnel and operations within the University must be compliant with NIMS and ICS. The Office of Emergency Management provides training on these courses and helps to establish NIMS and ICS compliance on campus. Board of Governors The Board of Governors has outlined mandates for all Florida State Universities. Those applicable to the UCF Office of Emergency Management are: o To create and maintain a Comprehensive Emergency Management Plan and a Continuity of Operations Plan o To establish communication protocols o To maintain mutual aid agreements with other agencies o To provide shelters on campus during disasters University Rules and Regulations The Office of Emergency Management must abide by all University policies, ranging from those applicable to all University personnel and departments, to those specifically concerning Facilities and Safety. [6]
III. Accomplishments and Challenges Accomplishments Two major challenges were identified in the 2011-2013 Strategic Plan: the lack of a department budget, and the lack of a dedicated Emergency Operations Center (EOC). These challenges were identified as hindering the ability for OEM to achieve their outlined goals. By the end of 2012, both challenges had been overcome. The implementation of exercises, development of public outreach materials, and conduction of emergency management operations all have an associated financial cost. At the end of 2012, OEM was provided with its first department operating budget. The new budget will allow for these, as well as additional emergency management programs to take effect. Construction of the new UCF Emergency Operations Center began in the summer of 2012. This was a major accomplishment for the office, as the EOC will allow the office to host exercises, train employees, and allow UCF students to experience the operations of emergency management. The 2011-2013 Strategic Plan outlined Strategic Goals that the Office of Emergency Management wished to accomplish to fulfill its mission within the University of Central Florida. One of the goals included strengthening the academic programs within the University. This was achieved through major accomplishments of both outlined objectives: becoming more involved in Emergency Management Academic programs on the UCF campus, and further developing the UCF OEM Internship Program. The goal to have a better informed and prepared University community was also successfully implemented over the past two years, by increasing the number of UCF orientations at which OEM was present, and further coordinating with UCF departments in marketing campaigns. A significant accomplishment was the launch of the Department of Homeland Security s If You See Something, Say Something Campaign to promote the reporting of suspicious activities. Posters were developed and deployed in buildings on UCF campuses; news stories highlighted the campaign; and Twitter and Facebook were used to help with additional promoting. In order to coordinate and launch the campaign, UCF OEM partnered with: o Housing and Residence Life; o News and Information; o Parking and Transportation Services; o Police Department; and o Student Government Association. [7]
Challenges There are a few challenges the Office will need to overcome in order to accomplish the goals outlined in this plan. Additional staff members within the office would greatly increase the probability of accomplishing the goals outlined in the Strategic Plan within the identified timeline. UCF OEM has greatly increased the amount of programs with which the office is involved. The current staffing levels within the office have each member of the office involved in multiple critical projects, which tend to prolong the time it takes for completion. The acquisition of a department budget will greatly enhance the department in accomplishing normal operations; however, additional funding that is not included within the operational budget will be needed to accomplish many of the identified goals. As grant funding and additional financial outlets continue to decrease, this will pose challenges when attempting to locate additional funding sources. [8]
IV. Strategic Goals Goal 1: Response Objective 1: Maintain a state-of-the-art Emergency Operations Center for the University Furnish and equip the EOC with mission-critical technology Obtain an EOC information management system Objective 2: Improve response capabilities to planned and un-planned events Expand mass notification capabilities to all UCF properties Improve use of Incident Action Plans for planned campus events Develop Standard Operating Guidelines Objective 3: Improve on-scene response capabilities Obtain communications and surveillance equipment for the Emergency Management fleet Enhance CERT program operations Objective 4: Improve OEM Staff capabilities Goal 2: Preparedness Enable OEM staff to participate in required training and credentialing courses, events, and programs Objective 1: Integrate all-hazards Comprehensive Emergency Management into University daily operations Goal 3: Prevention Continue to conduct and participate in Homeland Security Exercise and Evaluation Program (HSEEP)-compliant exercises locally and regionally Continue to train the UCF community on all aspects of comprehensive emergency management Increase campus outreach (awareness) programs Continue to develop University emergency plans Objective 1: Integrate prevention into University daily operations Implement management, policy, and procedures for UCF video surveillance and access control systems Complete threat assessment [9]
Goal 4: Recovery Target harden vulnerable campus facilities Participate in Intelligence Liaison Officer (ILO) programs and intelligence sharing Objective 1: Ensure that the University can resume operations quickly after an event Goal 5: Mitigation Implement management, policy, and procedures for UCF Continuity of Operations Plans and Programs Develop a process to recoup funds in the event of a declared emergency Involve more students in Service Learning Projects with the office Teach emergency management academic courses on campus Objective 1: Improve the University s ability to limit vulnerabilities to projected threats Develop a University Local Mitigation Strategy (LMS) Committee and continue to participate in the Orange County LMS Committee Target harden vulnerable campus facilities [10]
V. Implementation and Evaluation Implementation Plan The Office of Emergency Management will submit the 2013-2018 Strategic Plan to the Assistant Vice President for Safety and Security and Chief of Police and the Associate Vice President of Administration and Finance (Facilities and Safety). The Office of Emergency Management will be responsible for the actual implementation of all performance measures listed in this plan. Evaluation Plan The Strategic Plan will be monitored closely by the Office of Emergency Management. Evaluation of the goals will be reported through the Office of Emergency Management on a quarterly basis, and an annual report will be completed through the Office s Annual Assessment, which is tied to the goals developed within this plan. The annual report will be made on the progress of the goals and will be submitted to the AVP of Administration and Finance (Facilities and Safety). [11]
Appendix A. OEM 5-Year Strategic Action Plan Goal Objective Action Expected Results Status Cost per Year Furnish and equip the EOC with mission-critical technology An operational EOC In-progress Pending Maintain a state-of-the-art Emergency Operations Center for the University Improve response capabilities to planned and un-planned events Obtain an EOC information management system Expand mass notification capabilities to all UCF properties Improve use of Incident Action Plans for planned campus events An operational EOC In-progress $20,000 A 5-year plan for all UCF campuses IAPs in use at threshold campus events In-progress > $1,000,000 Response Develop Standard Operating Guidelines Hazard- and ESF-specific check-lists Improve on-scene response capabilities Obtain communications and surveillance equipment for the Emergency Management fleet Mobile platforms with camera, radio, repeater, and satellite capabilities Pending funding $100,000 startup, $20,000 after Enhance CERT program operations An active CERT team In-progress $3,500 Improve OEM staff capabilities Enable OEM staff to participate in required training Certifications from IAEM, and credentialing courses, FDEM, and FEMA events, and programs In-progress $5,000 Goal Objective Action Expected Results Status Cost per Year Completion of a Multi- Year Training and Exercise Plan Continue to conduct and participate in Homeland Security Exercise and Improved interoperability Evaluation Program (HSEEP)- with local, regional, state, compliant exercises locally and and federal partners regionally A full-scale exercise cycle every three years In-progress $100,000 every three years Preparedness Integrate all-hazards Comprehensive Emergency Management into University daily operations Continue to train the UCF community on all aspects of comprehensive emergency management Improved Building Manager programs Required UCF personnel have completion of formal NIMS/ICS training UCF awareness event hosting and participation In-progress $20,717 Increase campus outreach (awareness) programs Lockdown/Shelter-in- Place plans established for UCF departments An active Shots Fired website In-progress $1,200 Continue to develop University emergency plans Published CEMP and COOP Plans with completed annual reviews In-progress $5,512 [12]
Goal Objective Action Expected Results Status Cost per Year Implement management, Security manager, staff, policy, and procedures for UCF and appropriate resources video surveillance and access obtained control systems Pending contractor study Pending Prevention Integrate prevention into University daily operations Complete threat assessment Projects prioritized based on threat levels Target harden vulnerable campus facilities Potential threats deterred Pending funding Pending Participate in the Intelligence Liaison Officer programs and intelligence sharing At least 2 certified ILOs within the department COMPLETE $0 Implement management, policy, and procedures for UCF Continuity of Operations Plans and Programs A 5-year COOP implementation plan Recovery Ensure that the University can resume operations quickly after an event Develop a process to recoup funds in the event of a declared emergency A contract that provides for Technical Specialists in FEMA project management and financial recoupment In-progress $0 before disaster Mitigation Improve the University's ability to limit vulnerabilities to projected threats Develop a University Local Mitigation Strategy Committee and continue to participate in the County LMS Committee Identification of mitigation projects for internal execution or external funding through inclusion in the County project list Target harden vulnerable campus facilities Improved resiliency Pending funding Pending [13]