DRO Facilities ManagementWorkshop

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Workshop Purpose

Broaden the knowledge and understanding of the Logistics Facilities Activity by familiarizing you with the tasks performed and the responsibility of Facilities on a large disaster response

Give you an opportunity to build your knowledge about specific Tasks, Forms and Resources that are a part of the Facilities Activity

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Objective

By the end of this workshop you will be able to: Describe and act on the responsibilities of Facilities

Activity during a disaster response Manage the process of identifying, obtaining and

managing facilities Oversee the close out of a facility Oversee the proper preparation of Facilities

documentation

The Logistics Group

Logistics Activities1. Facilities2. Transportation3. Supply4. Procurement5. Warehousing6. In-Kind Donations (IKD)7. Life Safety & Asset Protection (LSAP)

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Responsibilities of Logistics at the Red Cross

Facilities Workshop

The responsibilities of the Logistics group are to provide transportation, facilities, supplies, equipment, and technical support on a DRO, and to ensure the safety and security to all activities so that workers can focus on service delivery.

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Acquire by:• Donation• Renting

Inspect for:• Electrical

& Tech Capability

• Security & Assets

Equip• In

partnership with occupying group/activity

The Facilities Activity

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Communications

Facilities Workshop

Facilities

Landlords

Staff Service

s

Supply

Vendors

Mass Care

Operations

LSAPIKD

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Facilities Tasks - Prepare

Identify and interpret requirements for facilities

Facilities Workshop

Types Of Facilities

Shelters (client and staff) Kitchens and feeding sites Service delivery sites Bulk Distribution sites Emergency aid stations DRO headquarters Staging Facilities

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Shelters

Requirements:

Sleeping area

Toilets

Showers

Food delivery and service areas

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Additional Shelter Requirements

Private area for mothers with infants Private areas for discussions with caseworkers,

health and mental health workers Storage area for blankets, cots, etc.

Adequate parking for clients and staff Accessible to people with functional and access

needs

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Kitchens and Fixed Feeding Sites

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Kitchen RequirementsAn indoor or outdoor location where

food will be preparedSpace for: Food production Dry storage Refrigerated storage Parking and loading Cleaning food containers (Cambros) Trailers and refrigerated trucks

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Fixed Feeding Site Requirements

An indoor or outdoor location where clients and workers can be fed

Space for: Client and staff parking Dry storage Refrigeration and ice storage Dumpsters Tables, chairs Fans, tents, heaters

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Service Delivery Sites

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Service Delivery Site Requirements

An indoor or outdoor location where clients can receive Red Cross services

Space for: Caseworkers to meet with families

Private areas for health and mental health services

Client waiting area and play area for children Parking for clients, workers and partners

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Additional Site Requirements

Adequate lighting An accessible area to distribute clean-

up kits and other supplies Tables and chairs An area to provide snacks to clients Separate client toilet facilities, if possible Area for disaster workers to take breaks

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Emergency Aid Stations

Safe location close to the damaged area

Removed from vehicular traffic

Visible

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DRO Headquarters

Work space for dozens of workers

Area for orientation and training

Parking for disaster workers

Meeting space

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Staging Areas Accessible to

major highways Loading docks

for shipping and receiving

Office space and work areas

Material handling equipment

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Facilities Tasks - Prepare

Identify and interpret requirements for facilities Identify sources for facilities

Facilities Workshop

Sources of Facilities

Chapter disaster plans

Chambers of Commerce

Community partner organizations

Commercial realtors

Red Cross board members and workers

Drive-by and call

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Paying for Facilities

Facilities Workshop

When responding to a disaster, Disaster Services uses facilities on a temporary basis for service delivery,

operation administration and storage. With few exceptions, the Red Cross

does not own these facilities.

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Facilities Tasks - Prepare

Identify and interpret requirements for facilities Identify sources for facilities Contact facility sources Survey facilities Complete Facility Use Agreement Prepare a Resource Record (F6455) Prepare Pre-filled Requisitions (F6409)

Facilities Workshop

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Facilities Tasks - Respond

Initiate Facility (Expect a F6409) Opening Inspections (Open/Close Form) Assign space Order and install furniture/equipment (F6409) Monitor damage and accelerated wear and

tear Investigate and Manage Accidents involving

facility Repair any damages (F6409)

Facilities Workshop

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Facilities Tasks - Recover

Return supplies, furniture and equipment (F6409)

Closing Inspection (Open/Close Form) Discontinue services Arrange for cleaning and repair (F6409) Return facility and secure a final release Complete appropriate facility records and

reports

Facilities Workshop

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Facilities Files & Documentation

Document Checklist Resource Record (F6455) Facility Survey Facility Use Agreement F6409 for facility opening Facility Floor Diagram Digital Pictures Facility Tracking Spreadsheet

Facility Opening / Closing Inspection

Copies Requisitions – F6409’s Receipts / Delivery Tickets Invoices Estimates Inspections

Facilities Workshop

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Facilities ResourcesThe Exchange

Facilities Documentation Checklist Disaster Requisition Form 6409 Resource Record Form 6455 Shelter Facility Survey Shelter Facility Survey Accessibility Facility Use Agreement Facility Opening and Closing Checklist Disaster Logistics Facilities Management Toolkit Disaster Logistics Facilities Handbook Competencies for Facilities Management Responders

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Additional Resources

Networking with other Logistics Managers

Northeast Division SharePoint Mid-Atlantic Division SharePoint SWaRM Division SharePoint Division and Workgroup Conference

Calls Announcements

Logistics Values

Think safety first

Be timely, reliable, and accountable

Use resources wisely

Work as a team

Anticipate and meet customer needs

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Questions