Florida Division of Emergency Management … FDEM...Florida Division of Emergency Management...

Florida Division of Emergency Management Business Plan Bryan W. Koon, Director

FY

2012-2013

Adopted: 6/5/12

EXECUTIVE SUMMARY:

As Director for the Division it is imperative that we set our Business Plan in alignment with some of the Top Priorities of the

Executive Office of the Governor. This year’s business plan focuses on the following three priorities:

1. Developing economic opportunities and job growth for the State.

We will accomplish this by refining and improving our state and federal funding processes to local governments. 2. Streamlining state government to be more effective.

We will accomplish this by exploring new relationships and strengthening current relationships with all of our internal and external stakeholders.

3. Implement a training program and career path for our employees.

We will accomplish this by improving supervisory and leadership training and by asking each Bureau to develop an upward mobility for our employees.

The Business Plan was developed with input from over 20 members of our senior management and will continue to be refined throughout the year. We welcome your thoughts and input as we put this plan into action. We will continue to draw our strength from our partnerships with FEMA/DHS, state agencies, and most importantly our local partners.

Adopted: 6/5/12

FLORIDA DIVISION OF EMERGENCY MANAGEMENT

2011-12 BUSINESS PLAN

TABLE OF CONTENTS

A. 2011-2015 STRATEGIC PLAN

Description Page Number(s)

A. 2011-15 Florida Division of Emergency Management Strategic Plan A1-A5

B. GOVERNOR RICK SCOTT’S TRASITION TEAM RECOMMENDATIONS

Description Page Number(s)

B. Florida Division of Emergency Management - Governor Rick Scott’s Transition Team Recommendations B1-B3

C. DIRECTOR’S OFFICE GOALS

GOAL # Description Page Number(s)

DIR1 Completion of “Typing” Project for Counties C1

DIR2 Review and update the Division’s Five Year Strategic Plan C1

DIR3 Create a Information Technology plan for the Division C1

DIR4 Review and update Florida’s Domestic Security Strategic Plan C1

DIR5 Look at ways to improve job retention within the Division to include completion of a climate survey

C1

DIR6 Review of DEM’s staffing and organizational structure Look at how positions are funded and way to fund more effectively Reduce reliance on OPS and try to transition them to Career Service positions

C1

DIR7 Work on potential facility and working environment improvements C1

DIR8 Complete a Special Needs Registry Review C1

DIR9 Deepen and explore new relationships with emergency management associations and affiliates. FEPA, Florida Sheriff’s Association, NEMA, IAEM.

C1

DIR10 Preparation for the Republican National Convention in August Funding Operational Issues

C1

Adopted: 6/5/12

D. OFFICE OF EXTERNAL AFFAIRS GOALS


XAF1 Develop a Comprehensive Communication Plan for July 1, 2012- June 30, 2013 D1

XAF2 Completion of the Redesign of FloridaDisaster.org D2

XAF3 Expansion of Severe Weather Awareness Outreach and Events to Incorporate Entire 2012-2013 Academic Year

D3-D5

XAF4

Expansion of the Statewide Public Education Campaign including Kids Get a Plan D5-D6

XAF5 Conduct Statewide Public Information Officer Training (PIO Rodeo) D6

XAF6 Participation in the FEPA Meetings (Annual, Mid-Year, Board of Directors, Etc.) D7

XAF7 Participation in the Governor’s Hurricane Conference D7-D8

XAF8 Create an Employee Recognition Program D8

XAF9 Develop a systematic process to gather and use customer service data D9-D10

XAF10 Update Statewide Strategic Plan for Persons with Disabilities D10-D11

XAF11 Development of an Outreach Coordination Plan (Underserved Communities) D11

XAF12 Conduct 4 Meetings of the Emergency Management Advisory Working Group D12

XAF13 Coordinate Florida Emergency Information Line Program D12-D13

XAF14 Develop an Intern Program for FDEM and Counties D13

XAF15 Develop a DVD with hurricane information similar to the L-324 Course at the National Hurricane Center for elected officials

D14

E. OFFICE OF PRIVATE SECTOR COORDINATION GOALS


PS1 Review Business Re-entry Processes and Develop Florida Specific Guidelines E1

PS2 Integrate Private Sector Information into SERT Information Systems E2

PS3 Identify and hold meetings with EM Groups and Agencies on Coordination with the Private Sector

E3

PS4 Install, Provide Training and Utilize Unified Incident Command and Decision Support (UICDS)

E3-E4

PS5 Review available Private Sector resources and information from academia on a consistent basis

E4

PS6 Establish and Build Relationships and Partnerships with Private Sector Disaster Experts from all Disciplines

E5

PS7 Assist with Florida Job Creation and Bringing Businesses to Florida E6

PS8 Visit with and explore partnership opportunities in 2012-13 with Florida’s Largest Companies and Business Leaders

E7

Adopted: 6/5/12

PS9 Explore Private Sector Technology for Disasters E8

PS10 Explore Partnerships with Private Sector Philanthropy Groups E8

PS11 Hold 2nd Annual Private Sector Coordination Summit E9

PS12 Hold ESF 18 SOP Update and Training Sessions Quarterly E10

PS13 Create and Update Business Preparedness Outreach Materials E11

PS14 Implement the Use of the Private Sector Alerts Systems “PS Alerts” E11-E12

PS15 Complete a Behavioral Study of Businesses to Gauge Level of Preparedness E12

PS16 Plan for and make operational a State of Florida Virtual Business Emergency Operations Center with 67 County and Private Sector Interface

E13

PS17 Roll Out Private Sector Specific Social Media Sites (Facebook, and Twitter) E14

PS18 Develop Private Sector Outreach and Communications Plan in Coordination with External Affairs

E15

PS19 Focus on Small County Business Partnerships (Family Dollar/Dollar General/ Dollar Tree/ Freds)

E15-E16

PS20 Work with Regional Coordination Team to Hold 1 Regional Meeting in 2013 where Private Sector is invited and is the focus of the meeting

E16

PS21 Finalize Partnership with Chick-fil-A on Kid’s Get A Plan Partnership with External Affairs E17

PS22 Finalize Partnership with OnStar for Dissemination of Information to Florida Users E18

PS23 Participate on FEPA Business and Industry Committee with goal of Increased Outreach to Florida Businesses

E19

PS24 Complete Renovations and Technology Upgrades to ESF 18 Room E20

PS25 Completion of ESF 18 Staff Training Guide E21

PS26 Creation and Distribution of a Florida Disaster Preparedness Guide for Businesses in Florida

E22

PS27 Develop Economic Impact Model for Disasters (DEO, FSU Dept. of Economics, Dunn & Bradstreet, FSU CDRP)

E23

F. OFFICE OF DOMESTIC SECURITY GOALS


DS1 Continue to participate/facilitate Domestic Security related meetings F1

DS2 Closeout/Extension Requests of Open DHS Grants F2

DS3 Complete DHS Application Packet F3

DS4 Prepare and Present FY11 DHS Legislative Briefing Package F3

DS5 Ensure Grantee Compliance F4

DS6 CERT Program Build Out F5

DS7 Meet DHS Reporting Requirements F6

Adopted: 6/5/12

G. OFFICE OF LEGAL AFFAIRS


LEG1 Revisions to FAC Chapter 27P, Rules 11, 14, and 19; Repeal of 9B 68.001-.004 G1

LEG2 Review Division Policies for Required Updates G2

LEG3 Meet with Staff and Finalize Language for Proposed Statutory Amendments G2

H. OFFICE OF HUMAN RESOURCES


HR1 Automate Employee Acknowledgement of On-Line Procedure H1

HR2 Automate In-Active Personnel Files and Place onto Electronic Storage H1

HR3 Assure compliance with statute changes for HR H2

I. OFFICE OF THE INSPECTOR GENERAL


OIG1 Develop Annual Audit Work Plan Based on a Risk-Based Analysis of DEM Programs, Operations and Activities

I1

OIG2 Evaluate and update the OIG and Division Single Audit Process (including policies, procedures, training and follow-up)

I2

OIG3 Develop and Deliver Audit Awareness Training, to Include Information on the OIG Function, Internal Controls, Fraud, Waste, Abuse, Efficiency and Effectiveness

I3

OIG4 Formalize Audit Recommendations and Actions Tracking (to include Auditor General, FEMA, DHS)

I4

Adopted: 6/5/12

J. OFFICE OF FINANCE GOALS


FIN1 Prepare FY 11/12 Financial Statements for OLO 52 and DEM OLO 31 J1

FIN2 Research and Recommend Disaster Transportation Options J2

FIN3 Develop Desktop Procedures Format for Business Processes for the Division (Pilot BFS positions, then remaining Finance, then rest of Division)

J3

FIN4 Revise the DEM reservist program utilizing OPS status J4

FIN5 Extension of 2009 EMPG Grant J5

FIN6 Extension of 2010 EMPG Grant J5

FIN7 Develop 2013 – 2014 Legislative Budget Request J6

FIN8 Require Reports and Monitor Performance Standards Monthly J6

FIN9 Develop a Catering Policy for Activation in the State Emergency Operations Center J7

FIN10 Review and Streamline the Travel Reimbursement and Approval Processes J7-J8

FIN11 Provide DEM Training on FLAIR, Property Policy, Finance Coding, and Travel J8

FIN12 Allot Bureau Budgets in FLAIR by Object Code J9

FIN13 Implement New Automated Requisition Process in MFMP J9

FIN14 Implement New Automated DOH Reconciliation Process J10

FIN15 Develop and Implement New Resource Action System (RAS) J11

K. BUREAU OF PREPAREDNESS GOALS


PRE1 Update Criteria for Local Comprehensive Emergency Management Plans and the County Capabilities Assessment Checklist, AND Related Language in Florida Administrative Code

K1-K2

PRE2 Adopt 2012 State Comprehensive Emergency Management Plan and Commence Updates for 2014 State CEMP

K2

PRE3 Revise the SERT/Division Continuity of Operations Plan (COOP) K3

PRE4 Conduct 3 Regional Continuity Planning and Training Workshops K4-K5

PRE5 Update the Field Operations Guide (FOG) K5

PRE6 Maintain Regional Evacuation Studies (RES) K6

PRE7 Complete FEMA-Mandated State Preparedness Report by December 31 Deadline K7

PRE8 Revise Florida Energy Assurance Plan (FEAP) K8

PRE9 Revise or Recreate Fuel Contingency Plan K9

PRE10 Author an SOP or Plan for each Turkey Point ingestion county (Broward, Collier) K10

PRE11 Utilize All Available Sources to Identify Potential Unregistered EPCRA (Emergency Planning and Community Right to Know Act) Facilities, Conduct Outreach, Identify Qualifying Facilities and Bring 100% into Compliance

K11

Adopted: 6/5/12

PRE12 Investigate 100% of Reported Chemical Releases/ Spills Exceeding Reporting Threshold Quantity (RQ)

K12

PRE13 Increase use of the Hazardous Materials Information System (HMIS) by 20% K13

PRE14 Conduct quarterly (4) Local Emergency Planning Committees/State Emergency Response Commission and Training Task Force meetings

K14

PRE15 Perform LEPC Desk Audits to Review Financial and Programmatic Records for the HMEP, HA and LEPC Staffing Contracts

K15

PRE16 Conduct Inspections/Audits on 10% of All Facilities Subject to Section 112r of the Clean Air Act (Accidental Release Prevention and Risk Management Planning Program)

K16

PRE17 Create REP Tailgate Videos to Train Nuclear Power Plant First Responders K17

PRE18 Develop Basic Emergency Management Academy Utilizing Online and Classroom Training K18

PRE19 Develop Continuing Supervisory Training for DEM Supervisors K19

PRE20 Provide Training to Develop Vision, Culture and Values for DEM Leadership Connecting Vision and Values to Daily Decision-Making

K20

PRE21 Provide Training that will Help Professionalize the Emergency Management Community K21

PRE22 To Provide Orientation to New Division Employees of “Blue Sky” and “Gray Sky” Roles and Responsibilities

K22

PRE23 To Provide Division Employees With Training That Will Enhance and Expand Their Capabilities and Maximize Performance of Their “Blue Sky” and “Gray Sky” Responsibilities

K23

PRE24 Provide the Opportunity for All County and Regional Partners (County, Municipalities, Non-Government Organizations (NGOs), Volunteer Organizations Active in Disasters (VOADs), and Private/Corporate Stakeholders) to Submit Training and Exercise Priorities to Ensure State Preparedness and Capabilities are Being Maintained

K24

PRE25 To Ensure State Preparedness and Strengthen Capabilities Statewide, Coordinate the Delivery of No Less Than 250 Courses Comprised of FEMA G Courses, EMI and Other DHS Consortium Courses and Florida Specific Emergency Management Courses

K25

PRE26 To Ensure State Preparedness and Strengthen Capabilities Statewide, Develop and Conduct a Statewide Exercise That Include Participants From All 67 Counties, All State Agencies and Federal Partners and Include Vigilant Guard Exercise Components

K26

PRE27 To provide an opportunity for the Division to promote strengthening relationships and information sharing with the emergency management community, conduct a two session seminar

K27

Adopted: 6/5/12

L. BUREAU OF RESPONSE GOALS


RES1 Develop an SOP to Increase Safety/Security Awareness of DEM Staff L1

RES2 Communications/Outreach Training and SWO Staff Visits to Counties L2

RES3 Development/Implement Training/Certification Plan for SMT’s L2-L3

RES4 Require Mid-Year and End-of-Year Reports from All 67 Counties on EMPA/EMPG Scope of Work

L4

RES5 Re advertise Membership for State IMT L5

RES6 Training for Operations Section L6

RES7 Complete 200 Hurricane Evacuation Shelter Surveys L6-L7

RES8 Identify 15,000 Hurricane Evacuation Shelter Spaces L8-L9

RES9 Evaluate Change of EHPA Standard to ICC 500 Standard L10

RES10 Sadowski Building Conference and Training Room Window Retrofit Project L11

RES11 Perform the petroleum supply, demand, consumption, allocation and conservation functions delegated to the Division in Section 377.701 and 377.703, Florida Statutes

L12

RES12 Ensure ESF 12-Fuels is Prepared for State EOC Activation L12-L13

RES13 Develop looping display program for SEOC buildings and Capital Circle Office Complex L13

RES14 Develop a Web Application Where People Can Use Their Phone GPS or Type at a Beach and Get the Weather Forecast from National Weather Service, Along With the Rip Current Risk. There Will Also Be a Section for Safety Tips and Public Service Announcements

L14

RES15 Develop a DVD with Hurricane Information Similar to the L-324 Course at the National Hurricane Center for Elected Officials

L15

RES16 Create a Series of Video Modules For Various Grade Levels to Distribute Through the Department of Education for Teachers to Use Any Time of the Year in Their Weather Lessons. Because Some Teachers Only Focus On Certain Subjects, Having Several Videos Will Fulfill Their Needs Better Than One Long Video

L16

RES17 Completion of Comprehensive Division IT Strategic Plan L17-L18

RES18 Complete and Integrate the DEM IT COOP Plan L18

RES19 Complete Streamlining Between SEOC and Camp Blanding L19

RES20 Develop Plans for Increased Network Redundancy from SEOC (SSRC) L19-L20

RES21 Further development to SharePoint for DEM and SERT L20

RES22 Continued Evaluation and Upgrading of the Network Architecture in Sadowski and Rudd L20-L21

RES23 Evaluation of transition of SEOC and Blanding Infrastructure to the SSRC L21

RES24 Formalization of a CSIRT L22

RES25 Replacement of Current Web Proxy Solutions L23

RES26 Weaning of Ex-DCA Services From DEM Network & Domain L23-L24

RES27 Development of Independently Managed Email Capabilities L24

RES28 Refresh of Laptop Fleet to <5 Years of Age L25

Adopted: 6/5/12

RES29 Virtual Desktop Pilot Program L26

RES30 Complete Redesign of FloridaDisaster.org L26

RES31 Implement Transfer FloridaEvacuates.com to DEM Housing Environment & Enhance Capabilities

L27

RES32 Online Tool For Strategic Plan and Business Plan Updates and EMPG Project Tracking L28

RES33 Complete EM Constellation Phase 6 L29

RES34 Complete Get A Plan! Enhancements L30

RES35 Enhance the State Training Web Portal L30-L31

RES36 Sustain Natural Hazard Risk Assessment Framework GIS L31

RES37 Create Tools to Support Know Your Zone Campaign to Enable Mobile and Desktop L32

RES38 Support Technology Transfer from John Hopkins of RtePM and Create Environment and Tools for Running the Interface Through GATOR

L32

RES39 Replacement of Division Emergency Vehicles Annual Replacement of Vehicles Beyond State Criteria for Replacement

L33

RES40 Replacement Field Equipment Allocations Ongoing Replacement and Upgrades of Field Equipment for Regional Coordination, State Management Team, Logistics Section Teams, Field Communications Assets

L34

RES41 Conduct 2012 “Radar II” Statewide Interoperable Communications Exercise at Camp Blanding

L34-L35

RES42 Conduct a Series on Ongoing Logistics Section Management Courses for the Counties at Least 4 Times a Year

L35-L36

RES43 SEOC Center Screen Upgrade to Video Wall Technical Enhancement of the SEOC Center Screen from LCD Projection to a 15 Screen Matrix Video Wall/ Funding Will Be Provided By DOACS Under A Settlement Agreement. Budget $300,000

L36

RES44 Let RFP for multi-vendor, multi-modal transportation contract L37

RES45 Revise the State Logistics Plan Revision of the State Logistics Plan Annexes

L38

RES46 Implementation of the Shelf Stable Meal VMI L39-L40

RES47 Replacement for SEOC FRAC Card Security System L40

RES48 Establishment of Logistical Staging Area’s MOU’s L41

RES49 Replacement Mobile Devices (Cell Phones) Annual Replacement of Cell Phones for the Division. Upgrade of Cellular Phone to New EVO LITE High Security Model vs. Blackberry’s

L42

RES50 State EOC VTC Systems Installations L43

RES51 MSAT Reuse Program L44

RES52 Rollout of New EASIPAWS and CMAS Statewide L45

Adopted: 6/5/12

M. BUREAU OF RECOVERY GOALS


REC1 Evaluate the Enhanced Use of Technology for IA and PDA's M1

REC2 Closeout of Pre-2004 Disaster Events M2

REC3 Complete 288 (50%) of Final Inspections for Post-05 Disasters M3

REC4 Complete 2714 (75%) of Subgrantee Closeouts for 2004-05 Disasters M4

REC5 Close all Pre-2012 FMAG Events M5-M6

REC6 Identify Temporary Housing Coordinators for Each County M6

REC7 Revise, Update or Terminate MOU With MLU for Temporary Housing Missions M7

REC8 Amend the State Administrative Plan and Develop a PA and Mitigation Staffing Plan Within 30 Days

M8

REC9 Revise, Update or Terminate the State’s Disaster Reservist Program (In Case of Termination, Identify an Alternate Staffing Solution/Program)

M9

REC10 Recover 100% of Funds Owed to The State (due to FEMA Overpayments and Deobligations) as of July 1, 2012

M10

REC11 Evaluate and Identify Methods for Expanding DRC/ESC Operational Capabilities M11

REC12 Evaluate and Identify Methods for Expanding Preliminary Damage Assessment Operational Capabilities

M12

REC13 Identify and Implement Process to Track and Claim Direct Administrative Costs on Post-05 Disasters

M13

REC14 Evaluate and Improve Debris Management Capabilities at the Local Government Level M14

N. BUREAU OF MITIGATION GOALS


MIT1 Consult With at Least 8 New* Communities to Develop Flood Mitigation Grant Applications N1

MIT2 Monitor all Hazard Mitigation Assistance Program Non-Disaster Projects for Quality Assurance

N2

MIT3 Conduct All Work Outlined in the Annual Scope of Work for National Flood Insurance Program Grant

N3-N5

MIT4 Continue to Implement Outreach Awareness of Mitigation Programs, Planning, and Funding N5

MIT5 Submit Draft Update of State’s Hazard Mitigation Plan Due to FEMA February 2013 N6

MIT6 Explore Deeper Relationships With Other State Agencies to Improve and Enhance Mitigation Efforts

N7

MIT7 Work to Improve the Residential Construction Mitigation Program (RCMP) Delivery and Projects

N7

Adopted: 6/5/12

MIT8 Attain a Cumulative Total Close Out of 406 Projects Out of 466 (87%) for the 2004 Hazard Mitigation Program ( Total Number of Projects Represent $321,081,325 in Obligated Funds): Charley (1539), Frances (1545), Ivan (1551), Jeanne (1561)*

N8

MIT9 Attain a Cumulative Total Close Out of 138 Projects Out of 162 (87%) for the 2005 Hazard Mitigation Program ( Total Number of Projects Represent $148,701,364 in Obligated Funds): Dennis (1595), Katrina (1602) Wilma (1609)*

N9

MIT10 Final Close-out With FEMA of 2007 Hazard Mitigation Grant Program Disasters: Groundhog Day Storms (1679), Christmas Day Storm (1680)

N10

MIT11 Attain a Cumulative Total Close Out of 26 Projects Out of 60 (43%) for the Hazard Mitigation Program (Total Number of Projects Represent $16,671,512 in Obligated Funds): Fay (1785) and Gustav (1806)

N10-N11

MIT12 Attain a Cumulative Total Close Out of 14 Projects Out of 29 (49%) for the Hazard Mitigation Program (Total Number of Projects Represent $6,450,544 in Obligated Funds): Severe Weather and Flooding (183,1840)

N11-N12

MIT13 Monitor and Maintain the Bureau’s Database of Standard Operating Policies and Procedures

N12

MIT14 Research and Determine Sound Methodologies for Baseline Statistics to Assess and Demonstrate Performance Standards

N13

MIT15 Request FEMA Approval for State Authority to Implement NFIP N13

MIT16 Promoted Specific Mitigation Efforts N14

MIT17 Develop Relationships and Cooperation between the Bureau of Mitigation and Private Sector to Enhance Mitigation Efforts

N14

MIT18 Establish Practices to Ensure Financial Transparency N15

MIT19 2013/2014 Staffing Plan and Management Cost Request to Federal Emergency Management Agency

N15-N16

MIT20 Submit Reconciliation for 2012/2013 Management Costs to Federal Emergency Management Agency

N16

MIT21 Develop and Finalize the Remainder of Mitigation.org System and Ensure Functionality N17

A1

Florida Division of Emergency Management 2011-15 Strategic Plan

GOAL #1 IMPLEMENT DIRECTOR’S PRIORITIES 1.1 Maintain current level of capabilities for County Emergency Management agencies. 1.2 Reduce turnover and achieve pay equity for Division staff. 1.3 Explore new ways to ensure Floridians are prepared for disasters. 1.4 Explore and implement use of effective notification programs and identify potential gaps. 1.5 Explore reallocation of funding within the Division’s budget. 1.6 Implement Division wide performance standards to be reviewed on a regular basis.

GOAL #2 PROMOTE EFFECTIVE LEADERSHIP 2.1 Identify and improve leadership processes and mentor Future Leaders. 2.2 Formalize intern process and develop program with colleges and universities.

GOAL # 3 ENSURE CUSTOMER SATISFACTION 3.1 Develop a systematic process to gather and use customer satisfaction and dissatisfaction data. 3.2 Build relationships with customers and ensure open communication

GOAL # 4 PROFESSIONAL DEVELOPMENT AND RECOGNITION 4.1 Implement a Systematic Ethics Program 4.2 Implement an employee recognition program 4.3 Establish a Training Management System 4.4 Add Career Track 4.5 Continuing professional education/development

GOAL # 5 IMPROVE TRANSACTIONAL PROCESSES 5.1 Update and maintain applicable standard operating policies and procedures. 5.2 Improve Personnel processes through development and utilization of a paperless system. 5.3 Develop and implement an Information Technology Strategic Plan 5.4 Eliminate all additional (non-policy) unnecessary procedures to streamline the reimbursement process for all programs.

A2

GOAL # 6 MAINTAIN NATIONAL ACCREDITATION 6.1 CEMP (including Capability Assessment) (Including County Plans) – Update the compliance criteria to meet national

standards. 6.2 10% of counties EMAP accredited within the next 5 years. 6.3 Regularly maintain EMAP required plans and documentation.

GOAL # 7 REDUCE DISASTER IMPACTS FOR FLORIDA’S RESIDENTS AND BUSINESSES 7.1 Building Codes - Replace the Florida Building Code’s Public Shelter Design Criteria (s. 423.25, FBC—Building) with adoption

of the hurricane provisions of the International Code Council’s Standard for the Design and Construction of Storm Shelters (ICC 500).

7.2 Maintain the Regional Evacuation Studies. 7.3 Ensure all Counties have proper program-specific The FDEM should immediately assess methods to grow this regional

capability, including the allocation of staff to the regions that are competent in the areas of planning, grant management, and overall training. Training, equipment, and plans to reduce disaster impacts.

7.4 Ensure the availability of adequate public shelter space in each region of the state. GOAL # 8 PROVIDE MONITORING AND OVERSIGHT OF NUCLEAR FACILITIES 8.1 Ensure licensure of existing facilities is maintained and monitor the licensing of two new nuclear reactors.

GOAL # 9 CREATE A CAREER PATH FOR EMERGENCY MANAGEMENT PROFESSIONALS IN FLORIDA 9.1 Identify, maintain, schedule, and offer training sufficient to meet the needs of the DEM mission by use of internal and external

sources as appropriate. 9.2 Establish a training matrix (Career Path) for all experience levels (entry, mid-level, advanced) of emergency managers.

GOAL # 10 INCREASE PREPAREDNESS LEVEL OF ALL FLORIDIANS 10.1 Develop an outreach coordination plan with the goal of reaching as many Floridians with the disaster preparedness message

as possible. Business Plan

GOAL # 11 (FNSS Implementation) PROVIDE SAFE AND ACCESSIBLE SHELTERING 11.1 Ensure ability to shelter all Floridians. Analyze and define eligibility for general population and special needs shelters 11.2 More accurately define public shelter essential features and accessory requirements for special needs, pet-friendly and

persons with disabilities populations, to include electrical requirements for persons with disabilities. 11.3 Ensure that public shelters can accommodate persons with disabilities. 11.4 Provide strategies for establishment of pet-friendly public shelters.

A3

GOAL # 12 STABILIZE IMPACTED JURISDICTIONS 12.1 Maintain 24/7 readiness for an all hazards response statewide. 12.2 Maintain ability to notify SERT personnel and key Government officials within 30 minutes of a reported incident. 12.3 Maintain regional response capabilities to respond to counties within 2 hours. 12.4 Maintain the ability to activate the State Emergency Operations Center to a Level 2 within 30 minutes of formal notification to

key stakeholders. 12.5 Maintain the ability to activate the State Emergency Operations Center to a Level 1 within 60 minutes of formal notifications to

key stakeholders. 12.6 Ensure the State Unified Logistics Section Program and State Logistics Response Center has adequate contracts,

commodities and capabilities to activate and begin moving commodities within 6 hours of formal notification of key stakeholders.

12.7 State Management Teams (SMT) -Maintain the ability to deploy a state Incident Management Team within 2 hours of activation/direction by the SERT Chief.

12.8 National Guard - Maintain the ability to deploy Florida National Guard to support security, logistic, intelligence and reconnaissance, and humanitarian missions within 72 hours of activation/direction by the State Coordinating Officer.

12.9 Maintain redundant communications with the 67 County Warning Points and Nuclear Power Plants.

GOAL # 13 ENHANCE RECOVERY CAPABILITIES 13.1 Institute training and cross training of all recovery staff on individual assistance and public assistance processes. 13.2 Modify the use of disaster reservists outside of their normal role as part of Community Response Teams to include

Preliminary Damage Assessment, Essential Service’s Center’s and Disaster Recovery Center activities. Enhance training/cross training. Business Plan

13.3 Maintain the capacity to establish Essential Services Center’s or Disaster Recovery Center’s post impact within 48 hours. 13.4 Be prepared to conduct initial PDA’s within 24 hours after impact. 13.5 Be prepared to staff and equip a JFO concurrently with FEMA. 13.6 Deploy a PA financial field team to capture and draft project worksheets for Category A & B within 10 days of the PDA

Process being completed. 13.7 Amend the state administrative plan and develop a PA and Mitigation staffing plan within 30 days of the establishment of the

JFO.

GOAL # 14 EXPEDITE RECOVERY DISASTER CLOSEOUTS 14.1 By 2012, close all project worksheets related to disasters through 2005. 14.2 Post 2005 disasters will be closed within 5 years of date of declaration. 14.3 Downsize the Florida Recovery Office as appropriate according to Project Worksheet and Applicant closeouts.

A4

GOAL #15 MAXIMIZE STAFFORD ACT FUNDING 15.1 Enhance coordination with Section 406 procedures to obtain additional funding for damaged structures. More local emphasis 15.2 Provide training to local and state agencies to enhance the knowledge base of the staff in obtaining eligible funding.

GOAL # 16 ENHANCE FUNDING AND SERVICE FOLLOWING NON-STAFFORD ACT DECLARATIONS 16.1 Develop a non-Stafford act plan for resources available to Floridians to include development and recommendations for a non-

federally funded State PA and IA Process.

GOAL # 17 MAXIMIZE MITIGATION PROGRAM FUNDING 17.1 Maintain the State’s FEMA Approved Enhanced Mitigation Plan 17.2 Support and assist local applicants through planning and technical assistance in order to maximize the number of approvable

applications to ensure all available funds are received. 17.3 Ensure the timely disbursement of funds and close out of disasters and funding cycles. 17.4 Increase mitigation funding for residential retrofits. 17.5 Encourage all county and/or regional mitigation strategies and maintain 100% participation in all municipalities. 17.6 Encourage 100% participation in the National Flood Insurance Program (NFIP) by all counties no later than January 1, 2012.

GOAL # 18 ENHANCE NON-PROGRAMMATIC MITIGATION PROGRAMS 18.1 Assure that after each Presidentially-declared disaster, post-disaster loss avoidance studies are conducted. 18.2 Work with local officials to encourage Code+ practices as well as other "soft" mitigation-oriented activities in their

communities; report on these.

GOAL # 19 EXPEDITE MITIGATION DISASTER CLOSEOUTS 19.1 By 2012, close all projects related to disasters through 2005. 19.2 Post 2005 Disasters closed within 5 years.

GOAL # 20 INCOPORATE THE PRIVATE SECTOR INTO ALL PHASES OF EMERGENCY MANAGEMENT 20.1 Form partnerships with businesses, associations and not for profit groups. 20.2 Improve information sharing capabilities with the private sector. 20.3 Create Business Emergency Operation’s Centers in Florida. 20.4 Promote job creation and bringing businesses to Florida. 20.5 Provide educational, training and outreach opportunities to businesses on disaster related issues.

A5

GOAL # 21 ENHANCE DOMESTIC PREPAREDNESS 21.1 Ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. 21.2 Update the Florida Domestic Security Strategic Plan every two years 21.3 Continue Citizen Emergency Response Team community outreach initiatives. 21.4 Ensure the timely obligation, disbursement and close out of sub grants. 21.5 Continue to leverage federal funds in support of Florida’s Domestic Security Strategic Plan.

GOAL #22 MAINTAIN FINANCIAL ACCOUNTABILITY FOR ALL GRANTS 22.1 Ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. 22.2 Ensure the timely obligation, disbursement, extensions and close out of grant awards.

GOAL# 23 PROVIDE MONITORING AND OVERSIGHT OF HAZARDOUS CHEMICAL FACILITIES 23.1 Continue facility outreach activities to increase reporting compliance 23.2 Encourage cross training of staff to enhance promotion possibilities 23.3 Develop training program for staff to strengthen quality control capabilities

B1

Florida Division of Emergency Management Governor Rick Scott’s Transition Team Recommendations

RECOMMENDATION 1: Create the Office of Emergency Management within the Executive Office of the Governor.

RECOMMENDATION 2: Governor Scott should designate a Domestic Security Coordinator in the EOG and mandate the

development of a meaningful Florida Domestic Security Strategy as a top priority

RECOMMENDATION 3: CEMP guidance should be developed consistent with new emphasis on meaningful planning

RECOMMENDATION 4: The suggested Governor’s Homeland Security Coordinator and the Executive Planning Committee

outlined above should also be tasked with oversight of all funding decisions related to federal and state grants and other funding sources

RECOMMENDATION 5: The State should achieve greater linkages of state and local Public Safety resources, including the

FDEM State Watch Office and the FDLE Fusion Center.

RECOMMENDATION 6: The FDEM should immediately assess methods to grow this regional capability, including the allocation

of staff to the regions that are competent in the areas of planning, grant management, and overall training.

RECOMMENDATION 7: The transition team supports the planned downsizing of this “temporary” operation

(the Florida Recovery Office) and encourages the continued use of outsourcing for future Public Assistance management services

RECOMMENDATION 8: The new Office of Emergency Management should build, as a priority, a training and exercise program

that is consistent with new Florida Strategy and Blueprint.

RECOMMENDATION 9: The State should consider further outsourcing this (the State Logistics Response Center) operation to

an appropriate warehouse administration company.

RECOMMENDATION 10: FDEM and other representatives of EOG should explore current and future funding available for

Mitigation programs to seek appropriate funding for residential and business wind mitigation inspections and retrofit efforts.

RECOMMENDATION 11: County Base Grant funding from the Emergency Management, Preparedness and Assistance Trust

Fund should be maintained to ensure state and local readiness.

RECOMMENDATION 12: All possible efforts should be taken to identify ways to reduce staff turnover.

B2

RECOMMENDATION 13: The state should relax travel restrictions in certain critical areas to insure proper service is provided to

local customers.

RECOMMENDATION 14: As part of the development of a new blueprint and strategy for Florida, a complete assessment of the

services and recommendations of the NGOs should be addressed to insure appropriate and maximum coordination and use.

RECOMMENDATION 15: The proposal to develop the Florida Disaster Support Team should be appropriately evaluated and, if

practical, implemented as part of the new FDEM.

RECOMMENDATION 16: The current and recommended FDEM organizational charts should be carefully examined and

deployed as appropriate.

RECOMMENDATION 17: Upon final decisions concerning the placement and refinements to FDEM, a new Legislative Budget

Request should be developed by the Executive Office of the Governor.

RECOMMENDATION 18: After the re-alignment of FDEM and the development of a new blueprint for future efforts, these critical

guiding documents (mission statements and performance measures) must be updated and aligned with the Governor’s vision and major goals and objectives.

RECOMMENDATION 19: The Transition Team strongly supports the following recommendations from the Florida Association of

Counties: (a) Governor Scott should appoint a “Florida Oil Spill Recovery Advocate”. (b) Governor Scott should create a “Florida Oil Spill Recovery Work Group / Task Force” (c) Governor Scott should push for President Obama to establish clear federal oversight and require full transparency of

the BP governmental claims process immediately and a single federal point of contact should be named. (d) The State of Florida should request Congress to establish a Gulf Coast Recovery Fund, as recommended by Sec. of

the Navy Ray Mabus, and local governments should be represented on the Gulf Coast Recovery Council. (e) Congress should consider changes to the Oil Pollution Act disaster response model to provide for more local control,

clear operational protocols, and a fair and effective local government reimbursement process. (f) As stated previously, the federal government should appoint county representatives to the Gulf Coast Restoration

Task Force immediately. (g) The impacted counties, as a region, must speak as one voice and organize its resources to return the environment to

its prior state or improve it if at all possible. Similarly, given the economic impact created by this single event, the region needs new and creative economic development initiatives. To that end, a regional recovery plan is proposed that would include the following components:

B3

RECOMMENDATION 20: The Governor’s Office should provide guidance regarding local jurisdictions who owe reimbursements

to the State and FEMA, as soon as it is practical.

RECOMMENDATION 21: This issue (pending Federal Sheltering Guidance FNSS) requires leadership of EOG and others to

avoid unfunded mandate from Federal Government.

RECOMMENDATION 22: The data provided in the Regional Evacuation studies must be carefully reviewed and evaluated to

determine impacts on protective action decisions regarding evacuation and sheltering.

RECOMMENDATION 23: Major events that are planned for Florida should be priorities of key agencies to insure effective

planning and execution.

RECOMMENDATION 24: The State should review current price gouging regulation and state of emergency declarations to

ensure that businesses are not unduly impacted by an event in the state.

RECOMMENDATION 25: The State of Florida State should consider the development of Regional Business Emergency

Operations Centers.

RECOMMENDATION 26: The State should pursue a statewide credentialing system.

RECOMMENDATION 27: FDEM should strongly consider the designation of a full time staff member to coordinate private sector

issues and strategies.

C1

Florida Division of Emergency Management Director Bryan W. Koon Priorities

PRIORITY 1: Completion of “Typing” Project for Counties PRIORITY 2: Review and update the Division’s Five Year Strategic Plan PRIORITY 3: Create an Information Technology plan for the Division. PRIORITY 4: Review and update Florida’s Domestic Security Strategic Plan PRIORITY 5: Look at ways to improve job retention within the Division to include completion of a climate survey. PRIORITY 6: Review of DEM’s staffing and organizational structure.

Look at how positions are funded and way to fund more effectively. Reduce reliance on OPS and try to transition them to Career Service positions

PRIORITY 7: Work on potential facility and working environment improvements. PRIORITY 8: Complete a Special Needs Registry Review PRIORITY 9: Deepen and explore new relationships with emergency management associations and affiliates.

FEPA, Florida Sheriff’s Association, NEMA, IAEM

PRIORITY 10: Preparation for the Republican National Convention in August

Funding Operational Issues

D1

D. EXTERNAL AFFAIRS

Goal: XAF1

Description of Goal: Develop a Comprehensive Communication Plan for July 1, 2012 – June 30, 2013

Date of Goal Completion:

July 1, 2012 Lead Staff Assigned to Goal: Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #10 Increase Preparedness Level for all Floridians

Tasks Anticipated to Complete Goal

Date of Task Completion

Outcome

Intended Metric

Staff Assigned to

Task Identify a monthly messaging focus that highlights area of emergency management

7/1/12 Communication Plan Plan with specific messaging points

Julie Roberts External Affairs

Update list of media contacts for print, radio and television including email and phone

7/1/12 Comprehensive list of media contacts

List of media with pertinent contact

Jessica Sims Samantha Plotkin

Research online programs for distribution to media outlets

7/1/12 List of programs that meet requirements for media distribution

Signed contract with new company

Julie Roberts Jessica Sims Kevin Smith

Research of online companies for media research, clip service for FDEM (we will not be able to switch companies until August when current contract expires)

7/15/12 List of programs that meet requirements for media clipping service

Signed contract with new company

Julie Roberts Donna Riordan External Affairs Kevin Smith

Develop comprehensive social media plan to incorporate both Facebook and Twitter and other outlets identified. The plan will include all FDEM accounts, accounts for appropriate ESFs for activation communication, other departments/agencies that provide valuable information for dissemination

7/15/12 List of social media accounts, strategy for distribution during “blue sky” and “gray sky” days

Detailed plan for inclusion in overall communication plan

Beverly Byerts Samantha Plotkin Julie Roberts

Identify outreach opportunities per month for inclusion in overall communication plan. Outreach events will include FDEM sponsored, opportunities for the Governor, First Lady and Lt. Governor to participate, private sector events, FDEM Regional offices, NWS offices, and other partner events

6/15/12 - 12/31/12

Comprehensive list of events

Inclusion of events in communication plan; attendance by Governor, First Lady & Lt. Governor at events

Julie Roberts External Affairs DEM Senior Staff

Develop plan for updating and printing outreach materials for designated events

6/15/12 – 12/31/12

Calendar of events and requested materials

Printing and distribution of materials

Samantha Plotkin Beverly Byerts External Affairs

D2

Goal: XAF2

Description of Goal: Completion of the Redesign of FloridaDisaster.org


December 31, 2012 Lead Staff Assigned to Goal: Julie Roberts and Richard Butgereit

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #1 Implement Director’s Priorities



Outcome

Intended Metric

Staff Assigned to

Task Phase One of Website Redesign Ready for Testing COMPLETED

5/1/12 Basic layout and design

On time delivery and reviewed by Working Group and Approved by Project Leads

Julie Roberts Richard Butgereit Working Group

Phase Two of Website Redesign Ready for Testing COMPLETED 5/1/12

Development of layers and linkages



Phase Three of Website Redesign Ready for Testing

7/1/12 Content and media capabilities established



Phase Four of Website Redesign Ready for Testing 7/1/12 Internal testing and review of full mock up



Beta Testing of Entire Website Statewide 7/1/12 – 7/31/12

Identify and correct any outstanding issues or bugs

Broad input from Statewide EM partners, measure success by number of “hits,” views, and feedback comments to Beta site

DEM All External Stakeholders

Redesign of FloridaDisaster.org goes live in the internet.

8/1/12 Updated website becomes the public “face” for the Division

Is the site online Julie Roberts Richard Butgereit Working Group

D3

Goal: XAF3

Description of Goal: Expansion of Severe Weather Awareness Outreach and Events to Incorporate Entire 2012-2013 Academic Year


May 2013 Lead Staff Assigned to Goal: Julie Roberts




Outcome

Intended Metric

Staff Assigned to

Task Review current Severe Weather Awareness Guide 6/1/12 –

6/30/12 Determine sections that include time sensitive information

Complete list of areas which correspond to specific dates

Beverly Byerts Samantha Plotkin Julie Roberts

Review Severe Weather Awareness Week Sponsors and Identify new financial partners

6/1/12 – 7/15/12

Final list of partners for the 2012-2013 SWAG

Receipt of funds from the partners for inclusion in SWAG


Coordinate with NWS offices for authoring of weather hazard articles for guide

7/1/12 Assign specific topics to NWS Offices for Updates

Receipt of updated articles

Amy Godsey

Set-up meeting with Florida Department of Education and Governor’s Education Advisor to discuss strategy for Severe Weather Awareness Guide Distribution and Outreach Events

7/15/12 Coordination of articles, events, and distribution of SWAG during 12-13 year

Written plan of coordination and distribution


Edit articles for grammar and content 7/15/12 Articles submitted by NWS Offices are proofed for inclusion

Articles ready for distribution in SWAG

Michelle Palmer Amy Godsey

Gather appropriate images for articles 7/30/12 Updated photos available for SWAG

Photos are updated in the SWAG

Michelle Palmer Amy Godsey

Update the 2012-2013 Severe Weather Awareness Guide for distribution throughout the academic year (no longer focused on one week in February)

8/1/12 Completed SWAG that is available for distribution in 8/12

Printed 2012-2013 SWAG available for distribution

Beverly Byerts External Affairs

Finalize the Design for Printing of Severe Weather Awareness Guide for 2012-2013 Academic Year

8/15/12 Completed SWAG that is available for distribution in 8/12

Printed 2012-2013 SWAG available for distribution

Lida Maxwell, Alfredo Diaz

D4

Announce Poster and Video PSA Contests Statewide in coordination with Department of Education, Charter School Groups and Private School Association, American Red Cross, and Private Sector Partners

9/1/12 Develop Poster and PSA Contest Rules and Guidelines.

The number of contest submissions from students Goal: 25 posters 25 PSAs


Statewide outreach campaign coordinated with Department of Education, Charter School Association and Private School Association. Promote the PSA and Poster contests and distribute the Severe Weather Awareness Guides throughout the state.

9/1/12 – 1/15/13

Orchestrated outreach campaign using social media, in school events, and events with First Lady and Commissioner of Education

The number and types of outreach methods: press releases, Twitter, Facebook, Website Posts Goal:100 total

Julie Roberts Jessica Sims Beverly Byerts Samantha Plotkin

Develop plan for outreach events in Central Florida for Severe Weather Awareness Week. Include activities for Governor Scott, First Lady Scott, Director Koon, Professor Tinkermeister, and FDEM Officials

11/15/12 Schedule of Events with detailed information and featured guests

Events scheduled on appropriate officials calendars

Julie Roberts Jessica Sims Beverly Byerts Samantha Plotkin

Submit scheduling request for Governor Scott and First Lady Scott for the Downtown Disney kick-off event

12/15/12 Request being considered by Governor and First Lady’s Offices

Confirm or Regret from appropriate offices

Julie Roberts

Finalize Kick-Off Event at Downtown Disney with Radio Disney for Severe Weather Awareness Week

12/15/12 Finalize schedule for in Orlando with Radio Disney

Signed contract Julie Roberts

Identify judges for the PSA and Poster Contest; including FDEM, Department of Education, American Red Cross, and Private Sector Partners

1/1/13 List of judges from all involved groups

List of judges and schedule for judging

Julie Roberts

Submissions for the PSA and Poster Contest judged 1/7/13 – 1/20/13

Winners selected, partners are provided information, winning schools are informed

Winners selected Julie Roberts External Affairs

Finalize schedule for the Severe Weather Awareness Week event at Downtown Disney, including FDEM participates and special guests

1/20/13 Finalize plan, participants, and logistics for kickoff event

Final Agenda, list of participants and travel plans


D5

Severe Weather Awareness Week kick-off event at Downtown Disney with Governor Scott or First Lady Scott (if approved), Director Koon, FDEM officials, and Professor Tinkermeister

2/2/13 Kick-off event with Radio Disney

Number of participants through official Disney attendance count Goal: 1500 Number of media “hits” using television, radio, print, social media Goal: 50

Julie Roberts Jessica Sims Beverly Byerts Samantha Plotkin Amy Godsey Michelle Palmer Other DEM Staff

Coordination of Statewide Tornado Drill with Florida Department of Education, NWS Offices, and FDEM Regional Offices

2/5/13 Participation by Florida Department of Education Districts

Number of schools reported to participate

Amy Godsey NWS Offices

Goal: XAF4

Description of Goal: Expansion of the Statewide Public Education Campaign including Kids Get a Plan


May 2013 Lead Staff Assigned to Goal: Julie Roberts




Outcome

Intended Metric

Staff Assigned to

Task Set-up meeting with Department of Education and Governor’s Advisor on Education to discuss the overall outreach plan for FDEM with individual schools and districts. Identify the best methods for contacting schools and districts

8/1/12 Meeting to explore partnership between FDEM and DOE for integrating the outreach campaign into schools

Signed MOU or MOA with DOE; Local School Districts, External Partners on integrating outreach campaign


Write plan for distribution of Kids Get a Plan materials and outreach events for academic year. Plan will include events for the Governor, First Lady, Lt. Governor and Director Koon to participate.

8/1/12 Calendar of events for academic year including KGAP and older student events

Identify the number of events throughout state for KGAP and Public Education Program

External Affairs

Develop calendar of presentations for FDEM Officials, Regional Coordinators, NWS Officials, and DOE officials to visit school districts in person or through online / Skype

8/15/12 Coordinate with DOE and districts to schedule events

Number of schools / districts hosting events Goal: 15


D6

Work with the DOE emergency management section to develop standard presentations based on grade level (K-3, 4-6, 7-9) incorporating FCAT standards, opportunities for students feedback, and review of presentations

9/1/12 Development of grade level appropriate (FCAT approved) material for presentation

Number of presentations developed Goal: 3

Amy Godsey Julie Roberts External Affairs

Provide training to FDEM Officials, Regional Coordinators, NWS Officials, and DOE officials to visit school districts in person or through online / Skype. Training can be held in person or webinar

9/15/12 Provide Training on presentation material

Number of trainings performed Goal: 10

Amy Godsey External Affairs

Deliver presentations to school / districts as identified on the calendar in coordination with DOE

9/15/12 – 5/31/12

Deliver Presentations Number of presentations performed. Goal: 20

Amy Godsey Michelle Palmer External Affairs Regional Coordinators

Goal: XAF5

Description of Goal: Conduct Statewide Public Information Officer Training (PIO Rodeo)


August 1, 2012 Lead Staff Assigned to Goal: Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #9 Create a Career Path for EM Professionals in Florida


Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Develop outline of program for a statewide PIO Training

5/1/12 Draft agenda for PIO training

Finalized agenda Julie Robert External Affair Linda McWhorter

Identify location of statewide PIO training 5/1/12 Location identified

Contract signed for location


Create promotional “save the date” for statewide PIO training (PIO Rodeo) including customized logo for future promotion

6/1/12 Save the Date for distribution

Finalized “save the date” and distribution list

Julie Roberts Beverly Byerts Linda McWhorter

Create informational flier including registration information for distribution to statewide PIOs attending training

6/10/12 Informational flier with registration

Finalized informational flier

Julie Roberts Beverly Byerts

Finalize the agenda for training sessions. Identify trainers.

6/15/12 Finalized agenda Agenda Julie Roberts Linda McWhorter

Finalize logistics for training including housing, meals, transportation for FDEM staff.

6/15/12 Approval of RTAs for staff Signed RTAs Julie Roberts Finance

Finalize list of attendees. 7/20/12 List of attendees List of Attendees Goal: 80

Julie Roberts Linda McWhorter

D8

Goal: XAF6

Description of Goal: Participation in the FEPA Meetings (Annual, Mid-Year, Board of Directors, Etc.)


August 31, 2013 Lead Staff Assigned to Goal: Julie Roberts




Outcome

Intended Metric

Staff Assigned to

Task Participate in Program Committee Meetings 1/1/13 –

12/31/13 Ensure participation in FEPA Program Committee Meetings

Number of DEM staff that participate in these meetings

Julie Roberts

Submit DEM Staff participation plan to Director 7/11/13 and 2/1/13

Develop list of Staff Participation for FEPA Mid-Year Conference

List complete and submitted to Director and Deputy Director

Julie Roberts

Review Staff presentations and training materials. 7/25/13 and 2/12/13

Ensure coordination of all presentations and training material across DEM functions

Review and approval of all submitted documents

Julie Roberts

Attend and Participate in FEPA Annual Meeting and Mid-Year Meetings

2/13 and 8/13 Participate in FEPA Annual and Mid-Year Meetings

Confirmed participation by approved DEM Staff

Approved Staff

Goal: XAF7

Description of Goal: Participation in the Governor's Hurricane Conference


May 31, 2013 Lead Staff Assigned to Goal: Julie Roberts




Outcome

Intended Metric

Staff Assigned to

Task Participate in program committee meetings 10/15/12 Provide DEM input in

GHC program committee meetings

Ensure DEM representatives sit on all appropriate committees and participate in scheduled meetings

Julie Roberts

Submit DEM staff participation plan to Director 4/1/13 Develop approved list of DEM staff for participation

List submitted and approved

Julie Roberts

D10

Coordinate DEM staff transportation to Ft. Lauderdale for conference to reduce number of state vehicles required to travel

4/15/13 Attendees dates of travel, carpool suggestions, vehicle identified.

List coordinated with logistics

Julie Roberts

Review staff presentations and training materials 4/15/13 Ensure coordination of all presentations and training material across DEM functions

Review and approval of all submitted documents

Julie Roberts

Attend and participate in Governor’s Hurricane Conference

TBC Participate in GHC Confirmed participation by approved DEM Staff

Approved Staff

Goal: XAF8

Description of Goal: Create an Employee Recognition Program


December 31, 2012 Lead Staff Assigned to Goal: Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #4 Professional Development and Recognition



Outcome

Intended Metric

Staff Assigned to

Task 2

nd Quarter DEM Awards Meeting 6/30/12 Committee meets,

reviews submissions and chooses quarterly award recipient

Award Recipient chosen

Program Committee members

Review Employee Recognition Program with Committee to identify successes and suggested changes by DEM staff

7/15/12 Provide updated program

Reviewed and updated program


3rd

Quarter DEM Awards Meeting 9/30/12 Committee meets, reviews submissions and chooses quarterly award recipient



4th Quarter DEM Awards Meeting 12/22/12 Committee meets,




1st Quarter DEM Awards Meeting 3/30/13 Committee meets,




D12

Goal: XAF9

Description of Goal: Develop a systematic process to gather and use customer service data


December 31, 2012 Lead Staff Assigned to Goal: Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #3 Ensure Customer Satisfaction



Outcome

Intended Metric

Staff Assigned to

Task Research and review other agency and organizations processes for gathering and using customer service data

2/1/12 Gather best practices of other state and local agencies for gathering customer service data

Number of external entities contacted and customer service data gathering practices reviewed Goal: 5


Draft DEM plan for obtaining customer service information and dissemination of that information internally and externally on a quarterly basis

3/31/12 Draft Plan for capturing customer service data (internal and external)

Draft complete and ready for presentation and review (y/n)


Present Customer Service plan to DEM X-Com for review and comment

4/15/12 Present plan for review and discussion

Plan presented at XCOMM on time (y/n) Feedback received and incorporated

Julie Roberts External Affairs DEM X-Com

Present final plan to Director for approval 5/1/12 Present XCOMM vetted plan to the Director

Plan reviewed by the Director and approved (y/n)


Implement Customer Service plan 6/1/12 Activate finalized and approved plan

Number of data points received


Provide Quarterly Reports – September 1, 2012 9/1/12 Consolidate Data into a Quarterly report for review by Director, Deputy, and presentation to DEM X-Com

Number of data points received Goal: 15 Quarterly Report presented on time Implementation plan for suggestions developed


D13

Provide Quarterly Reports – December 1, 2012 12/1/12 Consolidate Data into a Quarterly report for review by Director, Deputy, and presentation to DEM X-Com

Number of data points received Goal: 15 Quarterly Report presented on time Implementation plan for suggestions developed


Goal: XAF10

Description of Goal: Update Statewide Strategic Plan for Persons with Disabilities


June 30, 2012 Lead Staff Assigned to Goal: Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #11 FNSS Implementation



Outcome

Intended Metric

Staff Assigned to

Task Identify goals and objectives for strategic planning process.

August 15, 2011

Development of goals and objectives for strategic plan

Acceptance of goals and objectives for strategic plan


Develop schedule for strategic planning sessions to be held regionally.

August 31, 2011

Develop dates and locations of regional sessions

Specify dates, locations and attendees of regional sessions


Hold meetings with state agency stakeholders regarding process and goals.

August 31, 2011

Identify state agency stakeholders

Meet with state agency stakeholders


Hold regional strategic planning workshops. March 31, 2012

Schedule strategic planning workshops in each region

Hold strategic planning workshop in each of 7 regions


Complete draft Strategic Plan and report of findings from each workshop and submit to Executive Committee.

May 31, 2012 Completed regional draft plans and reports

Acceptance of regional draft plans and reports


Engage disability community stakeholders to strengthen plan and to ensure coordination once plan is approved.

March 31, 2012

Bring disability community reps. into the planning process

Participation of disability community reps. into the planning process


D14

Implement Statewide Strategic Plan for Persons with Disabilities

June 30, 2012 Implement plan following state and federal guidelines and regulations

Acceptance of plan following state and federal guidelines and regulations


1st Quarter Progress Report Due Sept. 30, 2011 Submission of

progress report Acceptance and approval of progress report


2nd

Quarter Progress Report Due Dec. 31, 2011 Submission of progress report

Acceptance and approval of progress report


3rd

Quarter Progress Report due Mar. 31, 2012 Submission of progress report



Annual Progress Report due June 30, 2012 Submission of progress report



Goal: XAF11

Description of Goal: Development of an Outreach Coordination Plan (Underserved Communities)


November 30, 2012 Lead Staff Assigned to Goal: Beverly Byerts / Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #10 Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Review and research other states outreach efforts in regards to underserved communities

2/1/12 Develop best practices white paper

Paper drafted and presented for review

Melanie Motiska

Schedule meetings with stakeholders and key organizations that represent underserved communities

8/1/12 Meet with key stakeholders for input

Revised white paper with stakeholder input

Beverly Byerts Samantha Plotkin

Coordinate with these agencies to develop an outreach plan for these areas

6/30/12 Develop draft full scale outreach plan with annexes for individual agencies

Draft plan with annexes completed


Division-wide and county review of outreach plan 8/30/12 Present draft plan and solicit input and edits

Full participation from all Florida Counties and key stakeholders in draft plan review.

Executive Committee and County Emergency Management Directors

Plan implementation 10/1/12 Incorporate stakeholder input

Full Plan reviewed and approved for


D15

implementation

Goal: XAF12

Description of Goal: Conduct 4 Meetings of the Emergency Management Advisory Working Group


December 30, 2012 Lead Staff Assigned to Goal: Julie Roberts and Deputy Director




Outcome

Intended Metric

Staff Assigned to

Task Meeting of the Advisory Working Group held to discuss business and to address current issues facing emergency management programs

8/1/12 Meeting of Advisory Working Group

Meeting publicly noticed, held, and minutes recorded

Mike DeLorenzo Julie Roberts

Meeting of the Advisory Working Group held to discuss business and to address current issues facing emergency management programs












Goal: XAF13

Description of Goal: Coordinate Florida Emergency Information Line Program


May 31, 2013 Lead Staff Assigned to Goal: Beverly Byerts / Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #10 Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Stand-up FEIL during 2012 hurricane exercise 5/22/12 DOH FEIL team assist

with testing system Phone system and computers are operational


Provide training to FEIL operators and liaisons prior to start of 2012 hurricane season

5/30/12 Presentation on FEIL operations

Completed training for FEIL operators and liaison


D16

Develop a plan for activating the FEIL line during activation. Plan includes identifying department lead operators who are responsible for their volunteers, updating talking points for specific situations, updating website information during an activation, and providing important information to the FEIL volunteers

6/30/12 Comprehensive plan for FEIL during an activation

Number of calls taken during an activation

Beverly Byerts Samantha Plotkin External Affairs

Identify options for FEIL support during extended activations.

6/30/12 Sign open contract for service

Contract with outside vendor for support

Julie Roberts Finance

Goal: XAF14

Description of Goal:

Develop an Intern Program for FDEM and Counties


December 31, 2012 Lead Staff Assigned to Goal: INTERN COORDINATOR TO BE HIRED / Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #2 Promote Effective Leadership



Outcome

Intended Metric

Staff Assigned to

Task Write white paper on future intern program to support both FDEM and county requests

7/15/12 Plan for implementing intern program

White paper for approval by Director

Monique Carby Julie Roberts

Develop strategy to identify potential interns

7/15/12 Plan for recruiting interns

Number of interns for Fall Semester Goal: 15


Work with FDEM bureaus and counties to write job description for interns including specific projects and long-term goals

8/1/12 Specific requests from FDEM bureaus and counties

Placement of interns into specific programs Goal: 15


Create program for interns to register for the program and to provide feedback at conclusion of program

8/1/12 Website / Online registration for potential interns

Database of students interested in participating in program Goal: 30


Develop calendar for intern program for 2012-2013 academic year including outreach events to recruit, speeches by FDEM staff, material distribution to academic institutions, schedule for interns, and

8/1/12 – 12/31/12

Comprehensive plan for the intern program for Fall semester to be expanded for Spring

Calendar of events and schedule for interns


D17

other important dates 2013

Goal: XAF15

Description of Goal: Develop a DVD with hurricane information similar to the L-324 Course at the National Hurricane Center for elected officials.


December 31, 2012 Lead Staff Assigned to Goal: Julie Roberts / Amy Godsey

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #2 Promote Effective Leadership



Outcome

Intended Metric

Staff Assigned to

Task Gather L-324 materials and identify pertinent subjects for elected officials

7/15/12 Identify essential elements of the 5 day course

Outline of subjects related to hurricane readiness at the local level

Amy Godsey Julie Roberts

Develop script and presentation to crosswalk with Elected Officials Guide and existing DVD

10/1/12 Develop presentation material and script (for closed captioning purposes) and determine video length

Foundation of DVD to compliment exiting resources


Film and edit video 10/15/12 Identify need for video contracting and produce finished product

Finished product External Affairs

Distribute videos and host on FloridaDisaster.org 12/1/12 Increase awareness of hurricane readiness and planning at the local elected official level

Track # of videos distributed and “hit” on website Goal: 25

External Affairs Webmaster

E1

E. PRIVATE SECTOR COORDINATION

Goal: PS1

Description of Goal: Review Business Re-entry Processes and Develop Florida Specific Guidelines


December 1, 2012 Lead Staff Assigned to Goal: Private Sector Coordinator

Gubernatorial Transition Team Report Reference: Recommendation 26: The State should pursue a statewide credentialing system.

Strategic Planning Reference: Goal #20 Incorporate the Private Sector into all Phases of Emergency Management



Outcome

Intended Metric

Staff Assigned to

Task Continue review of current national efforts and options.

8/1/12 Potential ideas and solutions.

Review of available materials.

Private Sector Coordinator Nazgul Borkosheva

Establish Guidelines Working Group 7/1/12 Working groups to create guidelines established.

Diverse representation to create statewide guidelines.

Private Sector Coordinator

Evaluate methods to synchronize system across state and jurisdictional lines. (Georgia, Alabama, Mississippi)

10/1/12 Potential ideas and solutions.

Review of available materials.


Publish Guidelines and Implement Information Sharing Plan with Virtual Business Emergency Operations Center

12/1/12 Present final group recommendations to Director.

Participate and give input in the development of their group plan.


E2

Goal: PS2

Description of Goal: Integrate Private Sector Information into SERT Information Systems


June 30, 2013 Lead Staff Assigned to Goal: Private Sector Coordinator

Gubernatorial Transition Team Report Reference: Recommendation 27: FDEM should strongly consider the designation of a full time staff member to coordinate private sector issues and strategies.




Outcome

Intended Metric

Staff Assigned to

Task During meetings with private sector groups inquire regarding their methods of information/data flow during a disaster.

ONGOING Potential integration of data and/or information integration into existing SERT systems.

Documented methods and systems of information/data flow from meetings.


Work with DEM Information management staff and those from the private sector willing to share their information/data flow with the state into existing state systems (GATOR, Incident Mapper, EM Constellation.)

Focus should be on data/information regarding openings/closings, inventory control, real time information on reopening or receiving inventory to support their operations.

ONGOING New data and information included in SERT systems fed from private sector entities.

Integration of private sector data and information.


E3

Goal: PS3

Description of Goal: Identify and hold meetings with EM Groups and Agencies on Coordination with the Private Sector







Outcome

Intended Metric

Staff Assigned to

Task Participate with the NEMA – Private Sector Committee

ONGOING Coordination with other states and FEMA on Private Sector Initiatives.

Attendance at NEMA Annual Conference in Seattle


Meet with County EM Agencies regarding their Private Sector initiatives.

ONGOING Development of ESF 18 Function at county level.

More Business and Industry Functions in EOC's at local level.


Goal: PS4

Description of Goal: Install, Provide Training and Utilize Unified Incident Command and Decision Support (UICDS)


February 1, 2013 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Along with Information Management/IT staff and University of Louisiana at Lafayette staff explore steps needed to introduce this middleware into DEM's ISS/GIS environment.

8/1/12 New tools for use by ESF 18.

Identify potential shortfalls and needs to install.


Determine staff augmentation to support ISS/GIS with implementation and installation of UICDS

8/1/12 Support for installation.

Needed staffing resources


E4

Complete installation of UICDS 11/1/12 Operational System New information sharing dissemination resource with the private sector.

Private Sector Coordinator ULL

Complete training with interested staff on UICDS 12/1/12 Trained staff. More robust utilization of new tool.

Private Sector Coordinator ULL

Coordinate with Operations on utilization of UICDS in the State Watch Office and incorporate into appropriate Standard Operating Procedures.

2/1/13 SOP's for UICDS Defined used of system

Private Sector Coordinator Brian Misner

Goal: PS5

Description of Goal: Review available Private Sector resources and information from academia on a consistent basis.







Outcome

Intended Metric

Staff Assigned to

Task Explore research or potential research in academia regarding private sector interaction during disasters.

6/30/13 Implementation of new initiatives or processes in all phases of emergency management.

Identification of potential initiatives or processes for Florida emergency management.

Private Sector Coordinator Monique Carby

Review news sources, journals, etc. for research on private sector initiatives related to EM and disasters on a ongoing basis.

6/30/13 Implementation of new initiatives or processes in all phases of emergency management.

Identification of potential initiatives or processes for Florida emergency management.

Private Sector Coordinator Monique Carby

E5

Goal: PS6

Description of Goal: Establish and Build Relationships and Partnerships with Private Sector Disaster Experts from all Disciplines







Outcome

Intended Metric

Staff Assigned to

Task Work with the following types of groups to understand the current environment and whom to work with to advance our efforts:

DHS Private Sector Office

FEMA Private Sector Office

DHS Science and Technology

Federal

Other state

Local

Private

Academic

Association

Other partners

Borrow liberally the best practices from across the state and country.

ONGOING Strategy for implementation of key resources.

Identification of key resources to integrate the private sector into all phases of emergency management.


Identify and implement best practices in Florida and share with counties.

ONGOING Improvement in processes involving ESF 18 and the private sector in disaster preparedness, response, recovery and mitigation.

Measurable reduction of businesses with long term impacts or closure due to disasters.


E6

Goal: PS7

Description of Goal: Assist with Florida Job Creation and Bringing Businesses to Florida







Outcome

Intended Metric

Staff Assigned to

Task Work with DEO staff to make DEM available to answer questions/concerns to potential businesses wishing to come to Florida with concerns about disaster related issues.

9/1/12 Develop materials and presentation to educate potential businesses on how to prepare their business for disasters in Florida to allay concerns.

Use Florida’s emergency management reputation and capabilities to attract businesses to Florida.


Develop “stock” presentation for businesses in EM Functions, capabilities, ESF 18, etc.

9/1/12 Highlight state capabilities to assist businesses during all phases of emergency management.

Define ESF 18 processes for external partners.


Review what other states prone to disasters do in this area to attract businesses concerned with disaster related issues.

2/1/13 Implement best practices from other states.

Identify best practices in other states.


E7

Goal: PS8

Description of Goal: Visit with and explore partnership opportunities in 2012-13 with Florida’s Largest Companies and Business Leaders


June 30, 2013 Lead Staff Assigned to Goal:






Outcome

Intended Metric

Staff Assigned to

Task Work with the business leaders across the state and country to ensure that we are positioning them for success during a disaster. Florida Chamber of Commerce Local Chambers of Commerce Other Retail and Trade Groups

ONGOING Increased capacity for information sharing between the state and private sector entities.

Number of MOU Agreements Executed


Provide a quarterly newsletter on state initiatives and actions.


Information sharing. Private Sector Coordinator

Provide updates during disasters. ONGOING Increased capacity for information sharing between the state and private sector entities.


Provide ESF 18 information and resources to businesses statewide.



Educate on the purpose and goals of ESF 18. ONGOING Increased capacity for information sharing between the state and private sector entities.


E8

Goal: PS9

Description of Goal: Explore Private Sector Technology for Disasters







Outcome

Intended Metric

Staff Assigned to

Task Identify technology applications from the private sector that could be used or borrowed by the state. Google.org

ONGOING Inventory of available technologies for determination of SERT needs and applicability.

Determine number and type of technology applications available.


Forms partnerships and work with Information Management to implement solutions in the State EOC and with counties.

ONGOING New resources for SERT and ESF 18 utilized by the private sector.

Integrated technology applications with SERT systems.


Goal: PS10

Description of Goal: Explore Partnerships with Private Sector Philanthropy Groups







Outcome

Intended Metric

Staff Assigned to

Task Identify private sector philanthropy groups and meet with them to identify areas where we can partner.

UPS Foundation

FEDEX Foundation

Google.org

11/1/12 Pursue partnership opportunities.

Identification of philanthropic groups that have programs that can integrate with Florida’s EM system.


Provide findings and options to Director. ONGOING IN 2012-13

Direction on moving this initiative forward.

Additional resources available to the SERT.


E9

Goal: PS11

Description of Goal: Hold 2nd Annual Private Sector Coordination Summit


May 1, 2013 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Create Private Sector Coordination Summit Planning Team

7/1/12 Planning process begins.

Committee created. Private Sector Coordinator

Create Agenda, Training and Networking Opportunities for Summit

11/1/12 Outreach and promotion of summit can begin.

All activities planned and approved.


Site Determination 11/1/12 Necessary hotel and meeting space secured.

Location, Dates confirmed.


Hold Summit 3/1/13 Interaction increased at federal, state, local, private sector and NGO levels for all EM activities.

Number of attendees from government and private sector.


Complete After Action Report 5/1/13 Based on comments, discussions and sessions held recommendations are made to move private sector initiative forward.

Comments from participants.


E10

Goal: PS12

Description of Goal: Hold ESF 18 SOP Update and Training Sessions Quarterly







Outcome

Intended Metric

Staff Assigned to

Task Adopt Final ESF 18 SOP 7/16/12 Completed SOP for

ESF 18. Approved Document Private Sector

Coordinator

Quarterly Review with Stakeholders 10/15/12 Suggestion edits and review based on activations and current climate.

Ensure SOP is updated and functional based on evolution of ESF 18








Complete updates of SOP for 2013 6/28/13 Based on comments, discussions and sessions held recommendations are made to move private sector initiative forward.

Revised Documents Private Sector Coordinator

E11

Goal: PS13

Description of Goal: Create and Update Business Preparedness Outreach Materials







Outcome

Intended Metric

Staff Assigned to

Task Review existing business preparedness outreach materials.

3/1/13 Complete knowledge of current outreach materials.

Inventory existing outreach materials.


Work with External Affairs to create and update outreach materials.

5/1/13 Updated business outreach materials.

Bringing all business outreach materials current.


Print and distribute updated business outreach materials.

ONGOING 2013

New materials to provide to the private sector/business community statewide.

Accurate and current materials for business outreach.


Goal: PS14

Description of Goal: Implement the Use of the Private Sector Alerts System "PS Alerts"


June 30, 2013 Lead Staff Assigned to Goal: Private Sector Coordinator in coordination with the SWO





Outcome

Intended Metric

Staff Assigned to

Task Finalize PS Alerts SOP with the State Watch Office 7/30/12 Standard procedures

for operating the PS Alerts System.

Guidelines for system usage.

Private Sector Coordinator SWO

Installation and formatting of Opt-In system. 7/30/12 Operational system to disseminate information.

Functional system to meet private sector demand and grow it.

Private Sector Coordinator SWO

E12

Publically Announce to the Private Sector how to opt in for messaging from the SWO and Private Sector Coordinator.

8/1/12 Public Information Campaign

Private Sector Interest


Monitor number of businesses using system and feedback.

ONGOING Report of number and types of private sector entities utilizing services.

Effectiveness of Public Information Campaign


Do user satisfaction survey 5/1/13 Report gauging effectiveness of information sent to those using system.

Measurement of customer satisfaction.


Report Results of Survey and Plan to Expand for 2014.

6/30/13 Comprehensive report of system use and satisfaction for 2012-13.

System improvement for the future.


Goal: PS15

Description of Goal: Complete a Behavioral Study of Businesses to Gauge Level of Preparedness







Outcome

Intended Metric

Staff Assigned to

Task Draft Survey Instrument 9/3/12 Comprehensive

survey instrument. Cross sector relevant survey to measure preparedness in the Private Sector

Private Sector Coordinator Input from Stakeholders

Secure vendor to conduct study 10/1/12 Contracted Vendor Qualifications and cost effectiveness.


Conduct Study 12/3/12 Data from businesses in regards to their level of preparedness.

Number of businesses preparing and how.


Review Findings 1/7/12 Final Report. Compilation of data with analysis.


Publish Findings 2/4/13 Distribution of report findings.

Media Coverage and inquiries from Private Sector industry.


E13

Goal: PS16

Description of Goal: Plan for and make operational a State of Florida Virtual Business Emergency Operations Center with 67 County and Private Sector Interface







Outcome

Intended Metric

Staff Assigned to

Task Create Scope of Work with Florida State University CDRP.

7/19/12 Plan for development of product.

End product viability and use defined


Create Working Group 8/1/12 Diverse body to provide input on what product will look like and how it will function

Diverse membership and input


Conduct Planning Sessions with Working Group 10/1/12 Identify functionality needs of product.

Specific defined structure.


Phase One Completed 11/1/12 Partial product completed

Functional platform operating product


Phase Two Completed 12/1/12 Entire product completed

Fully operational product


Beta Test the State Virtual BEOC 12/1/12 Ensure all functions work

Fully tested product Private Sector Coordinator

Take State Virtual BEOC Live 12/3/12 Roll out to all stakeholders

Access provided to stakeholders


Conduct County and State Training on use of The Virtual BEOC.

ONGOING Stakeholders trained Stakeholder ability to use product.


E14

Goal: PS19

Description of Goal: Secure and Integrate Business Information and Location Data


9/19/12 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Investigate various business data information groups.

8/1/12 Various data options Available options with comparison of functions


Procure needed data from Vendor 9/5/12 Data available for integration into existing systems

Procurement process completed and data on hand.


Install and test data in SEOC 9/19/12 Accessible business data for Florida’s businesses integrated with SEOC systems

Capacity to identify and access business location, types, etc. via SECO systems.


Goal: PS17

Description of Goal: Roll Out Private Sector Specific Social Media Sites (Facebook, and Twitter)


September 3, 2012 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Design Private Sector Facebook Site 7/17/12 Functioning Private

Sector Facebook page.

Additional method to disseminate information to the private sector.


Design Private Sector Twitter Account 8/1/12 Functioning Private Sector Twitter Account



Design Private Sector Blog 8/15/12 Functioning Private Sector Blog



Publicize and launch Private Sector Social Media sites.

9/3/12 Increase interest of private sector in getting disaster information from social media outlets.

Increased private sector awareness of disasters and their impacts.


E15

Goal: PS18

Description of Goal: Develop Private Sector Outreach and Communications Plan in Coordination with External Affairs







Outcome

Intended Metric

Staff Assigned to

Task Meet with External Affairs and brainstorm Private Sector Outreach and Communications opportunities.

8/1/12 Ideas and concepts to reach the private sector.

Viable alternatives to prepare and reach the private sector

Private Sector Coordinator External Affairs Staff

Develop specific activities, goals and products to complete.

10/1/12 Detailed events, dates, products, etc.

Specific implementation goals.

Private Sector Coordinator External Affairs Staff

Produce Private Sector Outreach and Communications Plan

12/1/12 Final plan produced Approved Plan Private Sector Coordinator External Affairs Staff

Goal: PS19

Description of Goal: Focus on Small County Business Partnerships (Family Dollar/Dollar General/Dollar Tree/Freds)


March 1, 2013 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Identify key businesses typically located in Florida’s smaller economically disadvantaged counties.

9/5/12 Businesses identified. Number of businesses located in smaller counties.


Set up meetings with the identified businesses to discuss ways to partner and share information.

11/13/12 Gauge potential business interest.

Number of businesses expressing interest.


E16

Design partnership plan specific to each interested business.

1/10/13 Plans with each business that cater to the groups they serve and services they provide.

Broad demographic reach.


Implement plan with partnering businesses and support their efforts.

3/1/13 Increased preparedness and resource knowledge of businesses serving smaller counties.

Increased preparedness and partnership in economically disadvantaged counties.


Goal: PS20

Description of Goal: Work with Regional Coordination Team to Hold 1 Regional Meeting in 2013 where Private Sector is invited and is the focus of the meeting.







Outcome

Intended Metric

Staff Assigned to

Task Schedule Meetings in each Region with Regional Coordinators in 2012-13

9/4/13 Meetings Scheduled N/A Private Sector Coordinator Regional Coordinators

Hold Meetings 4/30/13 Input and interaction between the Private Sector and County Emergency Management Regionally

Increased interaction with the Private Sector at the Local Level


Document issues, findings, recommendations, etc. and submit.

6/28/13 Capture outcomes and ideas.

Increased county participation with the private sector.


E17

Goal: PS21

Description of Goal: Finalize Partnership with Chick-fil-A on Kid's Get A Plan Partnership with External Affairs


October 1, 2012 Lead Staff Assigned to Goal: Private Sector Coordinator and Julie Roberts





Outcome

Intended Metric

Staff Assigned to

Task Meet with Chick-fil-A Staff in Atlanta 8/1/12 Gauge interest in

concept. Buy in by chain or not.

Private Sector Coordinator Julie Roberts

If approved, design plan to distribute Kid’s Get A Plan books at Chick-fil-A stores in Florida along with promoting Kids Get A Plan! Website.

9/5/12 Implementation plan for partnership.

Number of children potentially reached.


Kickoff Event to announce partnership 10/1/12 Public promotion of partnership.

Increased awareness.


Statewide events and publicity. ONGOING Continued promotion of partnership.

Increased awareness.


E18

Goal: PS22

Description of Goal: Finalize Partnership with OnStar for Dissemination of Information to Florida Users


10/1/12 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Meet with OnStar staff in Detroit. 8/1/12 Gauge interest in

concept. Buy in by OnStar or not.


If approved, design plan to distribute information to OnStar to assist their clients with various hazards and disasters.

9/5/12 Implementation plan for partnership.

Number of people potentially reached.


Kickoff Event to announce partnership 10/1/12 Public promotion Increased awareness.


Statewide events and publicity. ONGOING Continued promotion Increased awareness.


E19

Goal: PS23

Description of Goal: Participate on FEPA Business and Industry Committee with goal of Increased Outreach to Florida Businesses


ONGOING Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Participate in FEPA Mid-Year Meeting 7/25/12 Increased outreach to

counties and private sector on issues of relevance.

Number of attendees and those who begin new programs or partnerships.


Participate in FEPA Annual Meeting 2/10/13 Increased outreach to counties and private sector on issues of relevance.



Monitor Committee Activities ONGOING Increased outreach to counties and private sector on issues of relevance.



E20

Goal: PS24

Description of Goal: Complete Renovations and Technology Upgrades to ESF 18 Room







Outcome

Intended Metric

Staff Assigned to

Task Assess final needs and create plan. 9/5/12 Final redesign and

plan for ESF 18 room. Efficient, effective, sound workspace and technology


Procure needed equipment, etc. 11/1/12 Receive all furniture and equipment.

Successful procurement process


Install and test upgrades. 12/31/12 Completed room redesign.

Fully operational and functional workspace


E21

Goal: PS25

Description of Goal: Completion of ESF 18 Staff Training Guide


October 1, 2012 Lead Staff Assigned to Goal: Private Sector Coordinator





Outcome

Intended Metric

Staff Assigned to

Task Meet with ESF 18 Stakeholders and Members to brainstorm what guide would contain.

10/4/12 Outline of training guide.

Key points for guide. Private Sector Coordinator

Create outline of Staff Guide 11/1/12 Guide to compile and write information

Formal structure for guide.


Compile various sections of guide then vet, review and edit them.

12/5/12 Draft version of guide Extensive overview of all ESF activities.


Send out draft to stakeholders and ESF 18 staffers to review and comment on.

12/12/12 Edited draft version of guide.

Stakeholder input and edits.


Conduct mock training class for input. 1/12/13 Practice delivery of training and usefulness of guide.

Guide and training effectiveness.


Make the training available in person, via web, etc. 1/21/13 Trained personnel for ESF

Number of staff trained.


E22

Goal: PS26

Description of Goal: Creation and Distribution of a Florida Disaster Preparedness Guide for Businesses in Florida







Outcome

Intended Metric

Staff Assigned to

Task Meet with ESF 18 Stakeholders, Private Sector and Members to brainstorm what guide would contain.

9/26/12 Outline of guide. Key points for guide. Private Sector Coordinator

Create outline of business preparedness guide 10/17/12 Guide to compile and write information

Formal structure for guide.


Compile various sections of guide then vet, review and edit them.

11/20/12 Draft version of guide Detailed information matching outline for businesses.


Send out draft to private sector stakeholders and ESF 18 staffers to review and comment on.

11/27/12 Edited draft version of guide.

Stakeholder input and edits.


Make the guide available in print form, via web, etc. 1/1/13 Extensive guide of beneficial disaster information for businesses

Number of businesses reached.


E23

Goal: PS27

Description of Goal: Develop Economic Impact Model for Disasters (DEO, FSU Dept. of Economics, Dunn & Bradstreet, FSU CDRP)







Outcome

Intended Metric

Staff Assigned to

Task Identify Stakeholders 7/18/12 Identify stakeholders

with valid information and input.

Needed groups to ensure adequate information exists for model.


Create Working Group 7/25/12 Good cross section of participants from identified disciplines.

Necessary subject matter experts to create model.


Identify Key Variables 9/1/12 Key variables identified.

Number of variables identified and their applicability.


Identify Resource Needs 10/1/12 Key resources identified.

Number of resources identified and their applicability.


Produce a Prototype Model 5/1/13 Model ready for testing in real life disaster.

Does the model function and clearly define information.


Conduct Testing during actual disasters to determine validity.

6/1/13 Test impact model. Accuracy of model. Private Sector Coordinator

F1

F. DOMESTIC SECURITY

Goal: DS1

Description of Goal: Continue to Participate/Facilitate Domestic Security Related Meetings


June 30, 2013 Lead Staff Assigned to Goal: Tina Quick

Gubernatorial Transition Team Report Reference: Strategic Planning Reference:



Outcome

Intended Metric

Staff Assigned to

Task Co chair 4 DSOC meetings yearly Quarterly Continued

coordination & oversight of DP activities

N/A Bryan Koon

Coordinate logistics and facilitation of funding committee meeting.

Aug 13-17/2012

Continued leverage of federal funds better supporting FL’s DS Strategy

Develop projects to build out capabilities and fill gaps.

Laura Beagle Private Sector Coordinator

Coordinate logistics and facilitation of Peer Review and Project Prioritization meeting

Oct 29-30/2012


Prioritize projects to be included in application.


Co-chair State Working Group Executive Board Quarterly Continued coordination & oversight of DP activities

N/A Mike Delorenzo Linda McWhorter

Coordinate logistics and facilitation of meeting where voting delegates meet & SWG EB reviews prioritized projects

November 14-15/2012


Prioritize projects to be included in application.


F2

Goal: DS2

Description of Goal: Closeout/Extension Requests of Open DHS Grants


February 28, 2013

Lead Staff Assigned to Goal: Tina Quick




Outcome

Intended Metric

Staff Assigned to

Task FY07 HSGP closeout 9/30/2012 Reduced workload

creating more efficiency; reduction in audit findings

Successful closeout Tina Quick Laura Beagle

FY07 Transit and PSIC closeout 6/30/2012 Reduced workload creating more efficiency; reduction in audit findings


FY08 Extension request 9/30/2012 Afford local and state partners ample time to fulfill their scopes of work

Approved extension Tina Quick Laura Beagle

FY08 HSGP closeout 2/28/2013 Reduced workload creating more efficiency; reduction in audit findings


FY09 HSGP Closeout 4/30/2013 Reduced workload creating more efficiency; reduction in audit findings


F3

Goal: DS3

Description of Goal: Complete DHS Application Packet


April 2013 Lead Staff Assigned to Goal: Tina Quick




Outcome

Intended Metric

Staff Assigned to

Task Identify investment titles/projects 2/2013 Organize proposed

projects in a fashion to clearly explain said project’s intent

Investment list completed

Tina Quick

Draft investments 3/2013 Have SME to draft document

Completed draft Tina Quick

Subject matter experts reviews investments and sends to FDEM for input into GRT

3/2013 SME sends draft for finalization

N/A

Tina Quick

Finalize investments and apply to DHS 4/2013 Federal funding to state and local entities to further FL’s DP

Award granted Tina Quick Chanda Jenkins Toni Rainey

Goal: DS4

Description of Goal: Prepare and Present FY12 DHS Legislative Briefing Package


January 2012 Lead Staff Assigned to Goal: Tina Quick




Outcome

Intended Metric

Staff Assigned to

Task Complete Legislative Briefing Package 1/1/2012 Organize proposed

projects in a fashion to clearly explain said project’s intent

Package completed Tina Quick

Send completed LBP to Senate and House 1/1/2012 Received by due date N/A PIO designee

Present FY12 DHS prioritized projects to Senate Authority granted to make application

Approval Bryan Koon

F4

Goal: DS5

Description of Goal: Ensure Grantee Compliance



Gubernatorial Transition Team Report Reference:

Strategic Planning Reference:



Outcome

Intended Metric

Staff Assigned to

Task 100% Desktop monitoring 6/30/13 Mitigation against

state and federal audit findings

Reduced audit findings

Chanda Jenkins

50% Onsite monitoring 6/30/13 Mitigation against state and federal audit findings


Chanda Jenkins

Review/Revise/Train staff on Grants Operating Guide

6/30/13 Staff development Reduced audit findings

Tina Quick Chanda Jenkins

Provide technical assistance to grantees as needed Ongoing Educate grantees reducing the need for payment corrections thereby shortening payment turn-around


Tina Quick Laura Beagle Chanda Jenkins

F5

Goal: DS6

Description of Goal: CERT Program Build out


June 30, 2012 Lead Staff Assigned to Goal: Chanda Jenkins





Outcome

Intended Metric

Staff Assigned to

Task Create 5 new TEEN CERT programs and integrating them into public schools statewide

6/30/13 Established CERT programs statewide

Increased number of programs statewide

Peggy Cadeaux

Create outreach Creole/Spanish/English brochures and informational materials to send local public safety agencies.

6/30/13 Increased public awareness and participation

Increased number of outreach events conducted

Peggy Cadeaux

Re-develop a shorter State approved CERT Basic Course to appeal to a broader audience. (Whole Community)

6/30/13 Increased certified trainers

Increased number of training opportunities provided

Peggy Cadeaux

Provide CERT train the trainer courses regionally to ensure the cadre of instructors is qualified and well trained.

6/30/13 Increased certified trainers

Increased number of training opportunities provided

Peggy Cadeaux

Prioritize financial support by seeking private sector partnerships and identify grants for local governments who wish to create CERT programs.

6/30/13

Increased grant recipients with whole community concept

Increased number of programs statewide

Peggy Cadeaux

F6

Goal: DS7

Description of Goal: Meet DHS reporting requirements







Outcome

Intended Metric

Staff Assigned to

Task BSIR Biannually Continued compliance

with federal requirements

Acceptance Andrea Becraft

CAPR Biannually Continued compliance with federal requirements

Acceptance Owen Roach

ISIP Biannually Continued compliance with federal requirements

Acceptance Andrea Becraft

G1

G. LEGAL

Goal: LEG1

Description of Goal: Revisions to FAC Chapter 27P, Rules 11, 14 and 19; Repeal of 9B 68.001-.004


December 21, 2012 Lead Staff Assigned to Goal: Heather Stearns

Gubernatorial Transition Team Report Reference: n/a

Strategic Planning Reference: n/a



Outcome

Intended Metric

Staff Assigned to

Task Final meeting with staff regarding Division rule changes

7/1/12 Determination of required rule changes

Rule changes satisfy requirements of Chapter 252, Florida Statutes

Heather Stearns

Completion of Annual Regulatory Plan to OFARR 7/1/12 Completion of Regulatory Plan

Satisfaction of Executive Order 11-211 and Section 120.74(s), F.S

Heather Stearns

Completion of rulemaking process 12/31/12 Rule Revision Rule changes satisfy requirements of Chapter 252, Florida Statutes

Heather Stearns

G2

Goal: LEG2

Description of Goal: Review Division Policies for Required Updates


December 31, 2012 Lead Staff Assigned to Goal: Heather Stearns

Gubernatorial Transition Team Report Reference: n/a

Strategic Planning Reference: n/a



Outcome

Intended Metric

Staff Assigned to

Task Work with Gary Crawford regarding updates to Travel, Procurement and Property files

9/1/12 Draft of amended policy language

Policy language that satisfies Division needs post transition

Heather Stearns; Gary Crawford

Meet with staff to determine updates to all policies 9/1/12 Draft of amended policy language


Heather Stearns

Update all Division policies 12/31/12 Finalized Amended Policies


Heather Stearns

Goal: LEG3

Description of Goal: Meet with Staff and Finalize Language for Proposed Statutory Amendments


End of Next Session

Lead Staff Assigned to Goal: Heather Stearns

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference: n/a



Outcome

Intended Metric

Staff Assigned to

Task Meet with staff regarding whether amendments to Florida Statutes are requested

9/1/12 Draft of amended statutory language

Statutory language that satisfies State and local needs

Heather Stearns

Finalize any proposed amended statutory language 12/31/12 Finalized amended statutory language

Statutory language that satisfies State and local needs

Heather Stearns

H1

H. Human Resources

Goal: HR1

Description of Goal: Automate Employee Acknowledgement of On-Line Procedures


June 30, 2012 Lead Staff Assigned to Goal: Mark Helms and Heather Stearns

Gubernatorial Transition Team Report Reference: N/A

Strategic Planning Reference: Goal #5 Improve Transactional Processes – Update and maintain applicable standard operating policies and procedures.



Outcome

Intended Metric

Staff Assigned to

Task Coordinate with appropriate technical staff to automate acknowledgement of receipt and reading of on-line DEM procedures

06/30/2012

Goal: HR2

Description of Goal: Automate In-Active Personnel Files and Place onto Electronic Storage


June 30, 2013 Lead Staff Assigned to Goal: Mark Helms


Strategic Planning Reference: Goal #5 Improve Transactional Processes – Improved personnel processes through development and utilization of a paperless system.



Outcome

Intended Metric

Staff Assigned to

Task Initiate steps necessary to automate in-active personnel files.

07/01/12

Obtain cost estimates for this work/software/etc. 09/30/12

If cost approved by management, initiate scanning of current in-active files

01/31/13

Complete scanning and posting of files 06/30/13

H2

Goal: HR3

Description of Goal: Assure compliance with statute changes for HR


June 30, 2012 Lead Staff Assigned to Goal: Mark Helms


Strategic Planning Reference: Goal #5 Improve Transactional Processes – Improved personnel processes through development and utilization of a paperless system.



Outcome

Intended Metric

Staff Assigned to

Task In conjunction with direction from DMS’ Human Resource Management, implement statute changes arising from the passage of HB 1261 by the 2012 Legislature.

Throughout 2012-2013 (new OPS

reporting due 08/15/12

I1

I. OFFICE OF THE INSPECTOR GENERAL

Goal: OIG1

Description of Goal: Develop Annual Audit Work Plan Based on a Risk-Based Analysis of DEM Programs, Operations and Activities.


July 15, 2013 Lead Staff Assigned to Goal: Inspector General




Outcome

Intended Metric

Staff Assigned to

Task Define Audit Universe – list auditable units; projects, products, processes, functional departments, branches, locations etc. or some combination of these. (i.e. Recovery, Mitigation, etc.)

06/01/13 Risk Assessment shell.

Assessment shell Inspector General

Identify, weight and score major risk factors (i.e. funding, prior audits, complexity, etc.)

06/10/13 Draft risk assessment showing gross risks.

Draft assessment. Inspector General

Interview division management to confirm and obtain additional input concerning division risks.

6/22/13 Documented management interviews.

Draft assessment. Inspector General

Conduct final analysis of risks, rank accordingly and input into work plan.

6/27/13 Final risk assessment. Final assessment. Inspector General

Provide audit work plan to Director for review and signature.

6/29/13 Finalized Work Plan Signed work plan. Inspector General

I2

Goal: OIG2

Description of Goal: Evaluate and update the OIG and Division Single Audit Process (including policies, procedures, training and follow-up)


September 30, 2012 Lead Staff Assigned to Goal: Mark Williams


Strategic Planning Reference: Goal #5 Improved Transactional Processes – Update and maintain applicable standard operating policies and procedures



Outcome

Intended Metric

Staff Assigned to

Task Document and flowchart current OIG Single Audit Process.

6/22/12 OIG Single Audit process flowchart and outline.

Draft flowchart and outline.

Mark Williams

Interview FDEM staff to document Single Audit roles and responsibilities.

7/20/12 Documented Single Audit roles and responsibilities.

Draft roles and responsibilities.

Mark Williams

Combine steps 1 and 2 into a formal procedural document.

8/1/12 Draft Single Audit Procedure.

Completed draft for comment.

Mark Williams

Conduct formal reviews of procedure. (soliciting input of all internal parties)

8/30/12 Draft comments to improve process.

Completed draft for final review.

Mark Williams

Provide final procedure to Director for approval. 9/30/12 Final Division Single Audit Procedure

Signed Single Audit Procedure

Inspector General

I3

Goal: OIG3

Description of Goal: Develop and Deliver Audit Awareness Training, to Include Information on the OIG Function, Internal Controls, Fraud, Waste, Abuse, Efficiency and Effectiveness.


June 30, 2012 Lead Staff Assigned to Goal: Cassi Beebe

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #9 Create a Career Path for Emergency Management Professionals in Florida – Identify, maintain, schedule and offer training sufficient to meet the needs of the DEM mission by use of internal and external sources as appropriate. Goal #13 Enhance Recovery Capabilities – Institute training and cross-training of all recovery staff on individual assistance and public assistance processes. Goal #20 Incorporate the Private Sector into all Phases of Emergency Management – Provide educational, training and outreach opportunities to businesses on disaster related issues.



Outcome

Intended Metric

Staff Assigned to

Task Develop draft presentation 8/30/12 Completed draft

presentation ready for review.

Draft completion. Cassi Beebe

Conduct test presentations with DEM staff 9/15/12 Feedback from attendees.

Draft comments Inspector General Cassi Beebe

Finalize presentation 10/15/12 Final Presentation Cassi Beebe

Conduct Training 6/30/12 Informed staff and other attendees

75% of DEM attendance.

Inspector General Cassi Beebe

I4

Goal: OIG4

Description of Goal: Formalize Audit Recommendations and Actions Tracking (to include Auditor General, FEMA, DHS)


August 30, 2012 Lead Staff Assigned to Goal: Kris Sullivan


Strategic Planning Reference: Goal #21 Enhance Domestic Preparedness – Ensure not only grantee but sub-grantee compliance with applicable state and federal rules and regulations. Goal #22 Maintain Financial Accountability for all Grant – Ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations



Outcome

Intended Metric

Staff Assigned to

Task Obtain, analyze and document all currently open and recently closed audit findings from DEM OIG, Auditor General, and DHS OIG.

7/1/12 Maintainable listing of findings.

Initial listing Mark Williams

Maintain list as new findings are identified and current items are updated and closed.

6/30/13 Maintained listing. Current listing Mark Williams

Solicit managers for monthly updates. Beginning 7/1/12

Monthly updates from managers.

Current listing Inspector General

Disseminate monthly progress report of open items and actions.

8/1/12 Informed management on current items.

Monthly Report distributed timely.

Inspector General

When requested, issue progress report to Auditor General and Chief Inspector General.

6/30/12 Comprehensive report.

All open items have current responses.

Inspector General

J1

J. FINANCE

Goal: FIN1

Description of Goal: Prepare FY 11/12 Financial Statements for OLO 52 and DEM OLO 31


August 15, 2012 Lead Staff Assigned to Goal: Karen Peyton

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #6 Reduce the average cost and time spent on transactional processes within the Division



Outcome

Intended Metric

Staff Assigned to

Task Reconcile all OLO 52 and OLO 31 DEM accounts for financial statements

6/30/2012 Accounts reconcile to state controller records

100% Karen Peyton

Move all cash balances in OLO 52 to OLO 31 6/30/2012 No cash remains in OLO 52

100% Karen Peyton/Beth Dunlap

Run necessary Trial Balances in FLAIR 7/18/2012 Departmental reconciles to Controller

N/A Karen Peyton/Lori Morgan

Complete DFS Schedules for Financial Statements 8/1/2012 Draft Financial Statements for OLO 52 and OLO 31

N/A Karen Peyton

Obtain approvals and sign-offs on the certification forms.

8/10/2012 Approved Financial Statements

N/A Karen Peyton

Coordinate final submittal with EOG for OLO 31 and submit OLO 52

8/15/2012 Financial Statements Complete

N/A Karen Peyton

J2

Goal: FIN2

Description of Goal: Research and Recommend Disaster Transportation Options


March 31, 2013 Lead Staff Assigned to Goal: Cherie Trainor

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #12 Stabilize Impacted Jurisdictions



Outcome

Intended Metric

Staff Assigned to

Task Research & develop recommendations for the use of a “pool” of rental vehicles during activations- Talked to Avis, DMS and DFS pertaining to a pool of vehicles.

11/30/12 Recommendations to improve transportation for deployed personnel - Avis does not have the ability to assign vehicles to multiple drivers. DMS requires modifications to the Avis State Term contract should we create a pool vehicles. In addition, DFS has indicated the need for internal controls would be necessary with logs, etc.

n/a Cherie Trainor, Jenene Helms

Submit recommendation to the Director – Further work on this issue has been delayed until next year.

1/31/13 Obtain approval of recommendations to improve transportation for deployed personnel


Submit recommendations to DFS for approval 3/31/13 Obtain approval of final procedure to improve transportation for deployed personnel


J3

Goal:FIN3

Description of Goal: Develop Desktop Procedures Format for Business Processes for the Division (Pilot BFS positions, then remaining Finance, then rest of Division)


June 30, 2013 Lead Staff Assigned to Goal: Gary Crawford/Cherie Trainor

Gubernatorial Transition Team Report Reference: Recommendation 12: All possible efforts should be taken to identify ways to reduce staff turnover.

Strategic Planning Reference: Goal #5 Improve Transactional Processes



Outcome

Intended Metric

Staff Assigned to

Task Meet with Bureau Financial Specialist to determine current functions (as a pilot) for desktop procedures and processes. - Met with Bureau Financial Specialist to determine current job responsibilities.

10/15/12 Compilation of activities being performed by these positions – BFS positions are used in various ways in each Bureau.

n/a – Standardize the BFS financial job responsibilities in coordination with Division Finance goals.

Susanne McDaniel Pat Smith Cherie Trainor

Submit desktop procedures for BFS positions to the Director, Deputy Director and Bureau Chief’s to review functions and activities and to establish desktop procedure format.

11/15/12 Finalize BFS desktop procedures.

n/a Susanne McDaniel Pat Smith Cherie Trainor Mark Helms

Develop desktop procedures format for business and processes for the remaining Division positions

04/15/13 Draft desktop procedure

n/a Cherie Trainor Mark Helms Gloria Cobb

Disseminate desktop procedure to Bureaus to develop desktop procedures for each position in each Bureau.

11/15/13 Develop desktop procedures for all Division positions


Complete desktop procedures 6/30/13 Current desktop procedures and processes for all Division positions


J4

Goal: FIN4

Description of Goal: Revise the DEM Reservist Program Utilizing OPS Status


March 31, 2013 Lead Staff Assigned to Goal: Gary Crawford

Gubernatorial Transition Team Report Reference: Recommendation 12: All possible efforts should be taken to identify ways to reduce staff turnover

Strategic Planning Reference: Goal #5 Enhance Recovery Capabilities



Outcome

Intended Metric

Staff Assigned to

Task Research legal, personnel, and indirect cost implications – Discussed contracting with TCC like DOH but found out DOH cancelled their contract because it did not work well. Non DEM employees are not eligible for P-Cards which is the mechanism to pay Reservist travel costs. Another option is to leave Reservists as inactive employees to eliminate unemployment costs but employee assessments will increase. A direct contract to manage the Reservist program is also possible. There are no indirect cost implications.

11/1/12 Detailed program to improve timing for activating Reservists after a disaster

n/a Mark Helms Gary Crawford

Present recommendations to Director and Recovery Bureau Chief

1/31/13 Detailed program to activate reservists


Work with EOG to take appropriate actions prior to implementation

2/28/13 Detailed program to activate reservists


Implement revised (if recommended) program 3/31/13 Detailed program to activate Reservists


J5

Goal: FIN5

Description of Goal: Extension of 2009 EMPG Grant


January 1, 2013 Lead Staff Assigned to Goal: Cherie Trainor

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference: Goal #22 Maintain Financial Accountability for All Grants



Outcome

Intended Metric

Staff Assigned to

Task Submit extension request for 1year 6 months 1/1/13 Notification to DHS of

need for extension n/a Felicia Peterson

Schedule monthly meetings to discuss progress through the remainder of the grant award

Monthly Successful progress of the approved projects

Currently: 80% funds spent; 69.85% projects complete

Felicia Peterson

Goal: FIN6

Description of Goal: Extension of 2010 EMPG Grant


January 1, 2013 Lead Staff Assigned to Goal: Cherie Trainor

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference:



Outcome

Intended Metric

Staff Assigned to

Task Submit extension request for 1 year 1/1/13 Notification to DHS of

need for extension n/a Felicia Peterson

Schedule monthly meeting to discuss progress through the remainder of the grant award

Monthly Successful progress of the approved projects

Currently: 33% funds spent; 33% project completion

Felicia Peterson

J6

Goal: FIN8

Description of Goal: Require Reports and Monitor Performance Standards Monthly


December 1, 2012 Lead Staff Assigned to Goal: Gary Crawford

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference: Goal #1 Implement Director’s Priorities



Outcome

Intended Metric

Staff Assigned to

Task Develop report format/template to present at monthly financial meetings with Deputy Director

10/1/12 Detailed format/template to provide consistent monthly updates

n/a Gary Crawford

Submit draft template to the Deputy Director for review and approval

11/1/12 Detailed format/template to provide consistent monthly updates

n/a Gary Crawford

Implement reporting at monthly financial meetings 12/1/12 Detailed format/template to provide consistent monthly updates

n/a Gary Crawford

Goal: FIN7

Description of Goal: Develop 2013-2014 Legislative Budget Request


September 15, 2011 Lead Staff Assigned to Goal: Susanne McDaniel




Outcome

Intended Metric

Staff Assigned to

Task Meet with each Bureau to review the schedule and information needed for theFY 2012-2013 activities

7/1/12 Bureau’s to define the budget needs for FY 2012-13

n/a Susanne McDaniel Gary Crawford Bureau Staff

Compile Bureau information 8/1/12 Draft Division Budget for FY 2012-2013 2013-2014

n/a Susanne McDaniel

Review draft budget with Director and Deputy Director and prioritize budget issues

8/15/12 Draft budget for Division approval

n/a Susanne McDaniel Gary Crawford

Input budget request and post into LAS/PAS 9/15/12 Final budget submitted to OPB

n/a Sherie Carrington

J7

Goal: FIN9

Description of Goal: Develop a Catering Policy for Activation in the State Emergency Operations Center


March 31, 2013 Lead Staff Assigned to Goal: Cherie Trainor

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference: Goal #5 Improve Transactional Processes



Outcome

Intended Metric

Staff Assigned to

Task Develop SOW 1/1/13 Recommend language

for RFP/SOW n/a Cherie Trainor

Procurement Unit

Post RFP 2/15/13 Advertise competitive Solicitation in MFMP

n/a Cherie Trainor Procurement Unit

Review, score proposals, award contracts 3/31/13 Score proposals and award contract

n/a Cherie Trainor Procurement Unit/Staff

Goal: FIN10

Description of Goal: Review and Streamline the Travel Reimbursement and Approval Processes-


November 30, 2012 Lead Staff Assigned to Goal: Gary Crawford/Lucy Russell

Gubernatorial Transition Team Report Reference: n/a Strategic Planning Reference: Goal #5 Improve Transactional Processes



Outcome

Intended Metric

Staff Assigned to

Task Research and develop recommendation for revisions to the travel policy and processes – Reviewed the travel procedures and compared the actual processes used to process travel. A draft procedure has been written, but further evaluation must be completed. Differences exist pertaining to sign-offs, when payment coding is included with RTA’s, and the utilization of the Travel Data base. A travel evaluation workgroup was planned in May but was cancelled. The workgroup is planned later after end-of-year.

9/30/12

Eliminate processing differences and establish internal processing procedures for the Division.

J8

Work with EOG to take appropriate actions prior to implementation (p-card process) - DEM has submitted a draft P-Card plan for the Division to EOG. The plan is still under review

Complete

Obtain guidance and approval from EOG

n/a Gary Crawford

Submit the recommended changes and draft policy to the Deputy Director

11/30/12 More efficient and streamlined process

Assessment of the reduction of time for authorization, approval, and reimbursement process

Gary Crawford Lucy Russell

Goal: FIN11

Description of Goal: Provide DEM Training on FLAIR, Property Policy, Finance Coding, and Travel


March 31, 2013 Lead Staff Assigned to Goal: Gary Crawford

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal #5 Improve Transactional Processes



Outcome

Intended Metric

Staff Assigned to

Task Property Policy Training 8/31/12

Policy Compliance Division wide

n/a Gary Crawford Kathy Worley Pat Smith

FLAIR Training 12/1/12 Bureau’s understand Budget allotments in FLAIR

n/a Gary Crawford Susanne McDaniel

Finance Coding Training 3/31/13 Needed Financial Coding to process invoices

n/a Karen Peyton Pat Smith

Travel Process Training 9/30/12

New Travel process is understood by travelers

n/a Lucy Russell Gary Crawford

J9

Goal: FIN12

Description of Goal: Allot Bureau Budgets in FLAIR by Object Code


August 31, 2012 Lead Staff Assigned to Goal: Susanne McDaniel/Gary Crawford


Strategic Planning Reference: Goal #5 Improve Transactional Processes



Outcome

Intended Metric

Staff Assigned to

Task Prepare preliminary FY 12/13 Budget Allotment Spreadsheet

7/15/12 Establish Bureau Allotments under new coding

n/a Susanne McDaniel Sherie Carrington Pat Smith

Enter Allotments into FLAIR by Object Code 8/31/12

Bureau Budgets can be viewed in FLAIR

n/a Susanne McDaniel Sherie Carrington Pat Smith

Goal: FIN13

Description of Goal: Implement New Automated Requisition Process in MFMP


September 30, 2012 Lead Staff Assigned to Goal: Lucy Russell




Outcome

Intended Metric

Staff Assigned to

Task Research the automated requisition processes used by other state agencies and ensure the DEM MFMP set up is correct in coordination with DMS representatives.

7/31/12

Analysis of the automated process

n/a Lucy Russell

Prepare work flow of the new process for Director review and approval

8/31/12 Illustrate a simplified requisition process

n/a Lucy Russell

Establish implementation goals and processes and user training

9/30/12 Implementation n/a Lucy Russell

J10

Goal: FIN14

Description of Goal: Implement New Automated DOH Reconciliation Process


December 31, 2012 Lead Staff Assigned to Goal: Kelley Sasso/Gary Crawford/Karen Peyton




Outcome

Intended Metric

Staff Assigned to

Task Coordinate with EOG and DOH on the process for setting up the automated reconciliation process

5/31/12 Complete

Analysis of the automated process

n/a Kelley Sasso Gary Crawford

Establish set up costs and storage with SSRC 6/30/12 On-Going

Establish processing loads needed for new system

n/a Kelley Sasso Gary Crawford Kevin Smith

Receive the program for the automated FLAIR reconciliation process free from DOH

8/31/12 Prepare the program n/a Kelley Sasso DOH

Analyze system adjustments for EOG/DEM 9/30/12 Functional reconciliation system

Kelley Sasso Gary Crawford Kevin Smith

Implement System 12/31/12 Fast FY data analysis of expenditures and automated reconciliation of Departmental to Controller

J11

Goal: FIN15

Description of Goal: Develop and Implement New Resource Action System (RAS)


December 31, 2012 Lead Staff Assigned to Goal: Gary Crawford




Outcome

Intended Metric

Staff Assigned to

Task Enhance the system capabilities 5/31/12 Analysis of the

automated process n/a Gary Crawford

Karen Peyton

Enhance the system capabilities of the payroll module

6/30/12 Analysis of the automated process

n/a Gary Crawford Lucy Russell

Develop the FLAIR coding module of the RAS system

8/31/12 Analysis of the automated process

n/a Gary Crawford Karen Peyton

Develop the Budget module of the RAS system 9/30/12 Analysis of the budget process

n/a Gary Crawford Sherie Carrington

Implement RAS system 12/31/12 Implementation n/a Gary Crawford Karen Peyton Lucy Russell Sherie Carrington

K1

K. Preparedness

Goal: PRE-1

Description of Goal: Update Criteria for Local Comprehensive Emergency Management Plans , the County Capabilities Assessment Checklist, and Related Language in Florida Administrative Code

Date of Goal Completion: December 31, 2012

Lead Staff Assigned to Goal: Brian Richardson, Rachel Sparling, Erika Smith

Gubernatorial Transition Team Report Reference: Recommendation 3: CEMP guidance should be developed consistent with new emphasis on meaningful planning

Strategic Planning Reference: Goal #6 Maintain National Accreditation



Outcome

Intended Metric

Staff Assigned to

Task Obtain final feedback on revised Capabilities Assessment Checklist from Regional Coordination Team.

6/15/2012 Allow the Regional Coordination Team to provide input.

Participation from the RCT.

Erika Smith

Post draft revisions of the Criteria, Capabilities Assessment, and F.A.C. language on floridadisaster.org and allow 30 days for stakeholder and legal review.

7/20/2012 Allow the counties to provide input into criteria for which the Division will hold them statutorily accountable.

Incorporating stakeholder feedback, if applicable.

Rachel Sparling

Present final drafts of revised documents and F.A.C. language to the Director and obtain approval to proceed with the rulemaking process.

7/27/2012 Expected approval to proceed to rulemaking.

Written or verbal approval from Director to proceed to rulemaking.

Brian Richardson

Commence rulemaking and adoption process. 8/1/2012 Amended Rule 27P-6, F.A.C., adopting the 2012 update to the criteria.

Adoption of Rule 27P-6 amendments.

Brian Richardson Rachel Sparling Erika Smith

Develop in-house training package on the updated criteria and Capabilities Assessment Checklist for local Comprehensive Emergency Management Plan reviewers.

12/31/2012 Having an internal staff trained on the updated criteria in order to provide proficient and expedient CEMP reviews.

Materials created and disseminated to local CEMP reviewers/Regional Coordinators.

Brian Richardson Rachel Sparling Erika Smith Regional Coordination Team

K2

Get Director to issue a memo to counties on 180-day implementation period.

12/31/2012 Give counties clear expectations of when their respective CEMPs will be reviewed against the new criteria.

Memo sent from Director to counties upon adoption of 9G-6 amendments.

Brian Richardson

Goal: PRE-2

Description of Goal: Adopt 2012 State Comprehensive Emergency Management Plan and commence updates for 2014 State CEMP


September 28, 2012 (Adoption); Ongoing (2014 Updates)

Lead Staff Assigned to Goal: Brian Richardson, Rachel Sparling, Erika Smith

Gubernatorial Transition Team Report Reference: Recommendation 3: CEMP guidance should be developed consistent with new emphasis on meaningful planning

Strategic Planning Reference: GOAL # 6 MAINTAIN NATIONAL Goal #6 Maintain National Accreditation; Goal #12 Stabilize Impacted Jurisdictions



Outcome

Intended Metric

Staff Assigned to

Task Receive revised ESF 18 Appendix 6/15/2012 Receiving the updated

ESF 18 Appendix. Having an appendix which accurately reflects the ESF 18 lead and supporting agencies.

Rachel Sparling

Present the final draft to the Director and obtain approval to proceed with the rulemaking process.

6/29/2012 Approval of the Director to proceed.

Written or verbal approval from Director to proceed to rulemaking and signed promulgation letter.

Brian Richardson

Proceed with Rulemaking. 7/5/2012 Update to Rule 27P-2, F.A.C., adopting the 2012 version of the state CEMP.

Adoption of Rule 27P-2 amendments.

Brian Richardson Rachel Sparling Erika Smith

Review any After Action Reports from 2012-2013 exercises, events, and SEOC activations.

Ongoing Obtaining the latest lessons learned.

Possessing after action reports from exercises and real world events.

Rachel Sparling Erika Smith

Begin contacting ESFs and partner agencies to solicit revisions to their respective portions of the CEMP for 2014.

3/1/2013 Making contact with ESFs and partner agencies.

Rachel Sparling Erika Smith

K3

Goal: PRE-3

Description of Goal: Revise the SERT/Division Continuity of Operations Plan (COOP)


12/31/2012 Lead Staff Assigned to Goal: Wendell Dumas, Britton Holdaway

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #10 Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Continue revision/updating of all sections of the plan.

7/31/2012 Updates to all sections of the COOP, including mission essential functions.

Having updates to all section of the plan.

Wendell Dumas Britton Holdaway

Check related MOUs and MOAs to ensure they are still in effect.

Ongoing Ensure that all MOUs/MOAs related to the COOP plan are still in effect in order to effectively enact the plan.

Having MOUs/MOAs which are in effect or updated as required.

Wendell Dumas

Distribute draft revisions to leadership for initial review.

8/1/2012 Opportunity for leadership to review the draft plan for accuracy and provide feedback/recommendations.

Receipt of feedback from leadership.

Wendell Dumas

Finalize changes and re-submit to leadership for final review.

8/31/2012 Last opportunity for leadership to review the draft plan for accuracy and provide feedback/recommendations.

Receipt of final feedback from leadership.


Obtain plan approval from Director. 9/14/2012 Approval of the revised COOP plan.

Written approval from Director.

Wendell Dumas

Conduct a “Training Tuesday” orientation to the COOP plan for all Division employees.

12/31/2012 Having a staff that is educated on the Division’s/SERT Continuity of Operations Plan.


K4

Goal: PRE-4

Description of Goal: Conduct 3 Regional Continuity Planning and Training Workshops


June 28, 2013 Lead Staff Assigned to Goal: Wendell Dumas

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #7 Reduce Disaster Impacts for Florida’s Residents and Businesses; Goal #20 Incorporate the Private Sector into All Phases of Emergency Management



Outcome

Intended Metric

Staff Assigned to

Task Conduct Central Florida regional Continuity Planning and Training Workshop – Orlando.

9/2012 Conducting Continuity training for governmental and non-governmental entities.

At least 40 participants per training workshop.

Wendell Dumas

Compile and review feedback and lessons learned from Central Florida regional workshop.

9/2012 Reviewing feedback in order to make adjustments as necessary for future training workshops.

Evaluations conducted at the conclusion of the training workshop.


Determine venues, logistics, and agendas for South Florida and North Florida regional workshops.

10/31/2012 Having a venue for each workshop as well as an agenda for the training.

Finalized agenda, workbooks, and training location.


Conduct South Florida regional Continuity Planning and Training Workshop.



Wendell Dumas

Compile and review feedback and lessons learned from South Florida regional workshop.




Conduct North Florida regional Continuity Planning and Training Workshop.



Wendell Dumas

K5

Compile and review feedback and lessons learned from North Florida regional workshop.




Goal: PRE-5

Description of Goal: Update the Field Operations Guide (FOG)


December 31, 2012 Lead Staff Assigned to Goal: Brian Richardson/Sandy Meyer

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #12 Stabilize Impacted Jurisdictions



Outcome

Intended Metric

Staff Assigned to

Task Conduct a review of the final draft FOG. 6/21/2012 Final proof Approval Brian Richardson

FOG Committee

Conduct additional minor revisions if necessary. 8/31/2012 Minor revisions to the FOG if necessary.

Revised FOG if necessary.

Brian Richardson FOG Committee

Publish field operations guide. 9/30/2012 Published approved FOG

Printed and electronic versions of the FOG.

Brian Richardson Sandy Meyer

K6

Goal: PRE-6

Description of Goal: Maintain Regional Evacuation Studies (RES)


May 31, 2013 Lead Staff Assigned to Goal: Andrew Sussman

Gubernatorial Transition Team Report Reference: Recommendation 22: The data provided in the Regional Evacuation studies must be carefully reviewed and evaluated to determine impacts on protective action decisions regarding evacuation and sheltering.

Strategic Planning Reference: Goal #7 Reduce Disaster Impacts for Florida’s Residents and Businesses



Outcome

Intended Metric

Staff Assigned to

Task Complete storm surge atlas for Lake Okeechobee. 8/31/2012 Having an updated

surge atlas for the counties surrounding Lake Okeechobee.

The updated atlas. Andrew Sussman

Update transportation analysis and output for NE Florida RES.

5/31/2013 The most up to date data on transportation trends throughout the NE Florida region.

Possession of the updated data.

Andrew Sussman

Update shelter analysis and output for NE FL RES. 5/31/2013 The most up to date data on shelters.


Andrew Sussman

Complete census update for NE FL region. 5/31/2013 Incorporate the most current population and demographic data for the region.


Andrew Sussman

Publish updated NE Florida RES. 5/31/2013 Possession of the most up to date evacuation study data for the Northeast Florida region.

Release of updated Northeast Florida Regional Evacuation Study.

Andrew Sussman

K7

Goal: PRE-7

Description of Goal: Complete FEMA-Mandated State Preparedness Report by December 31 Deadline


December 31, 2012 Lead Staff Assigned to Goal: Brian Richardson/Domestic Security

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #1 Implement Director’s Priorities



Outcome

Intended Metric

Staff Assigned to

Task Provide orientation to Regional Coordinators and RDSTF (EM) Planners on FEMAs new system for State Preparedness Reports.

7/31/2012 Having personnel trained on the new FEMA SPR reporting system.

Familiarity with/comprehension of the new system.

Brian Richardson

Conduct surveys within each region to ascertain capabilities.

11/9/2012 Having the most accurate data on regional preparedness.

Completed surveys from each region.

Brian Richardson DS

Compile regional surveys/reports into a single statewide report.

12/31/2012 Having the most accurate data on statewide preparedness.

The completed report. Brian Richardson DS

Submit final SPR to Director for review, approval, and submittal to FEMA.

12/31/2012 Having the Director review, approve, and submit the SPR per the setup of the new FEMA reporting system

Submittal of the SPR on or before the deadline.

Brian Richardson DS

K8

Goal: PRE-8

Description of Goal: Revise Florida Energy Assurance Plan (FEAP)


June 30, 2013 Lead Staff Assigned to Goal: Energy Assurance Planner (when hired)




Outcome

Intended Metric

Staff Assigned to

Task Conduct review of current plan to ascertain areas of revision.

12/31/2011 Having an understanding of areas of the plan needing updates.

Identifying areas of the plan needing revision.

Energy Assurance Planner

Initialize revision/updating of plan. 1/31/2013 Commencing revision of the plan.

Beginning updates to the plan.


Distribute draft revisions to leadership and stakeholders for review.

6/30/2013 Leadership/stakeholder involvement.

Distribution to stakeholders.


Finalize changes and obtain approval from leadership.


Approval from leadership.


Publish updated plan. 6/30/2013 Updated energy assurance plan.

Updated energy assurance plan.


K9

Goal: PRE-9

Description of Goal: Revise or Recreate Fuel Contingency Plan


June 30, 2013 Lead Staff Assigned to Goal: Energy Assurance Planner (when hired)




Outcome

Intended Metric

Staff Assigned to

Task Search for most current plan, if available. 6/30/2013 Having the most current

plan for review. Possession of the plan.


Conduct review of current plan to ascertain areas of revision or begin redeveloping the plan.

6/30/2013 Having an understanding of areas of the plan needing updates or an understanding that a new one must be created.

Determination of whether the plan needs to be updated or recreated.


Distribute draft revisions to leadership and stakeholders for review.


Distribution to stakeholders.


Finalize changes and obtain approval from leadership.


Approval from leadership.


Publish updated plan. 6/30/2013 Updated energy assurance plan.

Updated energy assurance plan.


K10

Goal: PRE-10

Description of Goal: Author an SOP or Plan for each Turkey Point ingestion county (Broward, Collier)


June 30, 2013 Lead Staff Assigned to Goal: Paul Wotherspoon

Gubernatorial Transition Team Report Reference: Recommendation 6: The FDEM should immediately assess methods to grow the regional capability, including the allocation of staff to the regions that are competent in the areas of planning, grant management, and overall training

Strategic Planning Reference: Goal #7 Reduce Disaster Impacts for Florida’s Residents and Businesses; Goal #10 Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Determine NPP location for next ingestion training series

September Roger Rankin

Submit pre-training survey (questionnaire) to participating ingestion counties

November Identify current status of response plans

10% Roger Rankin

Develop draft ingestion plans for participating counties

December Establish plan template

30% Roger Rankin

Host training seminar December Train on requirements 50% Roger Rankin

Host training workshop January Work through plans 60% Roger Rankin

Review ingestion county site plans February Review final plans 70% Roger Rankin

Host Table Top exercise March Exercise new plans 80% Roger Rankin

Submit survey to Ingestion county Participants (post-training series questionnaire)

April Obtain county feedback and adjust plans accordingly

90% Roger Rankin

Send final Plan / SOP to respective county May 100% Roger Rankin

K11

Goal: PRE-11

Description of Goal: Utilize All Available Sources to Identify Potential Unregistered EPCRA (Emergency Planning and Community Right to Know Act) Facilities, Conduct Outreach, Identify Qualifying Facilities and Bring 100% into Compliance.


June 30, 2013 Lead Staff Assigned to Goal: Sam Brackett

Gubernatorial Transition Team Report Reference: Recommendation 5: The State should achieve greater linkages of state and local Public Safety resources, including FDEM State Watch Office and FDLE Fusion Center.

Strategic Planning Reference: Goal #23 Provide Monitoring and Oversight of Hazardous Materials Chemical Facilities



Outcome

Intended Metric

Staff Assigned to

Task Identify possible non-compliant facilities through EPA, LEPC, HA and other sources

Ongoing reported quarterly

Increased community safety through state and local hazmat planning and fire rescue awareness of these facilities

# of potential facilities out of compliance with Emergency Planning and Community Right to Know Act (EPCRA)

Sam Brackett

Perform initial outreach through direct contact Ongoing reported quarterly

Comment Above # of facilities above contacted

Sam Brackett

When unsuccessful with direct contact, mail potential NOV


Comment Above # of facilities brought into compliance; not subject to EPCRA; unresponsive, from above population

Sam Brackett

Follow-up with unresponsive companies to include second notice and potential civil penalties


Comment Above Of the unresponsive facilities # of facilities requiring legal action to bring into compliance

Sam Brackett

Ensure 100% of identified facilities have final outcome

June All indentified facilities are brought into compliance or deemed excluded

100% resolution Sam Brackett

K12

Goal: PRE-12

Description of Goal: Investigate 100% of Reported Chemical Releases / Spills Exceeding Reporting Threshold Quantity (RQ)



Gubernatorial Transition Team Report Reference: Recommendation 5: The State should achieve greater linkages of state and local Public Safety resources, including FDEM State Watch Office and FDLE Fusion Center.

Strategic Planning Reference: Goal #23 Provide Monitoring and Oversight of Hazardous Materials Chemical Facilities



Outcome

Intended Metric

Staff Assigned to

Task Investigate all hazardous chemical spills reported from all sources (SWO, News, FD, other sources)


Increased community safety and awareness through educational and punitive actions

# facilities with releases in excess of reporting quantity threshold

Chris Stevens

Determine if EPCRA / CERCLA applies Ongoing reported quarterly

Identify those releases subject to reporting requirements

# releases subject to EPCRA / CERCLA of above population

Chris Stevens

Work with DEP / EPA to educate releasing facility on appropriate reporting requirements


Better educated facility management – public safety

# facilities above provided educational materials / contacts

Chris Stevens

Pursue legal action (penalty / Supplemental Environmental Projects) when warranted


Ensure punitive measures taken when applicable

# facilities pursued for legal action by type (monetary/SEP)

Chris Stevens

K13

Goal: PRE-13

Description of Goal: Increase use of the Hazardous Materials Information System (HMIS) by 20%


January 2014 Lead Staff Assigned to Goal: Paul Wotherspoon

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #23 Provide Monitoring and Oversight of Hazardous Materials Chemical Facilities



Outcome

Intended Metric

Staff Assigned to

Task Enhance current system to allow for user upload of Tier II Submit EPA software data

June 30, 2013 More accurate and timely chemical facility data

Increase online reporting by 15%

Paul Wotherspoon

Enhance current system to allow for user upload of Tier II Manager software data

January 2014 More accurate and timely chemical facility data

Increase online reporting by 5%

Paul Wotherspoon

K14

Goal: PRE-14

Description of Goal: Conduct quarterly (4) Local Emergency Planning Committee / State Emergency Response Commission and Training Task Force meetings


April 5, 2013 Lead Staff Assigned to Goal: Paul Wotherspoon

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #23 Provide Monitoring and Oversight of Hazardous Materials Chemical Facilities



Outcome

Intended Metric

Staff Assigned to

Task July 12-13, 2012 July 13, 2012 Facilitate meeting Better educate SERC

members, implement recommendations for better educated, safer public

Tim Date / Sam Brackett

October 4-5, 2012 October 5, 2012

Facilitate meeting Better educate SERC members, implement recommendations for better educated, safer public


January 10-11, 2013 January 11, 2013

Facilitate meeting Better educate SERC members, implement recommendations for better educated, safer public


April 4-5, 2012 April 5, 2013 Facilitate meeting Better educate SERC members, implement recommendations for better educated, safer public


K15

Establish corrective action plan for deficiencies identified above

30 Days following audit

Better educated staff LEPC / DEM concur with action plan

Tim Date Lou Ritter Henry Turner Isabell Parker

Follow up to ensure recommendations were implemented or corrective actions were taken

Ongoing All actions implemented


Goal: PRE-15

Description of Goal: Perform LEPC Desk Audits to Review Financial and Programmatic Records for the HMEP, HA and LEPC Staffing Contracts



Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #22 Maintain Financial Accountability for All Grants



Outcome

Intended Metric

Staff Assigned to

Task Determine LEPC’s to be audited – preferably in conjunction with quarterly meetings to reduce travel expense

TBD Ensure compliance through brief / after action report

Educate LEPC staff on program / financial requirements for funding streams


Perform desk audit of HMEP (federal funds), HA and LEPC staffing (state funds) contracts / sub-recipient agreements (first LEPC)


# of deficiencies Tim Date Lou Ritter Henry Turner Isabell Parker

Establish corrective action plan for deficiencies identified above

30 Days following audit

Better educated staff LEPC / DEM concur with action plan

Tim Date, Lou Ritter, Henry Turner, Isabell Parker

Follow up to ensure recommendations were implemented or corrective actions were taken

Ongoing All actions implemented

Perform desk audit of HMEP (federal funds), HA and LEPC staffing (state funds) contracts / sub-recipient agreements (Second LEPC)


# of deficiencies Tim Date Lou Ritter Henry Turner Isabell Parker

K16

Goal: PRE-16

Description of Goal: Conduct Inspections / Audits on 10% of All Facilities Subject to Section 112r of the Clean Air Act (Accidental Release Prevention and Risk Management Planning Program)


June 30, 2013 Lead Staff Assigned to Goal: Tim Date

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #23 Provide Monitoring and Oversight of Hazardous Chemical Facilities



Outcome

Intended Metric

Staff Assigned to

Task Create list of RMP inspection facilities March 2012 Complete GW Lupton

Robert Dietrich

List approved by State Emergency Response Commission

April 2012 Concur with selected facilities

Complete GW Lupton Robert Dietrich

Six facility inspections October 2012 Ensure compliance with Clean Air Act section 112r

25% complete GW Lupton Robert Dietrich

Seven facility inspections December 2012

Ensure compliance with Clean Air Act section 112r


Six facility inspections March 2013 Ensure compliance with Clean Air Act section 112r


Seven facility inspections June 2013 Ensure compliance with Clean Air Act section 112r


K17

Goal: PRE-17

Description of Goal: Create REP Tailgate Videos to Train Nuclear Power Plant First Responders


June 30,2013 Lead Staff Assigned to Goal: Melanie Motiska

Gubernatorial Transition Team Report Reference: N/A Strategic Planning Reference: Goal #10 Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Develop topic idea list March 2012 Prepare list of desired

tailgate video subjects 10% complete Melanie Motiska

Select initial training video subject March 2012 Choose subject for initial video

15% complete Melanie Motiska

Develop and finalize script /storyboard July Completed script and storyboard for first video


Begin taping July Begin taping 50 % complete Melanie Motiska Submit rough draft August Submit demo for

review 75% complete Melanie Motiska

Finalize video One September Edit 90 % complete Melanie Motiska Present initial video to regional Radiological Workgroup

October Present during regional workforce meeting


K18

Goal: PRE-18

Description of Goal: Develop Basic Emergency Management Academy Utilizing Online and Classroom Training.


March 30, 2013 Lead Staff Assigned to Goal: Necole Holton

Gubernatorial Transition Team Report Reference: Recommendation 8: Enhance training, exercises and leadership development in the area of Homeland Security and Emergency Management – including new Administration Officials

Strategic Planning Reference: Objective 10.4



Outcome

Intended Metric

Staff Assigned to

Task Identification of Curriculum 12/30/2011 Ensure curriculum

meets the needs of target audience

Complete Michael Beha

Development of online modules 8/31/2012 Online modules will ensure adequate training and cost/time saving measures

100% completion Michael Beha

Development of classroom modules/materials 8/31/2012 Ensure product meets the needs of the target audience and goal of academy


Establish Advisory group to review materials 7/30/2012 Curriculum will be reviewed by stakeholders for suggested input

75% completion Necole Holton/M Beha

Select trainers 10/30/2013 Ensure we have competent instructors for instructional delivery


Do Pilot class 1/20/2013 Ensure students leave with working knowledge of EM field and able to jurisdictions in disasters


Develop plan for regional delivery 3/30/2013 Ensure the delivery of academy to broader audience.


K19

Goal: PRE-19

Description of Goal: Develop Continuing Supervisory Training for DEM Supervisors.


June 30, 2013 Lead Staff Assigned to Goal: Necole Holton





Outcome

Intended Metric

Staff Assigned to

Task Identification of curriculum for Week three 6/30/2012 Ensure curriculum

meets the needs of target audience


Development of week three materials 8/30/2012 Ensure product meets the needs of the target audience and goal of academy


Repeat week one and week two training 10/15/2012 To allow for refresher and addition of new attendees


Deliver week three training 12/30/2012 Ensure attendees are better equipped to fulfill duties of position.


Identify topics for week four training 01/30/2013 Ensure topic address the needs of target audience


Development of week four materials 03/30/2013 Ensure product meets the needs of the target audience and goal of academy


Deliver week three and week four training 06/30/2013 Ensure attendees are better equipped to fulfill duties of position.


K20

Goal: PRE-20

Description of Goal: Provide Training to Develop Vision, Culture and Values for DEM Leadership Connecting Vision and Values to Daily Decision-Making







Outcome

Intended Metric

Staff Assigned to

Task Develop scope of work 7/30/2012 Contract for the start

of training development


Submit advertisement/select consultant 9/30/2012 Secured consultant to begin project


Consultant meeting with Director to identify desired DEM values, leadership style and focus.

10/30/2012 Identified priorities and goals of Director for Sr. Management


Development of class materials 12/30/2012 Ensure product meets the needs of the target audience and goal of training


Deliver training 06/30/2013 Ensure attendees are better equipped to fulfill duties of position.


K21

Goal: PRE-21

Description of Goal: Provide training that will help professionalize the emergency management community.







Outcome

Intended Metric

Staff Assigned to

Task Develop Scope of Work 6/30/2011 Identify tasks to be

performed by vendor Complete Necole Holton

Vett course curriculum upon completion 9/30/2012 Ensure curriculum meets the needs of intended audience

75% completion Necole Holton

Identify instructors for course delivery 12/31/2012 Experienced subject matter experts deliver training


Identify and schedule training 3/30/2013 Ensure needs of target audience are met


Deliver training 6/30/2013 Provide EM Directors with less than 3 yrs service and new directors a tool to better perform duties


K22

Goal: PRE-22

Description of Goal: To Provide Orientation to New Division Employees of “Blue Sky” and “Gray Sky” Roles and Responsibilities.


February 28, 2013 Lead Staff Assigned to Goal: Necole Holton





Outcome

Intended Metric

Staff Assigned to

Task Identify speakers 08/31/2012 Ensure appropriate

speaker is identified to ensure delivery of accurate information

90% completion Maurice Haynes

Identify materials 09/30/2012 Ensure products meet the need of target audience


Identify online and plenary modules 09/30/2012 Ensure appropriate information is delivered in desired format with maximum benefit to participants

80% completion Maurice Haynes with assistance from Personnel (Mark Helms)

Develop quarterly schedule for FY 2013 09/30/2012 Ensure sustainment of delivery of orientation


Create mentor assignments within bureaus 9/30/2012 Ensure new hires are familiar with organizational structure, administrative details and logistics of Bureau

75% completion Maurice Haynes with assistance of Bureau Chief or designee

Develop materials for online and plenary modules 12/31/2012 Ensure products meet the need of target audience

80% completion Maurice Haynes with input from BC’s or designees and Section and Branch Chiefs

Schedule and deliver orientation 1/31/2013 Ensure new employees are equipped to perform duties successfully.


K23

Goal: PRE-23

Description of Goal: To Provide Division Employees With Training That Will Enhance and Expand Their Capabilities and Maximize Performance of Their “Blue Sky” and “Gray Sky” Responsibilities.







Outcome

Intended Metric

Staff Assigned to

Task

Assemble an Internal Training Advisory Group 6/30/2012 Ensure we have right persons to make decisions concerning career path for personnel in daily and emergency roles

Invite committee members and conduct initial meeting by date TBD

Thomas Robinson with assistance from STO

Identify specific courses for each tract 8/31/2012 Ensure appropriate training is delivered for each tract and provide recommendations

50% completion Thomas Robinson with assistance and input from Advisory Group

Develop timeline for implementation 9/30/2012 Scheduled training delivered

50% completion Thomas Robinson

Meet with Director and BC to ensure enforcement

9/30/2012 Receive buy-in from leadership and ensure compliance

50% completion N Holton/T Robinson

Identify and secure instructors 10/31/2012 Ensure we have right persons to make decisions concerning career path for personnel in daily and emergency roles

80% completion N Holton/T Robinson

Schedule and deliver training for Blue Sky tract 3/31/2013 Ensure staff are trained to effectively carry out daily duties


Schedule and deliver training for Gray Sky tract 3/30/2013 Ensure staff are trained to effectively carry out emergency functions


Develop training cycle so tracts are maintained 6/30/2013 Ensure sustainment of delivery of training


K24

Goal: PRE-24

Description of Goal: Provide the Opportunity for All County and Regional Partners (County, Municipalities, Non-Government Organizations (NGOs), Volunteer Organizations Active in Disasters (VOADs), and Private/Corporate Stakeholders) to Submit Training and Exercise Priorities to Ensure State Preparedness and Capabilities are Being Maintained.


April 30, 2013 Lead Staff Assigned to Goal: Necole Holton





Outcome

Intended Metric

Staff Assigned to

Task Identify and secure planning support 08/31/2012 Ensure data collection

and admin support is secured


Develop project timeline and milestones 9/30/2012 Ensure timely coordination and delivery of workshop


Conduct assessments and collect findings 03/31/2013 Ensure complete needs assessments from regions and state agencies

60% completion Thomas Robinson and assigned support

Conduct Regional TEPW’s 04/30/2013 Ensure training and exercise priorities are identified


Conduct State TEPW 04/30/2013 Ensure training and exercise priorities are identified


Finalize Multi-Year Training and Exercise Plan 04/30/2013 Provide framework for how the state will collaborate and administer training and exercise program


K25

Goal: PRE-25

Description of Goal: To Ensure State Preparedness and Strengthen Capabilities Statewide, Coordinate the Delivery of No Less Than 250 Courses Comprised of FEMA G Courses, EMI and Other DHS Consortium Courses and Florida Specific Emergency Management Courses.







Outcome

Intended Metric

Staff Assigned to

Task Needs assessment with all stakeholders 6/30/2013 Data collection for

Training and Exercise Plan


Utilize 2013 TEP to schedule training in regions Ongoing Consistent delivery of training based on identified needs and priorities

Ongoing Thomas Robinson

Coordinate with DHS approved consortiums for delivery of approved training

Ongoing Consistent delivery of training based on identified needs and priorities

Ongoing Maurice Haynes

Schedule and deliver Florida specific training Ongoing Consistent delivery of training based on identified needs and priorities

Ongoing All

K26

Goal: PRE-26

Description of Goal: To Ensure State Preparedness and Strengthen Capabilities Statewide, Develop and Conduct a Statewide Exercise That Include Participants From All 67 counties, All State Agencies and Federal Partners and Include Vigilant Guard Exercise Components.







Outcome

Intended Metric

Staff Assigned to

Task Conduct Concept and Objectives Meeting 7/31/2012 Identify priorities of

Director and SERT Chief


Secure formal evaluation support 8/31/2012 Ensure comprehensive AAR and IP development


Conduct Initial Planning Conference 11/31/2012 Ensure exercise objectives and participants are identified


Conduct Mid-term Planning Conference 1/15/2013 Ensure exercise scenario and products are coordinated


Conduct Final Planning Conference 3/30/2013 Ensure evaluation plan, matrix and documents and timing are finalized


Finalize exercise logistics 4/30/2013 Ensure exercise venues are operations, security and documentation measures are in place


Conduct exercise 5/31/2013 All stakeholders exercise to strengthen preparedness capabilities


K27

Goal: PRE-27

Description of Goal: To provide an opportunity for the Division to promote strengthening relationships and information sharing within the emergency management community, conduct a two session seminar


October 31, 2012 Lead Staff Assigned to Goal:

Necole Holton





Outcome

Intended Metric

Staff Assigned to

Task Issue Call for Presentations 7/31/2012 Assess topics of

interest from counties 80% completion TBD

Discuss and identify theme with Director 7/31/2012 Establish development guidelines for agenda

80% completion TBD

Identify and secure venue 8/31/2012 Secure event location 100% completion TBD

Issue announcements and set registrations 7/31/2012 Compilation of attendee list

100% completion TBD

Identify and secure presenters 7/31/2012 Ensure appropriate persons are available to deliver best information possible

75% completion TBD

Develop agenda for review by BC 9/30/2012 Ensure project objectives are being met

75% completion TBD

Finalize agenda 9/30/2012 Ensure program delivery

75% completion TBD

Conduct seminars 10/31/2012 Ensure collaboration, information sharing, and relationship/team building amongst stakeholders

100% completion TBD

L1

L. Response

Goal: RES01

Description of Goal: Develop an SOP to Increase Safety/Security Awareness of DEM Staff


April 30, 2012 Lead Staff Assigned to Goal: Sandy Meyer / Brian Misner

Gubernatorial Transition Team Report Reference: Recommendation 5: The State should achieve greater linkages of state and local public safety resources, including the FDEM State Watch Office and the FDLE Fusion Center. Recommendation 8: The new Office of Emergency Management should build, as a priority, training and exercise program that is consistent with New Florida Strategy and Blueprint.

Strategic Planning Reference: Goal 5.1: Improve transactional processes – update and maintain applicable standard operating policies and procedures. Goal 9.2: Create a career path for emergency management professionals in Florida – identify, maintain, schedule and offer training sufficient to meet the needs of the DEM mission by use of internal and external sources as appropriate.



Outcome

Intended Metric

Staff Assigned to

Task Establish a new Safety/Security Officer Oct 19, 2011 Complete – Safety

Officer and Deputy, both assigned.

Safe and secure workplace

Sandy Meyer

Establish a Safety/Security Awareness Training program

April 6, 2012 Complete Signed by Director Sandy Meyer

Roll out Safety/Security training for Division July 1, 2012 Publish approved document and set training dates for current and new DEM employees

Record all training with personnel rosters

Sandy Meyer

L2

Goal: RES02

Description of Goal: Communications/Outreach Training and SWO Staff Visits to Counties


June 30,2013 Lead Staff Assigned to Goal: Brian Misner / Sandy Meyer

Gubernatorial Transition Team Report Reference: Recommendation 5: The State should achieve greater linkages of state and local public safety resources, including the FDEM State Watch Office and the FDLE Fusion Center.

Strategic Planning Reference: Goal 12: Stabilize impacted jurisdictions



Outcome

Intended Metric

Staff Assigned to

Task SWO Staff visits to County EOC’s Ongoing to be

completed by June 2013

SWO Staff will visit all County EOC’s to conduct communications and outreach training.

All county EOC’s visited

Brian Misner Sandy Meyer

Goal: RES03

Description of Goal: Development/Implement Training/Certification Plan for SMT’s


September 30, 2012 Lead Staff Assigned to Goal: Brian Misner / Sandy Meyer / Linda McWhorter


Strategic Planning Reference: Goal 12: Stabilize impacted jurisdictions – State Management Teams maintain the ability to deploy a State Incident Management Team within 2 hours of activation/direction by the SERT Chief.



Outcome

Intended Metric

Staff Assigned to

Task Determine training requirements for SMT/IMT Teams: IS100/200/700/800; ICS 300/400; AHIMT Team Training and Position specific Training

06/30/2012 Five trained teams that will be able to respond to all hazards

100% of teams trained and qualified IAW standards set by Steering Committee

Steering Committee

Determine exercise requirements for SMT 6/30/2012 Ensure teams are able to respond as a unit for all hazards events

Allow teams to identify strength and weakness and give them a starting point to build training and exercise program

Steering Committee

L3

Develop certification program for SMT 9/30/2012 Five team that will be able to respond to all hazard events

Teams will be able to respond to all hazards events in/outside Florida

Steering Committee

Develop shadowing program for SMT 9/30/2012 Ensure teams receive continuous training opportunities in different hazard events

Teams will gain valuable experience by working with other teams and larger events. This will help team building and confidence

Steering Committee

Ensure training/exercises include in TEP 3/15/2013 This will ensure that team continue to receive funding for training and exercise events

NA STO

Implement training program for SMT 9/30/2012 Ensure teams are able to respond as a unit for all hazards events

Allow teams to build training and exercise program based upon gaps identified during exercises scheduled for Mar & Apr 2012

STO/Team ICs

L4

Goal: RES04

Description of Goal: Require Mid-Year and End-of-Year Reports from All 67 Counties on EMPA/EMPG Scope of Work

Date of Goal Completion: June 30, 2012 Lead Staff Assigned to Goal: Jim Roberts


Tasks Anticipated to Complete Goal Date of Task Completion

Outcome Intended Metric Staff Assigned to Task

Travel throughout Region One during year and report monthly on status of completion

November 30, 2012

Support / help the EM County Program successfully complete their scope of work.

Mid Year Report completed, End of Year Report completed

Stormy LeBlanc End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Two during year during year and report monthly on status of completion

November 30, 2012

Support / help the EM County Program successfully complete their scope of work


Bryan Lowe End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Three during year during year and report monthly on status of completion during year and report monthly on status of completion

November 30, 2012

Support /help the EM County Program successfully complete their scope of work.

Mid Year Report completed, End of year report completed

Brian Gibson End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Four during year during year and report monthly on status of completion during year during year and report monthly on status of completion

November 30, 2012



Paul Siddall End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Five during year during year and report monthly on status of completion during year and report monthly on status of completion

November 30, 2012



Shawn Collins End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Six during year during year and report monthly on status of completion

November 30, 2012


Mid Year Report completed, End of Year Report Complete

Patrick Fuller End of Year reviews to begin 07/01 to be complete by 8/15

Travel throughout Region Seven during year during year and report monthly on status of completion

November 30, 2011


Mid Year Report completed, End of Year Report Completed

Tony Carper End of Year reviews to begin 07/01 to be complete by 8/15

Include status reports in Response Bureau monthly report

End of each month

Monitor progress and identify potential problem areas

7 monthly reports

ALL RCs – Monthly Reports submitted through Manager via monthly EOG Reports

L5

Goal: RES05

Description of Goal: Re advertise Membership for State Management Team (SMT)


December 31, 2012 Lead Staff Assigned to Goal: Brian Misner / Sandy Meyer / Linda McWhorter




Outcome

Intended Metric

Staff Assigned to

Task Update previous letter for SERT Chief/Director’s Review

15 July 2012 Finalized letter Finalized letter Brian Misner/Sandy Meyer

Prepare letter for Director’s signature/release 1 August 2012 Published letter Published letter Brian Misner/Sandy Meyer

Packets due Division for Review 1 September 2012

Packets prepped for review

Meeting set with commanders to consolidate effort of new team members selected

Brian Misner/Sandy Meyer

Steering Committee Review Packets 1 October 2012

Produce new rosters of SMTs

Produce new rosters of SMTs.


Individual notified of Selection 15 October 2012

Acceptance letters sent

Reply requested upon receipt of emailed acceptance letters


L6

Goal: RES06

Description of Goal: Training for Operations Section


April 30,2013 Lead Staff Assigned to Goal: Sandy Meyer / Brian Misner





Outcome

Intended Metric

Staff Assigned to

Task Quarterly SWO Meeting to review operation protocols

July 2012, Oct 2012, Jan 2013, Apr. 2013

Staff will be trained in the follow up actions that need to be accomplished on sensitive incidents that may be reported to the SWO.

4 training sessions will be accomplished.

Brian Misner Sandy Meyer

Goal: RES07

Description of Goal: Complete 200 Hurricane Evacuation Shelter Surveys


June 30, 2013 Lead Staff Assigned to Goal: Danny Kilcollins

Gubernatorial Transition Team Report Reference: N/A Gubernatorial Transition Team Report Reference: N/A



Outcome

Intended Metric

Staff Assigned to

Task Distribute 20 hurricane shelter surveys to Lake County

July 29, 2012 Identify new or confirm/revise existing hurricane shelter inventory data

20 building survey reports distributed

Wally Mitchell

Distribute 25 hurricane shelter surveys to Osceola County

November 8, 2012

Identify new or confirm/revise existing hurricane shelter inventory data


Adrian Hurlbutt

Distribute 35 hurricane shelter surveys to Miami-Dade County

December 13, 2012



Juan Matos

L7

Distribute 26 hurricane shelter surveys to Sumter County

January 9, 2013



Wally Mitchell

Distribute 37 hurricane shelter surveys to Hernando County

March 6, 2013 Identify new or confirm/revise existing hurricane shelter inventory data


Wally Mitchell


March 14, 2013

Identify new or confirm/revise existing hurricane shelter invent data


Juan Matos

Distribute 10 hurricane shelter surveys to Levy County

April 8, 2013 Identify new or confirm/revise existing hurricane shelter inventory data


Adrian Hurlbutt

Distribute 17 hurricane shelter surveys to Marion County

May 8, 2013 Identify new or confirm/revise existing hurricane shelter inventory data


Wally Mitchell

Distribute 23 hurricane shelter surveys to Marion County



Adrian Hurlbutt




Juan Matos

Distribute 12 hurricane shelter surveys to Citrus County

June 20, 2013 Identify new or confirm/revise existing hurricane shelter inventory data


Adrian Hurlbutt


June 28, 2013 Identify new or confirm/revise existing hurricane shelter inventory data


Juan Matos

Report the total number of public hurricane shelters survey reports distributed for the fiscal year.

June 30, 2013 200 surveys is approximately 10 percent of the total number of recognized or expected buildings in the statewide inventory; longer term goal of completing a full statewide survey about every 10 years to maintain data quality

The total number of survey reports distributed over the fiscal year.

Danny Kilcollins

L8

Goal: RES08

Description of Goal: Identify 15,000 Hurricane Evacuation Shelter Spaces






Outcome

Intended Metric

Staff Assigned to

Task Distribute DEM recognized hurricane shelter data to County EM offices for update

November 18, 2012

Current hurricane shelter inventory data distributed to county emergency managers for local review and input

67 county hurricane shelter inventory spreadsheets distributed

Danny Kilcollins Cory Dilmore

Receive County hurricane shelter space updates May 1, 2013 Hurricane shelter inventory data received from county emergency managers with local revisions as needed

67 county hurricane shelter inventory spreadsheets received

Cory Dilmore

Perform Quality Control review of data June 13, 2013 Hurricane shelter inventory data quality control reviewed

67 county hurricane shelter inventory spreadsheets quality control reviewed


Calculate annual hurricane shelter spaces identified

June 28, 2013 Identify 15,000 new hurricane shelter spaces to add to statewide inventory, and this reduce hurricane shelter deficit

A total of 15,000 new hurricane shelter spaces are added to the statewide inventory, thus measuring reduction of the statewide deficit of spaces.


L9

Goal: RES09

Description of Goal: Publish the 2012 Shelter Retrofit Report


September 28, 2012 Lead Staff Assigned to Goal: Danny Kilcollins




Outcome

Intended Metric

Staff Assigned to

Task Distribute DEM recognized hurricane shelter data to County EM offices for update

November 18, 2011

Current hurricane shelter inventory data distributed to county emergency managers for local review and input

67 county hurricane shelter inventory spreadsheets distributed

Cory Dilmore

Receive County hurricane shelter space updates May 1, 2012 Hurricane shelter inventory data received from county emergency managers with local revisions as needed

67 county hurricane shelter inventory spreadsheets received

Cory Dilmore

Perform Quality Control review of data June 28, 2012 Hurricane shelter inventory data quality control reviewed

67 county hurricane shelter inventory spreadsheets quality control reviewed

Cory Dilmore

Prepare/revise draft report for internal routing July 31, 2012 Draft report prepared for internal routing

Draft report prepared Danny Kilcollins Cory Dilmore

Begin internal routing August 1, 2012

Draft report routed internally for review and comment

Draft report routed Danny Kilcollins

Final internal comments provided by leadership August 24, 2012

Division leadership submits comments for review and inclusion in the report

Comments received from leadership

Danny Kilcollins

1. Prepare final hard copies and CD’s of Report August 11, 2012

Merge and de-conflict comments from leadership

Final report complete and ready for distribution

Cory Dilmore

2. Distribute Report September 13, 2012

2012 Shelter Retrofit Report is distributed statutorily required; hurricane shelter retrofit projects are prioritized for potential funding in FY 2013/14.

Final report is distributed to Speaker of the House, President of the Senate and Governor as required by statute.

Danny Kilcollins

L10

Goal: RES9

Description of Goal: Evaluate Change of EHPA Standard to ICC 500 Standard


February 28, 2013 Lead Staff Assigned to Goal: Danny Kilcollins

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 7.1: Reduce disaster impacts for Florida’s residents and businesses- Building codes- replace the Florida Building Code’s Public Shelter Design Criteria (s. 423.25, FBC-Building) with adoption of the hurricane provisions of the International Code Council’s Standard for the Design and Construction of Storm Shelters (ICC 500).



Outcome

Intended Metric

Staff Assigned to

Task Perform research of EHPA vs. ICC 500 standards December 20,

2012

Identify data to support preparation of a white paper

Sufficient sourced data available to prepare white paper

Danny Kilcollins

Prepare white paper to recommend code change February 28, 2013

Completion of a white paper that supports development of a report by contract services to support replacement of portions of EHPA code provisions with the national standard ICC 500 hurricane provisions.

Preparation and distribution of white paper

Danny Kilcollins

L11

Goal: RES10

Description of Goal: Sadowski Building Conference and Training Room Window Retrofit Project


November 30, 2013 Lead Staff Assigned to Goal: Danny Kilcollins




Outcome

Intended Metric

Staff Assigned to

Task Leadership & FEMA approve project funding July 1, 2012

Funds available to initiate project

FEMA and State Leadership approval

Leadership

Prepare and submit FEMA Environmental and Historical Preservation documentation

July 30, 2012 Submit EHP Review Docs to FEMA

Submitted EHP Review Docs

Danny Kilcollins Mitigation EHP staff

Received EHP Approval August 30, 2012

FEMA EHP Approval Letter

FEMA EHP Approval Letter

FEMA EMPG & EHP Staff

Client-Agency Agreement (CAA) with DMS September 30, 2012

CAA executed for DMS assistance with completing the project

Executed CAA Danny Kilcollins Jeff Swain

Acquire Architectural & Engineering (A&E) Services November 30,2012

A&E services under contract

DMS/A&E contract executed

Danny Kilcollins DMS Project Manager

Construction documents prepared February 28, 2013

Construction and permit documents prepared

Construction and permit documents prepared


Request bids from commercial firms to supply the required products and perform installation of window protection

April 1, 2013 Request for bids advertised

Request for bids advertised


Window protection product supplier/installer selected

May 1, 2013 Bids received, reviewed and a supplier/installer is selected

Window protection product supplier/installer selected


Construction begins July 1, 2013 Product provider/ installer under contract, construction permit received and construction begins

Construction permit received and construction begins


Construction complete November 30, 2013

Window protection installed to provide limited protection for emergency response staff occupying conference and training rooms of Sadowski

Certificate of completion received from the city building department.


L12

Goal: RES11

Description of Goal: Perform the petroleum supply, demand, consumption, allocation and conservation functions delegated to the Division in Section 377.701 and 377.703, Florida Statutes.






Outcome

Intended Metric

Staff Assigned to

Task Prepare a white paper that quantifies the Division’s duties as described in Section 377.701, Florida Statutes, and establishes a road map to accomplish the duties

May 31, 2013 Quantify the Division’s duties as described in Section 377.701, F.S.

Preparation and distribution of white paper report

TBD

Develop a strategy to project available petroleum fuel supplies and demand, and detect shortages that impact Florida

May 31, 2013 Strategy to detect fuel shortages that impact Florida

Preparation and distribution of report outlining strategy

TBD

Prepare a white paper to identify specific provisions for solar energy technologies as emergency remedial and preventative measures to recommend for inclusion in the Florida Energy Efficiency Code

June 20, 2013 Identify potential solar energy technology related provisions for inclusion in Florida Building Code

Preparation and distribution of white paper report

TBD

Goal: RES12

Description of Goal: Ensure ESF 12-Fuels is Prepared for State EOC Activation


May 31, 2013 Lead Staff Assigned to Goal: Danny Kilcollins




Outcome

Intended Metric

Staff Assigned to

Task Update or establish mutual agreements with state agencies to access needed resources to support ESF-12 Fuels response and recovery operations.

March 29, 2013

Establish written & executed mutual agreements with state agencies to access staff, funds and other resources to support ESF 12 Fuels during emergency activations

Executed Memoranda of Agreement or Understanding

TBD

L13

Goal: RES13

Description of Goal: Develop looping display program for SEOC buildings and Capital Circle Office Complex


January 1, 2013 Lead Staff Assigned to Goal: Amy Godsey / Richard Butgereit

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 1: Implement Director’s Priorities



Outcome

Intended Metric

Staff Assigned to

Task Identify desired weather sources and information for each hazard

August 1, 2012

Develop list of pertinent weather resources

Comprehensive all-hazards list of weather data

Amy Godsey Michelle Palmer

Create platform for housing and streaming data feeds

December 1, 2012

Replace old platform for displaying weather images for situational awareness

Increase situational awareness with near real-time weather data

Richard Butgereit Kevin Smith

Investigate options for streaming throughout Capital Circle Office Complex

December 10, 2012

Explore avenues and permissions needed (web or television) for weather display loop

Reach a wider audience

Kevin Smith

Recruit and roster support agency personnel to staff and/or provide support to ESF 12-Fuels, and coordinate training for the support personnel

May 1, 2013 Rostered and trained state agency personnel to staff ESF 12-Fuels during emergency activations

ESF 12-Fuels staff roster prepared and identified staff trained; sign-in sheet will confirm training

TBD

Review and update the ESF 12-Fuels Activation Guide

May 31, 2013 ESF 12-Fuels activation guide revised to assist in ESF 12-Fuels operations during emergency activation

Preparation and distribution of ESF 12-Fuels Activation Guide

TBD

L14

Goal: RES14

Description of Goal: Develop a Web Application Where People Can Use Their Phone GPS or Type at a Beach and Get the Weather Forecast from the National Weather Service, Along With the Rip Current Risk. There Will Also Be a Section For Safety Tips and Public Service Announcements.


May 1, 2013 Lead Staff Assigned to Goal: Amy Godsey / Richard Butgereit

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 1: Implement Director’s Priorities; Goal 10: Increase Preparedness Level of All Floridians; Goal 20: Incorporate the Private Sector Into All Phases of Emergency Management



Outcome

Intended Metric

Staff Assigned to

Task Gather data feeds available from National Weather Service and local lifeguard stations

August 15, 2012

List of credible sources for rip current information

Ensure coordination of rip current risk for each location

Amy Godsey Michelle Palmer

Crosswalk coordinates and beach names to coastal zone polygons

October 1, 2012

Assign NWS coastal zone forecast areas a coordinate base

Integration of NWS data into GIS system

Amy Godsey Richard Butgereit

Develop website to host data February 15, 2013

Richard Butgereit

Develop and identify Public Service Announcements and other tips for Safety section

November 15, 2012

Useful resources for rip current safety

Provide safety measure to users


Develop universal phone application March 15, 2013

Web application that can be used on all Smartphone brands

Richard Butgereit

Conduct testing of system April 1, 2013 Full functionality of system and make enhancements

Ensure successful launch and use of application

Richard Butgereit

Investigate marketing campaign to Florida residents and visitors

April 30, 2013 Conduct outreach with private sector entities and media partners

Increase awareness and use of application to reduce rip current related fatalities


L15

Goal: RES15

Description of Goal: Develop a DVD with Hurricane Information Similar to the L-324 Course at the National Hurricane Center for Elected Officials.


December 1, 2012 Lead Staff Assigned to Goal: Amy Godsey / Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 1: Implement Director’s Priorities



Outcome

Intended Metric

Staff Assigned to

Task Gather L-324 materials and identify pertinent subjects for elected officials

July 15, 2012 Identify essential elements of the 5 day course

Outline of subjects related to hurricane readiness at the local level

Amy Godsey Julie Roberts Bryan Koon

Develop script and presentation to crosswalk with Elected Officials Guide and existing DVD

October 1, 2012

Develop presentation material and script (for closed captioning purposes) and determine video length

Foundation of DVD to compliment exiting resources


Film and edit video October 15, 2012

Identify need for video contracting and produce finished product

Finished product External Affairs

Distribute videos and host on FloridaDisaster.org December 1, 2012

Increase awareness of hurricane readiness and planning at the local elected official level

Track # of videos distributed and “hit” on website (goal: 25)

External Affairs Webmaster

L16

Goal: RES16

Description of Goal: Create a Series of Video Modules For Various Grade Levels to Distribute Through the Department of Education for Teachers to Use Any Time of the Year in Their Weather Lessons. Because Some Teachers Only Focus On Certain Subjects, Having Several Videos Will Fulfill Their Needs Better Than One Long Video.


March 1, 2013 Lead Staff Assigned to Goal: Amy Godsey / Julie Roberts

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 1: Implement Director’s Priorities; Goal 3: Ensure Customer Satisfaction; Goal 10: Increase Preparedness Level of All Floridians



Outcome

Intended Metric

Staff Assigned to

Task Coordinate with Department of Education on best methods for contacting districts/schools

September 1, 2012

Discuss methods and explore partnerships for integrating All-Hazards Weather Education Program (AHWEP) in schools statewide

Develop formalized plans/agreements (MOUs/MOAs) with DOE/Local School Districts/External Partners on integrating material

External Affairs Amy Godsey

Contact district offices October 2012-February 2013

Coordinate with local Districts on inclusion of AHWEP

# of participating schools/districts (goal: 15)

External Affairs

Develop, film and edit standard video module presentations based on grade level (K-3, 4-7, 8-12) for each subject

January 15, 2013

Development of grade level appropriate (FCAT approved) material for presentations

# of presentations developed and approved. (goal: 15)

Meteorology Unit External Affairs

Develop website to host video modules and section for teacher comments or requests for additional materials

March 1, 2013 Deliver video module presentations and allow users to provide feedback

# of presentations downloaded or “hit” (goal: 50 per year)

Richard Butgereit

L17

Goal: RES17

Description of Goal: Completion of Comprehensive Division IT Strategic Plan


Lead Staff Assigned to Goal: Richard Butgereit / Kevin Smith

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 12: Stabilize impacted jurisdictions



Outcome

Intended Metric

Staff Assigned to

Task Draft Plan framework 7/15/12 Bryan Koon

Kevin Smith Richard Butgereit

Enlist unit POCs & form Plan review committee 7/30/12 Kevin Smith Richard Butgereit

Develop target concern summaries for each unit 9/1/12 Kevin Smith Richard Butgereit

Review framework 9/15/12 Bryan Koon Kevin Smith Richard Butgereit

Summary approvals by unit leadership 10/15/12 Kevin Smith

Initial draft Plan complete 12/1/12 Kevin Smith Richard Butgereit

Committee review complete 1/1/13 Committee

Unit leadership review complete 1/15/13 Kevin Smith

Verified against Rule 71A 1/23/13 Kevin Smith Heather Stearns Inspector General

Verified against 282 F.S. 1/30/13 Kevin Smith Heather Stearns Inspector General

Verified against Division’s Information Security Plan 2/7/13 Kevin Smith Heather Stearns Inspector General

Verified against Division’s Operational Information Security Plan

2/14/13 Kevin Smith Heather Stearns Inspector General

Verified against Division’s IT Security Policies and Procedures

2/21/13 Kevin Smith Heather Stearns Inspector General

Leadership review complete 3/15/13 Bryan Koon

EOG review complete 3/31/13 As directed

L18

Final Plan accepted and published 5/1/13 A comprehensive IT Strategy to provide direction and guidance to Agency programs and decisions which have, or should have, an IT component.

Acceptance and publication.

Kevin Smith

Goal: RES18

Description of Goal: Complete and Integrate the DEM IT COOP Plan


December 31, 2012 Lead Staff Assigned to Goal: Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Review current DEM & DCA plans 8/1/12 Kevin Smith

Vincent Dumas

Re-evaluate goals under COOP scenario 8/15/12 Kevin Smith Richard Butgereit

Confirm all system dependencies related to goals 9/30/12 Kevin Smith Richard Butgereit

Draft plan 10/30/12 Kevin Smith Richard Butgereit

Review draft 11/15/12 Richard Butgereit Vincent Dumas

Final plan to leadership for review 12/1/12 To complete an accurate, operational COOP plan for the Division

Completion & approval

Kevin Smith

L19

Goal: RES19

Description of Goal: Complete Streamlining Between SEOC and Camp Blanding


September 15, 2012 Lead Staff Assigned to Goal: Gregory Horne / Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Finalize relationship with new vendor 7/15/12 Kevin Smith

Update Hardware/Software as necessary 8/1/12 Gregory Horne

Confirm HP Engineering SRA solution 8/1/12 Gregory Horne

Optimize the SQL replication scheme 8/8/12 Gregory Horne Kevin Smith Richard Butgereit

Implement SRM with new SRA, with vendor 8/15/12 Gregory Horne Kevin Smith

Optimize SRM Runbook 8/30/12 Gregory Horne Kevin Smith

Final Documentation including failover SOP 9/15/12 Ability to perform failover seamlessly & without impact to users.

Implementation of regular failover testing schedule

Gregory Horne Kevin Smith

Goal: RES20

Description of Goal: Develop Plans For Increased Network Redundancy from SEOC (SSRC)


June 30, 2012 Lead Staff Assigned to Goal: Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Verify existing connections and dependencies 9/1/12 Kevin Smith

Isolate specific goals 10/1/12 Kevin Smith

Establish project relationship with SSRC & DivTel 10/1/12 Kevin Smith

Determine most efficient approaches, most risk addressed with least cost

11/1/12 Kevin Smith

Prioritize into project phases, if necessary 12/1/12 Kevin Smith

L20

Secure funding, per phase 3/1/13 Provide further protection against network outages to the EOC systems

Demonstrable failure protection upstream of the SSRC

Kevin Smith

Goal: RES21

Description of Goal: Further development of SharePoint for DEM and SERT


June 30, 2013 Lead Staff Assigned to Goal: Kevin Smith / Richard Butgereit




Outcome

Intended Metric

Staff Assigned to

Task Selection of program areas for implementation 7/15/12 Kevin Smith

Richard Butgereit

Implementation of Quarterly program selection 7/15/12 Kevin Smith Richard Butgereit

EOC Implementation to replace Groove 10/1/12 Kevin Smith Richard Butgereit

Final FY program area implementations 6/30/13 Provide more program areas with internal & external SharePoint resources to support their missions

Completion & acceptance of SharePoint sites for all program areas and the EOC.

Richard Butgereit

Goal: RES22

Description of Goal: Continued Evaluation and Upgrading of the Network Architecture in Sadowski and Rudd


March 31, 2013 Lead Staff Assigned to Goal: Kevin Smith / Clark Smith




Outcome

Intended Metric

Staff Assigned to

Task Review existing network routing 7/1/12 Clark Smith

Streamline existing routing 7/15/12 Clark Smith Kevin Smith

Procure replacement DMZ switches 7/15/12 Kevin Smith

L21

Replace DMZ switches 8/1/12 Clark Smith Kevin Smith Gregory Horne

Procure replacement Sadowski switches 8/1/12 Kevin Smith

Replace Sadowski switches 8/30/12 Clark Smith Kevin Smith Gregory Horne

Procure replacement ESF switches 9/1/12 Kevin Smith

Replace ESF switches 9/30/12 Clark Smith Kevin Smith Gregory Horne

Procure replacement EOC Stack switches 11/15/12 Kevin Smith

Replace EOC Stack switches 12/31/12 Clark Smith Kevin Smith Gregory Horne

Plan future network improvements 1/1/13 Kevin Smith Clark Smith

Secure funding for next phase 3/31/13 Optimization of the network after 15 years of evolution

Demonstrably more efficient network routing and reduction in response times

Kevin Smith

Goal: RES23

Description of Goal: Evaluation of transition of SEOC and Blanding Infrastructure to the SSRC


December 1, 2012 Lead Staff Assigned to Goal: Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Initial study of impact 10/1/12 Kevin Smith

Gregory Horne Richard Butgereit

Brief to leadership 12/1/12 Prepare for planning an eventual transition of management responsibility for EOC systems

Inception of the planning process as defined in statute

Kevin Smith

L22

Goal: RES24

Description of Goal: Formalization of a CSIRT


January 1, 2013 Lead Staff Assigned to Goal: Gregory Horne




Outcome

Intended Metric

Staff Assigned to

Task Selection and notification of CSIRT members 7/1/12 Kevin Smith

Gregory Horne

Establishment of meeting/training schedule 7/15/12 Kevin Smith Gregory Horne

Review of relevant statutes/rules/policies 8/15/12 Kevin Smith Gregory Horne

Transition to new ISM 9/1/12 Kevin Smith Gregory Horne

Review of Division policy 10/1/12 Kevin Smith Gregory Horne

Continuation of established CSIRT 1/1/13 The Division will be better prepared to respond to cyber threats and incidents.

The Division will have a formal CSIRT, holding regular briefings and exercises as prescribed by policy.

Gregory Horne

L23

Goal: RES25

Description of Goal: Replacement of Current Web Proxy Solutions


January 1, 2013 Lead Staff Assigned to Goal: Kevin Smith





Outcome

Intended Metric

Staff Assigned to

Task Evaluation of SSRC offerings 7/15/12 Kevin Smith

Clark Smith

Evaluation of internal possibilities 7/15/12 Kevin Smith Clark Smith

Approval stage 8/1/12 Kevin Smith

Provisioning/Procurement 9/1/12 Kevin Smith

Implementation 9/15/12 Kevin Smith Clark Smith Gregory Smith

Testing under load 12/1/12 Kevin Smith Gregory Horne Richard Butgereit

Decommissioning of current solution 12/31/12 Replacement of the current Linux/Squid web proxies which are severely limiting the Division’s web presence.

Completion. Kevin Smith Gregory Horne

Goal: RES26

Description of Goal: Weaning of Ex-DCA Services From DEM Network & Domain


October 1, 2012 Lead Staff Assigned to Goal: Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Audit of current ex-DCA billings 7/1/12 Kevin Smith

Review with each affected agency 7/15/12 Kevin Smith

Migrations/removals as necessary 9/1/12 Kevin Smith

L24

Billing changes as necessary 9/15/12 Kevin Smith Gary Crawford

Updating of IT recurring costs 10/1/12 Return financial accountability and restoration of management autonomy to DEM staff.

Verification of data services billed to the Division.

Kevin Smith Gary Crawford

Goal: RES27

Description of Goal: Development of Independently Managed Email Capabilities


December 31, 2012 Lead Staff Assigned to Goal: Kevin Smith / Gregory Horne




Outcome

Intended Metric

Staff Assigned to

Task Coordination and approval of intent 7/1/12 Kevin Smith

Evaluation of hardware/software needs 7/15/12 Kevin Smith Gregory Horne

Procurement/provisioning of hardware/software 8/15/12 Kevin Smith

Staff augmentation as necessary 8/15/12 Kevin Smith

Implementation 8/30/12 Gregory Horne

Testing & on-going operation 12/31/12

The State Emergency Response Team will have a backup, self-managed email environment which will seamlessly integrate with the primary system.

Fully redundant, independent, yet integrated failover email services for the operation of the SERT.

Gregory Horne

L25

Goal: RES28

Description of Goal: Refresh of Laptop Fleet to < 5 Years of Age


June 15, 2013 Lead Staff Assigned to Goal: Maurice Black




Outcome

Intended Metric

Staff Assigned to

Task Identification of targets 7/1/12 Kevin Smith

Procurement of first round (40) 7/15/12 Kevin Smith

Optimization of standard image for deployment 8/1/12 Gregory Horne Maurice Black

Deployment of first round 10/1/12 Maurice Black

Process surplus 10/15/12 Maurice Black

Procurement of second round (45) 11/1/12 Kevin Smith

Optimization of standard image for deployment 12/1/12 Horne/Black

Deployment of second round 2/1/13 Maurice Black


Procurement of third round (40) 3/1/13 Kevin Smith

Optimization of standard image for deployment 4/1/13 Gregory Horne Maurice Black

Deployment of third round 6/1/13 Maurice Black


Identification of next rounds 6/15/13 This will meet our objective of having a more technologically-current toolset for employees.

All PC’s for staff use will be less than 5 years old.

Kevin Smith

L26

Goal: RES29

Description of Goal: Virtual Desktop Pilot Program


February 2, 2013 Lead Staff Assigned to Goal: Kevin Smith




Outcome

Intended Metric

Staff Assigned to

Task Evaluation of methodology 8/1/12 Kevin Smith

Gregory Horne

Evaluation of hardware/software needed 8/1/12 Kevin Smith Gregory Horne

Staff Augmentation 8/1/12 Kevin Smith

Procurement of server side & pilot clients 9/1/12 Kevin Smith

Implementation 10/1/12 Kevin Smith Gregory Horne

Testing 12/1/12 Pilot Group Members

Evaluation 2/1/13 This program will serve as a test of the viability of virtual desktop infrastructure in emergency response.

User critique & acceptance.

Select Committee

Goal: RES30

Description of Goal: Complete Redesign of FloridaDisaster.org


October 1, 2012 Lead Staff Assigned to Goal: Richard Butgereit

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 10: Increase preparedness level of all Floridians



Outcome

Intended Metric

Staff Assigned to

Task Production deployment 07/10/12 Redesigned website

put into production Whether the redesigned website is in production or not

Richard Butgereit

Complete 2 months post installation support period to allow troubleshooting and any required enhancements

09/10/12 End period of support from contractor.

Production website is maintainable by staff

Richard Butgereit

L27

Goal: RES31

Description of Goal: Implement Transfer FloridaEvacuates.com to DEM Hosting Environment & Enhance Capabilities


December 15, 2012 Lead Staff Assigned to Goal: Richard Butgereit

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 1: Implement Director’s Priorities; Goal 10: Increase Preparedness Level of All Floridians; Goal 11: (FNSS Implementation) Provide Safe and Accessible Sheltering



Outcome

Intended Metric

Staff Assigned to

Task Modify code to correctly remove special needs shelters from feed.

8/1/12 Changes made to the Red Cross National Shelter System feed require changes made

Special Needs shelters are not displayed

Richard Butgereit

FloridaEvacuates.com is deployed using DEM hosting environment

12/1/12 FloridaEvacuates.com is hosted on DEM hosting environment

FloridaEvacuates.com is no longer hosted at DreamHosts

Richard Butgereit

Work with Florida Department of Transportation to put FloridaEvacuates.com signage along evacuation routes.

8/1/12 Agreement in place with FDOT to display FloridaEvacuates.com information on FDOT controlled signage along evacuation routes during ordered evacuations

Signed MOU/MOA Julie Roberts

L28

Goal: RES32

Description of Goal: Online Tool For Strategic Plan and Business Plan Updates and EMPG Project Tracking

Date of Goal

Completion:

January 20, 2013 Lead Staff Assigned to Goal: Richard Butgereit


Goal 5: Improve Transactional Processes


Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task

Create supporting database 08/12/12 Creation of database Database created Richard Butgereit

Develop web application or Sharepoint site 12/15/12 Creation of web

application or

Sharepoint site

Web application or

Sharepoint site

created

Richard Butgereit

Test web application 01/13/13 Complete testing Testing completed

and application

performs

satisfactorily

Richard Butgereit

Train Division staff responsible for updating plans in use of website.

01/20/13 Training completed Training conducted

and 80% of staff who

track and update

plans and projects do

so through the online

application.

Richard Butgereit

L29

Goal: RES33

Description of Goal: Complete EM Constellation Phase 6

Date of Goal

Completion:

June 29, 2013 Lead Staff Assigned to Goal: Richard Butgereit


Goal 1: Implement Director’s Priorities


Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task

Conduct analysis to identify further enhancements following delivery and use of EM Constellation Phase 5 2010 EMPG project

7/15/12 Scope of work for

future

enhancements is

created

Creation of scope

of work

Richard Butgereit

Award contract and begin project 8/1/12 Begin project Project is begun Richard Butgereit

Test phase 6 enhancements with statewide hurricane exercise

5/15/13 Test

enhancements

Enhancements

are tested

Richard Butgereit

Deliver phase 6 enhancements 6/29/13 Deliver

enhancements

Enhancements

are delivered

Richard Butgereit

L30

Goal: RES34

Description of Goal: Complete Get A Plan! Enhancements

Date of Goal

Completion:

May 11, 2013 Lead Staff Assigned to Goal: Richard Butgereit


Goal 10: Increase preparedness level of all Floridians


Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task

Development of scope of work and release of solicitation to procure services.

01/20/13 Scope of work for

future enhancements

is created and

solicitation is released

Creation of scope of

work and release of

solicitation

Richard Butgereit

Project kick-off and refinement of requirements. 02/24/13 Project begins and is

executed

Enhancements are

developed

Richard Butgereit

Development of website. 04/27/13 Development of

website

Website is delivered

and tested

Richard Butgereit

Final delivery of website and conclusion of project 05/11/13 Enhancements are put

into production

Website is put into

production

Richard Butgereit

Goal: RES35

Description of Goal: Enhance the State Training Web Portal



Gubernatorial Transition Team Report Reference: Recommendation 8: The new Office of Emergency Management should build, as a priority, a training and exercise program that is consistent with new Florida Strategy and Blueprint.

Strategic Planning Reference: Goal 4: Professional Development and Recognition



Outcome

Intended Metric

Staff Assigned to

Task Obtain further funding 8/1/2012 Define project so that

selected vendor can begin development and obtain funding

Richard Butgereit

Project kickoff 9/1/2012 Ensure everyone involved with the project is good with design

Richard Butgereit

L31

Development of enhancements 12/2012 Development enhancements with user acceptance testing

Richard Butgereit

Completion of Enhancements to the State Training Web Portal

3/2013 Conclude project enhancing the training portal to better enable personnel with a tool to access on-line training opportunities and training records

Richard Butgereit

Goal: RES36

Description of Goal: Sustain Natural Hazard Risk Assessment Framework GIS






Outcome

Intended Metric

Staff Assigned to

Task Leveraging project funded by FDOH to deliver natural hazards risk assessment framework provided by the University of South Carolina, sustain this framework by providing annual data updates and rerun analyses as needed; integrate results with GATOR; and create webpages dedicated to this framework to support local mitigation strategies, state hazard mitigation plan, regional evacuation studies, comprehensive emergency management plan, and any projects undertaken to support THIRA

6/1/2013 Richard Butgereit

L32

Goal: RES37

Description of Goal: Create Tools to Support Know Your Zone Campaign to Enable Mobile and Desktop






Outcome

Intended Metric

Staff Assigned to

Task Tools include mobile friendly website to use location services of device to determine if device is currently in a designated evacuation zone and desktop website to use location services and allow lookup of address to determine if location is in a designated evacuation zone


Goal: RES38

Description of Goal: Support Technology Transfer from John Hopkins of RtePM and Create Environment and Tools for Running the Interface Through GATOR






Outcome

Intended Metric

Staff Assigned to

Task Establish new web server to support this environment


Obtain code transfer from John Hopkins

Test tools and environment

Test tools and environment

L33

Goal: RES39

Description of Goal: Replacement of Division Emergency Vehicles Annual Replacement of Vehicles Beyond State Criteria for Replacement


March 15, 2013 Lead Staff Assigned to Goal: Jeff Swain

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 12.3: Stabilize impacted jurisdictions- maintain regional response capabilities to respond to counties within 2 hours.



Outcome

Intended Metric

Staff Assigned to

Task GENERATE PO TO COVER PURCHASE OF 5 NEW VEHICLES

07/30/12 Issuance of Purchase

Order Replacement of 2 vehicles annually

Connie Nunn

REMOVE EQUIPMENT FROM SURPLUS VEHICLES

01-13-13 Process EQUIPMENT REMOVED FOR REINSTALLATION

TBD

RECEIVE NEW VEHICLES 01-30-13 Process RECEIPT OF VEHICLES

TBD

INSTALL CONSOLES AND EQUIPMENT IN NEW VEHICLES

02-15-13 Process REINSTALLATION OF EQUIPMENT

TBD

INSTALL GRAPHICS IN NEW VEHICLES 02-30-13 Process GRAPHICS INSTALLED

TBD

ISSUE VEHICLES TO RC’S 03-15-13 Process VEHICLES ISSUED TBD

Mike Norman

REASSIGN FIELD VEHICLES TO FLEET USE AND RENUMBER

03-15-13 Process REASSIGNEMENTS TBD

SALVAGE 6 OLD VEHICLES 03-15-13 Process Swap of SIX fleet vehicles

TBD

FUNDING REALIZED FROM SALE OF VEHICELS GOES BACK INTO DIVISION ACCOUNT.

05-30-13 AUCTION RETURN OF FUNDS.

Finance

L34

Goal: RES40

Description of Goal: Replacement Field Equipment Allocations Ongoing Replacement and Upgrades of Field Equipment for Regional Coordination, State Management Team, Logistics Section Teams, Field Communications Assets


June 30, 2013 Lead Staff Assigned to Goal: Jeff Swain/ Mike Norman

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 12.3: Stabilize impacted jurisdictions- maintain regional response capabilities to respond to counties within 2 hours.



Outcome

Intended Metric

Staff Assigned to

Task ANNUAL EVALUATION OF FIELD ASSETS TO INCLUDE GPS, DIGITAL CAMERAS, AED’S, MEDICAL KITS, HANDHELD RAIO ACCESSORIES, CELL PHONE ACCESSORIES,

06/30/13 TO MAINTAIN FIELD READINESS

ALL FIELD EQUIPMEMNT MAINTAINED AT OPTMIM LEVELS

TRIPP RYON MIKE NORMAN

AS REQUIRED, PURCHASE REPLACEMENTS OR UPGRADES.

06/30/13 TO MAINTAIN FIELD READINESS

ALL FIELD EQUIPMEMNT MAINTAINED AT OPTMIM LEVELS

TRIPP RYON MIKE NORMAN

Goal: RES41

Description of Goal: Conduct 2012 “Radar II” Statewide Interoperable Communications Exercise at Camp Blanding


February 28, 2013 Lead Staff Assigned to Goal: Robert Little/ Kathy Lyons

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 12.9: Stabilize impacted jurisdictions- maintain redundant communications with the 67 County Warning Points and Nuclear Power Plants.



Outcome

Intended Metric

Staff Assigned to

Task Develop SOW for 2013 Radar II exercise 05/15/12 Preparation for RFQ RFQ posted Robert Little

Post RFQ to state term contractors

06/01/12 RFQ posting RFQ posting Purchasing

Review quotes and award contract 06/20/12 Intent to award contract

Proposals reviewed Purchasing, Chuck Hagan, Robert Little

Issue Contract 06/30/12 Contract awarded Contract awarded Purchasing

Begin planning meetings for exercise with contractor

07/15/12 Explan developed Explan developed Robert Little and Kathy Lyons

L35

Site visit to Camp Blanding to select exercise areas

08/30/12 Pre-planning all site locations

Site locations selected

All core staff

Execute contract with Camp Blanding for billeting, dining, area use and support services.

09/30/12 Contract Contract awarded Purchasing

Develop registration website 09/30/12 Exercise registration website

Website active Contractor

Refine MSEL for exercise and exercise timeline 08/30/12 Final MSEL developed MSEL developed Core staff and contractor

Send out statewide invitations for exercise. Target specific groups to include NGO’s, Business, and Federal Agencies

09/15/12 Invitations for exercise participation

Target attendance of 100+ agencies

Robert Little and Kathy Lyons

Final planning meeting 12/01/12 Final EXCOM Explan Final Explan Core staff and contractor

Final visit to Camp Blanding 01/10/13 ARRANGEMENTS Final on-site arrangements

Explan completed Core staff and contractor

Conduct Exercise 02/15/13 Conduct exercise Conduct exercise Contractor

Conduct AAR 02/15/13 Conduct AAR AAR completed Contractor and staff

Publish and Distribute AAR 03/15/13 AAR distributed AAR distributed Contractor

Goal: RES42

Description of Goal: Conduct a Series on Ongoing Logistics Section Management Courses for the Counties at Least 4 Times a Year


June 30, 2013 Lead Staff Assigned to Goal: Connie Nunn

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 9.1: Create a career path for emergency management professionals in Florida- identify, maintain, schedule, and offer training sufficient to meet the needs of the DEM mission by use of internal and external sources as appropriate.



Outcome

Intended Metric

Staff Assigned to Task

Plan to conduct at least 4 each, 2-day logistics section management courses. 1 each at the GHC, and three others in the field

06-30-13 Additional trained FLNG and County EM Personnel in logistics section management

At least 20 persons per class or 80 persons statewide trained in advance logistics section management

Connie Nunn and Chuck Hagan

L36

Schedule at least 7 regional county POD courses, 1 per region


At least 20 persons per class or 140 persons statewide

Connie Nunn

Develop and conduct at least 2 logistics section warehouse/SLRC management courses at the SLRC


At least 10 students per class or 20 persons statewide proficient in warehouse and SRMN systems

Connie Nunn

Goal: RES43

Description of Goal: SEOC Center Screen Upgrade to Video Wall Technical Enhancement of the SEOC Center Screen from LCD Projection to a 15 Screen Matrix Video Wall/ Funding Will Be Provided By DOACS Under A Settlement Agreement. Budget $300,000


Lead Staff Assigned to Goal: Chuck Hagan/ Jeff Swain/ Bill Stoye/ Legal

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 12.5: Stabilize impacted jurisdictions- maintain the ability to activate the State Emergency Operations Center to a Level 1 within 60 minutes of formal notifications to key stakeholders.



Outcome

Intended Metric

Staff Assigned to

Task Complete pre-work with DOACS Legal on the project

04/01/12 Pre contract work Pre contract work Chuck Hagan

Coordinate with DOACS Legal for them to make the purchase

07/01/12 Coordination with DOACS to make the purchase as agreed upon

Coordination with DOACS to make the purchase as agreed upon

Chuck Hagan, DOACS Legal, FDEM Legal

Develop SOW for the video wall 08/01/12 SOW for purchase SOW for purchase Chuck Hagan, Bill Stoye

DOACS either purchases off State contract or lets an ITB for the project

10/01/12 Purchase Purchase DOACS purchasing FDEM purchasing

Coordinate installation of video wall 11/01/12 Installation Installation Jeff Swain, Contractor, Bill Stoye

Installation of video wall 12/01/12 Installation, testing, and acceptance

Installation, testing, and acceptance

Jeff Swain, Contractor, Bill Stoye

L37

Goal: RES44

Description of Goal: Let RFP for multi-vendor, multi-modal transportation contract. Carried Forward From 2011-2012 Business Plan


July 30, 2012 Lead Staff Assigned to Goal: Chuck Hagan


Strategic Planning Reference: Goal 12.1: Stabilize impacted jurisdictions- Maintain 24/7 readiness for an all hazards response statewide. Goal 12.3: Maintain regional response capabilities to respond to counties within 2 hours. Goal 12.6: Ensure the State Unified Logistics Section Program and State Logistics Response Center has adequate contracts, commodities and capabilities to activate and begin moving commodities within 6 hours of formal notification of key stakeholders.

Tasks Anticipated to Complete

Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task

UPDATES

1. Draft SOW for RFP Contract. 04-15-12 DRAFT SOW for RFP

Chuck Hagan and Connie Nunn and Tripp Ryon

Project was delayed due to higher priority projects. Anticipate that we will be able to let the RFP in May 2012.

1. Route SOW through Legal and Contracting for comments

06-01-12 Routing process Chuck Hagan,

2. Paste SOW into RFP template 06-15-12 Process Contracting

3. Final review of RFP 05-15-12 Process Chuck Hagan, Connie Nunn

4. Post RFP 06-30-12 Process Contracting

5. Receive proposals and rank 07-15-12 Process Contracting and Review Committee

6. Award multi-vendor contracts 07-30-12 Established multi-vendors contingency contract for emergency transportation

At least 2 or more pre-qualified and awarded contractors.

Contracting

L38

Goal: RES45

Description of Goal: Revise the State Logistics Plan Revision of the State Logistics Plan Annexes

Carried Forward From 2011-2012 Business Plan


11/1/2012 Lead Staff Assigned to Goal: Chuck Hagan


Strategic Planning Reference: Goal 6.1: Maintain national accreditation Goal 12: Stabilize impacted jurisdictions


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned

to Task

UPDATES

1. Hire on new Logistics Planner Completed

2. REPOSTING FOR 3RD

TIME.

7/30/11 Staff to oversee the revisions of the State Logistics Plan as well as developing new processes.

Coordinated logistics planning

Chuck Hagan Project was been delayed due to delay in hiring staff. Delay has continued since staff has had to cover mailroom since transition. Once new mailroom staff has been hired, project will resume.

3. Send out sections of State Logistics Plan to appropriate stakeholders

06-15-12 Process Tripp Ryon Delay on plan reviews due to lack of staff. Will have Logistics Planner and new Intern work on these Logistics Annexes.

4. Receive feedback for changes 06-30-12 Process Tripp Ryon

5. Update appropriate sub-annex 08-15-12 Process Logistics Planner

6. Route drafts for review 08-30-12 Process Logistics Planner

7. Finalize sub-annexes 09-30-12 Process Logistics Planner

8. Submit Plans for approval 10-15-12 Process Management

9. Publish updates 11-01-12 Updated State Logistics Plan

Logistics Planner Carried Forward To 2012-2013 Business Plan

L39

Goal: RES46

Description of Goal: Implementation of the Shelf Stable Meal VMI Carried Forward From 2011-2012 Business Plan


October 1, 2012 Lead Staff Assigned to Goal: Chuck Hagan


Strategic Planning Reference: Goal 12.1: Stabilize impacted jurisdictions- maintain 24/7 readiness for an all hazards response statewide. Goal 12.6: Ensure the State Unified Logistics Section Program and State Logistics Response Center has adequate contracts, commodities and capabilities to activate and begin moving commodities within 6 hours of formal notification of key stakeholders.


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff

Assigned to Task

UPDATES

Re review Contract terms 7/15/11 Completed Completed RFP Chuck Hagan

Issue contract

01-15-12 Will reissue by 7 July, 2011

Procurement Section

Project is delayed due to legal and insurance issues. Still working with Legal and Finance on this issue. Finance must purchase supplemental insurance to cover the $6M in product before vendor will ship. Additional insurance was purchased in March 2012. We can now proceed with the contract.

Route contract for signatures 01-15-12 Process Chuck Hagan

Award Contract 06-15-12 Award contract to vendor

Awarded contract Procurement Section

Legal is still working with DMS on additional insurance issues. We then need to purchase additional insurance. Once this is completed, we will be able to sign the contract. Meals will then be delivered 90-days after the contract is signed.

L40

Receive meals at SLRC 10-01-12 Contract awarded

333,333 each 3-meal packs (1 Million meals)

Jeff Egan

Goal: RES47

Description of Goal: Replacement for SEOC FRAC Card Security System Carried Forward From 2011-2012 Business Plan


September 15, 2012 Lead Staff Assigned to Goal: Chuck Hagan


Strategic Planning Reference: Goal 12.4: Stabilize

impacted jurisdictions- maintain the ability to activate the State Emergency Operations Center to a Level 2 within 30 minutes of formal notification to key stakeholders. Goal 12.5: Maintain the ability to activate the State Emergency Operations Center to a Level 1 within 60 minutes of formal notifications to key stakeholders. Goal 12.6: Ensure the State Unified Logistics Section Program and State Logistics Response Center has adequate contracts, commodities and capabilities to activate and begin moving commodities within 6 hours of formal notification of key stakeholders.


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff

Assigned to Task

UPDATES

Development of RFP

05/15/11 RFP

Developed

Replacement of FRAC Security system at the State EOC

Project is delayed due to reorganization of division Need to work with DMS on new security system requirements Project was put on hold in January 2012. Now proceeding with RFP.

Posting of RFP 06/30/12 Process

Award contract to vendor 07/10/12 Process Purchasing

Schedule installation and swap out of software and hardware at SEOC

07/25/12 Process

Chuck Hagan

Completion of Installations 09/15/12 Process Chuck Hagan Carry forward to 2012-2013 business plan

L41

Goal: RES48

Description of Goal: Establishment of Logistical Staging Area’s MOU’s


August 30, 2012 Lead Staff Assigned to Goal:

Connie Nunn


Strategic Planning Reference: Goal 6.1: Maintain national accreditation Goal 12.1: Stabilize impacted jurisdictions, 12.3, 12.6


Goal

Date of Task

Completion

Outcome

Intended Metric


1. Review of each State LSA site survey to determine of it will be a lease or an MOA.

8/31/11 Determinations if a lease or MOA is required for the site based on if we must pay a fee or not to use the site during an emergency.

Connie Nunn

1. Begin process of generating appropriate document and route for signatures

06-30-12 Process Connie Nunn, Legal and Logistics Planner

2. Routing of documents and completion of MOA’s

07-30-12 Process Legal and Logistics Planner

3. Completion of project 08-30-12 Written agreements with each facility

28 completed State LSA sites

Connie Nunn and Logistics Planner

4. Mail out of the MOA’s or Leases to facility owners.

08-30-12 Logistics Planner

L42

Goal: RES49

Description of Goal: Replacement Mobile Devices (Cell Phones) Annual Replacement of Cell Phones for the Division. Upgrade of Cellular Phone to New EVO LITE High Security Model vs. Blackberry’s


July 30, 2012 Lead Staff Assigned to Goal:

Bill Stoye


Strategic Planning Reference: Goal 12.9: Stabilize impacted jurisdictions- maintain redundant communications with the 67 County Warning Points and Nuclear Power Plants.



Outcome

Intended Metric


Generate PR to cover pilot project of 10 units

06-01-12 Phone acquisition

10 phones Chuck Hagan

Receive and evaluate 10 pilot phones for acceptance

06-30-12 Pilot evaluation of new phone technology

10 phones Chuck Hagan

Upon acceptance, generate PR to cover the remaining 70+/- phones

06-30-12 Evaluation period

80+ units Bill Stoye

Receive new phones and swap out 07-15-12 Final swap out from Blackberry phones to new EVO phones

80+ units Communications Staff

Return Blackberry phones for buy back credit

07-30-12 Return Blackberry phones for buy back credit

80+ units Communications Staff

In the event pilot fails, workgroup reevaluates phones

L43

Goal: RES50

Description of Goal: State EOC VTC Systems Installations Installation of VTC System in Conference Rooms That Presently Do Not Have Them In Order to Enhance Meeting and Conferencing Capabilities


September 30, 2012 Lead Staff Assigned to Goal:

Bill Stoye


Strategic Planning Reference: Goal 12.9: Stabilize impacted jurisdictions- maintain redundant communications with the 67 County Warning Points and Nuclear Power Plants.



Outcome

Intended Metric


Generate a PR to vendor (AVI) on state term contract

07-30-12 Units purchased 2 units Communications staff

SYSTEMS Arrange installation of VTC systems

08-30-12 Units installed 2 units Communications staff

Testing and acceptance of systems 09-30-12 Units on line 2 units Communications staff

L44

Goal: RES51

Description of Goal: MSAT Reuse Program


06-01-13 Lead Staff Assigned to Goal:

Bill Stoye


Strategic Planning Reference: Goal 12.9: Stabilize impacted jurisdictions- maintain redundant communications with the 67 County Warning Points and Nuclear Power Plants. Goal 1.4: Implement director’s priorities- explore and implement use of effective notification programs and identify potential gaps.



Outcome

Intended Metric


Reutilization of older case mounted Mitsubishi MSAT Systems (apx. 20 units)

Reutilization of older MSAT units no longer used by the Division but still serviceable

Reuse of all older units in stock at the SLRC

Bill Stoye

Identify counties who would like an older unit and are willing to pay the vendor the modification charges of around $1500.00 to convert the case mounted units to fixed EOC units

03-01-13 Counties must absorb costs to convert units by adding an external antenna

Counties identified and under MOA for reuse

Communications Unit

Surplus counties to county under MOA

06-01-13 Units surplice to reuse All units surplus Mike Norman

L45

Goal: RES52

Description of Goal: Rollout of New EASIPAWS and CMAS Statewide


Lead Staff Assigned to Goal:

Bill Stoye


Strategic Planning Reference: Goal 1.4: Implement director’s priorities- explore and implement use of effective notification programs and identify potential gaps.



Outcome

Intended Metric


Complete IPAWS/CMASS rollout project

06/30/12 Project rollout Project rollout Bill Stoye

Work with External Affairs to maintain public awareness on the CMAS program

06/30/12 Public awareness Public awareness External Affairs

Complete follow-ups with all counties for registration for EAS MOA and Digital Certificate followed by their application as an altering authority

06/30/12 Educating counties on the EAS and CMAS program

Educating counties on the EAS and CMAS program

Chuck Hagan, Bill Stoye

Conduct EAS follow-ups with all 10 EAS operational areas and FAB

07/30/12 Coordination with the 10 EAS operational areas

Coordination with the 10 EAS operational areas

Bill Stoye Communications Unit

Provide ongoing support to counties 06/30/13 Ongoing support Ongoing support COMLABS Bill Stoye

M1

M. Recovery

Goal: REC1

Description of Goal: Evaluate the Enhanced Use of Technology for IA and PA PDA’s


12/31/2012 Lead Staff Assigned to Goal: Joe Borras, Steve Hyatt

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.1: Enhance Recovery capabilities- institute training and cross training of all recovery staff on individual assistance and public assistance processes. Goal 13.4: Be prepared to conduct initial PDA’s within 24 hours after impact.



Outcome

Intended Metric

Staff Assigned to

Task Conduct comprehensive field tests of IA and PA PDA software, submit suggested changes to Information Management section

9/30/2012 Provide real-time damage information to SERT without impeding team efficiency

Was test conducted? Joe Borras/Steve Hyatt

Investigate possible funding sources or cost-sharing, potentially with other agencies or PNP consortiums (ex: insurance consortiums)

11/30/2012 Reduce burden on Florida taxpayers

Was investigation completed to make an answer available for report to Bureau Chief?

Joe Borras/Steve Hyatt

Submit feasibility report to Bureau Chief 12/31/2012 Determine if a software-based system will be implemented in a disaster

Was report submitted?

Joe Borras/Steve Hyatt

M2

Goal: REC2

Description of Goal: Closeout of Pre-2004 Disaster Events


6/30/2013 Lead Staff Assigned to Goal: Bill Johnson, Larissa Pallo

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 14.1: Expedite recovery disaster closeouts- by 2012, close all project worksheets related to disasters through 2005. Goal 22.1: Maintain financial accountability for all grants- ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. Goal 22.2: Ensure the timely obligation, disbursement, extensions and close out of grant awards.



Outcome

Intended Metric

Staff Assigned to

Task Close last remaining ADAMS disaster (DR-1249) 12/31/2012 Remain in compliance

with federal guidelines.

Are remaining P.4’s processed, SF-425 completed, FEMA-State agreement closed?

Pam Hughes

Continue to monitor FEMA pending obligations and progress of open projects. Complete Pre-04 tracker and notify Sr. Management of progress.

6/30/2013 Identify and track pending projects.

Have monthly updates of tracker occurred and Sr. Management briefed?

Larissa Pallo/Pam Hughes

Coordinate with subgrantees on unpaid refunds. Invoice and initiate repayment plans if necessary.

6/30/2013 Aid in closure of subgrantees and the disasters

Are invoices and repayment plans going out at proper intervals?

Pam Hughes

Process remaining Pre-04 payments 6/30/2013 Aid in closure of subgrantees and the disasters

Are payments being received for processing?

Cathy Day

Financial reconciliation of DR-1306, 1345, 1393 and 1481

6/30/2013 Financial reconciliations completed

Are the financial reconciliations completed?

Cathy Day

Process remaining P-4’s for all open subgrantees, with the DEM P-4 being the final execution

6/30/2013 Close subgrantees and aid in the closure of the disasters

How many P-4’s remain to be processed?

Cathy Day

Prepare final SF-425 and prepare requests to close FEMA-State Agreements for remaining open disasters

6/30/2013 Final closure of disasters

Have the SF-425 and Fema-State agreements been closed?

Pam Hughes

M3

Goal: REC3

Description of Goal: Complete 288 (50%) of Final Inspections for Post-05 Disasters


6/30/2013 Lead Staff Assigned to Goal: Charlie Shinkle, Bill Johnson

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 14.2: Expedite recovery disaster closeouts- post 2005 disasters will be closed within 5 years of date of declaration. Goal 22.1: Maintain financial accountability for all grants- ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. Goal 22.2: Ensure the timely obligation, disbursement, extensions and close out of grant awards.



Outcome

Intended Metric

Staff Assigned to

Task Planners/ Grant Specialists review FLPA and follow up with subgrantees.

6/30/2013 Assist in identifying projects that may be ready for closure.

Has the final inspection queue been reviewed?

Bill Johnson/Bob Seibert

Public Assistance Coordinators follow up with subgrantees to ensure Project Worksheets are completed.

6/30/2013 Assist in identifying projects that may be ready for closure.

Is the completion % increasing across successive quarterly reports?

Steve Hyatt/Bob Seibert

Planners review Final Inspection request queue weekly in FLPA and follow up with subgrantees.

6/30/2013 Ensure the accuracy of final inspection requests.

How many final inspections have been reviewed?

Bill Johnson/Bob Seibert

Follow up with FEMA to ensure Project Worksheets are obligated in a timely manner.

6/30/2013 Ensure projects are approved and move toward subgrantee closure.

How many project worksheets have been obligated?

Bill Johnson/Charlie Shinkle

M4

Goal: REC4

Description of Goal: Complete 2714 (75%) of Subgrantee Closeouts for 2004-05 disasters



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 14.1: Expedite recovery disaster closeouts- by 2012, close all project worksheets related to disasters through 2005. Goal 22.1: Maintain financial accountability for all grants- ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. Goal 22.2: Ensure the timely obligation, disbursement, extensions and close out of grant awards.



Outcome

Intended Metric

Staff Assigned to

Task Determine all subgrantee work has been completed. 6/30/2013

Review % complete in Subgrantee Quarterly Report / Perform Field Site Inspections

Have the State DPAO and State PAC Site Inspection Queues in FLPA been reviewed?

Bob Seibert/Bill Johnson

Ensure all large projects have been closed. 6/30/2013

Track Status of PWs by Region with DPAO

Are all large projects for the event closed?

Bob Seibert/Steve Hyatt

Ensure all Federal and State payments have been made.

6/30/2013

Verify Payment status of all RFRs and Contact subgrantees for unrequested payments

Do any payments remain to be made for the given subgrantee in an event?

Renee Singh/Pam Hughes

Workgroup to meet with DEM Finance to reconcile spreadsheets.

6/30/2013

Analyze to ensure that FLPA and FAS dollars match.

Do the FLPA and FAS Dollar Totals Balance to a Zero Variance?

Pam Hughes/Steve Hyatt

Prepare Project Completion and Certification Report (P-4) for subgrantees.

6/30/2013

Send prepared P-4 Reports to subgrantees for review and signature

Has a concurrent P-4 Letter been sent to FEMA stating that the subgrantee Closure has been executed?

Pam Hughes/Bob Seibert

M5

Goal: REC5

Description of Goal: Close All Pre-2012 FMAG Events


6/30/2013 Lead Staff Assigned to Goal: Evan Rosenberg, Larissa Pallo

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 14.2: Expedite recovery disaster closeouts- post 2005 disasters will be closed within 5 years of date of declaration. Goal 22.1: Maintain financial accountability for all grants- ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. Goal 22.2: Ensure the timely obligation, disbursement, extensions and close out of grant awards.



Outcome

Intended Metric

Staff Assigned to

Task FM-2819 v1, (once obligated), make payments to claimants and ensure no additional claims need processing.

7/31/2012 All individual claimant’s claims are closed/settled

Have the remaining payments been manually reimbursed to individual claimants?

Pam Hughes

Execute P-4 for FM-2819 8/31/2012 Provides notice to DEM F&A that the disaster event is about to be closed

Has the P-4 been sent to DEM Finance and Administration unit?

Pam Hughes

Prepare final SF-425 and prepare request to FEMA to close FEMA state agreement for FM-2819.

9/30/2012 Provides notice to FEMA that DEM (as grantee) is ready for event closure

Have the SF-425 and closure request letter both been sent to FEMA?

Pam Hughes/Larissa Pallo

Submit v.1 (appeal version) for FM-2902 7/31/2012 New version submitted to FEMA reflecting appeal win

Is v.1 of the PW written and submitted to FEMA?

Larissa Pallo

FM-2902 v1, (once obligated), make payments to claimants and ensure no additional claims need processing.

3/31/2013 All individual claimant’s claims are closed/settled

Have payments been manually reimbursed to individual claimants?

Pam Hughes

Execute P-4 for FM-2902 5/31/2013

Provides notice to DEM F&A that the disaster event is about to be closed

Has the P-4 been sent to DEM Finance and Administration unit?

Pam Hughes

M6

Prepare final SF-425 and prepare request to FEMA to close FEMA state agreement for FM-2902.

6/30/2013 Provides notice to FEMA that DEM (as grantee) is ready for event closure

Have the SF-425 and closure request letter both been sent to FEMA?

Pam Hughes/Larissa Pallo

Goal: REC6

Description of Goal: Identify Temporary Housing Coordinators Within Each County


6/30/2013 Lead Staff Assigned to Goal: Joe Borras

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 7.3: Reduce disaster impacts for Florida’s residents and businesses- Ensure all counties have proper program- specific The FDEM should immediately assess methods to grow this regional capability, including the allocation of staff to the regions that are competent in the areas of planning, grant management, and overall training. Training, equipment, and plans to reduce disaster impacts.



Outcome

Intended Metric

Staff Assigned to

Task Identify 100% of county temporary housing coordinators

6/30/2013 Improve local capacity to direct housing operations in their community

What percent of county temporary housing coordinators has been identified?

Joe Borras

Conduct 4 trainings with county officials on the duties and responsibilities of temporary housing coordinators (Charlotte & Jackson Counties, and 2 additional to be determined)

9/30/2012 Improve local capacity to direct housing operations in their community

How many trainings have been completed?

Joe Borras

M7

Goal: REC7

Description of Goal: Revise, Update or Terminate MOU With MLU for Temporary Housing Missions



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal # 20.1 Goal 20.1: Incorporate the private sector into all phases of emergency management- form partnerships with businesses, associations, and not for profit groups.



Outcome

Intended Metric

Staff Assigned to

Task Work with Public Assistance to develop written guidance addressing the eligibility/ineligibility of state reimbursement for the MLU contract under the PA program section 403

8/31/2012 Determine feasibility of state implementation of MLU MOU

Was guidance document written?

Devan Leavins

Provide recommendation to Sr. Management assessing the need for continuation of the MLU agreement and suggested changes, if any

10/31/2012 Make determination for continuing or discontinuing MLU MOU

Was policy paper given to Bureau Chief?

Devan Leavins

Re-execute or terminate MOU with MLU 12/31/2012 Relationship with MLU continues or ceases

Has Sr. Management executed a new MOU or sent termination letter?

Leo Lachat/Evan Rosenberg

M8

Goal: REC8

Description of Goal: Amend the State Administrative Plan and Develop a PA and Mitigation Staffing Plan Within 30 Days of the Establishment of a JFO


6/30/2013 Lead Staff Assigned to Goal: Leo Lachat, Evan Rosenberg

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.4 Enhance Recovery capabilities- be prepared to conduct initial PDA’s within 24 hours after impact. Goal 13.5: Be prepared to staff and equip a JFO concurrently with FEMA. Goal 13.7: Amend the state administrative plan and develop a PA and Mitigation staffing plan within 30 days of the establishment of the JFO.



Outcome

Intended Metric

Staff Assigned to

Task Determine the magnitude of the disaster 6/30/2013 Severity of disaster is

identified Have Preliminary Damage Assessments been conducted and completed?


Determine if damage is widespread statewide 6/30/2013 Affected counties are identified

Have the number of Counties that have met the thresholds been identified?


Determine force-multiplier support needed statewide 6/30/2013 Staff and resources are allocated

Is the staffing plan complete?


Align staffing resources with FEMA resources 6/30/2013 Match State PACs with FEMA Project officers

Have State personnel been assigned to integrate with FEMA staffing?


Set Staffing Plan 6/30/2013 Provide documentation for Project Worksheet

Has the staffing plan been approved by FEMA?


Revise the PA Administrative Plan as necessary 6/30/2013 Revise the State Admin Plan to reflect the specifics of the disaster, and its administration process

Has the revised Admin Plan been approved by FEMA?

Bill Johnson/Steve Hyatt

M9

Goal: REC9

Description of Goal: Revise, Update or Terminate the State’s Disaster Reservist Program (In Case of Termination, Identify an Alternate Staffing Solution/Program)



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.2: Enhance Recovery capabilities- modify the use of disaster reservists outside of their normal role as part of Community Response Teams to include Preliminary Damage Assessment, Essential Service’s Center’s and Disaster Recovery Center activities. Enhance training/cross training. Business Plan



Outcome

Intended Metric

Staff Assigned to

Task Determine number of active participants currently trained, available and ready for reservist duty

7/31/2012 Comprehensive readiness and needs report to be generated on existing Disaster Reservist cadre

Has report been written?

Joe Borras

Investigate changes proposed and implemented by FEMA to the Federal DAE program

10/31/2012 Align positions and programs with FEMA in order to take advantages of existing similarities

Has information been gathered from FEMA for inclusion in Task #3?

Joe Borras

Report to Bureau Chief on other possible staffing solutions, including numbers to be available for deployment and recurring cost

11/30/2012 Other alternatives to a DR cadre investigated


Joe Borras

Bureau Chief to present recommendation to Division Director for final implementation

12/31/2012 Final decision on DR program to be made by Sr. Management

Decision made to keep or terminate Reservist program?

Leo Lachat

Work with DEM Finance to implement changes agreed to by Sr. Management

2/28/2012 Potential restructuring or termination of program

Have agreed upon changes been implemented?

Joe Borras

M10

Goal: REC10

Description of Goal: Recover 100% of Funds Owed to The State (due to FEMA Overpayments and Deobligations) as of July 1, 2012



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 22.1: Maintain financial accountability for all grants- ensure not only grantee but also sub-grantee compliance with applicable state and federal rules and regulations. Goal 22.2: Ensure the timely obligation, disbursement, extensions and close out of grant awards.



Outcome

Intended Metric

Staff Assigned to

Task Identify amount of funds owed back to the state as of July 1, 2012

7/15/2012 Set performance baseline

Has amount owed been identified?

Pam Hughes/Renee Singh

Create and implement a consistent invoice procedure based on deadlines

9/30/2012 Improved availability of invoice status and progress towards recovering funds

Has process been implemented?


Create and implement a repayment plan approval and tracking system within Floridapa.org

12/31/2012 Improved availability of repayment plan information


Charlie Shinkle/Bill Johnson

Evaluate and implement a process for offsetting funds across disasters

12/31/2012 Improve offsetting process and ensure proper accounting of funds transferred



Issue first and second invoices to subgrantees who owe refunds to the state

6/30/2013 Alerts delinquent subgrantees of account balance

Have invoices been sent?


Offer payment plans to subgrantees delinquent on second invoices

6/30/2013 Encourages subgrantees to repay owed funds

Has a payment plan offer been sent?

Leo Lachat

Develop a collection strategy for non-paying subgrantees

6/30/2013 Requires subgrantees to repay owed funds

Is strategy implemented?


Implement collection strategy as needed after approval from EOG

6/30/2013 Delinquent funds returned to the state

Have funds been received by state?

Leo Lachat/DEM Legal

M11

Goal: REC11

Description of Goal: Evaluate and Identify Methods for Expanding DRC/ESC Operational Capabilities



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.2: Enhance Recovery capabilities- modify the use of disaster reservists outside of their normal role as part of Community Response Teams to include Preliminary Damage Assessment, Essential Service’s Center’s and Disaster Recovery Center activities. Enhance training/cross training. Business Plan Goal 13.3: Maintain the capacity to establish Essential Services Center’s or Disaster Recovery Center’s post impact within 48 hours.



Outcome

Intended Metric

Staff Assigned to

Task Determine limiting factors to operational capabilities (staffing, logistics, finance, ESF support, etc…)

9/30/2012 Compile report on factors that tend to limit operational capabilities

Has report/analysis been completed?

Joe Borras

Report to Bureau Chief on alternatives to overcome the limiting factors, including recurring cost figures for each alternative

10/31/2012 Alternatives investigated and a recommendation formed


Joe Borras

Bureau Chief to present plan to Division Director for budget authorization & budget authority needed to implement recommended alternative

12/31/2012 Final decision on recommended alternative to be made by Sr. Management

Have the proposed recommendations been presented?

Leo Lachat

Work with DEM Finance and Logistics to implement changes agreed to by Sr. Management

3/31/2013 Potential restructuring of program


Joe Borras

M12

Goal: REC12

Description of Goal: Evaluate and Identify Methods for Expanding Preliminary Damage Assessment Operational Capabilities


1/31/2013 Lead Staff Assigned to Goal: Steve Hyatt, Joe Borras

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.1: Enhance Recovery capabilities- institute training and cross training of all recovery staff on individual assistance and public assistance processes. Goal 13.4: Be prepared to conduct initial PDA’s within 24 hours after impact. Goal 15.2: Maximize Stafford Act funding- provide training to local and state agencies to enhance the knowledge base of the staff in obtaining eligible funding.



Outcome

Intended Metric

Staff Assigned to

Task Identify current rosters and location of staff available and trained to perform PDA’s

7/31/2012 Identification of gaps in ability to provide staff

Have current rosters been produced?

Steve Hyatt (PA)/ Joe Borras (IA)

Evaluate current inter-agency and MOU agreements for PDA staff augmentation. Work with partner organizations to update agreements, gather rosters and conduct additional training.

9/30/2012 Identification of current ability to utilize staff from partner organizations

Have updated agreements been secured and training given?


Determine limiting factors to operational capabilities (staffing, logistics, finance, ESF support, etc…)

7/31/2012 Compile report on factors that tend to limit operational capabilities

Has report/analysis been completed?

Steve Hyatt (PA)/Joe Borras (IA)

Report to Bureau Chief on alternatives to overcome the limiting factors, including recurring cost figures for each alternative

10/31/2012 Alternatives investigated and a recommendation formed



Bureau Chief to present plan to Division Director for budget authorization & budget authority needed to implement recommended alternative

11/30/2012 Final decision on recommended alternative to be made by Sr. Management

Have the proposed recommendations been presented?


Work with DEM Finance and Logistics to implement changes agreed to by Sr. Management

1/31/2013 Potential restructuring of program


Steve Hyatt (PA)/Joe Borras (IA)

M13

Goal: REC13

Description of Goal: Identify and Implement Process to Track and Claim Direct Administrative Costs on Post-05 Disasters


6/30/2013 Lead Staff Assigned to Goal: Bill Johnson, Charlie Shinkle

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 15.1: Maximize Stafford Act funding- enhance coordination with Section 406 procedures to obtain additional funding for damaged structures. More local emphasis



Outcome

Intended Metric

Staff Assigned to

Task Complete the development of PACDAR, or an equivalent system, to track and document staff time allotted per project worksheet

9/30/2012 Determine method to be utilized

Has the process for tracking time been completed (including software tool)?

Bill Johnson

Work with FEMA to evaluate and receive approval on a method of capturing direct administrative costs

11/30/2012 Avoid issues that may threaten eligibility of claimed costs

Has FEMA reviewed the proposed method and provided written acceptance?


Train staff and contractors on time tracking system 12/31/2012 Prepare staff for implementing system

Has a training or webinar on use of the new system been offered?

Steve Hyatt/Bob Seibert

Implement system and file PW’s to claim direct administrative costs

6/30/2013 Ability to claim direct administrative costs and receive funding from FEMA

Has the system been authorized by Sr. Management? Have PW’s been submitted to FEMA to recapture direct administrative costs?


Post-implementation, review the system quarterly and make adjustments to processes and procedures as necessary

6/30/2013 Minimize implementation errors

Have quarterly reviews of system performance been held?


M14

Goal: REC14

Description of Goal: Evaluate and Improve Debris Management Capabilities at the Local Government Level


6/30/2013 Lead Staff Assigned to Goal: Larissa Pallo

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 13.1: Enhance Recovery capabilities- institute training and cross training of all recovery staff on individual assistance and public assistance processes. Goal 13.4: Be prepared to conduct initial PDA’s within 24 hours after impact. Goal 15.1: Maximize Stafford Act funding- enhance coordination with Section 406 procedures to obtain additional funding for damaged structures. More local emphasis Goal 15.2: provide training to local and state agencies to enhance the knowledge base of the staff in obtaining eligible funding.



Outcome

Intended Metric

Staff Assigned to

Task Identify debris management contacts in each county and major municipality

7/31/2012 Assist in determining status of local readiness for debris operations

Are contacts identified in all counties and the 100 largest municipalities in Florida?

Larissa Pallo

Reach out to USACE to determine debris management opportunities in which USACE may be able to provide enhanced removal services

12/31/2012 Offer another debris management option to local governments in Florida

Has USACE been contacted and information passed to DEM?

Larissa Pallo

Conduct outreach to determine status of debris management plans, debris management sites and pre-event contracts

6/30/2013 Prepare local governments for post-disaster debris operations

Is the % of local governments increasing that have a debris management plan, debris management sites and pre-event contracts?

Larissa Pallo

Conduct G-202 Debris Management training in at least 4 regions

6/30/2013 Increase local knowledge of debris management requirements in the PA program

How many classes have been taught outside of Tallahassee?

Larissa Pallo

Publish debris management pocket guide (electronically, or in hardcopy form if EMPG funding becomes available)

6/30/2013 Create a resource that will help minimize future errors during debris operations

Is the pocket guide published and distributed

Larissa Pallo

N1

N. Mitigation

Goal: MIT1

Description of Goal: Consult With at Least 8 New* Communities to Develop Flood Mitigation Grant Applications


June 30, 2013 Lead Staff Assigned to Goal: Joy Duperault/ Quinton Williams

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 17: Maximize mitigation program funding



Outcome

Intended Metric


Monitor methodology for developing local partnerships

6/30/13 (on-going)

To achieve new and productive relationships across the state for greater mitigation effort and risk reduction

Log of contacts and notes maintained by staff

Quinton Williams/ Shannon Hamilton

Conduct outreach to new communities 6/30/13 (on-going)


Outreach tracking sheet

Helen Johnson/ Parker Collins/ Quinton Williams/ Howard Douglas

Work with new communities to develop/ submit grants

6/30/13 (on-going)


Log of contacts and notes maintained by staff; grants submitted

Helen Johnson/ Parker Collins/ Quinton Williams/ Howard Douglas

*New = communities that haven’t submitted grants in more than 3 years

N2

Goal: MIT2

Description of Goal: Monitor all Hazard Mitigation Assistance Program Non-Disaster Projects for Quality Assurance


June 30, 2013 Lead Staff Assigned to Goal: Bob Gay/ Joy Duperault/Quinton Williams




Outcome

Intended Metric


Maintain & update SOPs 6/30/13 (on-going)

Streamlining of grant processes for maximum staff efficiency and project time reduction

SOP wiki site is updated at least quarterly

Quinton Williams/ Bob Gay

Require at least monthly contact with current partners

6/30/13 (on-going)

Productive relationships across the state for greater mitigation effort and risk reduction

Log of contacts by staff

Quinton Williams/ Helen Johnson/ Parker Collins/ Howard Douglas

Continue to offer technical assistance to communities for grant development and submission

6/30/13 (on-going)

Productive relationships across the state for greater mitigation effort and risk reduction

Log of contacts by staff

Quinton Williams/ Helen Johnson/ Parker Collins/ Howard Douglas

Conduct site visits as necessary to assure local compliance, especially on complex projects

6/30/13 (on-going)

Minimize project implementation time and achieve full compliance for effective risk reduction

Log of monitoring visits by staff and project progress notes

Quinton Williams/ Helen Johnson/ Howard Douglas/ Parker Collins/ Luz Bossanyi/ Juan Zaida/Elkin Segura/David Ugrekhelidze/Claudia Lozano/James Price/Leyan Zhizhilashvili/Maria Lopez/Adele Balmer/Martha Uribe/Maritza DeLeon

N3

Goal: MIT3

Description of Goal: Conduct All Work Outlined in the Annual Scope of Work for National Flood Insurance Program Grant


June 30, 2013 Lead Staff Assigned to Goal: Joy Duperault/Steve Martin


Strategic Planning Reference: Goal 17: Maximize mitigation program funding Goal 18.2: Enhance non-programmatic mitigation programs- work with local officials to encourage Code+ practices as well as other “soft” mitigation-oriented activities in their communities; report on these.



Outcome

Intended Metric


Community Assistance Visits 2013 scope = 27 CAVs

6/30/13 Conducted for monitoring purposes and to assist local communities with floodplain management for flood risk reduction

A count of the number of CAVs conducted

Steve Martin/ Richard Benton/Katelyn Lynch/ Ed Aquino/Joy Duperault

Community Assistance Contacts 2013 scope = 20 CACs

6/30/13 Conducted for monitoring purposes and to assist local communities with floodplain management for flood risk reduction

A count of the number of CACs conducted

Steve Martin/ Richard Benton/Katelyn Lynch/ Ed Aquino

Review of ordinances for new maps (as needed)

6/30/13 (on-going)

Conducted for monitoring purposes and to assist local communities with floodplain management for flood risk reduction

A count of the number of ordinances reviewed for new maps (approx 104)

Steve Martin/ Katelyn Lynch/ Richard Benton/ Ed Aquino/Contracted staff

Offer technical assistance to communities and citizens as requested

6/30/13 (on-going)

Offered as assistance in order to promote excellence in floodplain management statewide at the local level, for greater flood risk reduction

A count of the number of these interactions (called General Technical Assistance units-approx 150)

Joy Duperault/ Steve Martin/Katelyn Lynch/Richard Benton/ Ed Aquino/ Contracted staff

N4

Assist non-participating communities with enrollment into the National Flood Insurance Program as requested

6/30/13 (on-going)

To achieve greater opportunity for citizens to purchase affordable flood insurance through the federal program

A count of the number of communities assisted & enrolled (approx 12 are not participants)

Joy Duperault/Steve Martin/ Richard Benton

Coordinate Federal Emergency Management Agency L-273 courses (We try for 2 each year, if FEMA can accommodate)

6/30/13 Training of local floodplain managers to implement the federal program for flood risk reduction

A count of the number of workshops & the number of participants

Joy Duperault

Coordinate with the Florida Floodplain Management Association to train local officials (8- 10 events)

6/30/13 Coordination for maximized use of resources and statewide knowledge for flood risk reduction

A count of the number of workshops & the number of participants

Joy Duperault/ Shannon Hamilton

Manage the Floodplain Management Hotline and “Floods” email messages for technical assistance and outreach

6/30/13 (on-going)

Coordination for maximized use of resources and statewide knowledge for flood risk reduction

Answer and distribute messages to appropriate staff; count of incoming helpline calls and out-going email messages

Shannon Hamilton

Work with Public Information Officer and state meteorologist to produce outreach material(s) for National Flood Safety Awareness Week in March

3/31/13 To raise statewide citizen awareness of flood risk and options for risk reduction

Materials created & description of dissemination

Katelyn Lynch

Assorted other opportunities to conduct training at agency/ organization events (3)

6/30/13 Trainings offered to promote maximized use of resources and statewide knowledge for flood risk reduction

A count of the number of sessions & the number of participants (approx 6 workshops)

Joy Duperault/ Steve Martin/ Richard Benton/Katelyn Lynch/Ed Aquino/Contracted staff

Continue Silver Jackets quarterly meetings and other coordination/ projects (at least 4 quarterly meetings)

6/30/13 Maximize state and federal resources for flood reduction

Log of meetings, meeting materials and summaries, and any team products or achievements

Bill McCusker/ Steve Martin/ Joy Duperault

Continue to work with Building Commission through process to update the code as necessary (flood resistant standards), including work with the Department of

6/30/13 (on-going)

Consistent, clear code for special flood hazard areas

Code update activity report

Joy Duperault

N5

Environmental Protection for consistency re: the Coastal Construction Control Line Section 3109

Develop web-based training for local building officials regarding new Florida Building Code flood changes

3/31/13 Clarifies roles and responsibilities for floodplain management at the local level between building officials and floodplain managers

Training module is developed and ready for delivery

Joy Duperault/ Contractor

Goal: MIT4


Continue to Implement Outreach for Awareness of Mitigation Programs, Planning, and Funding


June 30, 2013 Lead Staff Assigned to Goal: Joy Duperault/ Kathleen Marshall/ Jared Jaworski




Outcome

Intended Metric

Staff Assigned to

Task Conduct workshops across the state (10): grant workshops for local governments & homeowners; LMS working groups; training sessions; other presentations

6/30/13 Assist communities to find and utilize maximum mitigation resources

A count of number of workshops given and number of participants

Laura Herbert / Bill McCusker/Helen Johnson/ Jared Jaworski/Parker Collins/ Quinton Williams/ Howard Douglas/ Jason McCright

N6

Goal: MIT5


Submit Draft Update of State’s Hazard Mitigation Plan Due to FEMA February 2013


February 28, 2013 Lead Staff Assigned to Goal: Joy Duperault




Outcome

Intended Metric

Staff Assigned to

Task Continue to work with SHMPAT through quarterly meetings, sub-groups and other venues

2/28/13 Smooth procedure for updating 2013 State Plan through active participation of SHMPAT members

Meetings (dates, numbers) and products developed for the SHMPAT such as reports, newsletters, etc.

Joy Duperault/ Laura Herbert/ Bill McCusker/ other planners not yet hired/ interns

Complete assessment work with contractor 12/31/12 Completed Risk Assessment chapter

Final draft deliverable Laura Herbert

Monitor staff/ review reports/ hold meetings on progress in the SITE tool for agency coordination

6/30/13

Remain accountable for work listed in State Hazard Mitigation Plan (SHMP) leading to greater risk reduction across the state

After-action report to determine usefulness of SITE tool and recommendations for 2016 plan methodology

Laura Herbert/ Joy Duperault

Investigate feasibility of a web-accessed SITE database (if after-action report indicates usefulness)

6/30/2013 A web-accessed tool which can be used by all parties who have a state-level role in documenting Florida’s mitigation efforts for better collaboration and coordination of resources, better documentation of success, and the ability to more effectively mitigate

A final product that enables state planning staff and others to collaborate more effectively with other state agencies in overall Florida mitigation efforts

Laura Herbert/ Joy Duperault

Work within the Florida Division of Emergency Management to incorporate and aid the approval of the State Threat and Hazard Identification and Risk Assessment (THIRA)

12/31/2012 Broadly integrate the THIRA into the State Hazard Mitigation Plan

Approval and incorporation of the State THIRA

Joy Duperault/ Laura Herbert/ Jared Jaworski

N7

Goal: MIT6


Explore Deeper Relationships With Other State Agencies to Improve and Enhance Mitigation Efforts


6/30/13 Lead Staff Assigned to Goal: Laura Herbert



Goal


Outcome

Intended Metric

Staff Assigned to

Task Work closely with Division of Forestry to explore ways to improve wildfire mitigation throughout the state..

6/30/13 More dialogue with DOF to discuss ways to expand mitigation efforts for wildfires.

Quarterly meetings (4 total)

New Planner

Work with Department of Environmental Protection to improve understanding of sinkhole threat in Florida.

6/30/13 Ability to better assess risk and vulnerability of sinkholes in Florida.

Report on activities and findings

New Planner

Work with pertinent state agencies to better understand and assess risk due to climate change.

6/30/13 Ability to better assess risk and vulnerability related to climate change in Florida.

Report on activities/findings and include in State Hazard Mitigation Plan update

Laura Herbert, Bill McCusker, New planners, interns

Goal: MIT7


Work to Improve the Residential Construction Mitigation Program (RCMP) Delivery and Projects


June 30, 2013

Lead Staff Assigned to Goal: Joy Duperault/ Howard Douglas



Goal


Outcome

Intended Metric

Staff Assigned to

Task Analyze program; make recommendations for improvement; develop long-range plan for the program

12/31/12 Smoother grant process and longer implementation period

Measurement of increased implementation period and ability to achieve more competitive applications; draft of long-range plan

Howard Douglas/ Joy Duperault/ Phyllis Wallace

Develop RCMP advisory committee involvement

6/30/13 Improved partnerships with wind mitigation industry entities

Meeting notes; possible activity denoting a more active group

Howard Douglas/ Joy Duperault

N8

Goal: MIT8


Attain a Cumulative Total Close Out of 406 Projects Out of 466 (87%) for the 2004 Hazard Mitigation Program (Total Number of Projects Represent $321,081,325 in Obligated Funds): Charley (1539), Frances (1545), Ivan (1551), Jeanne (1561)*


June 30, 2013 Lead Staff Assigned to Goal: Kathleen Marshall, Jason McCright, and Luz Bossanyi

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 19: Expedite mitigation disaster closeouts


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects

6/30/13 Increased community resiliency against future impacts; Avoidance of future loss from impacts resulting in a more efficient recovery; Job creation.

Number of projects closed; Number of jobs created

Jason McCright/Florence Aihe/Carly Miller/Velma Noel/Phyllis Wallace/ Holly Swift/Ruth Juma, Janna Sterling

Provide technical oversight (engineering/environmental) and complete final inspections for Hazard Mitigation Grant Program projects

6/30/13 Remain in compliance with Federal guidelines; Demonstrate state’s enhanced management status capability

Number of final inspections completed

Luz Bossanyi/ Juan Zaida/Elkin Segura/David Ugrekhelidze/Claudia Lozano/James Price/Leyan Zhizhilashvili/Adele Balmer /Martha Uribe/Maritza DeLeon

Monitor closeout of 5% and 7% projects in 2004 disasters


Number of projects closed Quinton Williams/Shaurita Jackson

Request project closeouts with FEMA 6/30/13 Remain in compliance with Federal guidelines

Number of projects closed Pam Lane/ Kathleen Marshall

*Due to excessive delays and repetitive RFI’s from FEMA during the approval process, many projects were withdrawn by the locals. As a result, approximately $70 million was left over in the Florida Seven storms. In an attempt to keep that money in Florida, project expansions and reinstatements were pursued. As a result, many of the active projects are just starting (or still have yet to begin) so there will be a small percentage of closeouts occurring over the next fiscal year.

N9

Goal: MIT9


Attain a Cumulative Total Close Out of 138 Projects Out of 162 (87%) for the 2005 Hazard Mitigation Program (Total Number of Projects Represent $148,701,364 in Obligated Funds): Dennis (1595), Katrina (1602), Wilma (1609)*


June 30, 2013 Lead Staff Assigned to Goal: Kathleen Marshall and Luz Bossanyi



Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects

6/30/13 Increased community resiliency for future impacts; Avoidance of future loss from impacts to recover quicker; Job creation


Mona Wood/ Shaurita Jackson/ Jana Sterling

Provide technical oversight (engineering/environmental) and complete final inspections for projects in 2005 disasters



Luz Bossanyi/ Juan Zaida/Elkin Segura/David Ugrekhelidze/Claudia Lozano/ Leyan Zhizhilashvili/Adele Balmer /Martha Uribe/Maritza DeLeon



Number of projects closed Shaurita Jackson/ Kathleen Marshall/Joy Duperault/Jared Jaworski/Quinton Williams


Number of projects closed Pam Lane

*Due to excessive delays and repetitive RFI’s from FEMA during the approval process, many projects were withdrawn by the locals. As a result, approximately $70 million was left over in the Florida Seven storms. In an attempt to keep that money in Florida, project expansions and reinstatements were pursued. As a result, many of the active projects are just starting (or still have yet to begin) so there will be a small percentage of closeouts occurring over the next fiscal year.

N10

Goal: MIT10


Final Close-out With FEMA of 2007 Hazard Mitigation Grant Program Disasters: Groundhog Day Storms (1679), Christmas Day Storm (1680)


June 30, 2013 Lead Staff Assigned to Goal: Kathleen Marshall & Pam Lane



Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Request disaster closeouts with FEMA 6/30/13 Remain in compliance with

Federal guidelines Number of projects closed Pam Lane/ Kathleen

Marshall

Goal: MIT11


Attain a Cumulative Total Close Out of 26 projects Out of 60 (43%) for the Hazard Mitigation Program (Total Number of Projects Represent $16,671,512 in Obligated Funds): Fay (1785) and Gustav (1806)


June 30, 2013 Lead Staff Assigned to Goal: Kathleen Marshall, Jason McCright and Luz Bossanyi



Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects for Fay (1785)

6/30/13 Increased community resiliency against future impacts; Avoidance of future loss from impacts resulting in a more efficient recovery; Job creation


Jason McCright / Holly Swift/Ruth Juma

Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects for Gustav (1806)



Chad Smith/Shaurita Jackson/Jared Jaworski/Maleather Ross/ Jana Sterling




Luz Bossanyi/ Juan Zaida/Elkin Segura/David Ugrekhelidze/Claudia Lozano/James

N11

Price/Leyan Zhizhilashvili/Adele Balmer/Martha Uribe/Maritza DeLeon



Number of projects closed Shaurita Jackson/ Quinton Williams/ Jared Jaworski


Number of projects closed Pam Lane\ Kathleen Marshall

Goal: MIT12


Attain a Cumulative Total Close Out of 14 Projects Out of 29 (49%) for the Hazard Mitigation Program (Total Number of Projects Represent $6,450,544 in Obligated Funds): Severe Weather and Flooding (1831,1840)


June 30, 2013 Lead Staff Assigned to Goal: Kathleen Marshall, Jason McCright and Luz Bossanyi



Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects for Severe Weather and Flooding (1831)



Chad Smith/Shaurita Jackson/Jared Jaworski/Maleather Ross\ Jana Sterling

Manage projects effectively to ensure the timely disbursement of funds and close out of applicable projects for Severe Weather and Flooding (1840)



Jason McCright/Holly Swift/Ruth Juma




Luz Bossanyi/ Juan Zaida/Elkin Segura/David Ugrekhelidze/Claudia Lozano/James

N12

Price/Leyan Zhizhilashvili/Adele Balmer/Martha Uribe/Maritza DeLeon



Number of projects closed Shaurita Jackson/Jared Jaworski/Laura Herbert


Number of projects closed Pam Lane\ Kathleen Marshall

Goal: MIT13


Monitor and Maintain the Bureau’s Database of Standard Operating Policies and Procedures


June 30, 2013 Lead Staff Assigned to Goal: Quinton Williams/ Steve Martin/ Levan Zhizhilashvili/ Laura Herbert/ Shaurita Jackson/ Shannon Hamilton/ Bob Gay

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 5: Improve transactional processes


Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Discover any missing and/or new elements of current practices

6/30/13 Maximize staff efficiency; Improved training capabilities; Improves quality assurance by creating/implementing consistent standards

Production of documents; Implementation of processes

Pam Lane, Luz Bossanyi, Steve Martin, Quinton Williams, Jason McCright, Jared Jaworski,

Create standard operating guides, forms or other materials for missing and/or new pieces

6/30/13 Maximize staff efficiency; Improved training capabilities; Improves quality assurance by creating/implementing consistent standards

Production of documents. Implementation of processes

Pam Lane, Luz Bossanyi, Steve Martin, Quinton Williams, Jason McCright, Jared Jaworski

N13

Goal: MIT14


Research and Determine Sound Methodologies for Baseline Statistics to Assess and Demonstrate Performance Standards


June 30, 2013 Lead Staff Assigned to Goal: Miles Anderson



Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Assess current operations utilizing the baseline statistics methodology and review operational planning mechanisms

6/30/13 Improved performance measures and efficiency

Performance measures/statistics

Miles Anderson

Maximize mitigation.org reporting capabilities

6/30/13 Determine primary methodologies for performance objectives

Completion of reporting capabilities

Pam Lane

Assess current operations utilizing baseline statistics

6/30/13 Improved performance measures and efficiency.

Complete/Incomplete Miles Anderson

Develop local component for completed Economic Impact Analysis.

6/30/13 Provide Statistics on mitigation’s tangible impacts throughout the state.

Local component developed.

Jared Jaworski

Goal: MIT15


Request FEMA Approval for State Authority to Implement NFIP





Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Request that the Federal Insurance Administration give the State of Florida maximum authority under the NFIP per 44 Title CFR 60.25(d).

6/30/13 Less reliance on Region 4 for support.

Approval given or not given Joy Duperault

N14

Goal: MIT16


Promoted Specific Mitigation Efforts


June 30, 2013 Lead Staff Assigned to Goal: Miles Anderson, Joy Duperault and Kathleen Marshall

Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 17: Maximize mitigation program funding Goal 18.1: Enhance non-programmatic mitigation programs- assure that after each Presidentially-declared disaster, post-disaster loss avoidance studies are conducted.


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Use all available guidance and funding to promote safe houses wherever and whenever possible.

6/30/2012 Risk reduction in wind load debris zones

Number of meetings/workshops held.

Joy Duperault.

Work with Florida Floodplain Managers Association and FEMA to develop better guidance for V-Zone bath houses

6/30/2013 Better understanding and use of V-zone bath houses.

Improved guidance completed.

Steve Martin

Develop and publish instructional guidance for the Bureau’s Loss Avoidance Calculators and post online

12/31/2012 Widespread state and local understanding of value of mitigation efforts.

Posted guidance and tools Joy Duperault

Goal: MIT17


Develop Relationships and Cooperation between the Bureau of Mitigation and Private Sector to Enhance Mitigation Efforts.



Gubernatorial Transition Team Report Reference: Strategic Planning Reference: Goal 20: Incorporate the private sector into all phases of emergency management


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Investigate the feasibility of mitigation public/private partnership to reduce number of Severe Repetitive Loss properties (SRL)

6/30/2013 Reduction of SRL properties in Florida.

Partnership made and number of SRL properties reduced as a result.

Joy Duperault, Quinton Williams, Howard Douglas

N15

Goal: MIT18


Establish Practices to Ensure Financial Transparency





Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Monthly meetings with Bureau of Finance to review mitigation program finances.

6/30/2013 Better transparency of finances for the Bureau of Mitigation

Number of meetings. Pam Lane, Bob Gay?

Trainings for mitigation staff from Bureau of Finance.

6/30/2013 Better understanding for mitigation staff of rules and regulations upheld by Bureau of Finance.

Number of trainings. Pam Lane, Kathleen Marshall

Goal: MIT19


2013/2014 Staffing Plan and Management Cost Request to Federal Emergency Management Agency


June 15, 2013 Lead Staff Assigned to Goal: Pam Lane



Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Update staffing Roster

1/10/13

To receive fiscal year 12/13 funding in June; Be in compliance with federal requirements and reconciliation of SMC

Increase in SMC obligations

Pam Lane

Coordinate staff allocations-Finance & Accounting/Budget

1/15/13

Coordinate staffing allocations with payroll functions

Complete/Incomplete Pam Lane

Prepare Staffing Plan/Approvals/Submission

1/20/13

Develop FY 13/14 budget SMC funding award Pam Lane

Develop State Management Budget Costs per Disaster

4/30/13

Develop FY 13/14 budget SMC funding award Pam Lane

Develop cost comparison to FY 12/13 5/10/13 Develop FY 13/14 budget SMC funding award Pam Lane

N16

Submit Budget and Justification to Federal Emergency Management Agency

5/31/13 Develop FY 13/14 budget SMC funding award Pam Lane

Update National Emergency Management Information System FY 13/14 Budget requests

6/15/13 Develop FY 13/14 budget SMC funding award Pam Lane

Goal: MIT20


Submit Reconciliation for 2012/2013 Management Costs to Federal Emergency Management Agency


April 30, 2013 Lead Staff Assigned to Goal: Pam Lane



Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Develop actual costs for State Management

4/30/13

Enables us to be up to date in management costs submittals to get funding for next fiscal year

Justify and document FY 12/13 SMC

Pam Lane

Update Federal Emergency Management Agency State Management cost Analysis

4/30/13

Enables us to be up to date in management costs submittals to get funding for next fiscal year

Justify and document FY 12/13 SMC

Pam Lane

N17

Goal: MIT21


Develop and Finalize the Remainder of Mitigation.org System and Ensure Functionality


June 30, 2013 Lead Staff Assigned to Goal: Pam Lane and Kathleen Marshall


Strategic Planning Reference: Goal 17: Maximize mitigation program funding


Goal

Date of Task

Completion

Outcome

Intended Metric

Staff Assigned to

Task Continue to reconcile data conversion 6/30/13 Ensure quality data outputs Completion of reconciliation Pam Lane

Provide additional training for users 6/30/13 Train users; Ensure operational capacity for staff

Training completion Pam Lane

Enhance quality control reports 6/30/13 Provide exception reports to reduce errors and increase efficiency

Add three additional ad-hoc reports

Pam Lane

Enhance the funding distribution for county allocations

6/30/13 To have an automated allocation methodology

Completed module Pam Lane\ Kathleen Marshall\ Joy Duperault

Florida Division of Emergency Management … FDEM...Florida Division of Emergency Management...

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