Amy Sebring: Welcome to the EIIP Virtual Forum Round Table! Amy Sebring: Today we are pleased to introduce another EIIP Partner, Presponse Systems Integration Ltd., represented by partner Ryc Lyden. Amy Sebring: Ryc was one of our early online presenters, just about one year ago, and we are pleased to welcome him back. His previous session and bio may be found at http://www.emforum.org/vlibrary/980304.htm Amy Sebring: His current company's home page is located at http://www.presponse.com Amy Sebring: Welcome back Ryc, and thank you very much for being with us today. Ryc Lyden: Thank you Amy .. Presponse Systems Integration, LTD is proud to be a partner with the Emergency Information Infrastructure Partnership. Ryc Lyden: Our program and process is anchored in partnering with representatives in both the public and private sector. Ryc Lyden: Our company began in 1994 and has evolved into an organization which looks at 1) promotion of the mission, 2) protection of resources, and 3) prevention and reduction of impacts. Ryc Lyden: The following is how the Presponse System is set up to work with any organization. It is how we run our own organization, and how we teach and coach others. Ryc Lyden: As a result, the organization should be able to attain: Ryc Lyden: * Not just more awareness, but: Ryc Lyden: - Earlier decisions (response to conditions [what should happen vs. what could happen]) Ryc Lyden: - Better decisions (earlier and more complete intelligence gathering) Ryc Lyden: - More strategic decisions (long term and short term outcome based with respect to organizations purpose and goals) Ryc Lyden: the organization should also be able to attain: Ryc Lyden: *Less (operational) impacts Ryc Lyden: - More productivity Ryc Lyden: - Increased safety Ryc Lyden: - Improved profitability Ryc Lyden: - Better management of resources Ryc Lyden: The following are cornerstones of our working philosophy. Ryc Lyden: 1. Each organization is unique. We are designed from the top down by individuals, our founders who had a vision. Ryc Lyden: We are then built from the bottom up with a foundation that supports our mission and goals in making that vision a reality. Ryc Lyden: All personnel and resources are part of a team effort in achieving success. Our common ground is that we all strive for our own type of success and achievements. Ryc Lyden: 2. Each stakeholder must be identified and accounted for in our business planning process. Ryc Lyden: This includes those groups or individuals that benefit from our existence, rely on our success, and which could be negatively impacted by our successes, failures, and incidents affecting our business. Ryc Lyden: This includes our: organization, employees, extended family, community, industry, insurance market, and regulators. Ryc Lyden: 3. Each business function and discipline must be able to work together toward success. Ryc Lyden: This is accomplished through common goals, terminology, methodologies, and the ongoing sharing of current information. Ryc Lyden: 4. Our business and contingency planning work together incorporating the best practices. Ryc Lyden: Our priorities are: successful accomplishment of our mission and promotion and protection of our key values - Life, health & safety, the environment, community, and livelihood. Ryc Lyden: 5. We understand that the longer you wait to address any given situation you suffer more. Ryc Lyden: AMY - SLIDE 1 Amy Sebring: http://www.emforum.org/vforum/PSI/slide1.htm Ryc Lyden: Our strategic planning is based on our PSI-RAM (Presponse Systems Integration - Response Activity Matrix). Ryc Lyden: The matrix recognizes that most of the impacts on any organization occurs, and can be dealt with early, during routine operations. Ryc Lyden: AMY - SLIDE 2 Amy Sebring: http://www.emforum.org/vforum/PSI/slide2.htm Ryc Lyden: A study has shown that only 14% of crises are sudden, accidental, and unexpected. Ryc Lyden: This is where the traditional market has been for consultants, emergency planners, and risk managers. We have traditionally focused on 1 out of 8 crises. Ryc Lyden: However, 86% of business crises are from smoldering situations. They are a part of our daily activities. Ryc Lyden: We address the 86%, and prepare for response to the remaining 14% during our Routine Phase. Ryc Lyden: The phases we utilize are based on the condition or status of our operations not a group of activities. Ryc Lyden: Our phases utilize common terminology and do not conflict with those of any discipline such as emergency management (use of program elements: planning, response, recovery, mitigation), Ryc Lyden: nuclear power plants (NUE, Alert, Site Area, General), business continuity, or consequence management. Ryc Lyden: Our system is designed to get better information earlier, validate availability and resources, get pre-response activities underway so we avoid playing 'catch up', incorporate stakeholders, allow for easy transitions, and bring all activities completely back to the beginning. Ryc Lyden: While we go through the following slides please think of how these phases would work during your normal operations and how easily they transition as needed. Ryc Lyden: AMY - SLIDE 3 Amy Sebring: http://www.emforum.org/vforum/PSI/slide3.htm Ryc Lyden: Routine Phase: 86% of crises affecting our operations are smoldering and may be addressed during our daily operations. Whether we have changes in operations, personnel, processes, facilities, or a changing condition to monitor we will do it here. Ryc Lyden: Our 'hot-list' is created in cooperation with all stakeholders and states what information needs to be shared, when to make contact, with who, the manner in which it is communicated, and who must make the notification. Ryc Lyden: Activities occurring here include: awareness, planning, preventing/reducing risk, learning and responding to conditions or situations. Ryc Lyden: AMY - SLIDE 4 Amy Sebring: http://www.emforum.org/vforum/PSI/slide4.htm Ryc Lyden: Alert Phase: This phase is investigating, monitoring, validating, and communicating. Ryc Lyden: Activities include: Ryc Lyden: Notification mode: Assigning incident/case manager, monitoring, gathering, and verifying information, validating resource availability, and contacting internal and external points-of-contact. Ryc Lyden: These points-of-contact are identified during initial awareness and the creation/use of our 'hot-list.' Ryc Lyden: Alert mode: Placing resources on stand-by, or moving to a staging area. Ryc Lyden: AMY - SLIDE 5 Amy Sebring: http://www.emforum.org/vforum/PSI/slide5.htm Ryc Lyden: Response Phase: Although we respond to change in all phases this is where resources are committed and mobilized. Ryc Lyden: Activities include: Establishing a command post at or near an incident site, evaluation of the situation, commitment of resources, evaluation and prioritization, and utilizing the local incident management system. Ryc Lyden: AMY - SLIDE 6 Amy Sebring: http://www.emforum.org/vforum/PSI/slide6.htm Ryc Lyden: Period of Stabilization: This is marked by any condition where the impact is getting less, but may or may not continue. It isn't getting worse, but it isn't getting better either. Ryc Lyden: The following are common conditions which fall into this area. Ryc Lyden: Flooding, where the water is no longer rising and may be steady or slightly receding. The water may be diminishing, but it may also rise again due to an ice blockage on the river that breaks open releasing more water. Ryc Lyden: Nuclear Power Plant, where the release has slowed down or stopped being released from containment. The real work is now beginning as re-entry, monitoring, and clean-up begin. Ryc Lyden: This is a transitional period from response to recovery. Ryc Lyden: AMY - SLIDE 7 Amy Sebring: http://www.emforum.org/vforum/PSI/slide7.htm Ryc Lyden: Recovery Phase: Initial and long-term activities are covered. Ryc Lyden: Activities include: damage assessment, critical incident stress management, clean-up and salvage during the initial stage. Ryc Lyden: Long-term activities include re-entry, preliminary functional/hazards analysis, relocation, mitigation, resumption of activities, and reviewing the incident and its response. Ryc Lyden: AMY - SLIDE 8 Amy Sebring: http://www.emforum.org/vforum/PSI/slide8.htm Ryc Lyden: Routine Post-Event Phase: Here is were we are wiser and stronger than before an incident. We review both the recovery and mitigation processes and update our plans, training, and evaluations. Ryc Lyden: The benefits of using this flow chart, using its common English terminology, activities based on conditions, and the ability to easily transition and come full circle enable any organization to work easily across disciplines and sectors. Ryc Lyden: We have two files that we will gladly make available to those interested. The first is the PSI Difference which explains the shift in focus from contingency planning to good business planning that acknowledges and responds to impacts. Ryc Lyden: Our second is a color coded version of our PSI-RAM showing the flow, transitions, and activities that take place within an organization in response to change. Ryc Lyden: Our main focus is working with planners, responders, and organizations by teaching and coaching. The market for others who utilize our Presponse processes is wide open. Ryc Lyden: There has been a great deal of interest in our processes. At this time we are also actively seeking partnerships in education, practitioners in the planning fields, and corroborators on delivery mechanisms. Ryc Lyden: For consultant and planning groups this brings more stakeholders into the process. That translates into working with clients from all disciplines in assisting them to set up a cohesive program which responds to 86% of the crises before an incident and plans for the customary 14%. Ryc Lyden: Amy.... Amy Sebring: Thank you again Ryc, and we will now turn you over to our audience ... Amy Sebring: audience please enter a question mark (?) to indicate you wish to be recognized, go ahead and compose your comment or question, but wait for recognition before hitting the enter key or clicking on Send. Amy Sebring: Ok, we are ready for your questions or comments. Amy Sebring: Ryc you always lay out everything so clearly it is hard to think of something to ask ... Ryc Lyden: Well, we certainly try to.. Amy Sebring: do you actually see the shift to business planning being taken seriously? Ryc Lyden: Much of what we have designed comes from both the public and private telling us their priorities. BURK: ? How many years effort does this method reflect? Ryc Lyden: It is being talked about everywhere. More business are looking at their business needs and letting the other planning take a back seat. This gives us the opportunity to go in under business planning and take the contingency planning in underneath Amy Sebring: Makes sense to me like sustainable development, how about Burk's question. Ryc Lyden: BURK - This represents 8 years of working in both public and private sectors in many disciplines. Ryc Lyden: Our company has business continuity planners, risk management planners and emergency management planners as well as public safety responders. BURK: ? Amy Sebring: Burk please Avagene Moore: ? BURK: Which disciplines tend to drive this integrated effort? Amy Sebring: ? Ryc Lyden: Emergency management and business continuity are the driving forces. But with all disciplines involved we are moving towards a cohesive partnership across them all. Amy Sebring: Avagene please Avagene Moore: Ryc, your process seems very logical -- would be nice to think we were all thinking along these lines; are you finding more interest in the private or public sectors? Any resistance? Ryc Lyden: The private sector is more approachable on this.. however the responders also have an interest in early response. The resistance is only felt at the beginning when people look at planners as pseudo insurance. Amy Sebring: Do you position training/exercising within one phase, or do you lay them up across all these phases? Ryc Lyden: Training and exercising are all part of our routine operations. Yet, there is still the need for expedited training as needed. Amy Sebring: I could see arguments for doing across many if not all. BURK: ? Ryc Lyden: Best case... we do our work ahead of the event. Yet, we know that we get responders from everywhere when something big hits us. At that time we need to expedite training so that all responders fit into our team effort. Amy Sebring: Burk please. BURK: How do I review remarks before I got past gate keeper? Amy Sebring: ? Amy Sebring: Cannot do Burk, please see the transcript afterwards. Amy Sebring: Will give you some info on where to find at the end. Amy Sebring: I had not thought of being perceived as pseudo-insurance ... Amy Sebring: but that seems to ring true in my experience. Do you find that attitude common Ryc? Ryc Lyden: Very common. 'You tell us what to do IF something happens and how you will help me, until then I have a business to run...." BURK: ? Amy Sebring: Has anyone else in our audience had this type of perception? Amy Sebring: Go ahead please Burk. BURK: What payback causes private sector to respond? Amy Sebring: ? Ryc Lyden: The process address the needs of the business to perform better in achieving the mission goals. It is the same for the public sector. If we show ways of warding off impacts before the become a problem we can better utilize our resources. Amy Sebring: Ryc, are you applying this to a broader crisis management .... Amy Sebring: where a natural disaster may be just one type of crisis? Ryc Lyden: Organizations are there for a reason, and it is not to ward of impacts or gremlins. When we meet them on their ground we become part of their success team. BURK: Like emphasis on how to help assure positive outcomes! Ryc Lyden: The process and phases work with any given situation... and with any group of disciplines. We work with clients to see how they all work together, using their training and experiences to help the organizations goals. BURK: ? Amy Sebring: Burk please. Ryc Lyden: When we do an analysis it is more functional than hazard oriented. This gives us the opportunity to look at what should be happening for us, rather than to us. BURK: Amy / Ryc - Which slide shows process & phases? Amy Sebring: I don't think we had them all on one slide Burk. Ryc Lyden: If anyone wishes copies of these, they can email a request to ryc@presponse.com BURK: OK - Thanks Amy Sebring: The color coded matrix you mentioned would have them all together would it not? Ryc Lyden: Yes, and with more detail as well. Amy Sebring: That is probably what you are looking for Burk. Amy Sebring: Any more comments/questions for Ryc? Avagene Moore: ? Amy Sebring: Ava please Avagene Moore: Ryc, aren't you really talking about a change in mindset about disaster management? From Reactive to Proactive? Ryc Lyden: That is exactly what we are doing! The time has long since past that we can afford to react to an event that has already happened. We go after a condition that needs attention so that we can prevent negative impacts on our businesses and community. Avagene Moore: ? Amy Sebring: Ava BURK: Seems like a significant attitude adjustment? Ryc Lyden: At the same time working to promote the successes of our organizations. Avagene Moore: So the efforts in sustainable development, Project Impact, Disaster r Avagene Moore: Resistant communities, etc. are along that line. You are taking it further, right? Ryc Lyden: Yes. Rather than keeping things as status quo, we are seeking the improvement of everything we do. Amy Sebring: ?I would think that those companies with experience in Process Safety Management (PSM) could relate to this very well. Avagene Moore: ? Ryc Lyden: They are included in our stakeholders. Amy Sebring: Ava please. Avagene Moore: I love this, Ryc. How do we change years of traditional planning and response? Avagene Moore: (I mean I love this discussion.) BURK: ? Ryc Lyden: Slowly. We need to agree with those organizations, businesses, and communities that we understand the reason for them being here. Then, while helping them be more successful.. protect them. Amy Sebring: ? Amy Sebring: Burk please. BURK: Where does EIIP have background on PSM issues? Amy Sebring: I will look and see if we have anything Burk, but I don't recall anything off the top of my head. Ryc Lyden: The best place would be through the EPA homepage. Amy Sebring: It is being incorporated into the RMP's ... Amy Sebring: and we have had one session on that ... Amy Sebring: and will have one more later this year. Amy Sebring: PSM actually is under OSHA ... Amy Sebring: originally and there is probably info there as well. Amy Sebring: I was just going to add to Ava's question ... Amy Sebring: "one person at a time" is the way it seems to go. Is that probably true Ryc? BURK: ? Don't understand RMP's in this context . . . Ryc Lyden: This process opens up the possibilities of working with other partners/stakeholders than have been part of our discussions before. It also allows us to work with others in a real world environment. FEMA should look at these phases as a way to work with all stakeholders. Ryc Lyden: Yes, Amy and this forum is another way of beginning the shift. Amy Sebring: We hope you have good "luck" in your new company Ryc and let us know how you make out! Ryc Lyden: I look forward to any discussion. Thank you Amy. Amy Sebring: Thank you very much on behalf of all of us. Amy Sebring: Ava, ready with our upcoming events? Avagene Moore: Yes, Amy. Next week, the Round Table discussion will be led by EIIP Partner, the International Association of Emergency Managers (IAEM). The discussion will focus on Mentoring, how it works and how it benefits everyone involved. Join us at 1: 00 PM EST on Tuesday, March 23, for the Round Table. ... Avagene Moore: Wednesday, March 24, 12: 00 Noon EST, we are pleased to host a discussion with the Open GIS Consortium (OGC). Lance McKee and Jim Farley will discuss the OGC with specific information on the Disaster Management Special Interest Group (DM SIG) that they have formed. ... Avagene Moore: Please mark your calendar for both of these very informative sessions. Back to you, Amy. Amy Sebring: Ok, thanks Ava. Amy Sebring: Will have a text transcript posted this afternoon ... Amy Sebring: and we will have a reformatted transcript early next week. Amy Sebring: You can access from the Transcripts link on our home page. Avagene Moore: Very good, Ryc. Provocative information also. You did a great job!