Essential Elements of Information

Hurricane Response Essential Elements of Information

This is a template for a hurricane response Information Collection Plan (ICP). It is designed to provide a reference document for the Emergency Management Group (EMG) Information Cell when collecting information regarding hurricane response. It is not designed to be used “as is” and must be modified to obtain the maximum benefit. EEIs should be added or deleted to the ICP for each operational period depending on the specific circumstances and phase of response. The two broad categories of EEIs to be collected are “Incident Specific EEIs” and “ESF #8 Functional Element EEIs”. The “Incident Specific EEIs” are designed to provide the Incident Manager (IM) situational awareness of the incident. The “ESF #8 Functional Element EEIs” are taken from the National Response Framework and are designed to provide the IM the information necessary to be appraised of the status of each of the functional areas of ESF #8 response that he/she is responsible for.

The Information Cell is responsible for completion of the matrix with the assistance of the Department/Agency (D/A) or OPDIV/STAFFDIV identified to provide input. It is preferable to distribute the plan prior to the start of the next operational period to allow providing agencies and elements planning and acquisition time.

Instructions for Completion of ESF #8 Essential Elements of Information (EEI) Worksheet for Hurricanes

Prior to distributing the ICP, the Information Cell should select the EEIs that are to be collected for the Operating Period specified.
Column 1,EEI Number - The reference number assigned to each EEI to be collected.
Column 2, Essential Element of Information – The category/functional element of data to be collected.
Column 3, Specific Information Required - The question to be answered or data to be provided by Department/Agency (D/A) or OPDIV/STAFFDIV identified in Column 4.
Column 4, Data Collector (s) - The Department/Agency (D/A) or OPDIV/STAFFDIV responsible for providing the requested information to the Information Cell.
Column 5, Data Source(s) – To be completed by the Data Collector. The source used by the data collector. Specify the name of report, providing agency, etc.
Column 6, Deliverable Mechanism – To be completed by Data Collector. Specifyhow the requested information will be provided to the Info Cell (e.g., D/A Situation Report, e-mail, phone call, posted to WebEOC or HSIN, etc.)
Column 7, Suspense/Frequency of Providing Data to Emergency Management Group Information Cell – To be completed by the Info Cell prior to distribution (i.e. NLT 0700 hours, as required)

EEI Number (1)	Essential Element of Information (2)	Specific Information Required (3)	Data Collector(s) (4)	Data Source(s) (5)	Deliverable Mechanism (6)	Suspense/ Frequency of Providing Data EMG Info Cell (7)
Incident Specific EEIs
	Hurricane Forecast and Related Information	What is the projected location, time and storm strength at landfall, to include surge model?	POC Phone E-Mail Address:	NOAA	WebEOC, e-mail, phone
	Hurricane Forecast and Related Information	What is the anticipated duration of inclement weather in the potentially affected area(s)?	POC Phone E-Mail Address:	FEMA	WebEOC, e-mail
	Hurricane Forecast and Related Information	What is the forecast for further inclement weather?	POC Phone E-Mail Address:	NOAA	WebEOC,e-mail
	Planning and Coordination	Has a Joint Field Office been established?	POC Phone E-Mail Address:	FEMA	E-mail, Web-EOC Phone, or other
	Planning and Coordination	What response elements (if any) have deployed, including ERT-A, Human Services Assessment Teams, etc.?	POC Phone E-Mail Address:	FEMA	E-mail, Web-EOC Phone, or other
	Staging Bases	When will DHS/FEMA identify staging bases?	POC Phone E-Mail Address:	FEMA	E-mail, Web-EOC Phone, or other
	Staging Bases	Where are the pre-staging bases?	POC Phone E-Mail Address:	FEMA	To be completed by Data Collector. Specify how the requested information will be provided to the Info Cell (e.g., D/A Situation Report, e-mail, phone call, posted to WebEOC or HSIN, etc.)
	Logistical Support	When will DHS/FEMA provide all non-medical logistical support to deploying federal partner personnel/teams?	POC Phone E-Mail Address:	ESF#8 Logistics Chief in JFO	Email/in person
	Logistical Support	Is DOD assistance available to provide installation support for Federal medical capabilities? What are the base operating support requirements for the type of Federal medical capabilities that the Primary Agency projects will be utilizing at DOD installations? What are the requirements for personnel lodging and sustainment (meals, etc.)	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Logistical Support	What staging areas are being used by Federal responders?	POC Phone E-Mail Address:	FEMA	E-mail, Web-EOC Phone, or other
	Logistical Support	What systems are in place to distribute necessary supplies, equipment and support for infrastructure deficits?	POC Phone E-Mail Address:	Quarter Master Inventory System	WebEOC
	Transportation	Is DOD assistance available to provide bulk transport support for medical supplies/equipment/personnel?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Transportation	What is the status of transportation (assets and routes, including air, ground and rail)?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Communications	Have communications been established with the JIC and State EOCs?	POC Phone E-Mail Address:	PAO and RECs	E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What is the status of critical infrastructure in the affected area(s) (i.e. hospitals, urgent care facilities, EMS service, local/state public health departments, mental health clinics and social service agencies)	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What health services are available? Where?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What is the status of environmental assessments (i.e., air and water quality, etc.)?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What is the status of sheltering efforts? Locations?	POC Phone E-Mail Address:	ARC (for congregate living); State (for at-risk/special needs populations) National Sheltering System data gives location/address of shelters, operational status and capacity	E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What damage has occurred in the affected area (including injuries/fatalities)?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Communications	What is the status of local/state public health public communication channels and technologies, including TTY and alternate formats, and services for persons with limited English proficiency? Have essential services been restored? Status of progress?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What is the State/Local policy for allowing citizens to return home?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Assessment of Public Health/Medical/Human Services Needs	What percent of displaced residents have returned home and what percentage of those belong to at-risk populations?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health Surveillance	What are the illness and injury surveillance needs and capabilities of the potentially affected state(s)?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health Surveillance	Have there been any outbreaks/reports of abnormal diseases or disease rates?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health Surveillance	Have outbreaks/reports of abnormal disease/injury or disease/injury rates been restored to pre-event levels?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Medical Care Personnel	What is the status of deploying personnel physical and mental health screening and availability of crisis counseling, vaccinations, immunizations, and other drug preventatives that may be needed?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Medical Care Personnel	What capabilities by specialty will be required? (as an example for FMS)	POC Phone E-Mail Address:	RNA, MNAT, IRCT	IAP, E-mail, Web-EOC
	Health/Medical Equipment and Supplies	Are SNS assets being pre-positioned; and if so, where are the intended sites?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health/Medical Equipment and Supplies	Does the potentially affected state(s) have adequate vaccination/immunization supplies? (or what percentage of the population can be covered?)	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health/Medical Equipment and Supplies	What is the projected requirement for medical supplies/ pharmaceuticals?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health/Medical Equipment and Supplies	Is DOD assistance available to provide critical medical resource logistics and distribution support?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Health/Medical Equipment and Supplies	What is the Federal plan for distribution and allocation of medical supplies to include main and alternate supply points and supporting terminals to be used or considered?	POC Phone E-Mail Address:	CDC/SNS	WebEOC – MA Subtask
	Health/Medical Equipment and Supplies	What are the Federal recommended levels of supply? And critical replenishment points?	POC Phone E-Mail Address:	FEMA Mob Centers	TBD
	Health/Medical Equipment and Supplies	What are the recommended procedures for Federal use and local acquisition of supplies and services?	POC Phone E-Mail Address:	Contracting Officer	WebEOC ICS Form
	Patient Evacuation	Will DoD permit the use of TRAC2ES and the GPMRC to monitor and track all patient movements (air, sea, and ground), including movement of at-risk populations?	POC Phone E-Mail Address:
	Patient Evacuation	How far in advance will the determination for mandatory evacuation of the possible evacuation impact area be made?	POC Phone E-Mail Address:	NRCC Liaison, RRCC Liaison	IAP,Web-EOC , e-mail, Phone, or other
	Patient Evacuation	What measures are State and local officials taking to accommodate inbound relief traffic in light of possible evacuation route (counter flow)?	POC Phone E-Mail Address:
	Patient Evacuation	Have evacuation/relocation sites been identified?	POC Phone E-Mail Address:	NRCC Liaison, RRCC Liaison	IAP,Web-EOC , e-mail, Phone, or other
	Patient Evacuation	Will Federal assistance be needed to evacuate patients in nursing home/assisted living facilities?	POC Phone E-Mail Address:	RNA	IAP,Web-EOC , e-mail, Phone, or other
	Patient Evacuation	What is the projected requirement for the pre- and post-hospitalization regulating of patients (including at-risk), in order to integrate patients with transportation assets and definitive care facilities?	POC Phone E-Mail Address:	RNA	IAP,Web-EOC , e-mail, Phone, or other
	Patient Evacuation	Is DOD assistance available to provide patient transport/strategic lift capability support? and movement into definitive care (hospitals)?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Patient Evacuation	What is the projected requirement for aeromedical evacuation (ambulatory and non-ambulatory), including at-risk population?	POC Phone E-Mail Address:	RNA	IAP,Web-EOC , e-mail, Phone, or other
	Patient Evacuation	Is DOD assistance available to provide patient transport/ground transport capability support, including at-risk populations?	POC Phone E-Mail Address:		E-mail, Web-EOC Phone, or other
	Patient Evacuation	What is the projected requirement for ground movement of patients, including at-risk populations?	POC Phone E-Mail Address:	RNA	IAP,Web-EOC , e-mail, Phone, or other
	Patient Care	Will FEMA establish mass care shelters in designated mobilization bases to care for non-medical attendants and family members of patients under the care of HHS Federal Medical Stations?	POC Phone E-Mail Address:		IAP,Web-EOC , e-mail, Phone, or other
	Patient Care	Is there a requirement for medical personnel to support Urban Search and Research Teams at staging areas and on missions (e.g., DMAT)?	POC Phone E-Mail Address:		IAP,Web-EOC , e-mail, Phone, or other
	Patient Care	What is the hospital surge capacity in the anticipated path of the storm? Does it include at-risk needs?	POC Phone E-Mail Address:
	Patient Care	What is the NDMS bed availability? Does it include at-risk needs?	POC Phone E-Mail Address:
	Patient Care	What is the status of Federal health and medical facilities in the affected area?	POC Phone E-Mail Address:
	Patient Care	What are the safety and health recommendations for facilities that cannot be evacuated (if requested by the state)	POC Phone E-Mail Address:	See Regional Analysis and Louisiana Recovery Plan for facilities sheltering in place
	Patient Care	Is Department of Defense assistance available to provide medical surge capability support?	POC Phone E-Mail Address:
	Patient Care	What is the non-NDMS bed status in the affected and surrounding areas, including at-risk population needs?	POC Phone E-Mail Address:
	Patient Care	What is the status of each FMS: occupied beds, vacant/available beds, supplies & equipment, patient contacts and capacity for at-risk populations since last report?	POC Phone E-Mail Address:
	Safety and Security of Human Drugs, Biologics, Medical Devices, and Veterinary Drugs	What is the status of safety and security of human drugs, biologics, medical devices, and veterinary drugs in the affected area?	POC Phone E-Mail Address:
	Blood and Blood Products	What is the projected requirement for blood product support?	POC Phone E-Mail Address:
	Food Safety	What number of FDA-regulated establishments (food, feed, drugs, medical devices, cosmetics) require inspectional follow-up by FDA?	POC Phone E-Mail Address:
	Food Safety	What assistance have state officials requested from FDA, e.g., inspectional assistance, technical expertise, product sampling, and laboratory analysis?	POC Phone E-Mail Address:
	Animal Food and Drug Safety	What is the status of the affected companies/facilities manufacturing or distributing animal food/feed and veterinary drugs in the impacted area?	POC Phone E-Mail Address:
	Worker Health/Safety	Are sufficient procedures in place to monitor the physical and mental health and well-being of emergency workers; perform field investigations and studies to address worker health and safety issues; and provide technical assistance and consultation on worker health and safety measures and precautions?	POC Phone E-Mail Address:
	All-hazard Public Health and Medical Consultation, Technical Assistance and Support	Have assessments of all hazards been accomplished in the affected area (assessing exposures on the general population and the at-risk)?	POC Phone E-Mail Address:
	Behavioral Health Care	What plan is in place to gather baseline behavioral health data on deploying HHS personnel?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the plan for behavioral health surveillance during /after the operation?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the plan for distributing behavioral health-based tips to deploying personnel’s families and workplaces?	POC Phone E-Mail Address:
	Behavioral Health Care	What procedures/processes are in place to ensure behavioral health surveillance and prompt intervention is available as necessary for health care providers and other responders?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the plan for behavioral health surveillance of assets deployed by HHS for ESF#8 missions?	POC Phone E-Mail Address:
	Behavioral Health Care	Has the potentially affected state(s) determined the status of in-patient behavioral health facilities? Are there any plans for evacuation?	POC Phone E-Mail Address:
	Behavioral Health Care	Does the potentially affected state(s) need behavioral health care support in advance of hurricane; If yes, what are the detailed requirements (what is needed, where, and when, etc.?)	POC Phone E-Mail Address:
	Behavioral Health Care	Does the potentially affected state(s) have adequate psychotropic medications? If not, develop detailed list of what needed, how much, by when?	POC Phone E-Mail Address:
	Behavioral Health Care	Does the potentially affected state(s) plan to use EMAC for behavioral health resources? If yes, what are the gaps to be filled by federal resources?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	Based on the need for pre-staging of behavioral health assets, has DMAT deployed any behavioral health assets? If so, how many, where, with what mission(s)?	POC Phone E-Mail Address:
	Behavioral Health Care	What behavioral health assets can HHS OPDIVS and ESF#8 partners roster and deploy for prestaging?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the projected requirement for DoD worker crisis counseling and mental health and substance abuse behavioral health capabilities/support?	POC Phone E-Mail Address:
	Behavioral Health Care	What does the State(s) need from the Federal Government for behavioral health care?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the status of the need for behavioral health support to the FMS: diagnoses, occupied beds, vacant/available beds, types and amounts of psychotropics used, and patient contacts since last report?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	What is the status of behavioral healthcare infrastructure (e.g., hospitals, clinics, etc.)?	POC Phone E-Mail Address:
	Behavioral Health Care	What behavioral health care response elements (if any) have deployed, including IRCT, ERT-A, etc.?	POC Phone E-Mail Address:	Human Services Rep to EMG	E-mail, Web-EOC Phone, or other
	Behavioral Health Care	What is the plan for transitioning behavioral health care back to the state and local communities?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	On a daily basis, what behavioral health care assets can HHS OPDIVS and ESF#8 partners deploy in support of the state(s)?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	What is the current Common Operating Picture on federal behavioral health assets deployed in support of HHS’ ESF#8	POC Phone E-Mail Address:	Human Services Rep to EMG
	Behavioral Health Care	What is the state(s) plan on applying for FEMA crisis counseling grants? What state(s) need assistance?	POC Phone E-Mail Address:	Human Services Rep to EMG
	Behavioral Health Care	What is the behavioral health bed status in the affected and surrounding areas/ status of NDMS? (Occupied Beds/ Vacant Beds/ Bed Requirements)	POC Phone E-Mail Address:
	Behavioral Health Care	What behavioral health assets can HHS OPDIVs and ESF#8 partners roster and deploy as necessary after landfall?	POC Phone E-Mail Address:
	Behavioral Health Care	What is the forecasted need for behavioral health care resources over the next 72 hrs – 1 week?	POC Phone E-Mail Address:
	Behavioral Health Care	What behavioral health services are available and where?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	What is the status of behavioral health care facilities in the affected communities? Have essential services been restored to them? What is the status of providers? What are the locations/contact information for the facilities/providers?	POC Phone E-Mail Address:	SAMSHA for consultation and technical assistance
	Behavioral Health Care	Have rates of psychiatric illness been restored to pre-event levels (measure at L+90 days and L+180 days)? Progress toward?	POC Phone E-Mail Address:
	Behavioral Health Care	How long will surveillance efforts continue to monitor the rate of psychiatric illnesses in the affected areas?	POC Phone E-Mail Address:
	Public Health and Medical Information	Has pre-event planning included the preparation and distribution strategy for safety messages in print, alternative formats and PSAs for radio and/or TV, including use of sign language interpreters and other non-English languages (e.g., safe use of generators to prevent CO poisoning; driving hazards due to traffic signals not working, use of ladders on weakened buildings, etc.)?	POC Phone E-Mail Address:
	Public Health and Medical Information	What local partners and NGOs are operational in affected areas with the capacity to deliver critical health/safety information to affected individuals/areas?	POC Phone E-Mail Address:
	Vector Control	Is there a threat from vector- borne disease?	POC Phone E-Mail Address:
	Vector Control	Is vector control assistance needed?	POC Phone E-Mail Address:
	Potable Water, Wastewater and Solid Waste Disposal	What is current status of potable water within the damaged area?	POC Phone E-Mail Address:
	Potable Water. Wastewater and Solid Waste Disposal	Have environmental conditions (i.e. water supply, ground contamination) been restored to pre-event levels?	POC Phone E-Mail Address:
	Victim Identification/ Mortuary Services	Is assistance required and available to provide mortuary affairs and victim identification support?	POC Phone E-Mail Address:
95.	Victim Identification/ Mortuary Services	Are additional support services (e.g., crisis counseling and social services) available for surviving family members?	POC Phone E-Mail Address:	Human Services Rep to EMG
96.	Human Services	What are the numbers and types (i.e., at-risk needs, public health) of populations affected by the hurricane?	POC Phone E-Mail Address:
97.	Assessment of Public Health/Medical/Human Services Needs	What social services are available? Where?	POC Phone E-Mail Address:	Human Services Rep to EMG
98.	Human Services	What assets are available to assist ESF #6 assess medical care needs in mass care shelters?	POC Phone E-Mail Address:

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