Disaster Impacts and Planning for the Future

In today’s ever-changing environment, we are all faced with challenges that completely underestimate the multitasking considered as ‘part of the job’ for operations within the water and wastewater industry. Add in a December Monsoon, January Nor’easter, or maybe even a CAT 5 alphabet soup storm that offers an entirely new perspective on the system needs. Don’t even consider the fact that these systems are already 30-50 years old and a hand full of new subdivisions have added to demand and system capacities without consideration of the pipes in the ground or lagoons cresting their gunnels. Let’s spell out D-I-S-A-S-T-E-R… 

D is for Due Diligence

Due diligence is a term used in many instances; however, when it comes to disaster planning and resiliency design, it is a must, not a consideration. Systems should review their Emergency Operations Plan (EOP) and look for critical system components potentially impacted by any and all aspects of the threat. These include but are not limited to weather (e.g., floods, freeze, snow, drought, wind, extreme heat, etc.), power outages, terrorism, cyber threats, natural disasters (e.g., landslides, earthquakes, sink holes, tsunamis, hurricanes, tornados, sandstorms, wildfires, etc.) to incidental accidents that impact operations. This annual review and update will help minimize an incident’s impacts to save time and money when, not if, lightning strikes. Due diligence in reviewing this plan is imperative to system response and rebound.  

I is for Incident Command Systems/Incident Management Systems

Incident Command Systems/Incident Management Systems (ICS/IMS) are integral to a system’s EOP. Utilities need to know how to begin the process and identify the team responsible for the control of recovery efforts and the associated roles. Consistency in reporting, data collection, damage assessments, and system operations will put you well ahead of the curve. Training courses are available through your area Emergency Management Administration or through the Federal Emergency Management Administration (FEMA) Emergency Management Institute (EMI). National Incident Management System (NIMS) certifications are an option for all staff involved in Incident Command and Emergency Response activities.  

S is for Situational Awareness

Situational awareness can be significantly overlooked while your world is in turmoil. The more aware you are of your surroundings, the better the opportunity to manage whatever is facing you. After the dust has settled, you and your team will debrief to understand what happened and why it happened the way it did. With calm situational awareness from your team, gained through training and experience, they will have gathered much-needed insight on the occurrence from different points of view around the incident. This debrief will pay dividends when documenting the disaster for FEMA/EMA and determining values and materials that could be used to minimize or prevent the next event. System monitoring during the occasion will provide insight into how operations handle the stress of the catastrophe.  

A is for Action Reports 

Action Reports (AR) will be a critical piece of the puzzle when considering applications for funding to repair, replace, or relocate assets impacted by the disaster. These detailed reports of how or what caused/created the damage are essential. How much time was spent resolving and preserving operations needs to be documented in both hours and dollars spent to maintain and/or return to service? Documentation of each hour worked, and every dollar spent will provide the records needed for the funding agencies to consider allocations to repair the damage or build more system resilience to the next event. Pictures, invoices, receipts, PO copies, payroll requisitions, and all correspondence (e.g., paper files, emails, texts, verbal agreements, etc.) will help justify funding requests and provide budget numbers for future Capital Improvement Plans (CIP) and system updates. 

S is for Situation Reports

Situation Reports (SitRep) are commentary reports that provide summary updates on the status of the incident and the response being provided. These reports will significantly help at the conclusion of the emergency response as a reference to what happened and when. It can be difficult to recall everything after the chaos has subsided. These are excellent resources for everyone to ensure that you don’t miss aspects that may be overlooked or forgotten. Every dollar counts and keeping track of these in an organized way will pay dividends.   

T is for Tracking

Tracking and accounting for your system inventories with an active Asset Management Plan (AMP) is a good place to start your EOP process. An up-to-date Asset Management Plan will also help you inventory impacts from the event(s). Knowing what you have now, and its condition provides a baseline for remediation and system recovery. AMP’s and EOP’s are essentials in system operations. 

E is for Emergency Support Functions

Emergency Support Functions (ESF) are, by definition, the grouping of governmental and private sector capabilities into an organizational structure to provide support, resources, program implementation and services to save lives, protect property and the environment, restore essential services and critical infrastructure as well as help victims and communities return to normal following domestic incidents. In emergency situations, having a trained and responsible team available can be the most valuable tool in your toolbox. Best management practices suggest communicating with these individuals on a scheduled basis to determine their continued availability, the assets they have readily available, as well as any training requirements they or their crew may need. Creating and maintaining the emergency contact list, both governmental and local, is a must.  

R is for RCAP

RCAP provides emergency response planning, risk and resiliency assessments (RRA), and disaster recovery assistance to communities in need. These services range from asset management planning to emergency operations planning to disaster recovery grant application assistance and all places in between. In most cases, disaster funding through the U.S. Department of Agriculture (USDA) and FEMA is approximately two years behind the event, so record retention and communications with the funding agencies are imperative to learn about availability of funding and application/award requirements.