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The arrival of hurricane season suggests it is a good time to remind ourselves of the importance of having in place an emergency management plan (EMP). A successful EMP must have clear, established channels of communication to help organizations prepare before a crisis for the predictable — and the unexpected. Is your agency adequately prepared for an emergency? What are the critical elements of an emergency management system? What is the role of purchasing in emergency management?

Purchasing as strategic planning leader

Supporting the daily operational needs of all government departments, purchasing holds a unique vantage point within a government organization. The resulting broad visibility into the needs of each agency enables purchasing to work as a facilitator and collaborator with all departments through the emergency management plan. In the process, purchasing can demonstrate its innate value as an organizational leader in times of emergency.

Purchasing should establish a funding authority and develop an Emergency Purchasing Manual including policies and procedures and identifying appropriate purchasing methods. Necessary commodities and services or disciplines should be identified, along with vendor partners and contact information. The manual should also provide a directory of key purchasing staff information, a quotation form and a purchaser's log. Purchasing should train with the incident commander, who is the person responsible for all aspects of emergency response. All of these systems and the necessary supporting contracts and contact information need to be in place to expedite matters during an emergency. (Source: NIGP Webinar: Emergency Management Series, available at www.nigp.org)

There are four elements of emergency management: Mitigation, Preparedness, Response and Recovery. Planning for each phase involves a specific focus, a collaborative effort involving many participants and a unique role for purchasing. Let's take a look at each of the four elements:

Mitigation: Keeping hazards from becoming disasters

Mitigation and prevention involve activities to keep hazards from occurring and to reduce the effects when they do occur. These efforts include focusing on long-term measures to reduce or eliminate risk; planning collaboratively among various agencies; continuously reviewing physical structures; and implementing an ongoing plan of testing, orientation and holding drills.

Unlike the other phases, the mitigation aspect focuses on long-term measures to reduce or eliminate risk. It requires collaboration involving the agency, the community, law enforcement, fire, emergency medical services and emergency management. Agencies have a responsibility to take necessary preparatory actions; failure to do so creates vulnerability and could lead to allegations of negligence.

The eventual physical impact of a crisis can often be minimized by regularly examining the building structure, windows, HVAC system and exterior safety and security equipment. A security and safety audit should be conducted to ensure that employees and visitors are identified and their access controlled. Mechanical components specific to an agency's location — such as security cameras, lights and alarms — should also be audited. Mitigation and prevention also include enforcement of agency policies regarding weapons, drugs, harassment or threats.

Drills should be scheduled to address potential hazards, and crisis plans should be kept simple and include job descriptions for crisis team members and other agency staff. A plan should provide the management structure, key responsibilities, emergency assignments and general procedures to follow during and immediately after an emergency.