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DEPARTMENT OPERATIONS CENTER PLANNING GUIDANCE & RESOURCES August 2019HAWAII EMERGENCY MANAGEMENT AGENCYHawai i Emergency Management Agency Contents Document Maintained by HI‐EMA Training Officer Page 1

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CONTENTSRecommended Supply, Equipment and Procedure List. 5Paperwork . 5Plans . 5Phone Lists . 5Signage . 6Office Supplies . 6Emergency Supplies . 7Hygiene Supplies . 7Back‐up Communications Equipment . 8Back‐Up Power . 8Office Equipment . 8Recommended DOC Procedures. 9Overview of Common Back‐up Communications Options . 11Emergency Sign‐In Roster . 13Emergency Expenditure Log . 15Department Emergency Shift Scheduling Worksheet . 17Hawai i Emergency Management Agency Contents Document Maintained by HI‐EMA Training Officer Page 3

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Department Operations Center (DOC)RECOMMENDED SUPPLY, EQUIPMENT AND PROCEDURE LISTITEMQUANTITYEXPIRATION ORVERSION DATE (Or ‘N/A’)LOCATION(If not kept in DOC)POSITION RESPONSBILE FORSUPPLYING WHEN ACTIVATEDPAPERWORK Emergency Sign‐In Rosters Emergency Expenditure Logs Phone Log Shift Scheduling WorksheetPLANS Hawaii Emergency Operations Plan Department Emergency OperationsPlan Department Continuity of OperationsPlan Standard OperatingGuides/Checklists/Job Aids WebEOC Manual DOC Setup Checklist DOC Setup Floorplan & Seating ChartPHONE LISTS Department/Agency Staff Vendors/Contractors HI‐EMA Contact Numbers Emergency Management Partners(State Emergency Support Functionagencies; NGOs; etc.)Hawai i Emergency Management Agency Recommended Supply, Equipment and Procedure List Document Maintained by HI‐EMA Training Officer Page 5NOTES

ITEMQUANTITYEXPIRATION ORVERSION DATE (Or ‘N/A’)LOCATION(If not kept in DOC)POSITION RESPONSBILE FORSUPPLYING WHEN ACTIVATEDSIGNAGE DOC Activation Door Sign Table Tents for SeatAssignments/Workstations Other Instructional/ InformationalSignsOFFICE SUPPLIES Copy/Printer PaperN/A Toner for Printer/CopierN/A First Aid KitN/A FlashlightsN/A BatteriesN/A Pens (black and blue ink)N/A PencilsN/A HighlightersN/A MarkersN/A Dry Erase MarkersN/A NotebooksN/A Post‐It‐NotesN/A StaplerN/A StaplersN/A ScissorsN/A Painters TapeN/A Scotch TapeN/A ClipboardsN/A ThumbtacksN/AHawai i Emergency Management Agency Recommended Supply, Equipment and Procedure List Document Maintained by HI‐EMA Training Officer Page 6NOTES

ITEMQUANTITYEXPIRATION ORVERSION DATE (Or ‘N/A’) 3‐Ring BindersN/A EaselN/A Newsprint TabletN/A WhiteboardN/A Bulletin Board or Display AreaN/A Maps or Diagrams for Display (Largeformat, hard copy)LOCATION(If not kept in DOC)POSITION RESPONSBILE FORSUPPLYING WHEN ACTIVATEDEMERGENCY SUPPLIES First Aid Kit Automatic Defibrillator Flashlights Batteries Weather Radio Humanitarian Daily Rations (HDRs) orMeals Ready to Eat (MREs) Canned or Bottled WaterN/AN/AHYGIENE SUPPLIES Hand Sanitizer TrashcansN/A Trash BagsN/A Paper TowelsN/A Toilet PaperN/A All Purpose CleanerN/A Plastic Wrap or TinfoilN/A Paper PlatesN/APlastic Forks/Spoons/KnivesN/A Hawai i Emergency Management Agency Recommended Supply, Equipment and Procedure List Document Maintained by HI‐EMA Training Officer Page 7NOTES

ITEMQUANTITYEXPIRATION ORVERSION DATE (Or ‘N/A’)LOCATION(If not kept in DOC)POSITION RESPONSBILE FORSUPPLYING WHEN ACTIVATEDNOTESBACK‐UP COMMUNICATIONSEQUIPMENT Backup cellular 4G LTE WAN modem Auxiliary Fail‐over WiMAX, 4G LTE, orVSAT internet services Portable or Land Mobile Radios (LMRs)programmed to operate on the State700/800 MHz digital radio system(HIWIN).It is recommended that all 4GLTE WAN be Wireless PriorityService (WPS) enabledBACK‐UP POWER Generator Fuel StorageOFFICE EQUIPMENT Workstations (tables and chairs) Computers (preferably laptops)equipped with wired (RJ‐45) andwireless Local Area Network (LAN)cardsN/ALocal Power‐over‐Ethernet (PoE) LocalArea Network (LAN) router equippedwith: Two (2) Wide Area Network (WAN)ports.Four (4) DHCP LAN ports consistingof a minimum of one (1) wired RJ‐45 PoE Ethernet port.One secured wireless (Wifi) AccessPoint.Hawai i Emergency Management Agency Recommended Supply, Equipment and Procedure List Document Maintained by HI‐EMA Training Officer Page 8*Requires Microsoft Chromeweb browser (32‐bit or 64‐bit)installed and tested with abilityto login to WebEOC 8.2https://webeoc1.scd.hawaii.gov/eoc7/

ITEMQUANTITYEXPIRATION ORVERSION DATE (Or ‘N/A’) Printer ‐ connected to the Local AreaNetwork (LAN) Scanner Copier Fax Machine with Fax Line Power Strips/Surge ProtectorsN/A Display Screen or Large Screen TVN/A ProjectorN/A ClockN/A VOID or POTS (Plain Old Telephone)Phone Line VOIP or POTS Phones for Workstations Network and Phone CablesN/A Extra Chargers (Cell Phone; Laptops)N/A Extension CordsN/ALOCATION(If not kept in DOC)POSITION RESPONSBILE FORSUPPLYING WHEN ACTIVATEDNOTESIf required for display.RECOMMENDED DOC PROCEDURESIT IS RECOMMENDED THAT DEPARTMENTS HAVE THE FOLLOWING PROCEDURES IN PLACE RELATED TO DEPARTMENT OPERATIONS CENTER (DOC)OPERATIONS. Access Control (who can access the room and how can they access it) After Hours Access and Security Needs Personnel Accountability (sign‐in, sign‐out processes) Responsibilities for Room Setup and Supplies Staff Roles and Responsibilities During Emergency OperationsHawai i Emergency Management Agency Recommended Supply, Equipment and Procedure List Document Maintained by HI‐EMA Training Officer Page 9

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OVERVIEW OF COMMON BACK‐UP COMMUNICATIONS OPTIONSEXEDE Very SmallAperture Terminal(VSAT)Amateur RadioBroadband GlobalAccess Network(BGAN) are highlyportable fixed satelliteterminals.Broadband HighThroughput Satellite(HTS) ServiceEmploys commerciallyavailable amateurradio technology toprovide voice andradio datacommunicationsEmergency andremotecommunications whenother modes are notavailable.Providing limitedWebEOC, voice, text,and email to isolatedand or remote semi‐fixed locations.Providing broadbandInternet service inaddition to WebEOC,voice, text, and emailto fixed locations.Catastrophicinfrastructure failurerequires YESNOYESYESYESYESData Speeds20‐50 MbpsNONO30 to 300 Kbps1‐3 Mbps1200‐9600 BaudPortabilityHand CarriedHand CarriedHand CarriedBriefcase Size or Fixed20 lbsLarge Cases 60 to 100lbsHand Carried,Transportable, andSemi‐FixedElectricalPowerTypical smartphoneshave 24‐48 hours ofpower. Requires dailyrechargingHandheld radios withcurrent batteries have 24‐48 hours of power.Requires daily rechargingIridium phones havelimited battery life of24 hours. Requiresdaily rechargingBattery life of 6‐12hours depending onutilization.Full‐time UPS powerrequired.12‐24 hours of batterylife. Requiresrecharging thereafter.Requires trained staffwith knowledge ofInternational dialingprocedures. Ability tocorrectly orientantenna.Required trained staffwith IT experience.Ability to correctlyorient antenna.Requires licensedoperator.1‐2 hours2‐4 hoursCellular WirelessPriority Service (WPS)HIWIN State LandMobile Radio (LMR)Iridium SatellitePhoneBGAN SatelliteTerminalDescriptionWPS Provides priorityaccess to the wirelessnetwork during periodsof high traffic andcongestion usingexisting cell phonesHIWIN LMR providesrobust State‐wide Push‐to‐talk voicecommunicationsIridium Satellitephones are hand‐heldmobile phones thatuse multiple satellitesto pass voice, text,and limited dataUse ForWhen cell system isavailable but subject tohigh traffic. Good forpre‐event coordinationPre‐event and post‐eventvoice communications.Interoperable withCounty LMR networksVoiceYESEmail and TextStaffingUniversalSome training requiredRequires trained staffwith knowledge ofInternational dialingprocedures. Ability tocorrectly orientantenna.User TrainingNone1‐2 hours1‐2 hoursHawai i Emergency Management Agency Overview of Common Back‐up Communications Options Document Maintained by HI‐EMA Training Officer Page 11Extensive

EstimatedCostsConsiderationsCellular WirelessPriority Service (WPS)HIWIN State LandMobile Radio (LMR)Iridium SatellitePhoneBGAN SatelliteTerminalEXEDE Very SmallAperture Terminal(VSAT)Amateur Radio 120 AnnuallyNo charge if availablefrom HIEMA State RadioCache. 1,000 per unit ifpurchased but nomonthly charge.Iridium 9505a Phonesare available startingat 795. Monthlyairtime rates 50/month 1.29/minute and textat 0.60/messageBGAN 500 Terminalsstarting at 2,900.Monthly airtime rates 64/month at 6.25/MB. Voice 0.80/minute and textat 0.50/messageEXEDE fixed terminalsstarting at 799.Month airtime ratesat 70/month for 1Mbps.No chargeUsing a constellationof constantly movingsatellites, Iridium canexperience highnumbers of droppedcalls making itfrustrating for voicecommunications. Canbe very useful as anemail and textmessage terminal.Can be called via USgateway.Using Geosynchronoussatellites, BGAN ismuch more reliablethan Iridium. Suitableto portable quickresponse requiringlimited broadbandservice. Can be veryuseful as a textmessage terminal.Requires that callingphone be enable forInternational dialing.WPS is assignedthrough the GETS/WPSprogram to adesignated cell phoneNetwork may be subjectto temporary serviceoutages due to networkinfrastructure damagefrom event. Strong state‐wide coverage and isgood tool forcoordinating multipleworkgroups/teams acrossmultiple islands. Can beconnected to countyradio systems to y.Primary use is toprovide broadbandaccess to WebEOC,state email. Capableof serving as a VOIPvoice/data terminalwhen equipped.Fixed antenna mayrequire replacementand or re‐alignmentafter high‐winds.Hawai i Emergency Management Agency Overview of Common Back‐up Communications Options Document Maintained by HI‐EMA Training Officer Page 12Requires licensedoperator. Requirespath to antenna site.If volunteer availablemode is well suitedfor quick response.Capable of on‐islandVHF/UHF and inter‐island HFcommunications.

EMERGENCY SIGN‐IN ROSTERDepartment Name:Worksite:Emergency/Disaster Name:Shift Supervisor Name:First NameLast NameTitle:PositionPhone:AuthorizedTime InAuthorized TimeOutEmail:Actual Time InActual TimeOut AM PM AM PM AM PM AM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PM AM AM AM AM PM PM PM PMHawai i Emergency Management Agency Emergency Sign‐In Roster Document Maintained by HI‐EMA Training Officer Page 13EmployeeSignatureSupervisor’sInitials

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EMERGENCY EXPENDITURE LOGFOR USE IN DOCUMENTING EXPENDITURES RELATED TO AN EMERGENCY ACTIVATION. A RECEIPT OR PROOF OF DEPARTMENT EXPENDITURE ISREQUIRED FOR ALL EMERGENCY PURCHASES.Department Name:Worksite:Emergency/Disaster Name:Contact for Purchasing:Item PurchasedTitle:Reason or NameEmail:TotalCostPaymentMethodHawai i Emergency Management Agency Emergency Expenditure Log Document Maintained by HI‐EMA Training Officer Page 15Purchaser NameAuthorized By(Name & Title)

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