1.0

Introduction

1.1

Aim

1.2

Objectives

1.3

Scope

1.4

Authority

1.5

Context

1.6

Definitions and abbreviations

1.7

Related documents and references

1.8

Planning group

2.0

Summary of hazard analysis/risk assessment

2.1

Hazards and risks

2.2

Community

2.3

Effects

2.4

Risk treatment plan and planning objectives

3.0

Potential problem analysis

3.1

Potential problem analysis table

3.2

Discussion (as required)

3.3

Conclusions (as required)

4.0

Resource needs analysis

4.1

Resource needs analysis table

4.2

Discussion

4.3

Conclusions

5.0

Roles and responsibilities

5.1

Management structure

5.2

Roles and responsibilities by organisation

5.3

Roles and responsibilities by task

Appendices

Appendix 1

Distribution list

Appendix 2

Issue history and amendment list

Appendix 3

List of planning committee members

Appendix 4

Minutes of planning committee meetings

Appendix 5

Definitions and abbreviations

Appendix 6

Related documents and references

Appendix 7

Maps and diagrams

Appendix 8

Contact list

1.

The introduction is based upon your first assignment (project definition), the formation of the planning group, and some other essential parts.

The aim, objectives, scope, and authority in your introduction should be almost identical to your first assignment, but allow for the modifications required by the planning group.

The context of the plan should be described—are there any other plans, pieces of legislation, or organisational structures that you feel are particularly relevant to your plan?

The definitions and abbreviations section should refer to an appendix (see following page) that describes the definitions and abbreviations that you feel need explanation. Some may, for instance, be industry-specific.

he section on related documents and references concerns the books that are related to your assignment, and the books that you have referred to in your assignment. All material that you have used as a reference must be included in this section.

You need to describe the review of your planning group. Firstly, you should list (in an appendix) the people who comprised the planning group for the purpose of your hazard analysis, then you need to list those who helped develop the plan, and any consultants used along the way. Section 1.7 itself should contain an explanation of how you selected your planning group for this assignment.

2.

The hazard analysis/ risk assessment summary should be very brief—no more than two pages—and based entirely on your hazard analysis/ risk assessment assignment from EMG101.

3.

The potential problem analysis section should summarise the findings of the analysis you did with the planning group. This section will require the analysis tables, and some further discussion if required.

4.

The resource needs analysis section should consist of the analysis table for prevention, mitigation, preparedness, response and recovery. Resources within this section should be discussed and explained as required followed by conclusions as to the resolution of any resource variation or issues relating to specific resources.

5.

The roles and responsibilities section should contain a description of the emergency management structure for your particular community, taking into consideration the needs for prevention/ mitigation, preparedness, response and recovery. It may be necessary to describe the structures for each of these aspects of emergency management separately if so required and if the structure differs between the areas. The actual roles and responsibilities should be described in two ways: by organisation (that is, the tasks of the organisations are each explained in a separate section); and by task (that is, using a table that lists the tasks and the organisations responsible for performing them and also providing support functions).

6.

The appendices are for material that is additional to the text of the plan. The distribution list is simply a list of those people who you think should receive a copy of the plan, showing their position title and organisation. The issue history and amendment list is for keeping track of editions and changes to the plan as it is amended over the years. The list of planning committee members is described above. The minutes of the planning committee are to provide evidence of decisions made in your meetings. The definitions and abbreviations appendix is described on the previous page, as are the related documents and references. Any necessary maps and diagrams should be placed in an appendix and referred to in the text of the plan. The contact list should provide the telephone, facsimile and other information that may be required to contact people and organisations mentioned in your plan.

Assignment Activity 3.3

You will now have to organise your planning group meetings. The following timings and agenda items are suggested:

First meeting (Week 3)

• brief planning group on the work required and the expected results;
• confirm project definition and alter if necessary;
• initiate the potential problem analysis based on findings of the hazard analysis/ risk assessment and within the scope of the project definition;
• confirm future meetings.

Second meeting (Week 7)

• distribute documentation of previous meeting;
• review the findings of the potential problem analysis;
• initiate a resource needs analysis.

Third meeting (Week 9)

• distribute documentation of previous meeting;
• review findings of the resource needs analysis;
• determine roles and responsibilities and management structure.

Following on from your first meeting, you should now be in a position to finalise the documentation of your Emergency Management Planning Project Definition – Assignment 1. See your Subject Outline for details relating to this assignment and the required content.

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