Arlington County Public Health Volunteer Management System

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Arlington County Public Health Volunteer Management System Developed by the GWU Institute for Crisis, Disaster, and Risk Management for Arlington County, Virginia

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Presenters Jan Tenerowicz, RN BSN, Arlington County Medical Reserve Corps Coordinator Valerie Seefried, MPH, Research Associate, George Washington University Institute for Crisis, Disaster, and Risk Management

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Today's Presentation The ACPH-VMS - who, why, how, and what ACPH-VMS outline Implementation steps and methodologies

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Who? Arlington County Public wellbeing Volunteers

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Arlington County Urban region 26 square miles Across from Washington, DC Federal and corporate worksites (Pentagon) Reagan National Airport Metro 198,267 populace – different

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Public Health Division Department of Human Services Division Core general wellbeing administrations and general wellbeing reaction to crises 227 representatives - full/low maintenance 65 medical caretakers 1 crisis organizer 1 disease transmission expert

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Arlington County Volunteers Office of Emergency Mngt. Resident Corps Dept. Human Services Vol. Office Public Health MRC

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Public Health Volunteers Medical Reserve Corps 185+ pre-enlisted therapeutic care experts and others with pertinent aptitudes Spontaneous Medical Advisory Group Other County Employees

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MRC Challenges How would you deal with the handling of both pre-enrolled AND unconstrained volunteers through a similar framework? How would you realize that volunteers are legitimately credentialed? How would you know whether the data on pre-enlisted volunteers in your framework is progressive? How would you realize that volunteers have been legitimately advised and are set up to fill in as volunteers?

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Why? Sorted out structure Process, prepare, and oversee Public wellbeing application Mass Clinics Epidemiology and reconnaissance Quarantine and detachment Community data Integrate specifically into the occurrence Flexible and adaptable

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How? George Washington University Institute for Crisis, Risk, and Disaster Management Research based model Public wellbeing coordinated effort Funding Private establishment

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What? ACPH-VMS Project Objectives Organize general wellbeing volunteers/bunches supporting general wellbeing episode reaction Integrate into ICS/IMS – NIMS consistence Process and list volunteers for employment coordinate Orient and "without a moment to spare" prepare Ensure volunteer security Maximize volunteer experience

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GWU Project Team Personnel Joseph Barbera, MD – Principal Investigator Anthony Macintyre, MD – Subject matter master/ explore/author Valerie Seefried, MPH – GWU Project Coordinator/ PH ability

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GWU Project Team Personnel Lissa Westerman, RN - Bridge between ACPH & ICDRM, nursing & general wellbeing mastery Greg Shaw, DSc – GWU Project Administrator/ topic master/ preparing improvement Sergio De Cosmo – Software & electronic aptitude, frameworks designing

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GWU Volunteer Management System 'ISSUES & OPPORTUNITIES MODEL' Lauren Fernandez, MS – Subject matter master (broad experience as a volunteer crisis responder), frameworks building, Doctoral Research based: Volunteers as dangers Incident dangers Volunteer abilities VMS Interventions to minimize Risks and expand Opportunities (abilities) ICS/IMS Interventions to bolster a successful VMS

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Arlington County Public Health Volunteer Management System Project Deliverable The 'Bundle ': 'Framework Description & Concept of Operation' 'Position Description/Qualifications' 'Occupation Action Sheets' 'Structures and Process agendas'

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Advantages of the ACPH-VMS ICS/NIMS consistent Integrates specifically into Incident Management Manages volunteers all through the span of their volunteer experience Scalable & staffed by

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Arlington County Public Health Volunteer Management System Incident Management Operations Section Logistics Section Plans/Info Section Finance/Admin Section Supply Unit ACPH-VMS

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Volunteer working inside the reaction framework Volunteer handling, acknowledgment, task Volunteer land at the scene/site Affiliated Pre-enrolled Volunteers Recruited Volunteers Spontaneous Unaffiliated Non-preregistered Volunteers Integrating Volunteers into the Response

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Stages Described in the Concept of Operations

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ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Full Activation & staffing of all positions… Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

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ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Partial Activation with least staffing for little occasion… Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

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ACPH-VMS Processes There are 3 noteworthy segments: Management Incident Integration Volunteer Processing

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ACPH-VMS Management Oversees preparation/grounding Sets operational periods, arranging cycles & goals Ensures adjust use of structures Assures satisfactory general capacity of VMS Assures security of volunteers & VMS staff Public data & contact

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Incident Integration Identifies volunteer needs Informs Processing Branch about positions to be filled Monitors and tracks volunteers Maintains "inconvenience work area" work Answers questions Documents any unfriendly occurrences

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ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Incident Integration Deployment & Out-handling Leader Volunteer Recruitment Supervisor

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Volunteer Processing "Preparing & Managing the Volunteer" Assign & Equip - Train Register & Verify Deploy & Monitor Re-Assign or Out-Process Collect

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VOLUNTEER MANAGEMENT POST & INCIDENT INTEGRATION DEPLOYMENT/OUTPROCESSING VPOA BADGING WAITING/STAGING AREA REGISTRATION ASSIGNMENT BRIEFING CREDENTIAL VERIFICATION ASSIGNMENT

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ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Volunteer Processing Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

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Each VMS Staff Position Description Qualifications Job Actions Supporting Tools

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" TOOLS' The "apparatuses" created are a mix of: NIMS Compliant Management Forms Volunteer Processing Forms Templates Process Checklists Job Action Sheets

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Key Criteria for Tool Development Based on lessons learned Drives the framework through powerful administration and volunteer handling methods Based on ICS/NIMS Paper-based arrangement yet in a perfect world electronic

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SETTING-UP THE VOLUNTEER MANAGEMENT SYSTEM NOTIFICATION & ACTIVATION of ACPH-VMS  ACTIVATION PROCEDURE (VMS A1)  NOTIFICATION & ACTIVATION MESSAGES (VMS A2) MOBILIZATION of ACPH-VMS  MOBILIZATION CHECKLIST (VMS L1)  ACPH VPOA & VMC SITE SELECTION (VMS L2)  ACPH VMC SITE SET-UP (VMS L3)  VPOA/ACPH-VMC SIGNAGE (VMS L4)

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RUNNING THE VOLUNTEER MANAGEMENT SYSTEM MANAGEMENT TOOLS required for ACPH-VMS  INITIAL EVENT LOG (VMS 201)  ORGANIZATIONAL CHART (VMS 207)  PERSONNEL CHECK-IN LIST (VMS 211)  VMS ASSIGNMENT LIST (VMS 203)  JOB ACTION SHEETS  VMS HEALTH & SAFTEY PLAN (VMS 208)  VMS OPERATIONS WORKSHEET (VMS 215)  SITUATION UPDATE (VMS 209)  GENERAL MESSAGE (VMS 213)  INCIDENT EXPENSE LOG (VMS M3) LOGISTICS TOOLS required for ACPH-VMS  TRANSPORTATION REQUEST LOG (VMS L5)  MEDICAL PLAN (VMS 206)  COMMUNICATIONS PLAN (VMS 205)

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COORDINATING WITH THE INCIDENT COMMAND/MANAGEMENT SYSTEM (ICS/IMS) INCIDENT INTEGRATION TOOLS required for ACPH-VMS  ASSIGNED VOLUNTEER SCHEDULING & TRACKING FORM (VMS T1)  TROUBLE DESK INFORMATION FORM (VMS T2)  VOLUNTEER INCIDENT REPORT (VMS T3)  VOLUNTEER PERFORMANCE EVALUATION FORM (VMS 226)

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RECRUITING VOLUNTEERS INTO THE VOLUNTEER MANAGEMENT SYSTEM VOLUNTEER NOTIFICATION & RECRUITMENT TOOLS  VOLUNTEER RECRUITMENT REQUEST PROCESS/TEMPLATE (VMS R1)  NOTIFICATION MESSAGES FOR PRE- REGISTERED VOLUNTEERS (VMS R2)

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PROCESSING V

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