Last November, Timothy Manning, FEMA’s Deputy Administrator of the National Preparedness Directorate (NPD) announced that preparedness grant funds can be used for fees associated with equipment purchases.

An excerpt from the FEMA Grants Program Directorate’s bulletin released by his office:

“Effective [November 2o, 2009], the use of FEMA preparedness grant funds for maintenance contracts, warranties, repair or replacement costs, upgrades, and user fees are allowable under all active and future grant awards, unless otherwise noted.”

How Does FEMA Define User Fees for Preparedness?

The FEMA information bulletin offers this definition:

“User fees are viewed as costs for specific services required to maintain and provide continued operation of equipment or systems. An example would be the recurring service fees associated with handheld radios or mobile data computers.”

Another example (okay, here comes the shameless plug) would be satellite airtime services — to keep calls and data flowing to an OODAkit, BGAN terminal or satellite phone.

Games are essential to our human experience and they form a part of every culture.

Defined as structured activities undertaken for fun, games are more and more being used as educational tools. By making aspects of education and work fun through games, attention and retention among participants can be greatly enhanced. The defense industry has understood this for many years — investing heavily in gaming software to enhance soldier training.

Business continuity professionals can now use a new and unique tool to reinvigorate  readiness exercises.

Disaster games can provide the missing link — FUN — to address the often overlooked aspect of business continuity plans — realistic exercises! Through fun but realistic scenarios, your team’s creativity can be applied to quickly identify gaps in your plans so they can be corrected.

Remember: The purpose of a disaster game exercise is NOT to win the game -  but rather to identify weaknesses in your plans and to engage and educate the participants so they are prepared for when the real event happens.

LET THE GAMES BEGIN — BEFORE THE DISASTERS DO!

Other disaster gaming resources can be found here:

www.stopdisastersgame.org
www.incidentcommander.net
And for your kids can too: www.fema.gov/kids/games1

• Communications = a process of transferring information from one entity to another
• Operable = able to operate/perform your duties
• Interoperable = able to exchange and use information
• Interoperability = ability to work with each other

With all the talk of communications interoperability and all the money we’ve spent since 9/11, you’d think this problem has been solved. Perhaps it has in some specific cases, but for the majority of U.S. communities — despite the best of intentions — interoperability as well as basic communications operability is still lacking as a fundamental cornerstone of our local, regional, and national preparedness.

When disaster strikes, is your community able to transfer critical information to those who can help? Do you have the communications tools to share information if your local telecommunications infrastructure is down? What if you have to change your operational location? Can you take these tools with you? Who provides power?

As a precursor to interoperability, be sure to address your communications operability needs to make sure you can connect and coordinate with the people, processes, and systems that will make a real difference in your ability to care for your community. With this preparedness fundamental in place, you are then in a position to begin the process of establishing interoperability amongst the people, processes and agencies that can make your response profile even more effective.

Remember — you can’t be interoperable if you aren’t operable. After all, our capacity to work together begins with a willingness AND an ability to share information.

Check out these resources:

• DHS’s National Emergency Communications Plan
• Interoperability via Satellite: Breaking Communications Barriers by Intelsat General Corporation
• CommsFirst, Inc., a managed services provider of operable and interoperable communications

“Preparedness is a shared responsibility and everyone—including businesses, universities and non-profit organizations—has a role to play,” said Napolitano when announcing the proposed standards in October. “Ensuring our private sector partners have the information and training they need to respond to disasters will strengthen our efforts to build a culture of preparedness nationwide.”

DHS proposed PS-Prep standards from three organizations: the National Fire Protection Association, the British Standards Institution and ASIS International. So why not peruse these documents and submit comments and/or recommend additional standards for DHS to consider?

Here’s just one snippet to ponder. In Section 4.3.3 of the ASIS document (“Organizational Resilience: Security Preparedness, and Continuity Management Systems — Requirements and Guidance for Use”), you’ll find a discussion on communication standards that includes:

“With regard to its hazards, threats and risks, and OR management system, the organization shall establish, implement, and maintain (a) procedure (s) for … g) Assuring availability of the means of communication during a crisis situation and disruption.”

What do you think of this? Is there enough meat to it? Should it stipulate that  satellite technologies be an element of a private entity’s emergency preparedness strategies?  When man-made and natural disruptions occur, terrestrial communications infrastructure is indisputably vulnerable. Satellites, floating 30,000 feet above the chaos, can provide peace of mind — with their reliable voice and data connectivity. Governments and militaries around the world have relied on satellite services for years. Why not the private sector? And why not make it a standard?

And should the standards go a step further and define what “communication” actually means in the 21st century? Should it require that voice and data capabilities be assured, given our ubiquitous reliance on email, texting, and various Web 2.0 applications?

As we embark on a new year, let’s stretch ourselves a bit. Let’s think beyond the same-old, same-old. And let’s make sure there are no gray areas when it comes to communications availability. After all, if we can’t connect with others in a time of crisis, how can we  possibly recover?

Please submit your comments to DHS by January 15.

Wishing you peace and preparedness in 2010!

More Information on PS-Prep

DHS PS-Prep Fact Sheet

DHS posted the Federal Register notice at www.regulations.gov.

Submit comments to www.regulations.gov or FEMA-POLICY@dhs.gov. (Identify Docket ID FEMA-2008–0017).

For more  information, e-mail PrivateSectorPreparedness@hsi.dhs.gov.

Communication equipment for emergencies, disaster response, and humanitarian aid MUST be portable to be truly effective (and water MUST be potable). You never know where the next disaster will strike (although we have a good idea of where the real dung will hit the fan when they do).

Pre-positioning communications assets is a reasonable strategy (hope for help isn’t) when resource constraints aren’t a big concern — but when will that ever be the case? Consider portable communications systems for those times you don’t want to think about. They can be easily kept ready and quickly transported to wherever they are needed.

Be sure the portable systems you consider include capabilities for multiple people to coordinate locally (among each other on scene) as well as remotely (connect to help and resources out of the immediate area) using voice, data, and video communications tools… and DON’T FORGET ABOUT POWER!