2013 2014 PHEP Work Plans Local Health Department

2013 -2014 PHEP Work Plans

Local Health Department Deliverables

Task #1 • Regional Coordinators may attend in a LHDs place • • Formal designation letter LHD letterhead Back ups identified “One and done”

Healthcare coalition meetings are open to EVERYONE! • Kansas City Region • Northwest Region • North Central Region • South Central Region • Steve Hoeger shoeger@kumc. edu • Sue Cooper scooper@srhc. net • Northeast Region • Julie Schmidt julie. schmidt@sftks. net • Tami Wood tami. wood@haysmed. com • Charlie Keeton charlie. keeton@HCAHealthc are. com • Southeast Region • Fred Rinne fred. rinne@viachristi. org • Southwest Region • Karen Luckett kluckett@cox. net or karenluckett@catholichealth. net

Task #2 • Performance Measures will change in June • Questionnaire to be updated as such • EOY only for BP 2 -BP 5 • Scoring mechanism is set • Will not align with 1 -5 scoring that HPP has • Any other formatting changes? Other updates will be done to the questionnaire with the PM changes • Reports from these questionnaires? • Region to Region • State as a whole

Task #3 • LHDs have the responsibility to assure at least two ESF 8 planning meetings take place • LEPC meetings may be used as this forum • LEPC or ESF 8 group sign-in sheets submitted to KDHE

Task #4 • LHDs may exercise Capability 1 or 2 and/or 3 • Exercises must be completed by May 15, 2014 • Coordinate with State Fiscal Year End • Requirement that funds be expended by June 30 th • New AAR/IP Template Available for use July 1 st • Our short form has become a national project • KDHE will also accept KDEM’s shorter AAR/IP form

Real Events • May count • Contact KDHE ASAP; prior to submission of AAR/IP • What community partners did you communicate your situation with such as emergency management, local health department, hospital, pharmacies, EMS, law enforcement, etc. ? • What additional partners may need to be communicated with in a similar incident? • Will the AAR/IP reflect any action items or lessons learned regarding the participation of the local health department, hospitals, or other community partners involved?

Using a POD for Exercise Requirement • For the annual exercise, the POD must fully address capability 1, 2, or 3 in addition to Capability 8 • Not completely focused on Capability 8 & 9 • Will NOT count for FSE • Hospital must be involved for a FSE • Exercise must cover Capabilities 3, 6, and 10 at a minimum. • LHD would have to add other elements into POD to meet Med Surge requirement • POD scenario not broad enough

Full-scale Requirements • Conduct between 2012 -2017 • Must be a joint exercise with the hospital(s) • Plan and conduct jointly, as possible, with emergency management, at-risk populations, and other health and medical stakeholders/partners • FSE MUST evaluate Capabilities 3, 6, and 10 at a minimum per Federal guidance, Appendix 7 (in handouts)

Task #5 • PIC SOG template • Includes new information such as social media • Social media guide available • http: //www. kdheks. gov/cphp/operating_guides. htm under Public Information & Communication SOG/Annex F 5

Task #6 • Two-hour, face-to-face PIO training • Provided by KDHE Communications Director • During KALHD annual and mid-year meeting • Will cover both PIOs as well as county spokespersons • KDHE is also extending this training to be offered in a location in the Western part of the state so we can hit more people • Possibly Garden City or Scott City

KDEM PIO Course 2013 PIO Training Schedule G 290 – Basic Public Information Officer Course KS-TRAIN Course #1037622 DATE LOCATION February 27 -28 Grant County – Ulysses, KS April 23 -24 Shawnee County – Topeka, KS June 5 -6 Geary County – Junction City, KS August 21 -22 Meade County – Meade, KS October 19 -20 Finney County – TBA December 4 -5 Douglas County – TBA

Task #7 • LHDs have already reviewed and provided updates to the ESF 8 Annex in 2012 -2013 • Ensure medical surge section of that annex has addressed the three bullets noted on the work plan • Providing locals further opportunity to discuss med surge in more detail so everyone knows their role/responsibility

Submission of Annex/Med Surge Section • Submission: • Copy of the updated medical surge section only • Refer KDHE to the previously submitted Annex if bullets had already been addressed • Resubmit updated Annex

Task #8 • Emily Nickel will provide each county’s K-SERV data • By September 30 th • Data to be reviewed, preferably with ESF 8 partners • Identify needs and recruitment goals • Share volunteer information at a coalition meeting

Task #9 • Ongoing tasks • Cross-cutting or Administrative in nature • Many are self-explanatory • G – Public website maintenance • J – Packaging and shipping class

Regional Work Plan Deliverables

Task #1 & #2 • Task #1 • Coalition meeting attendance • May attend on behalf of your health departments as long as there is a designation letter on file with KDHE • Task #2 • Continue to assist your LHDs in filling out the yearly Healthcare Capabilities Questionnaire

Task #3 • Participate in an annual exercise as a: • Facilitator • Player • Evaluator • Observing an exercise does not count as participation • Regional Coordinators may assist with writing up the AAR/IP

Task #4 • Two-hour face-to-face trainings will be provided by KDHE Communications Director • KDEMs eight hour, two day PIO course will count • Between January and December 2013 • If a Regional Coordinator wants to attend the extra training to be provided in Western KS, that will count

Task #5 • Assist LHDs with reviewing their county’s K-SERV data • Provided by Emily Nickel by September 30 th • May be discussed at regional public health meetings

Task #6 • Ongoing tasks • Cross-cutting or Administrative in nature • Many are self-explanatory • KS-HAN information and training records are for the regional coordinator only – not for all of their LHDs • Regional Meetings • To be conducted as the Coordinator/Region see fit

Risk Assessment Process • Will be done by the Director of Grant Administration • For BP 2, only BP 1 performance will be taken into account for the first year of the risk assessment • Scores given for each question in General Assessment and TA • 1 = Did not meet the line item • 2 = Fully met the line item • Scores given for each question in Financial and Work Plan • 1 = Did not meet the line item • 3 = Fully met the line item • Internal tracking sheets and records of emails via Preparedness will be used to assess. • In later years, documentation of TA visits will also be looked at.

What kind of questions will be looked at for this assessment? • General • Technical Assistance • Financial • Work Plan Deliverables

General Assessment ? s • Has there been any high turnover or agency reorganization that affects this health department? • Are the staff assigned to preparedness activities inexperienced with the program (worked with the program for less than one year)? • Is the local health department currently or previously been suspended or disbarred? • Jamie will use the EPLS system and verify all LHDs

What is EPLS and how does it relate to Preparedness? • Excluded Parties List System • A Federal electronic, web-based system that identifies those parties excluded from receiving Federal contracts, certain subcontracts, and certain types of Federal financial and non-financial assistance and benefits. • Do not foresee a problem but we have to do our due diligence • Required to include language in all contracts for federal funds

Technical Assistance ? s • Have more than three funding cycles passed since the local health department had an on-site technical assistance visit? • Such as TAVs or other KDHE planners coming out • Many counties probably have not had an in-person visit

Financial ? s • Does the LHD follow a uniform financial management/accounting system? • Does the LHD have a financial management system in place to track and record preparedness program expenditures? • Are time distribution records (time and effort/job descriptions) maintained for all employees who work on preparedness program activities? • If applicable, does the LHD have written documentation from KDHE to seek reimbursement for a rate that is higher than KDHEs? (Currently 17. 6%) • Does the LHD submit a Line Item Budget on or before the due date?

Financial ? s • Does the local health department request to use preparedness funds for meals during meetings? • If so, does the local health department submit a meal request form to KDHE for approval prior to a meeting taking place where food will be provided via preparedness funding? • Tabetha will be creating a request form that will be posted to our website • Has KDHE placed special financial conditions on the LHDs award? • Only applicable in BP 3 and onward • Do the financial reports indicate possible supplanting issues? • Does the LHD provide adequate supporting documentation for expenses when requested?

Financial ? s • Has the LHD maintained communication with KDHE in the event preparedness funds cannot be drawn down by the end of the grant year?

Work Plan Deliverable ? s • Does the LHD submit work plan progress reports on or before the due date? • Does the LHD provide accurate and complete documentation of work plan deliverables? • Is documentation submitted on or before the due date? • Did the LHD submit the Kansas Healthcare Capabilities Questionnaire for the previous grant year on or before the required due date(s) for federal reporting needs? • Did the LHD meet 100% of the previous grant years’ work plan deliverables?

Risk Assessment Process • Overall score will be calculated • Scoring ranges will be associated with Phases • Phase 1 = Monitoring • Phase 2 = Reduction in Preparedness Funding • Phase 3 = Cancellation of Preparedness Contract

Phase 1: Monitoring • LHD will receive a letter regarding Phase 1 status with assessment tool • Preparedness Program Field Planners will make an in-person visit with the health department • Discuss work plan deliverables, any problems meeting reporting deadlines, how KDHE can help • TA visits will be tracked

Phase 2: Reduce Funding • Health departments that were in Phase 1 during BP 2 and did not improve will be placed into Phase 2 for BP 3 • Health departments will receive a letter regarding Phase 2 status with assessment tool • Funding will be decreased and passed through the KALHD-KDHE Preparedness Team • Kevin Shaughnessy will receive the reduced contract amount to include in the Notice of Grant Award

Phase 3: Cancelled Contract • If a LHD did not improve in BP 2 and BP 3, their Preparedness contract will be cancelled. • Notice will be sent to the KALHD-KDHE Preparedness Team • The LHD will receive a letter of their cancelled contract along with their recent assessment tool • Kevin Shaughnessy will be alerted of any LHDs that will not be receiving preparedness funding

Risk Assessment Process • No health department will be allowed to stay in one phase for more than a year • No health department will jump from a Phase 1 to a Phase 3. The cycle will be followed.

Questions? Jamie Hemler Director of Grant Administration jhemler@kdheks. gov (785) 296 -5529