George M. Stancel, PhD UT Health Science Center at Houston (UTHealth)

Transcription

1 George M. Stancel, PhD UT Health Science Center at Houston (UTHealth) 2001 at Time of Tropical Storm Allison: Executive VP for Research Dean, Graduate School of Biomedical Sciences Professor, Pharmacology, Medical School CURRENTLY: Executive VP, Academic & Research Affairs

2 Natural Disaster An Academic Administrator s View Way Before Right Before The Event Right After Soon After Way After Long Term Planning Emergency Preparation Nothing Foolish Emergency Response Resume Operations Mitigate and Build Improved Projects

3 The Overall Process is a Distance Event Not a Sprint Tropical Storm Allison Final FEMA/Insurance Closeout Required Auditable Records Retention

4 Long Term Planning Business Continuity Plans Critical Assets and Functions (Genetically Engineered Animals, Cell Lines, Biobanks, etc.) Emergency Power (Sufficient Outlets, Fuel for Generators, etc.) Disaster Plans (e.g, Animal Quarters) Call Down Lists include Priority Access to Facilities Access to Stored Emergency Supplies during Disaster Know Your Neighbors Who Can Help during/after the Disaster Records & Costs of Expensive Items (Critical for Proof of Loss ) Prioritize Systems and Operations to be Resumed after Disaster Develop a Stress Test, a Case Planning Exercise, other tools

5 Develop Tools for Institutional Planning Tools for four mission areas: Research (especially cores and essential services); Clinics and Patient Care Activities; Academic Programs; Administrative Services Encourage widespread use and Require annual updates from 11 critical areas Police, Facilities, IT/Communications, Public Affairs, Environmental Health & Safety, Human Resources, Registrar, Medical Billing, Auxiliary Enterprises (Student Housing) Develop Case Planning Scenarios and Discussions with Internal and External Participants and with Annual Report to University Leadership with Updates Required by University of Texas System)

6 Disaster Preparedness and Business Continuity Worksheet (adapted from U.S. Department of Homeland Security) LABORATORY DESCRIPTION Research Laboratories Name of Principal Investigator for laboratories addressed in this plan: Location of labs: Building Name of person completing this worksheet Room numbers: : Phone number: Date completed: BASIC COMMUNICATIONS Provide the various ways that subordinates can use to contact the Principal Investigator Name Office Number Home Number Cell Phone Pager

7 Are contact phone numbers on lab door postings current? Yes No Has all staff been made aware of Public Affairs website on emergency communications and the various means that can be used to access information about the status of the institution? Has all staff been made aware of the importance of being prepared at home with an all hazards home preparedness kit? (Access for suggest kit contents) BASIC RISK AWARENESS For additional information contact risk management at X8100 Yes Yes No No Does the principal investigator understand that the deductible for the institutional property insurance policy for UTHSC-H is at least $250,000 per occurrence, and that certain key exclusions to coverage apply, such as damaged caused by a named storm? Does the principal investigator understand that supplemental insurance can be purchased for specific pieces of equipment that may be critical to operations? Are students, faculty, and staff aware that personal property is not covered by UTHSC-H property insurance? Are any research activities carried out in leased space? If yes, have emergency support measures provided by Landlord been verified. Yes Yes Yes Yes No No No No PROTECTION OF EQUIPMENT AND CRITICAL MATERIALS Are critical pieces of equipment protected from risks such as theft, water leaks, and/or electrical surges/outages? Yes No Is temperature or time sensitive equipment equipped with failure alarms? Is there means for alarm monitoring after hours and on weekends? Yes No N/A Yes No N/A If yes, who monitors and how? If the basic security measures employed are not sufficient to halt malicious acts (e.g. forced entry into office or lab and theft of laptop or equipment) has consideration been given to how information or data might be recovered if lost, such as daily data uploads and back ups? Yes No

8 PROTECTION OF DATA, SPECIMENS, AND ANIMALS Is research data saved on a network drive so that they are protected by network emergency back ups? Yes No Is any information (data or documents) that is stored on laptops routinely saved to network drives? For any information retained locally, does any mechanism exist for its protection or recovery? Are any locally created data back ups stored in a physically separate location? Are freezers/refrigerators/incubators containing critical specimens on emergency power supply? Are all critical freezers equipped with an audible alarm if the unit loses power or a compressor malfunction? Have any subsets of samples been stored in a separate location to afford recovery if power is lost or a freezer malfunctions? Yes No N/A Yes No N/A Yes No N/A Yes No N/A Yes No N/A Yes No N/A If so where are they located? Does a procedure exist to protect any animals maintained in the lab environment? Yes No N/A PROCUREMENT OF KEY SUPPLIES Enter the name and contact information of the primary and two back up individuals who are able and authorized to make purchases for necessary supplies in the event of an emergency Name Office number Home number Enter the names and contact numbers for suppliers of key resources, such as dry ice and compressed gases. Include existing contracts for emergency provisions. Also include information on a back up supplier Company name Critical commodity Contact number Contract in place?

9 Right Before Assemble Emergency and Facilities Ride Out Teams and Check for Supplies, Safety Gear, and Communications Equipment Send out Communications Information to all Personnel Check on Police and Safety Personnel Staffing Request Updates of Personnel for Priority Access to Facilities and Plan to Monitor Access to Facilities May request FEMA funds for Emergency Preparations hours prior to landfall List special dangers and concerns in Facilities (Chemicals, Hazards, Dangerous Equipment) for Safety Staff Awareness Immediately Post- Disaster

10 During the Disaster Nothing Foolish!

11 Right After: You ll Likely Be On Your Own for the First Hours So Prepare for YOYO May be eligible for FEMA funding for Emergency Response Items (e.g., within the first 48 hours after the Disaster) so Keep Good Records since orders may not be tracked via normal processes ($19.7 mil in three weeks purchasing agent with laptop on-site) Have police/security, safety staff, and academic/research staff on-site to control facility access (everyone will want to get into their lab or office) Emphasize safety of safety staff First Responders Focus on restoring essential functions (electrical, A/C, ventilation, elevators, etc.) Pre-Existing Contracts for Emergency Supplies and Services Cost Plus service contracts may be challenged by FEMA/insurance during claims process

12 Soon After Remember you must document losses especially supplies, materials and equipment that may not be on capital inventories, value enhanced items (e.g., engineered or trained animals) use cell phone photos, voice recorders, cameras, etc. to subsequently prove it was there and it was damaged or destroyed Restore Priority Functions from Plans when Safe and in Timely Order (Clinical Income ASAP, Research Funding, State Supported Functions..) Can Your Neighbors Help (research space, specialized equipment, grad student and postdoc research projects, etc.) Housing needs of faculty, students, and staff who may have been displaced (especially students and trainees) Consider available grants (e.g., construction grants from NIH)

13 Way After (and Way, Way After) Key Background Points and Objectives FEMA may provide funds for losses not covered by insurance Insurance provides Settlement but FEMA provides Reimbursement FEMA has cost share requirement (typically 25%), which may be waived FEMA will provide funds to replace exact item lost or restore to pre-disaster condition (funds will be provided for actual cost not limited to original estimate to restore/replace) Consider improved project strategy (funds capped at original estimate to restore/replace) Must restore general functionality May require institutional funds over/above insurance and FEMA BUT, do you want to replace/restore a 5 year old computer? A 15 year old centrifuge? Etc. Plan for Mitigation of Future Disasters Long Term Consequences of FEMA Funding

14 Assembling the Recovery & Improvement Team Institutional Facilities Leader (Finance & Administration Component) Consultant to assist in development of proof of loss document Retain only until POF document finalized (James Lee Witt) Can build into institutional insurance (e.g., cost was ~ $3 mil for Allison) Architects (institutional and consultants) Develop cost estimates to restore to previous condition Develop plans for improved projects and mitigation Academic and Administrative Leaders to Inform Plans Contractor(s) for cost estimates of improved projects & mitigation State Emergency Management Staff (critical for FEMA assistance) Institutional Office of Risk Management Staff (for insurance assistance) (Govt. Affairs, University System, Development for Insurance/FEMA + funds)

15 Early Step - Proof of Loss Documentation proof of loss - Legal Definition. n. Evidence given by an insured to insurer to support a claim, both as to fact of loss having occurred, and as to amount of the loss. Develop a single, master inventory of losses and amounts and work off master inventory to develop ( assess offers of help from well intentioned persons) Forms and documentation for insurance companies FEMA project worksheets Consultants important to develop proof of loss State Emergency Management Office staff important to develop FEMA worksheets Must establish that the loss was there and damaged or destroyed

16 Determine Improved Project that Restores General Functionality of Lost/Destroyed Item Determine cost to restore or replace original item Determine what equipment, service, facility is now available it will likely be more expensive b/c it will be improved/enhanced (research, services (e.g., IT), and facilities leaders important here) Determine cost of desired improved project item and institutional dollars needed (Institutional Need = Total Cost Insurance $ - FEMA $)? Hm-m-m-m-m?

17 Should One Spend Insurance $$ or FEMA $$? Total Loss = $100 mil with $75 mil insurance coverage and $25 mil FEMA Item 1, Item 2, Item 3, Item N (Sum POL = $100 mil)? Insurance FEMA CASH FLOW Strategy Use FEMA $$ for replacement of immediately needed facilities and equipment (you know you have to buy these items so buy and get reimbursed. Reserve insurance $$ for longer term needs that required extended planning. Settlement Reimbursement

18 FEMA Mitigation Funding FEMA may provide funds to 1. Restore/Replacement losses not covered by insurance, AND 2. Additional funds for Hazard Mitigation to prevent recurrence of losses (FEMA Mitigation $$ may be up to 2X restoration/replacement cost) Example Total cost to Restore/Replace losses = $100 mil ($75 insurance + $25 FEMA) FEMA will prove additional $$ up to $ 100 mil for Mitigation (based on total loss incurred on a building by building basis) Submarine doors, building berms, elevate electrical vaults, etc.)

19 UTHealth McGovern Medical School Building Examples of Mitigation UTHealth s Safety Bob Dr. Robert Emery, VP Environmental Health & Safety

20 Long-Term Insurance Requirement after FEMA Funding After FEMA settlement, the institution must maintain insurance equal to the total loss (i.e., FEMA plus Insurance payment) EXAMPLE Total Loss Recovered = $ 100 mil with $75 mil from Insurance Policy (coverage prior to the Disaster) and $25 mil from FEMA Future requirement is to increase/maintain insurance coverage to $100 mil.

21 Capital Assets Management and Insurance Planning Institutions typically have a Capital Assets Inventory for items costing over a set amount (e.g., $1,000 - $5,000) that is very useful for determining Proof of Loss after a Disaster After Tropical Storm Allison, Recovery Team noticed that lost supplies and non-capital asset losses were 25% of capital equipment losses in most facilities Subsequently estimated insurance needs for disaster loss as total Capital Assets Inventory (usually updated annually) PLUS 25% for supplies and non-capital assets

22 Thank You to Dr. Robert Emery, Vice President for Environmental Health and Safety Mr. Duane Heuer, Director of Facilities Operations Finance and Administration

23 Questions?