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Unit 6: Procuring and Managing Resources: CERT Program Manager

This document discusses procuring and managing resources for a Community Emergency Response Team (CERT) program. It covers identifying physical resource needs such as equipment, supplies, facilities and personnel. It also addresses managing data collection and recordkeeping for volunteer and training information. Finally, it discusses developing a program budget and identifying funding options to cover costs. The goal is for participants to learn how to acquire and maintain necessary resources for operating a successful CERT program.

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donald1976
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© © All Rights Reserved
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17 views34 pages

Unit 6: Procuring and Managing Resources: CERT Program Manager

This document discusses procuring and managing resources for a Community Emergency Response Team (CERT) program. It covers identifying physical resource needs such as equipment, supplies, facilities and personnel. It also addresses managing data collection and recordkeeping for volunteer and training information. Finally, it discusses developing a program budget and identifying funding options to cover costs. The goal is for participants to learn how to acquire and maintain necessary resources for operating a successful CERT program.

Uploaded by

donald1976
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Unit 6: Procuring and Managing Resources

CERT Program Manager


Unit Objectives

• At the conclusion of this unit, the participants will


be able to establish a process for acquiring and
managing program resources:
– Identify types of resources needed to coordinate a
CERT program
– Identify types of data that need to be collected and
maintained for the program
– Develop strategies for locating and managing
resources
– Identify program funding options and tips for
approaching funders
– Develop a draft program budget
PM 6-1

CERT Program Manager: Procuring and Managing 6-2


Unit Topics

• Identifying Physical Resource Needs


• Managing Data
• Budgeting and Funding

PM 6-1

CERT Program Manager: Procuring and Managing 6-3


Physical Resources?

PM 6-1

CERT Program Manager: Procuring and Managing 6-4


Identifying Physical
Resource Needs
• Unit will address these topics
– What those resources are
– Where to find them
– What they will cost
• Plans will be collected and copied to share
with others

PM 6-1

CERT Program Manager: Procuring and Managing 6-5


Activity

Identify Physical Resources

PM 6-2

CERT Program Manager: Procuring and Managing 6-6


Physical Resource Needs

• Anything required to complete task


– People
– Equipment
– Materials
– Supplies
– Facilities
• Be as thorough as possible

PM 6-7

CERT Program Manager: Procuring and Managing 6-7


Be Thorough

• Don’t just say that you need training


supplies or a Unit 5 instructor
• List exactly what you need

PM 6-7

CERT Program Manager: Procuring and Managing 6-8


Good Training Facility

What do you need to have in a good training facility?


‒ Easy to find ‒ Chairs and tables
‒ Disability access ‒ Easels and easel
‒ Parking pads or whiteboard
‒ Bathrooms ‒ Computer and
‒ Good lighting and projection system
heating/AC ‒ Space for hands-on
‒ Contact names for AV exercises
support, facility ‒ Space for burning
support ‒ Burn permit
‒ Backup location
PM 6-7

CERT Program Manager: Procuring and Managing 6-9


Activity

Locate Resources

PM 6-8

CERT Program Manager: Procuring and Managing 6-10


What Do You Think?

• Did anyone talk about needing to store a


resource?

PM 6-8

CERT Program Manager: Procuring and Managing 6-11


Storage

• What might need to be stored? Where


would you store it?
– What to store
• Training equipment
• Materials for CERT kits
– Storage considerations
• Should be at or close to training facility
– Storage options
• Get it free
• Use a trailer
– Keep list of inventory in storage
PM 6-8

CERT Program Manager: Procuring and Managing 6-12


Storage (cont’d)

PM 6-8

CERT Program Manager: Procuring and Managing 6-13


Activity

Identify Costs

PM 6-9

CERT Program Manager: Procuring and Managing 6-14


Instructor Costs

• Will vary depending on how jurisdiction


pays for instruction
– Instructor may be on salary with department;
department absorbs cost
– Contract with instructors individually; CERT
program funds instructor

PM 6-9

CERT Program Manager: Procuring and Managing 6-15


Activity

Draft Program Plan:

Identify Physical Resource


Procurement Factors to Consider

PM 6-10

CERT Program Manager: Procuring and Managing 6-16


Information and Data

• Significant resources for local CERT


program
• Support most aspects of the program
– Recruitment
– Training
– Emergency operation
• Need to be collected and maintained in
organized manner

PM 6-10

CERT Program Manager: Procuring and Managing 6-17


Instructor Knowledge

• What types of data need to be collected


for a CERT program?
– Information on each volunteer (Unit 4)
– Information on each instructor (Unit 5)
– Administrative information
– Training information
– Program activities
– Budget information
– Outreach information
– Location(s) of individual members and/or teams
PM 6-10

CERT Program Manager: Procuring and Managing 6-18


Importance of Recordkeeping

• Must keep good and accessible records


• Operational reasons
– For reliable and quick information when teams
are activated
• Where teams are
• Size of teams
• The teams’ contact personnel
– To locate CERT members with particular skills

PM 6-11

CERT Program Manager: Procuring and Managing 6-19


Importance of Recordkeeping
(cont’d)
• Administrative reasons (some examples)
– To know about current volunteers and
instructors
– To communicate with volunteers, instructors,
partners, and supporters
– To show CERT member eligibility for benefits
and insurance
– To maintain good fiscal records

PM 6-11

CERT Program Manager: Procuring and Managing 6-20


Importance of Recordkeeping
(cont’d)
• Political reasons (some examples)
– To generate statistics
– To prove value of program

PM 6-11

CERT Program Manager: Procuring and Managing 6-21


Reduce Liability

• Ways to reduce liability


– Provide training in how to respond safely and
effectively in an emergency
– Maintain accurate and complete records so
that you can document what you have done
• Visit CERT Web site to learn more:
www.fema.gov/cert

PM 6-12

CERT Program Manager: Procuring and Managing 6-22


Recordkeeping Tips

• Set up a good system early; keep current


• Only keep data critical to program
– Consult your attorney for what to track and
what not to track
• Safeguard personal information
– Get permission to share information
• Don’t reinvent the wheel
– CERT Web site
– Other Program Managers
PM 6-12

CERT Program Manager: Procuring and Managing 6-23


Activity

Draft Program Plan:

Record Data Collection and


Recordkeeping Ideas

PM 6-14

CERT Program Manager: Procuring and Managing 6-24


Budgeting and Funding

• Once resources and costs are identified,


Program Manager needs to:
– Put together budget
– Find funding to implement budget

PM 6-14

CERT Program Manager: Procuring and Managing 6-25


Budgeting Factors

• What will CERT program do?


– Disaster response
– Public service
– Community education
• What resources are needed to accomplish
that?
– Equipment for CERT members
– Training supplies, materials, instructors
– Team maintenance requirements
PM 6-14

CERT Program Manager: Procuring and Managing 6-26


Develop a Budget

• Identify costs, both per unit and total


• Total the costs
• Divide total cost by number of people
trained to identify per participant cost
– This number is useful when looking for
funding

PM 6-15

CERT Program Manager: Procuring and Managing 6-27


CERT Web Site Resources

• One companion document


– CERT Program Costs Worksheet
• Document is primarily for putting on CERT Basic
Training course and not for a broader program
• Can be expanded for any CERT program
configuration
• Also link to access Excel Spreadsheet version of
CERT Program Costs Worksheet tool

PM 6-17

CERT Program Manager: Procuring and Managing 6-28


Sponsoring

• All local CERT programs must be


recognized by or acknowledged by a local
government agency in their area
– Usually fire department or police
• Local Program Manager should be
affiliated with sponsoring agency
• Sponsoring is not the same as funding

PM 6-17

CERT Program Manager: Procuring and Managing 6-29


Funding

• Many local governments use Federal grant


funding to support local CERT program, in
addition to local funding
– Only governmental agencies may receive
Federal funding that supports CERT
• Most funding comes through States
– In some metropolitan areas it is through
Urban Area Security Initiative (UASI) region

PM 6-17

CERT Program Manager: Procuring and Managing 6-30


Funding (cont’d)

• Grant money may be available under


Federal Department of Education’s Safe
and Drug Free Schools Program
– CERT program partnering with school district
• REMS grants
– Awarded on competitive basis to local school
districts
– Encourage partnerships with other programs
to promote school safety

PM 6-17

CERT Program Manager: Procuring and Managing 6-31


Funding Sources

• In addition to the sponsoring agency and


other government sources, what are some
other sources of funding or support for a
CERT program?
– Solicit donations
– Charge a fee
– Ask for in-kind donations
– Apply for a grant
– Establish or align with a not-for-profit
organization
PM 6-18

CERT Program Manager: Procuring and Managing 6-32


Approach a Funder

• See Unit 3, How to Initiate and Foster


Partnerships
1. Create a program description
2. Develop plan for approaching each partner
3. Schedule one-on-one meeting
4. Maintain contact

PM 6-21

CERT Program Manager: Procuring and Managing 6-33


Unit Summary

• Identifying Physical Resource Needs


• Managing Data
• Budgeting and Funding

PM 6-23

CERT Program Manager: Procuring and Managing 6-34

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