The purpose of Contingency planning is to prepare an organization to respond appropriately to an emergency and its potential impact to its community. Developing a contingency plan involves making decisions in advance about the management of human, financial and real property resources, coordination and communications procedures, and being aware of a range of technical and logistical responses. Such planning is a management tool, involving all departments and colleges, which can help ensure timely and effective provision of aid to those most in need when an incident occurs. Time spent in contingency planning equals time saved when an incident occurs.
The contingency planning process can basically be broken down into five simple questions:
Who: Who is affected by the incident?
What: What is the situation?
Where: Where is the incident occurring? (How close are we to the location?)
When: When did it occur? (Time frame of events as they unfold.)
How: How can we plan to manage the incident from escalating? (Do we have the available resources?)
Contingency planning is most often undertaken when there is a specific threat or hazard - incident; exactly how that threat will impact is unknown. Developing scenarios is a good way of thinking through the possible impacts. Based on sensible scenarios, it is possible to develop a plan that sets out the scale of the response and the resources needed.
Contingency planning can be broken down into five main steps, shown below. In any contingency planning, a thorough risk assessment must be done to mitigate the hazards associated with an event.
Prepare; Analyze; Develop; Implement; and Review.
ES-1003: Florida Tech’s Risk Assessment for Project and Events Policy
Prepare. Florida Tech is committed in keeping personnel safe and out of the harms. With that, key personnel will meet to discuss incidents whether local or world-wide that may have a potential impact on our daily lives and the surrounding community.
Analyze. Florida Tech will review and gather information pertinent to local or world-wide incidents; measuring the pros and cons as to how it could impact daily business and the lives of our students, employees, and surrounding community.
Develop. Florida Tech will develop systematic procedures to inform personnel; guide students and employees as what to do; respond to inquiries as to the status of a select situation; and keep the general public informed as to our activities.
Implement. Florida Tech will execute the planned procedure to ensure a timely response is given to provide assistance and information; keep individual concerns addressed; and allow for continuation of daily business as normal to the extent possible.
Review. Once an incident is under proper management, or the incident has ceased, Florida Tech will conduct a thorough after-action review to evaluate if the scenario-specific planning was timely and effective.