Module 3: Core Components of the Public
Health Emergency Operations Center
(PHEOC)
Elsabetee Megrssa
4th-10th May, 2022
Arba Minch
Public Health Emergency Operations Center
Module Outline
Lesson 3.1: The four components of PHEOC
Lesson 3.2: Redundancy/Continuity of Operation Plan
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Module Objectives
At the end of this lesson the participants will be able to:
Describe the PHEOC plans and procedures
Describe physical elements that constitute a PHEOC facility
List the ICT requirements that make functional the PHEOC
Identify considerations regarding PHEOC staffing and core
competencies for the PHEOC functions
Explain the concept of redundancy/business continuity planning of the
PHEOC
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Lesson 3.1: The four components of
PHEOC
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Four Components of PHEOC
It includes
1. Plan and procedures
2. PHEOC Infrastructure
3. PHEOC Information System and Data Standards
4. Staffing/HR and required competencies
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Plan and Procedure
Policies: are rules, guidelines, and principles of action of an organization or government.
Plans: The term “plans” is used as a generic reference to documents designed to identify, at
various levels, responsibility for a range of activities and intended objectives, strategies, and
tactics. Plans are specific to their intended users.
Procedure: is a step-by-step sequence of activities with defined start and end points for
accomplishing a specific outcome.
Protocols: are a description of activities used for triaging requests for information or action that
do not require external approval or consultation. They are used mainly in Watch Mode.
Standard Operating Procedures (SOP): are a set of instructions or directions detailing what
actions personnel should take to perform a specific task.
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Question
Why we need Plan?
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Plan and Procedure Cont…
Before any public health emergency occurs, the PHEOC members must
develop a PHEOC plan. A PHEOC operates based on the following plans:
o All hazard response plan
o Hazard-specific response and management plan
o Prevention and mitigation plans
o PHEOC Internal communication plan
o Public communication plan
o Incident action plan (IAP)
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Question
1. A ________________________ is a step-by-step sequence of
activities with defined start and end points for accomplishing
a specific outcome.
a. Policy
b. Plan
c. Procedure
d. Protocol
2. Which of the following choices are rules, guidelines, and
principles of action of an organization or government?
e. Policy
f. Plan
g. Procedure
h. Protocol
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PHEOC Infrastructure
There are three types of PHEOC facilities
o Dedicated Facilities: Using dedicated space for a PHEOC is the most ideal arrangement.
It is ideal because the facilities are standby all the times and can be activated
immediately.
o Multi-Purpose: The most common PHEOC facility is multi-purpose, meaning the space is
routinely used for activities which are not related to emergency preparedness and
response, such as training. The space is converted to a PHEOC when required.
o Modular: It is mobile type PHEOC facility that can be shipped to any location and set up
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PHEOC Facility Requirements
A PHEOC Facility should:
o Be large enough to accommodate all preparedness and response functions.
o Be close to designated lead and partner agencies.
o Allow adequate space for staff and ample parking for private vehicles.
o Contain open common areas, relatively quiet working spaces, and closed workspaces suitable
for meetings, conference calls, and small group activities.
o Provide adequate sanitary facilities, rest areas, and food amenities for people working for long
periods of time.
o Be physically and environmentally secure, accessible, and capable of sustaining operations in
the event of a threat or disaster.
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Physical and data security
Protecting a PHEOC includes both physical security and defending it from data breaches
A PHEOC processes large amounts of sensitive information on open displays,
It is important that only validated personnel are allowed into the PHEOC location
Because of the high-pressure work environment, media, and photo opportunities should
be held off-site or staged when it is convenient for PHEOC staff and sensitive
information is not visible
Securing data and systems is critical
To prevent a security breach, firewalls, encryption, password protection, up-to-date
antivirus software and redundancy of data and hardware should be used to support
rapid service recovery
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PHEOC Information System and Data
The goal of an effective PHEOC information system is to increase the
o availability
o accessibility
o quality
o timeliness and
o usefulness of emergency operations information for public health action.
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PHEOC Information System and Data Cont…
A PHEOC information system includes six components:
o Resources: Leadership, policies, financial, human, and infrastructure.
o Indicators: Morbidity, mortality, environmental risks, health resource availability, and readiness, and
vaccine coverage.
o Data sources: Common operational datasets, health facilities data, health workforce, laboratories,
financial data, etc
o Data management: Collecting, storing, processing, compiling, analyzing, and visualizing data,
presenting geospatial information, and completing quality assurance checks.
o Platform: Developing a collaborative platform for information sharing.
o Information products: Situation reports, communication reports, 3Ws (who does what, where and
when), etc.
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PHEOC Data and Standards
There are three general types of data that must be routinely captured,
processed, and displayed in a PHEOC
o Event specific data
o Event management data
o Context data
There is a well-recognized need for a standardized system for reporting
healthcare information within a country’s public health system and
between other systems.
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Staffing and Required Competencies
Permanent staff is responsible for the day-to-day operation
o These include: PHEOC manager, leaders of the key functional
areas and staff under each area.
Surge staff is a roster of multi-disciplinary and multisectoral
experts who can be mobilized when activated
All personnel recruited to the PHEOC must be committed to
teamwork and emergency management work
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Watch Staff
Watch Staff: are designated personnel that perform information triage and dissemination
duties.
Watch Staff are responsible for:
o Facilitates the coordination of day-to-day resources and activities
o Monitoring and triaging incoming information.
o Facilitates the collection, organization, analysis, distribution, and archiving of information.
o Preparing and distributing reports, documents, and notifications.
o Ensuring that the PHEOC has supplies and that equipment is operational.
o Receives and transmits requests for information and requests for assistance.
o Leading briefings on the PHEOC, as required.
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Watch Staff Cont..
The Watch Staff should send and receive notifications to and from:
o External partners, including local and regional partners.
o NGOs such as the Red Cross
o International organizations
o Internal stakeholders, including MoH leadership, department
directors, and PHEOC staff members
o Lateral communication takes place between the PHEOC and
National EOC
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Essential requirements for PHEOC Staff
All PHEOC staff need to be trained on:
o operations and functions of a PHEOC
o systems of the public health response
PHEOC staff should have:
o Relevant subject matter expertise
o The authority and ability to undertake the role assigned
o PHEOC is functioning continually
o A need enough surge staff to cover two or three different shifts.
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Progress Check
1. Watch Staff are responsible for ____________and _______ incoming
information.
a. Selecting and applying
b. Watching and extracting
c. Monitoring and triaging
2. The Watch Staff receives and transmits ___________________
a. Requests for information and requests for assistance
b. Funding
c. Ambulances
d. Personnel
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Lesson 3.2: Redundancy/Continuity of
Operation Plan
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Redundancy/ Continuity of Operation Plan
This plan enables the PHEOC to continue carrying out its operations in
case of an emergency that disrupts normal working conditions
A permanent PHEOC that is continuously in use should have an
alternate location that can be activated with full functionality within
minutes for swift resumption of the delivery of critical services
affected by a disruption.
It is necessary to have an alternative site in case the original PHEOC
location becomes unavailable
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Redundancy/ Continuity of Operation Plan
Cont..
Re-location to this site and working from it should be tested as part of the
exercise program
Use of a virtual PHEOC should also be considered if the ICT linkages are
maintained but used from separate locations
When developing the plan consideration should be given to: Physical
security, ICT security, Data security, Communications system backup, Power
backup, the possibility that daily work will distract from the response work
Paper based back-ups are necessary (this is also a technology, safety and
security consideration)
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Group Discussion
Work in your groups to complete this activity?
1. What type of data do you anticipate you will need to
capture, process, and display in your PHEOC for each
phase of the event?
2. How will you secure the data?
3. What data backup measures will you use?
4. What type of information and communication
technology infrastructure do you need?
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Summary
The three main types of PHEOC facilities are dedicated, multi-purpose and modular.
Dedicated building or space which is only used as the PHEOC is the most ideal.
Multi-purpose facilities are routinely used for activities which are not related to emergency
preparedness and response, such as training, and then converted to a PHEOC when required.
All PHEOC facilities must be physically and environmentally secure.
Risk assessment of the facility and surrounding area should be completed to assess security
threats.
To prevent a security breach, firewalls, encryption, password protection, up-to-date antivirus
software, and redundancy of data and hardware should be used to support rapid service
recovery.
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Summary Cont..
It is critical to ensure data security, privacy, and confidentiality
Recommended information and communications technology
infrastructure includes teleconferencing, media monitoring, video
recording, playback capabilities, and standard office equipment
All personnel must be trained and competent to work in the PHEOC
PHEOC training should be integrated into the national preparedness
cycle
Training should be based on competencies and a training need analysis
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THANK YOU
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