0920-1417 PHEM Tool - rev 12JUN2025

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Overview

PHEM Tool
Analysis and next steps
Guidance
PHEOC infrastructure checklist
Milestones
Number list

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Sheet 1: PHEM Tool

	Public Health Emergency Management Capacity Assessment Tool (PHEM Tool)
Item #	Tool item
	Section 1: Current Situation
A1	Is the country currently responding to a public health emergency?
A2	Has the IMS been activated in the past 12 months?
A2-a	If yes: please elaborate in the "additional notes section" on what situation(s) prompted IMS activation.
A3	Is there an existing PHEM Program on the national level?
A3-a	if yes: please elaborate in the additional notes section on where the PHEM program is organizationally (example: within the MOH structure, NPHI structure, etc.).
A3-b	If yes: does the PHEM program have a mission statement?
A4	Based on conversations with country based colleagues (CDC Country Office, MOH colleagues, etc.) does the EMTA recommend any capacity development engagement on the subnational level?
A4-a	If yes: please elaborate in the "additional notes" section on why capacity development efforts are appropriate on the subnational level.
	Please enter any additional notes on this section here.
	enter text here
	Section 2: Legal Authorities
B1	Does the country have current legal authorities, policies, laws, etc. in place that empower the country’s PHEM program?
B2	Does the country’s PHEM program have a national policy group to provide strategic direction which aligns with national policies and guidelines pertaining to PHEM?
	Does the PHEM program or public health entity have legal, regulatory, or administrative authorities established prior to an incident to carry out the following:
B3	Process for emergency contracting
B4	Process to expedite staffing for responses
B5	Process to expedite procurement (i.e. purchase/acquisition) of goods and services
B6	Process for emergency receipt of funds from donors or other entities
	Please enter any additional notes on this section here.
	enter text here
	Section 3: PHEM Program Infrastructure
C1	Is there an existing Public Health Emergency Operations Center (PHEOC)?
C1-a	If yes: Can the PHEOC facility convene PHEM program and appropriate partners/liaisons to meet regularly if the IMS is activated?
C1-b	If yes: Does the PHEOC facility have audiovisual capability to display information and data for key decision making and discussion activities?
C1-c	If yes: Can the PHEOC facility safely and securely house equipment and technological infrastructure required to collect and manage data and information?
	Does the PHEM Program have access to the following equipment:
C2	Personal Protective Equipment (PPE)
C3	Communications equipment in possession of field personnel
C3-a	If yes: communications equipment is tested at least once per year
	Please enter any additional notes on this section here.
	enter text here
	Section 4: International Health Regulations (IHR) and Public Health Emergencies of International Concern (PHEIC)
	Does the PHEM program have, or have access to, the following:
D1	Subject matter experts (SMEs) able to use the decision matrix in Annex 2 of the IHR (2005) to effectively determine whether a health threat requires notification to WHO
D2	The IHR National Focal Point on a 24/7 basis
D3	Standard Operating Procedures (SOPs) to notify the country’s IHR National Focal Point regarding potential PHEICs and other public health emergencies.
D3-a	If yes to D2 and D3: The PHEM program communicates with the IHR NFP on a routine basis (at least quarterly).
	Please enter any additional notes on this section here.
	enter text here
	Section 5: Stakeholders and coordination
	Does the PHEM program have access to complete information on up-to-date location, phone number, email, points of contact for the following entities stored in an area accessible for all appropriate staff:
E1	Hospitals, clinics, treatment centers, etc.
E2	Laboratories
E3	Points of Entry
E4	Law enforcement, public safety and military
E5	Public health services
E6	Social services
E7	Refugee/evacuee camps
E8	Defense government ministries/entities
E9	Animal health government ministries/entities
E10	Disaster management government ministries/entities
E11	WHO IHR Focal Point, Regional EOC, etc. (as appropriate)
E12	Laboratory networks
E13	Partners (WHO, UNICEF, UK-HSA)
E14	Local and International NGOs located in-country
E14-a	If yes to one or more between E1-E14: are there notification procedures to notify these entities in an emergency?
E14-b	If yes to one or more between E1-E14: these contact lists are exercised/tested or utilized at least once a year.
E15	Does a Steering Committee exist at the strategic level (highest level in jurisdiction), comprised of stakeholders, to provide guidance, recommendations, and helps champion the PHEOC and PHEM program to other sectors and senior leaders?
	Please enter any additional notes on this section here.
	enter text here
	Section 6: Risk assessment
F1	Has the country conducted an all-hazards public health risk assessment?	yes
F1-a	If yes: what is the date of the most recent risk assessment?	enter text here
F1-b	If yes: What of the following risk assessment processes were utilized:
F1-c	Threat and Hazard Identification and Risk Assessment/Stakeholder Preparedness Review (THIRA/SPR)
F1-d	Strategic Tool for Assessing Risks (STAR)
F1-e	Vulnerability Risk Assessment and Mapping (VRAM)
F1-f	If yes: Is there an official (validated) report of the risk assessment findings?
F1-g	If yes: what is the date of most recent report?	enter text here
F2	Have the main threats, hazards, system vulnerabilities, and related risks been mapped to resources?
F2-a	If yes: Are risk assessments reviewed annually?
F2-b	If yes: Are the risk assessments updated every 3-5 years?
	Have contingency plans been developed for the following (select yes to maximum of 1 of the options below):
F3	All threats identified in the risk assessment	no
F4	The top three threats identified in the risk assessment, but not all threats	no
F5	The top threat identified in the risk assessment only	yes
F6	Has a threat assessment been completed for the sub-national level?
F6-a	If no: Are there plans to carry out a risk assessment at the sub-national level?
	Please enter any additional notes on this section here.
	enter text here
	Section 7: Workforce capacity
G1	Has a workforce development plan outlining staffing and training needs for the first two years been established and resourced?	yes
G2	Are public health subject matter experts (SMEs) and other Ministry of Health (MoH) staff available to fill various IMS, rapid response teams, and science roles during a response?
G3	Are public health subject matter experts (SMEs) and other Ministry of Health (MoH) staff listed as "on call" to fill various IMS, rapid response teams, and science roles during a response?
G4	Does the PHEM program have an established training section/unit to conduct continuous PHEM training at the national level?
G5	Processes for appointing an Incident Manager are established.	yes
	Please enter any additional notes on this section here.
	enter text here
	Section 8: Evaluation
H4	Are After-Action Reviews (AARs), a qualitative review of actions, conducted after every exercise to document best practices, gaps, and areas for improvement?	yes
H4-a	If yes: Are there reports that document best practices, gaps, and areas for improvement?	yes
H5	Are intra-action reviews, or in progress reviews, conducted during each IMS activation according to country requirements?	yes
H6	Are After-Action Reviews (AARs) conducted after every IMS activation?	yes
H6-a	If yes: Are there reports that document best practices, gaps, and areas for improvement?	yes
H6-b	If yes: Is there a corrective action plan based on the AAR that with deadlines and roles and responsibilities for implementation?	yes
H6-c	If yes: Have SOPs been updated to reflect the lessons learned from activation?	yes
H6-d	If yes: Have training activities been updated to reflect lessons learned from activation?	yes
	Please enter any additional notes on this section here.
	enter text here
	Section 9: Surveillance information management
	Does the PHEM program maintain or have access to the following data collection systems:
J1	Indicator-based surveillance systems data	yes
J2	Hospital-based data	yes
J3	Event-based surveillance data	yes
J4	Laboratory results	yes
J5	Other Ministries, Departments, or Agencies?	yes
J5-a	If yes: please elaborate on which Ministries, Departments, and/or Agencies	enter text here
	Does the PHEM Program have access to surveillance data from the following groups for timely decision making:
J6	Sub-national offices/districts/regions	yes
J7	Public health and other laboratories	yes
J8	Field Epidemiology Teams	yes
J9	Rapid Response Teams	yes
J10	Non-Governmental Organizations (NGOs)	yes
J11	Community-based sources	yes
J12	Media and social media	yes
J13	Other Ministries, Departments, or Agencies?	yes
J13-a	If yes: please elaborate on which Ministries, Departments, and/or Agencies	enter text here
J14	Is the core group that manages surveillance part of the PHEM program?
J14-a	If no: are there linkages to these teams to ensure the PHEM program has access to accurate information for timely decision making?
J15	Does the PHEM Program utilize event-based surveillance data to inform notification and reporting processes, such as alerts, critical information requirements, etc?
	Does the PHEM program have access to trained staff and systems to disseminate the following to relevant partners:
J16	Case definitions for all prioritized health threats
J17	Case management procedures and guidelines for prioritized public health threats
J18	Infection prevention and control procedures
J19	Reports of reportable and unusual diseases
	Please enter any additional notes on this section here.
	enter text here
	Section 10: Information management and situational awareness
	Does the PHEM program have access to the following to track deployed personnel and field teams:
K1	Staff	yes
K2	Equipment	yes
K3	Procedures	yes
K4	Ability to ascertain the location and status (e.g., composition, health, supply status, needs, etc.) of deployed personnel and field teams	yes
K5	Is the PHEM program linked to sources for contextual data and information (i.e. weather, population, maps, hospitals, number of internally displaced persons) to create a common operating picture?
K6	Has the PHEM program pre-identified Essential Elements of Information (EEIs) necessary to develop a Common Operating Picture for all prioritized hazards and risks?
K7	Has the PHEM program identified Critical Information Requirements (CIRs) which can trigger an activation?
K8	Does the PHEM program have data and information sharing agreements in place in order to serve as a central hub for information and coordination?	yes
K9	A functional mechanism for collaboration and timely and systematic information exchange between public health and law enforcement agencies in case of deliberate and/or accidental events.
K10	Does the PHEM Program have documentation on how information flows into and out of the PHEOC?	yes
K10-a	If yes: During daily operations?	yes
K10-b	If yes: During response operations?	yes
	Please enter any additional notes on this section here.
	enter text here
	Section 11: Laboratory information management
	Does the PHEM program have access to the following information related to public health and other laboratories:
L1	Name, type, location, operating hours, and contact information	yes
L2	Types of specimens/ samples tested	yes
L3	Types of tests performed	yes
L4	Specimen testing throughput for routine and priority pathogens	yes
L5	Messaging standards and protocols	yes
L6	Protocols for notification of relevant authorities/agencies regarding positive/confirmatory results	yes
L7	Contact information for international partner laboratories	yes
L8	Laboratory networks and links to MoH surveillance systems	yes
L9	Are there SOPs in place for handling priority pathogens, including proper collection, packaging, shipping, handling, and testing procedures (including international shipping to other countries, WHO, CDC, etc.); chain of custody; and results reporting?
	Please enter any additional notes on this section here.
	enter text here
	Section 12: PHEM plans and procedures
N1	Is there a national public health emergency operations plan (EOP) (also known as All Hazards Plan [AHP]) that describes the role of the MoH as well as the roles of different agencies during emergencies, at the strategic level?	yes
N1-a	If yes: Is the plan approved and implemented based on prioritized threats and risks?	yes
	Does a concept of operations exist and contain the following:
N2	Identification of all intended levels and stakeholders involved in emergency response, management and how each organization fits into the national response system?	yes
N3	Which agency is the lead for different types of emergencies?	yes
N4	Are there threat specific plans (Biological, Technological, Human-Caused) for the most significant threats identified in the risk assessment?
N5	Are there plans to issue specific risk communications (e.g., alerts, risk factors, protective actions, guidance, recommendations, etc.) to the general public or to targeted populations via traditional media (e.g., TV, radio, etc.). established using a multi-hazard approach?
N6	Are plans, procedures/checklists for communicating with PHEM program staff in the PHEOC and the field established and utilized?
	Does a PHEOC Handbook , or other documentation contain the following:
N7	Basic Concept of Operations	yes
N8	General day-to-day staffing requirements	no
N9	SOPs for watch mode	yes
N10	SOPs for alert mode	yes
N11	SOPs for response mode	yes
N12	SOPs for activation and deactivation	no
N13	Thresholds or triggers for activation and deactivation	yes
N14	Levels of activation and corresponding IMS structures	yes
N15	Procedures for preliminary assessment to determine activation	yes
N16	Notification procedures for all PHEOC staff, relevant sub-national offices, other ministries, and partners	yes
N17	Layout of PHEOC and workstations	yes
N18	Relevant forms, templates, and other documents routinely used in the PHEOC	yes
N19	Information management capacity and protocols (e.g. emails, data management, etc.)	yes
N20	ToR for daily and response roles	yes
N21	Operational Plans (Communications)	yes
N22	Continuity of Operations Plan (COOP)	yes
N23	Appendices	yes
N24	Are Public Health, Epidemiology, Medical, Science, and other SME roles and functions incorporated into national response plans?
N25	Are liaisons to relevant agencies, sectors, and institutions incorporated into national response plans?
N26
	Please enter any additional notes on this section here.
	enter text here
	Section 13: PHEM Staffing	a	b	d	e	f	g	h	i	j	k
		PHEOC Manager	Incident Manager	Operations Chief	Logistics Chief	Finance/ Administration Chief	Public Information Officer	Safety Officer	Liaison Officer	Preparedness Officer	Watch Staff
P1	Is this role or function included in the PHEM program and formally documented in a Terms of Reference?
P2	Are these roles or functions incorporated into national response plans?
P3	How many individuals has the PHEM program identified as full time for this position?
P4	How many individuals has the PHEM program identified as part time for this position?
P5	How many individuals are rostered or identified to backfill the following key IMS roles as surge staff in order to support operations with shifts?
P6	How many of the individuals identified in P3 and P4 have received foundational training on IMS concepts in the past 3 years?
P7	How many of the individuals identified in P3 and P4 have received role-specific training in the past 3 years?
P8	How many of the individuals identified in P3 and P4 have graduated from the PHEM Fellowship?
P9	How many of the individuals identified in P3 and P4 served during a response?
P10	How many of the individuals identified in P3 and P4 served as IMS section lead during a response?
P11	How many of the individuals identified in P3 and P4 participated in an exercise?
	The PHEOC manager is able to carry out the following activities independently:
P12	PHEOC activation
P13	watch functions
P14	plan development
P15	training and exercises
	Please enter any additional notes on this section here.
	enter text here
	Section 14: Exercises
H1	Does the PHEM Program have a dedicated section/unit to exercise public health preparedness and response systems?
H1-a	If no: is there a plan to have a dedicated section/unit to conduct exercises?
H2	Does the PHEM program conduct exercises?
H3	Are functional exercises to test IMS activation procedures conducted at least once per year?
H3-a	If yes: Have SOPs been updated to reflect the lessons learned from drills or exercises?
H3-b	If yes: Have training activities been updated to reflect lessons learned from drills or exercises?
	Please provide details on any exercises the PHEM program has led or participated in during the past 12 months:	a	b	d
	Exercise type:	Date (mm/dd/yyyy)	Exercise topic/context	Plan(s) tested
Q1	Table-top exercise		enter text here	enter text here
Q2	Functional exercise		enter text here	enter text here
Q3	Full-scale exercise		enter text here	enter text here
Q4	Other (Enter description here)		enter text here	enter text here
	Please enter any additional notes on this section here.
	enter text here
	Section 15: Medical countermeasures

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Sheet 2: Analysis and next steps

Analysis and Next Steps

Topic

Comments/recommendations

Training for Core Staff

Training for surge staff

Planning and SOP Development

Exercises

Referral to other CDC programs for technical support (POE, RRT, MCM)

Executive level training

THIRA

CONOPS

Other

Additional comments/recommendations:

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Sheet 3: Guidance

Item #

Tool item

Section 1: Current Situation

A1

Is the country currently responding to a public health emergency?

This question can give important context around what the country can focus on for capacity development in the coming months/year.

A2

Has the IMS been activated in the past 12 months?

A2-a

If yes: please elaborate in the "additional notes section" on what situation(s) prompted IMS activation.

In max 3 sentences, describe the outbreak, event, or emergency that the country activated IMS for.

A3

Is there an existing PHEM Program on the national level?

Is there a PHEM Program (trained staff, plans/SOPs, data and information) in country to manage daily activities and IMS activations?

A3-a

if yes: please elaborate in the additional notes section on where the PHEM program is organizationally (example: within the MOH structure, NPHI structure, etc.).

A3-b

If yes: does the PHEM program have a mission statement?

Is there a clear understanding of the role the PHEM program plays in relation to the nation's public health and emergency management systems/processes?

A4

Based on conversations with country based colleagues (CDC Country Office, MOH colleagues, etc.) does the EMTA recommend any capacity development engagement on the subnational level?

if there are still milestones that need to be achieved for the national PHEM program, those should be prioritized, if possible - but the EMTA should also understand the country contexts (decentralized vs. centralized systems, political commitments, etc.) that may be shaping requests for subnational support

A4-a

If yes: please elaborate in the "additional notes" section on why capacity development efforts are appropriate on the subnational level.

Section 2: Legal Authorities

B1

Does the country have current legal authorities, policies, laws, etc. in place that empower the country’s PHEM program?

Identify laws, authorities, and/or legal frameworks that directly relate to enabling aspects of a PHEM program (activating IMS, decision-making authorities for the MOH in relation to a public health emergency, such as declaring an emergency, etc.)

B2

Does the country’s PHEM program have a national policy group to provide strategic direction which aligns with national policies and guidelines pertaining to PHEM?

To establish a PHEOC, a Member State should develop legislation or an executive directive for the health ministry or public health agency to establish and manage a PHEOC. This mandate will outline the public health agency’s roles and responsibilities, its coordination mechanisms with national disaster management resources, and a funding mechanism for the operations of the PHEOC The agency/organization responsible for the PHEOC should establish a policy group to provide policy guidance. The policy group should include heads of involved organizations, subject matter experts (including legal counsel and an ethics advisor), government officials, and other executive officers and professionals tasked to provide strategic level leadership (WHO Framework (2015)

Does the PHEM program or public health entity have legal, regulatory, or administrative authorities established prior to an incident to carry out the following:

the public health entity refers to the agency where the PHEOC is housed (for example: Ministry of Health or National Public Health Institute)

B3

Process for emergency contracting

B4

Process to expedite staffing for responses

B5

Process to expedite procurement (i.e. purchase/acquisition) of goods and services

B6

Process for emergency receipt of funds from donors or other entities

Section 3: PHEM Program Infrastructure

C1

Is there an existing Public Health Emergency Operations Center (PHEOC)?

Pertains to national level

C1-a

If yes: Can the PHEOC facility convene PHEM program and appropriate partners/liaisons to meet regularly if the IMS is activated?

At a minimum, the PHEOC facility should have space for partners to meet altogether or in smaller groups as needed or expected by the PHEM program.

C1-b

If yes: Does the PHEOC facility have audiovisual capability to display information and data for key decision making and discussion activities?

At a minimum, the PHEOC facility should have a projector or large enough screen to display information/visuals/data to a group of people in a room.

C1-c

If yes: Can the PHEOC facility safely and securely house equipment and technological infrastructure required to collect and manage data and information?

At a minimum, the PHEOC facility can protect equipment and technology so they do not get damaged by the climate or stolen.

Does the PHEM Program have access to the following equipment:

C2

Personal Protective Equipment (PPE)

C3

Communications equipment in possession of field personnel

C3-a

If yes: communications equipment is tested at least once per year

Section 4: International Health Regulations (IHR) and Public Health Emergencies of International Concern (PHEIC)

Does the PHEM program have, or have access to, the following:

“access to” means that the PHEM program can contact these individuals at any day/time, they do not necessarily sit in the PHEOC. If the PHEM program plays a role in coordination of PHEIC assessment and notification, please note this in the “additional notes” section.

D1

Subject matter experts (SMEs) able to use the decision matrix in Annex 2 of the IHR (2005) to effectively determine whether a health threat requires notification to WHO

D2

The IHR National Focal Point on a 24/7 basis

D3

Standard Operating Procedures (SOPs) to notify the country’s IHR National Focal Point regarding potential PHEICs and other public health emergencies.

D3-a

If yes to D2 and D3: The PHEM program communicates with the IHR NFP on a routine basis (at least quarterly).

Section 5: Stakeholders and coordination

Does the PHEM program have access to complete information on up-to-date location, phone number, email, points of contact for the following entities stored in an area accessible for all appropriate staff:

Confirm there are contact lists and notification procedures in an accessible location to communicate with key PHEM program stakeholders.

E1

Hospitals, clinics, treatment centers, etc.

E2

Laboratories

E3

Points of Entry

E4

Law enforcement, public safety and military

E5

Public health services

E6

Social services

E7

Refugee/evacuee camps

E8

Defense government ministries/entities

E9

Animal health government ministries/entities

E10

Disaster management government ministries/entities

E11

WHO IHR Focal Point, Regional EOC, etc. (as appropriate)

E12

Laboratory networks

E13

Partners (WHO, UNICEF, UK-HSA)

E14

Local and International NGOs located in-country

E14-a

If yes to one or more between E1-E14: are there notification procedures to notify these entities in an emergency?

E14-b

If yes to one or more between E1-E14: these contact lists are exercised/tested or utilized at least once a year.

E15

Does a Steering Committee exist at the strategic level (highest level in jurisdiction), comprised of stakeholders, to provide guidance, recommendations, and helps champion the PHEOC and PHEM program to other sectors and senior leaders?

A steering committee should be established for the planning process when developing a new EOC or enhancing an existing one. Such a committee’s role is to conduct risk and capacity assessments leading 1 This should involve other relevant sectors when the hazard has a multi-sectoral impact, e.g. when zoonoses or nuclear threats are involved. 4 November 2015 to decisions on the scope and operational structure of the PHEOC, as well as the broader public health emergency management model. The committee must develop clear objectives for the PHEOC to enable effective decision-making and efficient management of resources. (WHO PHEOC Framework (2015)

Section 6: Risk assessment

F1

Has the country conducted an all-hazards public health risk assessment?

Reference: Previous reports from prior risk assessments (THIRA, STAR) Risk Assessments refer to identifying and prioritizing risks which may result in emergencies impacting human health. In addition to risk assessment, resources should be mapped based on existing resources in country. This type of assessment is used to create plans and SOPs for priority risks. This is not the same as a risk assessment used in the field to determine risk to responders.

F1-a

If yes: what is the date of the most recent risk assessment?

F1-b

If yes: What of the following risk assessment processes were utilized:

F1-c

Threat and Hazard Identification and Risk Assessment/Stakeholder Preparedness Review (THIRA/SPR)

F1-d

Strategic Tool for Assessing Risks (STAR)

F1-e

Vulnerability Risk Assessment and Mapping (VRAM)

F1-f

If yes: Is there an official (validated) report of the risk assessment findings?

F1-g

If yes: what is the date of most recent report?

F2

Have the main threats, hazards, system vulnerabilities, and related risks been mapped to resources?

F2-a

If yes: Are risk assessments reviewed annually?

F2-b

If yes: Are the risk assessments updated every 3-5 years?

Have contingency plans been developed for the following (select yes to maximum of 1 of the options below):

F3

All threats identified in the risk assessment

F4

The top three threats identified in the risk assessment, but not all threats

F5

The top threat identified in the risk assessment only

F6

Has a threat assessment been completed for the sub-national level?

F6-a

If no: Are there plans to carry out a risk assessment at the sub-national level?

Section 7: Workforce capacity

G1

Has a workforce development plan outlining staffing and training needs for the first two years been established and resourced?

At a minimum, the plan needs to outline positions to be filled, training needed, and estimated timeframes; it also needs to identify funding resources for all activities.

G2

Are public health subject matter experts (SMEs) and other Ministry of Health (MoH) staff available to fill various IMS, rapid response teams, and science roles during a response?

G3

Are public health subject matter experts (SMEs) and other Ministry of Health (MoH) staff listed as "on call" to fill various IMS, rapid response teams, and science roles during a response?

G4

Does the PHEM program have an established training section/unit to conduct continuous PHEM training at the national level?

G5

Processes for appointing an Incident Manager are established.

Section 8: Evaluation

H1

Does the PHEM Program have a dedicated section/unit to exercise public health preparedness and response systems?

H1-a

If no: is there a plan to have a dedicated section/unit to conduct exercises?

H2

Does the PHEM program conduct exercises?

H3

Are functional exercises to test IMS activation procedures conducted at least once per year?

H3-a

If yes: Have SOPs been updated to reflect the lessons learned from drills or exercises?

H3-b

If yes: Have training activities been updated to reflect lessons learned from drills or exercises?

H4

Are After-Action Reviews (AARs), a qualitative review of actions, conducted after every exercise to document best practices, gaps, and areas for improvement?

H4-a

If yes: Are there reports that document best practices, gaps, and areas for improvement?

H5

Are intra-action reviews, or in progress reviews, conducted during each IMS activation according to country requirements?

H6

Are After-Action Reviews (AARs) conducted after every IMS activation?

H6-a

If yes: Are there reports that document best practices, gaps, and areas for improvement?

H6-b

If yes: Is there a corrective action plan based on the AAR that with deadlines and roles and responsibilities for implementation?

H6-c

If yes: Have SOPs been updated to reflect the lessons learned from activation?

H6-d

If yes: Have training activities been updated to reflect lessons learned from activation?

Section 9: Surveillance information management

Does the PHEM program maintain or have access to the following data collection systems:

J1

Indicator-based surveillance systems data

J2

Hospital-based data

J3

Event-based surveillance data

J4

Laboratory results

J5

Other Ministries, Departments, or Agencies?

J5-a

If yes: please elaborate on which Ministries, Departments, and/or Agencies

Does the PHEM Program have access to surveillance data from the following groups for timely decision making:

J6

Sub-national offices/districts/regions

J7

Public health and other laboratories

J8

Field Epidemiology Teams

J9

Rapid Response Teams

J10

Non-Governmental Organizations (NGOs)

J11

Community-based sources

J12

Media and social media

J13

Other Ministries, Departments, or Agencies?

J13-a

If yes: please elaborate on which Ministries, Departments, and/or Agencies

J14

Is the core group that manages surveillance part of the PHEM program?

J14-a

If no: are there linkages to these teams to ensure the PHEM program has access to accurate information for timely decision making?

J15

Does the PHEM Program utilize event-based surveillance data to inform notification and reporting processes, such as alerts, critical information requirements, etc?

Does the PHEM program have access to trained staff and systems to disseminate the following to relevant partners:

J16

Case definitions for all prioritized health threats

J17

Case management procedures and guidelines for prioritized public health threats

J18

Infection prevention and control procedures

J19

Reports of reportable and unusual diseases

Section 10: Information management and situational awareness

Does the PHEM program have access to the following to track deployed personnel and field teams:

K1

Staff

K2

Equipment

K3

Procedures

K4

Ability to ascertain the location and status (e.g., composition, health, supply status, needs, etc.) of deployed personnel and field teams

Section 11: Laboratory information management

Does the PHEM program have access to the following information related to public health and other laboratories:

L1

Name, type, location, operating hours, and contact information

L2

Types of specimens/ samples tested

L3

Types of tests performed

L4

Specimen testing throughput for routine and priority pathogens

L5

Messaging standards and protocols

L6

Protocols for notification of relevant authorities/agencies regarding positive/confirmatory results

L7

Contact information for international partner laboratories

L8

Laboratory networks and links to MoH surveillance systems

L9

Are there SOPs in place for handling priority pathogens, including proper collection, packaging, shipping, handling, and testing procedures (including international shipping to other countries, WHO, CDC, etc.); chain of custody; and results reporting?

Please enter any additional notes on this section here.

enter text here

Section 12: Situational awareness

M1

Is the PHEM program linked to sources for contextual data and information (i.e. weather, population, maps, hospitals, number of internally displaced persons) to create a common operating picture?

M2

Has the PHEM program pre-identified Essential Elements of Information (EEIs) necessary to develop a Common Operating Picture for all prioritized hazards and risks?

M3

Has the PHEM program identified Critical Information Requirements (CIRs) which can trigger an activation?

M4

Does the PHEM program have data and information sharing agreements in place in order to serve as a central hub for information and coordination?

M5

Does the PHEM Program have documentation on how information flows into and out of the PHEOC?

M5-a

If yes: During daily operations?

M5-b

If yes: During response operations?

Section 13: PHEM plans and procedures

N1

Is there a national public health emergency operations plan (EOP) (also known as All Hazards Plan [AHP]) that describes the role of the MoH as well as the roles of different agencies during emergencies, at the strategic level?

N1-a

If yes: Is the plan approved and implemented based on prioritized threats and risks?

Does a concept of operations exist and contain the following:

N2

Identification of all intended levels and stakeholders involved in emergency response, management and how each organization fits into the national response system?

N3

Which agency is the lead for different types of emergencies?

N4

Are there threat specific plans (Biological, Technological, Human-Caused) for the most significant threats identified in the risk assessment?

N5

Are there plans to issue specific risk communications (e.g., alerts, risk factors, protective actions, guidance, recommendations, etc.) to the general public or to targeted populations via traditional media (e.g., TV, radio, etc.). established using a multi-hazard approach?

N6

Are plans, procedures/checklists for communicating with PHEM program staff in the PHEOC and the field established and utilized?

Does a PHEOC Handbook , or other documentation contain the following:

N7

Basic Concept of Operations

N8

General day-to-day staffing requirements

N9

SOPs for watch mode

N10

SOPs for alert mode

N11

SOPs for response mode

N12

SOPs for activation and deactivation

N13

Thresholds or triggers for activation and deactivation

N14

Levels of activation and corresponding IMS structures

N15

Procedures for preliminary assessment to determine activation

N16

Notification procedures for all PHEOC staff, relevant sub-national offices, other ministries, and partners

N17

Layout of PHEOC and workstations

N18

Relevant forms, templates, and other documents routinely used in the PHEOC

N19

Information management capacity and protocols (e.g. emails, data management, etc.)

N20

ToR for daily and response roles

N21

Operational Plans (Communications)

N22

Continuity of Operations Plan (COOP)

N23

Appendices

N24

Are Public Health, Epidemiology, Medical, Science, and other SME roles and functions incorporated into national response plans?

N25

Are liaisons to relevant agencies, sectors, and institutions incorporated into national response plans?

N26

a

b

c

d

e

f

g

h

i

j

k

Section 14: PHEM Staffing

In the "additional notes" section, please include details on staffing capacity that may not be reflected by the answers to these questions. This may include staff who fill more than one role in the PHEM program, or who are paid through funding with unique considerations impacting their duties and responsibilities in PHEM program roles, or other important contexts.

EOC manager

Incident Manager

Plans Chief

Operations Chief

Logistics Chief

Finance/ Administration Chief

Public Information Officer

Safety Officer

Liaison Officer

Preparedness Officer

Watch Staff

P1

Is this role or function included in the PHEM program and formally documented in a Terms of Reference?

P2

Are these roles or functions incorporated into national response plans?

P3

How many individuals has the PHEM program identified as full time for this position?

P4

How many individuals has the PHEM program identified as part time for this position?

P5

How many individuals are rostered or identified to backfill the following key IMS roles as surge staff in order to support operations with shifts?

P6

How many of the individuals identified in P3 and P4 have received foundational training on IMS concepts in the past 3 years?

P7

How many of the individuals identified in P3 and P4 have received role-specific training in the past 3 years?

P8

How many of the individuals identified in P3 and P4 have graduated from the PHEM Fellowship?

P9

How many of the individuals identified in P3 and P4 served during a response?

P10

How many of the individuals identified in P3 and P4 served as IMS section lead during a response?

P11

How many of the individuals identified in P3 and P4 participated in an exercise?

The PHEOC manager is able to carry out the following activities independently:

P12

PHEOC activation

P13

watch functions

P14

plan development

P15

training and exercises

Section 15: Exercises

Please provide details on any exercises the PHEM program has led or participated in during the past 12 months:

b

c

d

Exercise type:

Exercise topic/context

Function(s) tested

Plan(s) tested

Q1

Table-top exercise

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Q2

Functional exercise

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Q3

Full-scale exercise

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Q4

Other (Enter description here)

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Section 16: Subnational level

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Sheet 4: PHEOC infrastructure checklist

PHEOC infrastructure: optional checklist
PHEOC tele-communications equipment contains the following:
Computer workstations
Telephones
Internet connectivity/back-up system
Servers/back-up servers
Printers and/or plotters
Audiovisual equipment, display screens
Web or video teleconferencing equipment
Radios
Please enter any additional notes on this section here.
enter text here
PHEOC equipment is:
Sufficient in number/quantity to meet needs
Functional and needed applications/security installed
Maintained
Tested periodically
Please enter any additional notes on this section here.
enter text here
PHEOC facility contains the following:
An operations area
Surge/expansion space
Private meeting space for leadership
Food/dining, rest, and/or storage areas, as appropriate
Please enter any additional notes on this section here.
enter text here
Audiovisual functionality
There is space and AV capability in the PHEOC to project operational information (e.g., case data, resource status, staff rhythm, etc.)
There is AV capability for videoconferencing
Please enter any additional notes on this section here.
enter text here
PHEOC infrastructure
The power supply of the PHEOC takes the following conditions/items into consideration:
Adequate/sufficient quantity of electricity from source to meet all power needs
Reliable, uninterrupted (24/7) power
Backup generator or alternative energy with adequate fuel
Generator tested 2x per year
Issues of electrical compatibility between equipment and power supply identified and resolved
There is an adequate potable water supply to the PHEOC
The PHEOC has adequate functioning environmental controls (e.g., HVAC, etc.) to regulate indoor temperature and keep information technology (IT) equipment sufficiently cool
The PHEOC has the following adequate facility infrastructure and services:
Janitorial services
Toilet
Sanitation/sewage
Please enter any additional notes on this section here.
enter text here
PHEOC safety and security
The PHEOC has an evacuation plan
The PHEOC contains fire suppression equipment and systems in the building(s)
The PHEOC has first aid supplies
The PHEOC has the following security measures in place:
Physical barriers
Controlled access to locked/restricted areas
Guards/security personnel
Please enter any additional notes on this section here.
enter text here

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Sheet 5: Milestones

Milestones

Draft milestone: Country leadership approval and mission, roles, and responsibilities of the national PHEM program are established, have buy-in among ministry departments, and are linked to legal authorities.

Draft milestone: Concept of operations outlining staffing of PHEM program, response structure and roles and responsibilities at strategic, operational and tactical levels is developed.

Draft milestone: Establish and resource a workforce development plan outlining staffing and training needs for the first two years.

Draft milestone: 50% of identified PHEM staff receive foundational IMS training; 25% of identified PHEM staff receive position-specific training.

Draft milestone: A dedicated space to serve as the PHEOC for emergency management coordination and equipment needs are identified.

Draft milestone: PHEM program information sharing and management processes are outlined and, if applicable, data sharing agreements with ministry departments are established.

Draft milestone: Processes for risk assessment are established, and a prioritized list of threats is developed based on the strategic risk assessment.

Draft milestone: An emergency operation plan (EOP) describes how the various components and stakeholders (internal and external) of the emergency response system will work together to achieve coherent responses to public health emergencies.

Draft milestone: A PHEOC plan, manual or handbook is developed and assists assigned personnel to perform their roles and functions in the centre.

Draft milestone: 75% of identified PHEM staff receive foundational IMS training and 50% of identified staff receive position-specific training.

Draft milestone: Staff who are able to serve in an Incident Manager role are identified, and processes for appointing an Incident Manager are established.

Draft milestone: The PHEM program maintains access to relevant surveillance and laboratory data for timely decision-making.

Draft milestone: National PHEOC is operational, and serves as a space to effectively monitor threats and activate IMS for public health emergencies.

Draft milestone: contingency plan developed for the top threat identified in the risk assessment.

Draft milestone: Medical countermeasures training completed and plan is developed.

Draft milestone: Plans and SOPs are validated using functional exercises at least once a year.

Draft milestone: 100% of identified PHEM staff receive foundational IMS training and 75% of identified staff receive position-specific training.

Draft milestone: EOC manager is able to carry out the following independently: PHEOC activation, watch functions, plan development, and training and exercises.

Draft milestone: contingency plans developed for the top three threats identified in the risk assessment.

Draft milestone: The PHEM program maintains personnel systems to manage and track deployments, resources, and medical countermeasures.

Draft milestone: A dedicated space to serve as the PHEOC for emergency management coordination and equipment needs are identified at subnational levels.

Draft milestone: An evaluation process for exercises and responses, including AARs and corrective action plans, is established to routinely update existing plans and processes.

Draft milestone: Training and exercise program is established and capable of training staff at subnational and national levels.

Draft milestone: PHEM staff are able to operate in their functional role during a response with limited assistance.

Draft milestone: A cadre of PHEM staff is able to serve as champions for the PHEM program, and is able to train others at national or subnational levels.

Draft milestone: Country is able to implement a full-scale exercise demonstrating ability to effectively and rapidly address public health events

Draft milestone: contingency plans developed for all threats identified in the risk assessment.

Draft milestone: Subnational PHEOCs are operational, and serve as spaces to effectively monitor threats and activate IMS for public health emergencies.

Draft milestone: Training and exercise program is operational and activities are carried out on an annual basis.

Draft milestone: A cadre of PHEM staff is able to serve as champions for the PHEM program, and is able to provide training and technical assistance to other countries or international organizations.

Draft milestone: country has established a financing plan to sustain the PHEM program.

Draft milestone: National policy, legal authorities and/or doctrine documents that provide guidance on a whole-of-government approach (including convening of relevant parties) to emergency response are established.

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Sheet 6: Number list

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33

34

35

36

37

38

39

40

41

42

43

44

45

46

47

48

49

50

50+