Evaluating the Functionality of Industrial Emergency Operations Center (EOC) by Weighted Scoring Technique

Abstract

In performing an efficient emergency response plan, one of the key elements is having a properly designed and well-equipped Emergency Operations Center (EOC). Lack of EOC functionality may even lead to the failure of the whole crisis management plan (CMP). Despite the significance of industrial EOC, there is not any guideline or well-established recommended practice in design and equipping these centers. In this paper, a comprehensive checklist giving recommendations on design and equipping EOCs is presented. Necessities in different fields such as configuration and layout, communication facilities, stationery and office supplies, welfare and eventually procedures are listed. Also, an evaluation method based on weighted scoring technique is offered to examine the functionality of EOC and compare the different design options.

Appendix: EOC Assessment Checklist

D. Configuration and layout

Code	Item	Weight factor	Status				Weighted score
			Fully meets the criterion	Substantially meets the criterion	Partially meets the criterion	Does not meet the criterion
D01	Safety of EOC against consequence of accidents
D01.1	Safety against process hazards (i.e., fire, explosion)	7
D01.2	Safety against toxic gas infiltration	7
D01.3	Safety against natural and ecological hazards (i.e., flood, earthquake, …)	7
D01.3.1	Resistance of EOC against the most violent flood in the past 500 years for newly constructed buildings and past 100 years for existing buildings (UFC 141-01, 3.5.1.3)	7
D01.3.2	Resistance of EOC against the most violent earthquake in the past 100 years (ASTM E2668, Sect. 6.6.1)	7
D01.3.3	Resistance of EOC against region-specific natural hazards (i.e., tsunami, volcano, …)	7
D02	Proper accessibility to EOC for main members of team	5
D03	Space and environment of EOC
D03.1	Height of ceiling (at least 3 m according to UFC 141-01, 4.2.6.8)	3
D03.2	Specification of proper space per person according to domestic regulations	3
D04	Sound proof walls	1
D05	Layout of center furniture
D05.1	Assignment of specific area to each group (operation, planning, …)	3
D05.2	Existence of enough public area for meetings and gathering	3
D05.3	Proper location of screen display (so everyone can see it easily)	5
D05.4	Proper location of each group (operation, planning, …)	5
D05.5	Proper location of entrance	3
D05.6	Specification of each person’s place in the group with name plates	3
D05.7	No physical/sonic interference between groups	3
D05.8	Specific and accessible place for documents	5
D05.9	Specific and accessible place for office supplies	3
D06	Assignment of space for rest (sufficient area for 25% of involved persons)	1
D07	Dedicated dining area	1
D08	Easy access to toilets	1
D09	Surveillance system for entrance and exit	3
D10	Protection against internal fire	7
D11	Firefighting facilities (detectors, portable extinguishers, …)	7
Sum

C. Communication facilities

Code	Item	Weight factor	Status				Weighted score
			Fully meets the criterion	Substantially meets the criterion	Partially meets the criterion	Does not meet the criterion
C01	Phones
C01.1	Availability of at least one landline for each group)	7
C01.2	Satellite phone	5
C01.3	Ring light phones	3
C01.4	Headset for phones	3
C02	Walkie-talkie with specified radio channel	5
C03	Proper facility for paging and intercom	3
C04	PCs/laptop
C04.1	One computer system should be connected to display, and other one should be connected to Internet or intranet	7
C04.2	Computers being used just in EOC (not dual-use)	3
C04.3	Protected by antivirus software	3
C04.4	Proper software installed	5
C04.5	Availability of technical and process data about plant on computers	5
C05	CCTV and recording system (video and voice recording)	1
C06	Phone and radio communication recording system	1
C07	Television	3
C08	CD/DVD player	1
C09	Video projection or LCD (at least three displays are needed for news, operation status, operation command)	5
C10	Internet access	5
C11	Fax (one for receiving and one for sending)	3
C12	Photocopier	3
C13	Online access to weather forecast	3
C14	Display of plants CCTVs	3
C15	Access to control and monitoring systems of plant	3
C16	Emergency phone numbers (internal/external)	5
C17	Megaphone	3
C18	Regional maps	5
C19	Plant layout drawings	7
C20	Special location’s maps (i.e., nuclear power plants, hospitals,…)	5
Sum

A. Stationery and office supplies

Code	Item	Weight factor	Status				Weighted score
			Fully meets the criterion	Substantially meets the criterion	Partially meets the criterion	Does not meet the criterion
A01	Large table for group meetings	3
A02	Specific desk for each group	5
A03	Name plate for team members	1
A04	Ergonomic chairs	3
A05	Whiteboard (at least two), whiteboard markers	5
A06	Files for documents	5
A07	Large digital clock	5
A08	Flashlight	3
A09	Spare batteries	3
A10	Diesel generator with fuel for at least two days	7
A11	UPS for all critical apparatuses	7
A12	Office supplies
A12.01	Pencil	5
A12.02	Pen	5
A12.03	Paper	5
A12.04	Glue	3
A12.05	Highlight marker	3
A12.06	Folders	3
A12.07	Stapler	3
A12.08	Sticker	3
A12.09	Scissors	3
A12.10	Punch	3
Sum

W. Welfare

Code	Item	Weight factor	Status				Weighted score
			Fully meets the criterion	Substantially meets the criterion	Partially meets the criterion	Does not meet the criterion
W01	Lighting system
W01.01	Lighting system with at least 500 lx luminous flux per unit area	5
W01.02	Lighting system designed according to UFC 3 530 01	5
W01.03	Lighting dimmer controller	1
W02	Air ventilation system (20 CFM per person)	5
W03	Proper heating system	5
W04	Proper cooling system	5
W05	Enough number of toilets	3
W06	First aid kit	7
W07	Proper PPE for all identified hazards	7
W08	Drinking water storage	3
W09	Dry food storage	3
W10	Glass, plate, and cutlery	1
W11	Trash bin	1
W12	Proper facilities for rest	1
W13	Tissues	1
W14	Water dispenser	1
W15	Supply for hygiene facilities
W15.1	Toothpaste and toothbrush	1
W15.2	Towels	1
W16	Fridge, microwave heater	1

I. Procedures and audits

Code	Item	Weight factor	Status				Weighted score
			Fully meets the criterion	Substantially meets the criterion	Partially meets the criterion	Does not meet the criterion
I01	Procedures
I01.1	Procedure for changing the configuration in case of EOC being dual-use	5
I01.2	Layout of center equipment (in case of being dual-use)	5
I01.3	Procedure for updating any document in EOC in case of any change or periodically	5
I01.4	Procedure for updating emergency phone numbers in case of any change	5
I01.5	Procedure for EOC activation	5
I01.6	Procedure for EOC deactivation	5
I02	Regular audit and inspection
I02.1	Inspection of EOC facilities (every 3 months)	3
I02.2	Inspection of the communication facilities functionality (every 3 months)	3
I02.3	Inspection of computer and display systems (every 3 months)	3
I02.4	Inspection of CCTVs and recording systems (every 3 months)	3
I02.5	Inspection of CD/DVD player (every year)	3
I02.6	Inspection of Internet connection (every month)	3
I02.7	Inspection of photocopier and fax devices (every 3 years)	3
I02.8	Inspection of weather forecast and display system (every month)	3
I02.9	Checking maps and process documents whether updated or not (every year)	3
I02.10	Checking internal and external emergency contacts whether updated or not (every year)	3
I02.11	Checking office supplies, i.e., whiteboard markers, pens, …. (every 3 months)	3
I02.12	Checking the digital clock (every 6 months)	3
I02.13	Making sure that spare batteries are supplied	3
I02.14	Checking the emergency generator (every 6 months)	3
I02.15	Checking the UPS (every 6 months)	3
I02.16	Making sure whether the luminous flux per unit area (LUX) is sufficient in EOC	3
I02.17	Making sure that ventilation system (including heating and cooling system) is functional	3
I02.18	Inspection first aid kit (every year)	3
I02.19	Inspection water and dry food storages (every 6 months)	3
I02.20	Inspection breathing apparatuses if there is any (every 6 months)	3
I02.21	Regular training workshop to recall responsibilities, how to activate EOC and how to use the location of EOC facilities and equipment	3