ADMINISTRATION & LOGISTICS

FOOD & LODGING

It will be the responsibility of Recovery Administration Team to have determined which divisions may require food or lodging provisions during an emergency and to have prearranged purchase orders. A listing of suggested accommodations, showing name, location, capacity and rates must be maintained. Listings should be sufficiently comprehensive to assure availability giving due consideration to historical usage, accessibility, and usefulness. Upon notification of a need for assistance, the Services Support Team will establish a contact with each department to ensure that coordination of these support activities does not detain operating personnel from their primary tasks. In the event that conditions preclude supplying the expected services from restaurants or lodging facilities, the Services Support Team will arrange for alternative sources.

In this capacity, it will be the responsibility of the Services Support Team to:

• Contact selected restaurants and lodging facilities that a major emergency condition exists and that their services will be required for the estimated duration of the emergency.
• Coordinate with the operating departments at staging or emergency sites the expected restaurant/caterer service.
• Maintain contact with the selected restaurant/caterers to handle any problems that may arise.
• Contact hotels/motels every day to confirm or cancel reservations.
• Determine if other company facilities can be used to feed or lodge employees.
• Provide security at staging or company sites if required.

MATERIALS

Procedures should exist to ensure that adequate materials are immediately available for emergencies. Inventories of emergency related materials should be reviewed continuously to ensure adequate stocking levels.

During emergencies, it is essential to ascertain where shared materials are located, the source of the materials, and the method of transfer to the emergency staging site.

During emergencies, the Support Services Team will be responsible for coordinating material usage with the Response Teams. Depending on the extent of the emergency, the Support Services Team may set up temporary material distribution centers or send materials to emergency staging areas. Existing storerooms or storage facilities will be accessible at all times. The Team Leader of the Support Services Team needs the authority to bypass procurement channels to expedite deliveries. The Recovery Finance Team is responsible for setting up accounts to record charges. Normal procurement procedures and limits of authority will be used except when they would impede the restoration effort.

EMERGENCY CASH PROCEDURES

Emergency expenditures for materials or services that will be required immediately will be processed as follows:

• Emergency cash will be obtained from the Cashier's Office during normal operating hours with an Employee Advance Form in accordance with Corporate Accounting Procedures.
• After hours, the Finance emergency contact roster will be used to initiate emergency cash procedures.
• Commitment actions normally taken to satisfy the Corporate Accounting Procedures will be approved on an after-the-fact basis in accordance with the Delegation of Commitment Authority Procedure.
• Any remaining cash will be returned to the Cashier's Office.
• Each operating area will also be responsible for maintaining proper receipts and documentation detailing the use of funds. If delivery of funds to emergency sites is required, this will be coordinated by the Finance Team.

RECORD KEEPING

The generation of accurate records during an emergency is required. Each emergency situation described will require the generation and maintenance of records. These records will be used to improve the emergency plans and to provide proof of actions should there be legal issues following the disaster. The methods of the record keeping will vary, but all are important. Several categories of records and the functions are:

Damage Assessment

This is one of the important parts of disaster recovery because it helps decision makers determine how resources will be allocated as well as ensure that accurate and timely information is disseminated by the company. Each department will be responsible for keeping damage assessment records.

Evaluations

An important aspect of emergency preparedness, evaluations give an organization the ability to adapt plans based upon prior experiences. Accurate records will be necessary to accomplish these evaluations. All pertinent departmental logs and records shall be collected as data.

Communications

All contacts external to (Company) during the disaster shall be logged. All releases to the media should be written and become a part of the event record file.

SUPPORTING DOCUMENT REFERENCES

There are supporting documents from elsewhere in the company that should be referred to. Some examples in this area are:

• Delegation of Commitment Authority Procedure
• Stores Policies and Procedures Manual
• Materials Emergency Manual