“Readiness” -24 hr +24 hr +48 hr +72 hr Week 1 Week 2 30 days 90 days 6 mo.

Program - DR Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

AO(s) / USO Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

Affiliate(s)/NO(s) Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

Communications Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

RD ChecklistPg. 2

Checklist Checklist Checklist Checklist Checklist Checklist Checklist Sample Email

Checklist

Finance Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

HR/LOD Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

Legal Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

GRA Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

SLT/SMG Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist Checklist

** Level I, II, or III

decision made

Level II, III content only

Disaster Response Playbook

2

12

22

32

42

52

62

72

82

92

• Anticipated Cat 2 or 3 hurricane – HQ DR3 hosts Readiness Call with SSO/Affiliates

• DR3 Standards and Polices• DR3 Guidelines• Cut Sheets• SOPs in place for coordination• FAQ – US entities• Readiness Reminder (US)• Standardized Email to AVPs that we’re tracking event

DR3 Team: Senior Director; Director, Field Operations; Associate Director, DR Strategic Support; Associate Director, Field Operations; Disaster Corps Specialist

Team: Disaster Response Phase: READINESS

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(slow onset disaster)• DR Portal activated by Program• Sr. Director consults with Program VP to verify

capacity of affiliated organization to respond if hit by approaching hazard—green/red decision

• Sr. Director informs VPs of RD and Communications of decision; jointly two further decisions are made 1) pro-actively fundraise, and 2) place donation link on www; draft statement

Sr. Director

Team: Disaster Response Phase: -24 Hours

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(rapid onset disaster)

• Sr. Director contacts Program VP to verify capacity of affiliated organization; “Go” / “No Go” decision; Pre-approved statements selected (A, B or C)

• “Go” Sr. Director consults with VPs of RD and Communications: w/ their OK contacts DR³ Task Force to initiate web posting (statement, donation link)

• DR Portal activated (US Portal)(both rapid and slow-onset disasters)

• Affiliate Support Center initiates Rapid Assessment outreach to US affiliates

• Program and Communications conduct Rapid Assessment (International)

DR3 Team

Team: Disaster Response Phase: +24 Hours

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US

• Rapid assessment completed; shared with SSO(s), posted on US DR SharePoint Site

• Situation report sent by Sr. Dir. to VPs of Program, Communications and RD

• Sr. Director initiates daily briefing calls with Inter-Dept DR³ Briefing (Intnl) or Inter-Dept DR³ Briefing (US); notes sent by HQ DR3

DR3 Team

Team: Disaster Response Phase: +48 Hours

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• Detailed Assessment completed using Form• Situation report sent• Sr. Director meets with VPs of Program, Communications,

RD, EVP Program and CEO; Response Level decided (I, II or III); Sr. Director shares using Sample Email

• Program models/messaging drafted w/ Program staff; Sample Language

• Sr. Director continues daily briefing calls with Inter-Dept DR³ Briefing (Intnl) or Inter-Dept DR³ Briefing (US); notes sent

DR3 Team

Team: Disaster Response Phase: +72 Hours

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• Sr. Director continues daily briefing calls with Inter-Dept DR³ Briefing (Intnl) or Inter-Dept DR³ Briefing (US) as needed; notes sent

• DR³ HQ updating RD & Communications concept note with programmatic details

• DR³ HQ review & consult on all concept notes and proposals going out

• DR³ HQ review revenue report from RD• Project Management Team (HQ, AO, NO) meeting

daily for Level II/III responses

DR3 Team

Team: Disaster Response Phase: Week 1

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• Sr. Director continues daily briefing calls with Inter-Dept DR³ Briefing (Intnl) or Inter-Dept DR³ Briefing (US) as needed; notes sent

• Project Management Team (HQ, AO, NO) meeting daily/biweekly for Level II/III responses

• DR³ HQ review & consult on all concept notes and proposals going out

• DR³ HQ review revenue report from RD• DR³ HQ updating RD & Communications concept

note with programmatic details

Insert team members

Team: Disaster Response Phase: Week 2

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• Sr. Director continues daily briefing calls with Inter-Dept DR³ Briefing (Intnl) or Inter-Dept DR³ Briefing (US) as needed; notes sent

• Project Management Team (HQ, AO, NO) Meeting daily/biweekly for Level II/III responses

• DR³ HQ review & consult on all concept notes and proposals going out

• DR³ HQ review revenue report from RD• DR³ HQ updating RD & Communications concept

note with programmatic details

DR3 Team

Team: Disaster Response Phase: 30 Days

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(By this time the HQ RD team should be mostly disengaged and AO Project Manager should own all decisions and communication with other departments.)

DR3 Team

Team: Disaster Response Phase: 90 Days

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NA

Insert team members

Team: Disaster Response Phase: 6 Months

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• SSO Disaster Preparedness and Response Plan – Advanced

• Training through SSOs• SalesForce up to date• SOP in place for

coordination

USO: Insert team members

Team: AO(s)/USO Phase: READINESS

• DR manual – AP• DR manual – LAC• DR Action Plan -- EMEA

AO: Insert team members

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Team: AO(s)/USO Phase: -24 Hours

• USO

USO: Insert team members

• AO

AO: Insert team members

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Team: AO(s)/USO Phase: +24 Hours

• Assess Affiliate capacity

USO: Insert team members

• Assess NO capacity• AO

Media release sample

AO: Insert team members

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Team: AO(s)/USO Phase: +48 HoursUSO: Insert team membersAO: Insert team members

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Team: AO(s)/USO Phase: +72 HoursUSO: Insert team membersAO: Insert team members

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Team: AO(s)/USO Phase: Week 1USO: Insert team membersAO: Insert team members

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• Media release

Team: AO(s)/USO Phase: Week 2USO: Insert team membersAO: Insert team members

Back to Home Page

Team: AO(s)/USO Phase: 30 DaysUSO: Insert team membersAO: Insert team members

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Team: AO(s)/USO Phase: 90 DaysUSO: Insert team membersAO: Insert team members

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Team: AO(s)/USO Phase: 6 MonthsUSO: Insert team membersAO: Insert team members

Back to Home Page

Team: Affiliate(s)/NO(s) Phase: READINESS

• What Affiliates and SSOs need to know

Affiliate: (Insert team members) Sr. Dir.-US Engagement

• NO

NO: (Insert team members) AO Dir.—DR3, Sr. Dir.-IRD

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Team: Affiliate(s)/NO(s) Phase: -24 Hours

• Affiliate

Affiliate: Insert team members

• NO

NO: Insert team members

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Team: Affiliate(s)/NO(s) Phase: +24 Hours

• Affiliate

Affiliate: Insert team members

• NO

NO: Insert team members

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Team: Affiliate(s)/NO(s) Phase: +48 Hours

Affiliate: Insert team members NO: Insert team members

• Affiliate • NO

Back to Home Page

Team: Affiliate(s)/NO(s) Phase: +72Hours

Affiliate: Insert team members NO: Insert team members

• Affiliate • NO

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Team: Affiliate(s)/NO(s) Phase: Week 1Affiliate: Insert team members NO: Insert team members

• Affiliate • NO

Back to Home Page

Team: Affiliate(s)/NO(s) Phase: Week 2

Affiliate: Insert team members NO: Insert team members

• Affiliate • NO

Back to Home Page

Team: Affiliate(s)/NO(s) Phase: 30 DaysAffiliate: Insert team members NO: Insert team members

• Affiliate • NO

Back to Home Page

Team: Affiliate(s)/NO(s) Phase: 90 DaysAffiliate: Insert team membersNO: Insert team members

• Affiliate• NO

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Team: Affiliate(s)/NO(s) Phase: 6 MonthsAffiliate: Insert team members NO: Insert team members

• Affiliate • NO

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Partner Comms: • Work with RD on standard templates for donor-facing

materials– Initial tracking alert– “stay tuned” for response– Initial response/needs

• Get knowledge about GIK needs• Messaging about Unrestricted/Restricted (to SLT/SMG)• Selling” the concept of “products” delivered to disaster

area • Decide in advance how third-party fundraisers work• Prepare scripts for donor videos

– Short – Generic video: super at end with details

Media Relations/Web• Pre-write materials + (-24) web items have

generic disaster photos ready• Get on all “how to help” lists• ID media spokespersons and have them trained ahead of

time

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

Team: Communications Phase: READINESS

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Photo/VideoContract freelance video/photographers/writers for immediate response on location, in EMEA, LAC, AP

Brand Strategy and Special InitiativesCultivate list of celebrities to post social media messages on our behalf

OtherPathways to Permanence (P2P) talking pointsTalking points re: different disasters/varied regionsIdentify media spokespersons/media outletsPlan for regular reports to mediaA/P Communications Handbook

Photo/Video/Web• Decide what website gets promoted: HFHI vs. AO?• Assess assets for region: photos/videos/overview• ID AO/NO resources• Assess video/photo team available to deploy• Web team to feature the current actions

PR/Media• Review media outlet list: target specific outlets to be interviewee of

choice when it hits• Notify HFH/HFHI network re: pending disaster/response

Team: Communications Phase: -24 Hours

Donald Bonin, Duane Bates, Rowena Sara, Shala Carlson

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Web/Social Media• On website no later than 8 hours • Acknowledge disaster (even if no plan yet)• Put web portal for donations up • Tell the “call to action” aggressively: “donate here”• Messaging on tips for individuals/family recovery on social media • Get active on twitter, FB with updatesPartner Comm• Create web banners for partner sitesPhoto/Video• Plan for images from the field incorporated into all communications channelsPR/Media• Get SMEs on any outlet possible [ Kip + team, JTR, local leader, Mike)• At minimum message about Habitat DR general work• Announce Habitat’s formal response in press release.

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

Team: Communications Phase: +24 Hours

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• Continue to monitor and update Partner Comms, Media, Web and Social Media as necessary.

• Continue to pitch SMEs to appropriate media outlets.

Team: Communications Phase: +48 Hours

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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Partner Comms• Develop talking points for partners/stakeholders• Finalize one sheet re: area + photos, etc.Media/PR• Start using term “re-build” even if details are not yet known• Monitor all “how to help” lists online• Keep pushing SMEs to mediaWeb/Social Media• Re-prioritize calendar of messaging (also in + 24, 72+) • More aggressive in updating website, media outlets social, apps• Monitor all “how to help” lists online• Internal HFH/HFHI updates- my.habitat/ staff

Team: Communications Phase: +72 Hours

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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• Monitor new information from the field and update Partner Comms, Web, Media, Social Media as necessary.

Team: Communications Phase: Week 1

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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Partner Comms• Donor-facing materials “updates from field”PR Media• Align HFHI/ affiliate/NO communications plan• Pitch segments- walk-through and need• Get stories out (internally and externally) regarding

early progress• DR portals kept updated

Team: Communications Phase: Week 2

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson; Jennifer Lindsey

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• Update Partner Comms, Web and Social Media as necessary.

Team: Communications Phase: 30 Days

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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Program Comms/PR/Media• Updated materials reflecting program updates• Story telling– Donors and the impact they have had– Program expertise/leadership– “Rebuilding” as our core role.

Team: Communications Phase: 90 Days

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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Partner Comms/PR/Media• 6- month recap of response/relief efforts• Assemble DR response team, timeline for 1-

year update

Team: Communications Phase: 6 Months

Donald Bonin, Tami Griffin, Duane Bates, Rowena Sara, Shala Carlson

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RD Collaboration• 2-page donor-facing collateral template ready• Initial staff email template• Prospect research• Advisory Group across all fundraising channels (GDC plus ex-AWOH cabinet?)

Corporate Relations/Foundations Relations (see checklist here)Internal• Develop key talking points and train fundraisers on key points (restricted vs. unrestricted; what happens with employee/consumer online fundraising gifts; process for disaster alert

emails, etc.)• Create a how to partner with Habitat during a disaster document and web page.• Create and distribute a form to determine current partner/prospect interest in supporting our DR3 work. Use this to pre-identify donors and create email/phone lists. Forms to be

distributed by PSMs to current partners and used in future prospect discussions. • Create standard process for BBEC coding and train fundraisers.• Flag partners/prospects that have indicated interest in BBEC so queries can be pulled.• Develop strategy and criteria for fundraising page creation process. • Develop a form for partners/fundraisers/PSMs to complete for creating fundraising pages including designation information. Forms to be distributed by Ajani and/or PSMs to current

partners and used in future prospect discussions. • Create Employee Engagement and Corporate Fundraising page templates.• Work with Web team to develop donation web banner templates. • Work with DM team to develop email blast procedures. Share the pre-determined list with them and put strategy into action. Make sure fundraisers are placed on the list for

awareness and so that they can forward the information to other prospects on the mass email.• Work with Partner Services to develop phone call list procedures and put them in place. • Work with Comms on standard templates for donor-facing materials (3 email templates and project overview document) and photo/video sharing strategy. • Customized page templates are developed for partners where the need was pre-determined.• Collaborate with Finance to determine a list of appropriate source codes that can be quickly activated when a disaster strikes. • Collaborate with Legal to develop a Disaster agreement template. External• Meet with donors (on-going) to educate on HFHI disaster response product and plan; share communications strategy – webinars, quarterly reports, etc.• Secure partner commitment to be an “on call” donor when a disaster strikes. Determine the level of support they might provide.• Gather logos and language for web page templates where appropriate.

Team: Resource Development Phase: READINESSLead Team: SVP-RD, Deputies-RD, Sr. Dir-IRD, Sr. Dir.-US Engagement, Sr. Dir-RD Support, Sr. Dir-Int’l Communications, Dir-DevComm, Dir-Int’l Collaboration, DR3 team

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DM• To Do Checklist• Prepare Draft Copy and Copy Pre-Approval: Appeal Urgent Gram, Prospecting Urgent Gram, E-mail Appeal,

Prospecting Buckslip, FAF tool• Artwork Pre-Approval: Urgent Gram, Emails, FAF banner, TM Scripts and Fulfillment Letters, Fulfillment

artwork• Emergency Mailplan created and pre-approved• Pre-clear lists for Disaster merge• Canvassing and Test Messaging pre-approved• Direct Radio pre-approved

Team: Resource Development Phase: READINESSLead Team: SVP-RD, Deputies-RD, Sr. Dir-IRD, Sr. Dir.-US Engagement, Sr. Dir-RD Support, Sr. Dir-Int’l Communications, Dir-DevComm, Dir-Int’l Collaboration, DR3 team

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• Alert Lead Team (see list above) • Alert/convene Task Force along with DR• Review steps for +24 and +48 hours

Corporate Relations• Email sent to pre-identified corporate donor list – “Habitat is on

alert.”• Alert fundraisers of an impending disaster and its location. Remind

them that an email went out to their donors/prospects. • Ready Web Team that there will be a need for fundraising pages.• Ready Web Team for web banner needs. • Ready Comms to develop initial talking points.

SVP, Deputies, Sr. Dir-DR3, Sr. Dir-IRD, Sr. Dir-Org Outreach, Dir-IRD

Team: Resource Development Phase: -24 Hours

Back to Home Page

DM• See attached plan• Inbound TM – up and running, 1-800#

adjusted• Online and Email prep

SVP, Deputies, Sr. Dir-DR3, Sr. Dir-IRD, Sr. Dir-Org Outreach, Dir-IRD

Team: Resource Development Phase: -24 Hours

Back to Home Page

• Push out staff email• Monitor briefings• Communicate with internal response team• Fundraisers complete HFHI Terms Sheet• Disaster coding process -- sample

Corporate Relations• Email to donors (pre-identified corporate donors) – 2nd Template. Update on disaster and Habitat assessment (if available).

How to partner with Habitat during a disaster document added to email.• Calls placed to partners “on call.”• Talking points distributed to fundraisers.• Fundraising push. Develop pipeline from pre-determined list of donors according to the type of disaster (domestic,

international, etc.). • Donors with DR3 funds in house are asked if it (or a portion of it) should be activated for this disaster. • Get source codes for fundraising pages and web banners. • Reminder on BBEC coding instructions are distributed to fundraisers.• Distribute agreements &/or pledge/gift documents to fundraisers to be signed by partners.• Web tools activated - templates and new. • Manage the giveatwork@habitat.org and CorporatePartnerships@habitat.org email boxes for partnership requests. Prospect

assignments will be made according to fundraiser territories and supervisor approval process. • Additional distribution of how to partner with Habitat during a disaster document to prospects and current partners where

appropriate.

Sr. Dir-DR3, Deputy-DM, Sr. Dir-Org Outreach, Sr. Dir-IRD, Dir.-IRD

Team: Resource Development Phase: +24 Hours

Back to Home Page

DM• Determine Scope of disaster and necessary to

ols• Rework copy with specifics included: Mail,

email, TM, Direct Radio, Canned PSAs• Push out Emergency Email• FAF site posted/pushed out• Determine PR events to hold

Sr. Dir-DR3, Deputy-DM, Sr. Dir-Org Outreach, Sr. Dir-IRD, Dir.-IRD

Team: Resource Development Phase: +24 Hours

Back to Home Page

• Monitor briefings• Communicate with internal response team• Review steps for +72 hours and + Week 1• Fundraisers complete HFHI Terms Sheet

Corporate Relations• Continue fundraising push and work on fundraising web pages.• Email box and phone requests are managed - prospect assignments continue. • Photos and/or video are made available to donors for their sites. Shared via web

application. • Grant applications completed for pre-determined list as well as other partner

opportunities that arise.• Pipeline management - Fundraisers are asked if there are new prospects that

should be included since pre-determined list was created. New requests are also added.

Dir-DR3 strategy, Sr. Dir-IRD, Dir-IRD

Team: Resource Development Phase: +48 Hours

Back to Home Page

DM • Show PSAs• Run Direct Radio Spot• Text Message sent• FAF daily reports• Review of inbound phoning

Dir-DR3 strategy, Sr. Dir-IRD, Dir-IRD

Team: Resource Development Phase: +48 Hours

Back to Home Page

• Notify RD of response Level 1, 2 or 3• Set limit for amount to commit ($500k, $1M, etc?) Process• Complete HFHI Terms Sheet

Corporate Relations• Email #3 template updated: follow-up to partners and fundraisers

with update on disaster and Habitat response (I, II, III). • Continue fundraising push and work on fundraising web pages.• Email box and phone requests are managed - prospect

assignments continue. • Pipeline management continues.

Deputy-CFI, Deputy-IG

Team: Resource Development Phase: +72 Hours

Back to Home Page

DM• Canvassing starts• Begin TM outbound efforts• Daily TM reports• President/Country Officer Conference call• Urgent Gram mails• Reevaluate mailing schedule • TM monitoring sessions/script• Monitor tray counts

Deputy-CFI, Deputy-IG

Team: Resource Development Phase: +72 Hours

Back to Home Page

• Weekly memo to RD team of response• Update 2-page, donor-facing collateral • Encourage CFI and IG teams to follow up • Monitor briefings• Communicate with internal response team• Review Steps for Weeks 2 & 3

Corporate Relations• Continue fundraising push and work on fundraising web pages.• Distribute any donor-facing collateral to donors.• Reporting of fundraising page totals to partners.• Pipeline management continues. DM• Reproject designated and non designated income• Weekly stats

Team: Resource Development Phase: Week 1

Sr. Dir.-IRD, Dir.-IRD, Dir-DevComm

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• Weekly memo to RD team of response• Monitor briefings• Communicate with internal response team• Highlight initial donor response

Corporate Relations• Email follow-up if necessary. • Fundraisers develop more complex proposals.• Reporting of fundraising page totals to partners. • Pipeline management continues.

Team: Resource Development Phase: Week 2

Sr. Dir.-IRD, Dir.-IRD, Dir-DevComm, CFI/IG

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• Update 2-page, donor-facing collateral • Sample email to RD team• Monitor briefings, continue weekly• Begin bi-weekly status memo to full RD team• Communicate with internal response team• Review steps for Months 2 & 3• Begin donor recognition

Corporate Relations• Continued fundraising and proposal development. • Reporting of fundraising page totals to partners. • Pipeline management continues.

Team: Resource Development Phase: 30 Days

Sr. Dir.-IRD, Dir.-IRD, Dir-DevComm, CFI/IG

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• Update 2-page, donor-facing collateral• Monitor briefings as held• Communicate with internal response team• Continue/add donor recognition

Corporate Relations• Electronic distribution of status update. Communicate

early success stories. • Continued reporting to partners. • Pipeline management continues.

Team: Resource Development Phase: 90 Days

Deputies, Sr. Dir.-IRD, Sr. Dir-Int’l, Comm,Dir.-IRD, Dir-DevComm

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• Evaluate readiness and execution of RD response for disaster response

• Set timetable to decide date to stop active fundraising• Set timetable to complete review and revision

Corporate Relations• Distribution of stewardship report – status of our work

there. • Pipeline management continues.• Recognition of DR3 gifts (annual report, web pages, etc.)

Team: Resource Development Phase: 6 Months

Deputies-RD, Sr. Dir-DR3, Sr. Dir-IRD, Sr. Dir.-US Engagement, Sr. Dir-RD Support, Sr. Dir-Int’l Communications, Dir-DevComm

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• At the start of each fiscal year, a new set of project codes are set up in Team Approach and Navision

• Codes are 21FY001 – 21FY010 where FY represents the last two digits of the fiscal year

• If more than 10 disaster codes are needed, more will be added later in the year using the same numbering sequence

Gary Fruechtenicht – Senior Manager –Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: READINESS

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• If a disaster requiring a response from HFHI is upcoming, inform Kip of our whereabouts and best way to contact us so we can expedite set up of codes.

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: -24 Hours

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• Receive info on disaster response name from appropriate personnel and assign and activate the project code in Team Approach and Navision

• Inform everyone on the distribution list of the code – Disaster coding process sample

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: +24 Hours

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• Discuss with team whether any other codes are needed for disaster response– Example: event codes to track separate

components of response• Discuss with team who will “own” the project

over the life of the response– Example: initially managed by DR but eventually

transitioning to US Group or International AO

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: +48 Hours

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Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: +72 Hours

Back to Home Page

• Standing by for further interaction with team

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: Week 1

Back to Home Page

• Standing by for further interaction with team

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: Week 2

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• Standing by for further interaction with team

• Providing requested reporting on project code• Provide support for any questioned items on

report

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: 30 Days

Back to Home Page

• Providing requested reporting on project code• Provide support for any questioned items on

report

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: 90 Days

Back to Home Page

• Providing requested reporting on project code• Provide support for any questioned items on

report

Gary Fruechtenicht – Senior Manager – Financial ReportingRobert Sanders – Senior Financial Analyst – Financial Reporting

Team: Finance Phase: 6 Months

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• Staffing: Available rosters for immediate and longer term responders

• Onboarding: Assimilating external hires into the organization and HFHI culture

• Training: Skills development opportunities for local staff and international hires

• Organizational Development: Design & Staffing feasibility of on-the-ground organization

• Staff Relations: Improve harmonization between international and local staff once organization up and running

Team: HR/LOD Phase: READINESS

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

• Research Specific Country:– Review local hiring requirements for country

and international employee requirements

• Review Security/Travel Safety and Risks– Phone Numbers, Contact Information– Gain insight into process of bringing

internationals into country

Team: HR/LOD Phase: -24 Hours

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

Team: HR/LOD Phase: +24 Hours to 7 Days

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• Staffing would begin deploying HFHI staff, who are a part of the DR First Wave Roster, to the disaster-affected area

• It is anticipated that these individuals would be in the disaster-affected area for a period of 15 to 90 days.

• These employees are members of the 7 primary disciplines needed in a disaster response, which are: Programs, Finance, Program Support (SMEs), HR, Grant Compliance & Donor Reporting, IT, and Communications.

• External contractors hired to assist with assessment for a duration of 2 weeks to a month

• HR begins early work with HQ DR & Operations Lead to design org structure.

Team: HR/LOD Phase: Week 2

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

• Operations Lead works with HQ & AO HR, the NO National Director, the HQ DR and HQ & AO Finance to confirm structure and size of organization needed based on the number of families that HFHI has committed to serving

• The final headcount, design and financial size of the organization will ultimately rest with the Senior Management Group (SMG)

• HQ Staffing launches recruitment for approved positions

Team: HR/LOD Phase: 30 Days

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

• Provide on-going HR Support• Continue recruitment of approved positions• At the end of the first 90 days it is determined

if the HFHI or HFH staff member on loan, is going to stay in the DR country in that role, then it moves to the offer approval and offer processes

Team: HR/LOD Phase: 90 Days

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

• HFHI leadership determine the HQ’s on-going presence the country and HR takes action accordingly based on that decision

Team: HR/LOD Phase: 6 Months

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Connie Steward Jeff Brock Jae Early Bret WalkerJason Walker Bonnie Sullivan Noah Benjamin

Templates

Anti-terrorism/anti-corruption

certification form

GIK Pledge Form

Cash Contribution Pledge Form

ESK Distribution

Sub-grant and implementing

partner agreements

Training

Links to IRS Materials on

disasters

General RD training

Template Training / FAQ’s

ERM Training

Compliance Training (OFAC,

immigration requirements, etc.)

Sample Policies*may already exist in other departments

Business Continuity

Disaster Preparedness

Safety and Security

Team Members:Liz Blake Aaron LewisNill Toulme Hilary HarpSabrina Fitze

Team: Legal Phase: READINESS

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• Research Specific Country:– Review entry requirements for HFHI staff,

volunteers– Research and discuss OFAC requirements

• Review Security/Travel Safety and Risks– Phone Numbers, Contact Information– Review Insurance Policy for possible coverage

requirements– Establish Point Person

Insert team members

Team: Legal Phase: -24 Hours

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• Assist with immediate issues regarding security, evacuation, etc.

Insert team members

Team: Legal Phase: +24 Hours

Back to Home Page

• Assist with immediate issues regarding security, evacuation, etc.

Insert team members

Team: Legal Phase: +48 Hours

Back to Home Page

• RD Support:– Support for templates used by RD– Prepare donor-specific agreements, riders to existing

agreements• Insurance: Review possible claims and coverage by

insurance• Implement research from -24 Hours to get HFHI staff,

volunteers in country• Compliance – implement research regarding OFAC, etc.• Program Support:

– ESK distribution contracts– Other immediate needs

Insert team members

Team: Legal Phase: +72 Hours

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• RD Support:– Support for templates used by RD– Prepare donor-specific agreements, riders to existing agreements

• Insurance: Review possible claims and coverage by insurance• Implement research from -24 Hours to get HFHI staff,

volunteers in country• Compliance – implement research regarding OFAC, etc.• Program Support:

– ESK distribution contracts– Other immediate needs

Insert team members

Team: Legal Phase: Week 1

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• RD Support:– Complex Grants– Corporate Programs

• Program Support:– Discuss long-term Program needs, e.g.

warehouses, leases, etc.– Registration needs

Insert team members

Team: Legal Phase: Week 2

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• RD Support:– Complex Grants– Corporate Programs

• Program Support:– Discuss long-term Program needs, e.g.

warehouses, leases, etc.– Registration needs

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Team: Legal Phase: 30 Days

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• RD Support:– Complex Grants and Foundations– Corporate Programs

• Program Support:– Discuss long-term Program needs, e.g.

warehouses, leases, etc.

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Team: Legal Phase: 90 Days

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• Long-term compliance and maintenance• Lessons learned are used to adapt

“Preparedness” phase.

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Team: Legal Phase: 6 Months

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Domestic—• Participate in U.S. disaster policy related coalitions • Maintain and build relationships with U.S. disaster related (i.e. Red Cross, Save the

Children, NVOAD, etc.) and affordable housing nonprofit organizations (Enterprise Community Partners, etc.) that engage in disaster recovery

• Maintain and build relationships with U.S. federal agencies, including FEMA and HUD, that engage in housing disaster response and recovery

• Advocate for national disaster policies that impact Habitat affiliates with support from DR (Giovanni Taylor-Peace)

International—

Christopher Ptomey & Elisabeth Gehl (domestic), Chris Vincent, Jane Katz & Dan Petrie (international)

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Team: GRA Phase: READINESS

Domestic—• Begin reaching out to U.S. affordable housing and disaster related nonprofit

partners to gauge their immediate response• Join daily HFHI meetings, emails and calls about the disaster for the

foreseeable future

International—

**GRA is dependent on DR to share their immediate updates about the disaster so that we can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: -24 Hours

Domestic—• Reach out to members of Congress and their staff

representing the areas impacted by the disaster

International—

**GRA is dependent on DR to share their immediate updates about the disaster so that we can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: +24 Hours

Domestic—• Begin collaboration with other U.S. disaster related and

affordable housing nonprofits responding to the disaster

International—

**GRA is dependent on DR and Communications to share their updates and messaging about the disaster so that GRA can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: +48 Hours

Domestic—• Assess what legislative action Congress might take in response

to the disaster

International—

**GRA is dependent on DR and Communications to share their updates and messaging about the disaster so that GRA can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: +72 Hours

Domestic—• Develop HFHI’s policy recommendations to influence forthcoming

Congressional legislation in response to the disaster

International—

**GRA is dependent on DR and Communications to share their updates and messaging about the disaster so that GRA can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: Week 1

Domestic—• Share HFHI’s policy recommendations with nonprofit partners and

advocate with partners around common policy goals pertaining to housing disaster recovery

International—

**GRA is dependent on DR and Communications to share their updates and messaging about the disaster so that GRA can relay that to policymakers and other stakeholders.

Christopher Ptomey & Elisabeth Gehl (domestic); Chris Vincent, Dan Petrie & Jane Katz (international)

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Team: GRA Phase: Week 2

Domestic—• Meet with members of Congress and their staff about HFHI’s

policy recommendations to influence any forthcoming legislative disaster response package

International—

**GRA is dependent on DR and Communications to share their updates and messaging about the disaster so that GRA can relay that to policymakers and other stakeholders.

Elisabeth Gehl (domestic); Piper Hendricks (advocacy communications); Dan Petrie & Jane Katz (international)

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Team: GRA Phase: 30 days

Domestic—• Interface with federal agencies, including HUD and

FEMA, to get them up to speed about Habitat’s response, and future disaster recovery needs

International—

**At this stage, GRA will need to collaborate with U.S. Office and Global Programs, and receive further updates from DR and Communications.

Elisabeth Gehl (domestic); Piper Hendricks (advocacy communications); Dan Petrie and Jane Katz (international)

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Team: GRA Phase: 90 days

Domestic—• Work closely with impacted affiliates to develop a comment in response to their state Disaster Response-

Community Development Block Grant (DR-CDBG) proposed action plans• Support affiliates with building productive relationships with their local and state governments• Work closely with U.S. Office around supporting affiliate application of federal government funds• Interface with state government officials to educate them about Habitat, and to make sure they include

nonprofit developers in their disaster recovery action plans • Provide technical assistance to affiliates in the impacted areas as needed

International—

**At this stage, GRA will need to collaborate with U.S. Office and Global Programs over the long-term disaster recovery phase, and receive further updates from Communications.

Elisabeth Gehl (domestic); Piper Hendricks (advocacy communications); Dan Petrie (international)

Team: GRA Phase: 6 Months

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Team: SLT/SMG Phase: READINESS

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Team: SLT/SMG Phase: -24 Hours

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Team: SLT/SMG Phase: +24 Hours

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Team: SLT/SMG Phase: +48 Hours

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Team: SLT/SMG Phase: +72 Hours

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Team: SLT/SMG Phase: Week 1

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Team: SLT/SMG Phase: Week 2

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Team: SLT/SMG Phase: 30 Days

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Team: SLT/SMG Phase: 90 Days

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Team: SLT/SMG Phase: 6 Months

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