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CHAPTER 7 Implement Information The HMCFS information that was prepared by the project team is reviewed by the core team in the final step of the HMCFS process. The core team then takes actions that are necessary to imple- ment the information. Closing the HMCFS life cycle by using it to make objectives a reality is crit- ical in making the HMCFS worthwhile. Also critical to HMCFS implementation is a recognition and complete appreciation of the limitations of the study. A review of the choices made in con- ducting the HMCFS will help decision makers recognize what additional information might be required to make high-level decisions. A flow chart of the HMCFS process focusing on implemen- tation is shown in Figure 7-1. 7.1 Review Objectives and Limitations Before the results of the HMCFS are implemented, the core team reviews the objectives that were set for the HMCFS and the project's limitations. This helps decision makers interpret and apply the results appropriately. Reviewing the objectives and limitations of the HMCFS involves the following: · Listing specific objectives, · Listing the HMCFS results that bear on each outcome, and · Identifying the limitations associated with each result. Decision makers should determine the extent to which HMCFS results merit actions to miti- gate, avoid, or prepare for the risk. Table 7-1 illustrates how specific objectives, results to support them, and the basis of information can be placed side by side. 7.2 Disseminate and Communicate Information HMCFS dissemination consists of the one-way communication of the results of the study to various audiences, while HMCFS communication is a two-way interaction about the results of the study with these stakeholders. The core team is responsible for both disseminating and com- municating HMCFS information. 7.2.1 Dissemination Dissemination of HMCFS results is a simple, three-step process, as follows: 1. Decide which critical results can be distributed in a one-way communication without clarification or elaboration; 69
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70 Guidebook for Conducting Local Hazardous Materials Commodity Flow Studies Figure 7-1. The HMCFS implementation process. 2. Decide to whom these critical results should be delivered, and collect contact information; and 3. Deliver the documents, videos, or presentations to the contacts listed in Step 2. Deciding what HMCFS objectives and results to disseminate may prove challenging. Infor- mation disseminated is typically limited to the simplest, most direct, and generic results stem- ming from a well-conducted HMCFS. Results at this level require little or no explanation--they are self evident. This does not mean they have no value! For example, discoveries of hazmat flows where they were previously not known to exist have clear, self-evident implications.
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Implement Information 71 Table 7-1. Example of objectives, results, basis, and recommendations. HMCFS Possible Specific Objective Limitation Results Recommendation National traffic data and VIUS hazmat data Collect more local results in "national data average" risk, not local Estimates of risk Routing hazmat Local traffic data and Begin to develop on route segment around business VIUS data result in plans for potential around business district of town "local estimates" of risk route designation district Local traffic and hazmat Take action to data results in locally implement route observed risk estimates designation 7.2.2 Communication Communication of HMCFS results to critical stakeholders is more intense and time-consuming than dissemination but also provides feedback about the validity of the study results. Commu- nicating HMCFS results can involve the following: · Scheduling and holding meetings, · Making presentations, · Holding open forums, and · Engaging in personal communication with critical stakeholders. Communication of the HMCFS information focuses on both the critical and more subtle aspects of the project that are important to critical stakeholders. Tailoring the message to the interests of each critical stakeholder will help engage them in the implementation process. Risk communication allows for the following: · Discussion and interpretation of results; · Sharing of more subtle information (e.g., impressions, suggestions); and · High-order interpretations, such as the connection between stakeholder experience and expertise and what was observed directly. Tips for Encouraging Participation FEMA's CPG 101 (2, p 3-8) lists some tips for getting active participation from planning team members. Some of these tips may be useful for HMCFS projects, including the following: · Plan ahead. Provide plenty of notice about where and when the meeting will be held. If time permits, ask team members to identify the time(s) and place(s) that will work for the group. · Provide information about team expectations. Explain why participating is important to the participants' agencies and to the community itself. · Ask the senior elected or appointed official or designee to sign the meeting announcement. A directive from the executive office carries the authority of the senior official and sends a clear signal that the participants are expected to attend.