4000 HHSC Disaster Roles and Responsibilities

Revision 20-2; Effective November 18, 2020

 

4100 Overview of HHSC Disaster Roles and Responsibilities

Revision 12-1; Effective April 24, 2012

 

Authority for the administration of the Other Needs Assistance (ONA) provision of the IHP is delegated from HHSC's office of Business and Regional Services (BRS) to its Emergency Services Program (ESP). Administration of the program is the responsibility of the ESP leader. ESP is responsible for providing program direction and technical assistance to the regions. Each region is responsible for providing a regional disaster assistance coordinator (RDAC) and HHSC volunteer staff to deliver appropriate and timely services.

The ESP represents HHSC at the State Emergency Management Council. In the State Emergency Management Plan, HHSC is the primary agency responsible for Emergency Support Function #11, Food and Water. This involves coordinating with other state agencies and volunteer organizations to provide food, water and ice to communities hit by a disaster.

 

4200 Emergency Services Program (ESP)

Revision 20-2; Effective November 18, 2020

 

The Emergency Services Program (ESP) is responsible for administration of the ONA provision of the IHP. The ESP is a component of the office of BRS. In this handbook, the federal award coordinating officer (FACO) is assigned management responsibility for the ONA. Federal regulations define the FACO as the state official assigned management responsibility for the ONA provision of the IHP.

Responsibilities of ONA Administration

The general responsibilities of ONA administration are as follows:

 

4300 State Office Support

Revision 09-1; Effective July 20, 2009

 

 

 

4310 Disaster Assistance Task Force

Revision 12-1; Effective April 24, 2012

 

A Disaster Assistance Task Force consists of representatives of state office units with specific support functions relating to the ONA provision of IHP and HHSC responsibilities as a member of the State Emergency Management Council. This task force coordinates plans for coping with disasters. If necessary, the ESP leader initiates requests for assistance from support units. The ESP leader sends requests to task force representatives, who contact their regional counterparts if the assistance is needed at the disaster site. Task force members include but are not limited to representatives from the following offices:

 

4320 System Support Services

Revision 12-1; Effective April 24, 2012

 

Business Services Department

The Business Services Department is responsible for the following functions:

Human Resource Department

Human Resource Department staff assist in resolving personnel policy issues related to the ONA. HR is responsible for:

 

4330 Office of Family Services

Revision 09-1; Effective July 20, 2009

 

Lone Star Technology

The Issuance Services Unit coordinates with HHSC Office of Family Services, USDA and the HHSC Office of Eligibility Services to determine the need for and implementation of the SNAP in disaster situations.

 

4340 Texas Department of Agriculture (TDA)

Revision 09-1; Effective July 20, 2009

 

Special Nutrition Services

Special Nutrition Services coordinates with USDA, FEMA and the Red Cross to provide commodities in disaster situations.

 

4350 Information Technology (IT)

Revision 09-1; Effective July 20, 2009

 

Production/Operations

The Production/Operations section of the Information Technology (IT) Division is responsible for production and distribution of payment files for the ONA grant payments.

 

4360 Financial Services Division

Revision 09-1; Effective July 20, 2009

 

Fiscal Management Services

Fiscal Management Services staff process the payment files for delivery to the state comptroller's office, disburse warrants to victims and provide reports for audit purposes. These duties involve the following tasks:

 

4370 Office of Inspector General (OIG)

Revision 09-1; Effective July 20, 2009

 

Office of Inspector General (OIG) staff are responsible for investigating cases of suspected criminal or administrative misconduct by state office, regional or temporary staff. In cases of suspected applicant fraud, the ESP leader refers the case to the OIG.

 

4400 Regional Offices

Revision 09-1; Effective July 20, 2009

 

Responsibilities of the Regional Director of Administrative Services

Regional directors of Administrative Services (RDASs) are responsible for appointing regional disaster assistance coordinators (RDACs). Each RDAS divides his region into areas and appoints a regional coordinator for each area; however, he designates one staff person as lead regional coordinator for the region. Regional coordinators report to the ESP leader after a disaster is declared. The ESP leader supervises regional coordinators during disaster operations.

If additional on-site administrative staff are needed during the initial two-to-three week phase of the program, RDASs may request regional coordinators to assist areas other than their own. Usually, the region in which the disaster occurs provides the administrative staff that assist regional coordinators during the first six months. In severe disasters, however, additional regional coordinators may be reassigned to assist in supervising temporary ONA staff working at the Joint Field Office (JFO) or in Austin.

RDASs evaluate recommendations from the ESP leader and regional coordinators concerning staffing needs for the Disaster Recovery Centers. If staff are not available in the affected region, the RDAS requests additional staff through the State Operations Division.

Regional Disaster Assistance Coordinators (RDACs)

ONA-related disaster assistance services may include any of the following services: