Framework

Executive Summary The overall objective of the PRO.D.I.G.Y project is to promote the use and adoption of AR/VR solutions to assist people with disabilities, first responders and companies during workplace emergencies in order to increase the safety of people with disabilities. In addition to the overall objective, a methodological framework will be developed to support the target group in achieving disability inclusion in their response to emergencies Plans. In particular, the framework will assist the target team to plan all planning activities needed to update and strengthen emergency planning to include persons with disabilities. This will include a series of steps required for a successful strategy. Introduction Workplace emergencies can strike quickly and without warning, forcing people to evacuate quickly or make quick choices to protect themselves. For the millions of people with disabilities, workplace emergencies are a real challenge. Evidence shows that people with disabilities are often forgotten when companies design their emergency response plans. The inclusion of people with disabilities in workplace emergency response is essential for their safety and the realisation of their employment rights, including through combating discrimination and creating equal opportunities. In this context, the PRO.D.I.G.Y. project aims to train people with disabilities in emergency response through the use of augmented and virtual reality exercises. The overall objective of the PRO.D.I.G.Y. project is the promotion of the use and adoption of AR/VR solutions to support people with disabilities, first responders and companies during workplace emergencies in order to increase the safety of people with disabilities. The acquired emergency preparedness training will provide people and companies with ways to prepare and protect themselves during unexpected workplace emergencies. In addition to the overall objective, the first project result intends to provide a methodological framework to support the target group in achieving the inclusion of disability in their emergency response plans. In particular, the Workplace Emergency Preparedness Methodology provides a methodological step-by-step framework to promote workplace emergency planning with disability inclusion. Terms and Definitions collection documents and items under the stewardship of an archive, library or museum, regardless of format emergency management overall approach to preventing emergencies and managing those that occur Note 1 to entry: Emergency management generally utilizes a risk-management approach to prevention, preparedness, response and recovery before, during and after potentially destabilizing and/or disruptive events. [SOURCE: ISO 22300:2018, 3.78] emergency preparedness measures and action taken in advance to mitigate the effects of possible destructive events Note 1 to entry: This includes drawing up a disaster response plan. [SOURCE: EN 15898:2011, 3.4.6] emergency response immediate phase in the aftermath of an event, consisting of gaining control, limiting the extent of the emergency and minimizing further damage hazard source of potential harm Note 1 to entry: Hazard can be a risk source. [SOURCE: ISO Guide 73:2009, 3.5.1.4] incident response actions taken to stop the causes of an imminent hazard and/or mitigate the consequences of potentially destabilizing or disruptive events and to recover to a normal situation Note 1 to entry: Incident response is part of the emergency management process. [SOURCE: ISO 22300:2018, 3.115] pre-impact phase phase of warning recovery restoration and improvement, where appropriate, of operations, facilities, collections (3.3), livelihoods or living conditions of affected organizations, including efforts to reduce risk factors [SOURCE: ISO 22300:2018, 3.187, modified — The term “collections” has been added.] review activity undertaken to determine the suitability, adequacy and effectiveness of a subject matter to achieve established objectives [SOURCE: ISO Guide 73:2009, 3.8.2.2] risk effect of uncertainty on objectives Note 1 to entry: An effect is a deviation from the expected — positive and/or negative. Note 2 to entry: Objectives can have different aspects (such as financial, health and safety, and environmental goals) and can apply at different levels (such as strategic, organization-wide, project, product and process). Note 3 to entry: Risk is often characterized by reference to potential events and consequences or a combination of these. Note 4 to entry: Risk is often expressed in terms of a combination of the consequences of an event (including changes in circumstances) and the associated likelihood of occurrence. Note 5 to entry: Uncertainty is the state, even partial, of deficiency of information related to, understanding or knowledge of an event, its consequence, or likelihood. [SOURCE: ISO Guide 73:2009, 1.1] risk assessment overall process of risk identification, risk analysis and risk evaluation [SOURCE: ISO Guide 73:2009, 3.4.1] risk management coordinated activities to direct and control an organization in regard to risk [SOURCE: ISO Guide 73:2009, 2.1.1] risk management plan scheme within the risk management framework specifying the approach, the management components and resources to be applied to the management of risk [SOURCE: ISO Guide 73:2009, 2.1.3] notification part of public warning (3.183) that provides essential information (3.116) to people at risk (3.166) regarding the decisions and actions necessary to cope with an emergency (3.77) situation preparedness readiness activities, programmes, and systems developed and implemented prior to an incident that can be used to support and enhance prevention, protection from, mitigation of, response to and recovery from disruptions, emergencies or disasters prevention measures that enable an organization (3.158) to avoid, preclude or limit the impact (3.107) of an undesirable event (3.268) or potential disruption (3.70) prioritized activity activity (3.1) to which priority is given following an incident (3.111) in order to mitigate impacts (3.107) Note 1 to entry: Terms commonly used to describe these activities include critical, essential, vital, urgent and key. crisis unstable condition involving an impending abrupt or significant change that requires urgent attention and action to protect life, assets (3.10), property or the environment 3.60 crisis management holistic management (3.135)process (3.180) that identifies potential impacts (3.107) that threaten an organization (3.158) and provides a framework for building resilience (3.192), with the capability for an effective response that safeguards the interests of the organization’s key interested parties (3.124), reputation, brand and value-creating activities (3.1), as well as effectively restoring operational capabilities crisis management team group of individuals functionally responsible for directing the development and execution of the response and operational continuity (3.49) plan, declaring

The practice of everyday life shows the existence of barriers (economic, architectural, systemic, psychosocial and other) in the workplace for people with disabilities and, therefore, confirms the hypothesis of a situation of social exclusion. Therefore, it is necessary to take action in the form of inclusion, moving away from marginalization and isolation. It is important to constantly diagnose the situation of people with disabilities. There is a need to prepare members of the workplace – including both disabled and non-disabled members – very well for the dangerous situation, using theoretical and practical training, i.e. training on potential threats and then simulating real threats. Taking the above into account, every possible action should be taken: legislative activities, educational activities. Thus, ensure in every way possible that people with disabilities during a workplace threat are not left to their own devices. Non-discrimination plus positive actions result in the overall social inclusion of people with disabilities in the field of emergency preparedness activities, specifically at the level of preparing preparedness and response plans, health response plans, conducting evacuation exercises involving people with disabilities, and then carrying out the appropriate implementation of all of the above in the event of an actual threat. Therefore, first and foremost, legal regulations alongside the education of the whole of society, and in particular the world of work, about people with disabilities can directly contribute to achieving the appropriate level of inclusion in emergency preparedness plans. Both the above step-by-step methodology and the subsequent training materials of the Prodigy project offer an innovative and accessible approach for any stakeholder wishing to contribute to the above objective, i.e. to help achieve the appropriate level of inclusion in emergency preparedness in the world of work.              

Phase 1: Revision of the assessment of workplace emergency preparedness status of the company This phase is the same as Phase 1 of the Methodology for creating a NEW strategic emergency preparedness plan. To avoid repetition, please see here: Μethodology to set up a NEW Emergency Preparedness Strategy Plan Phase 2: Revision of the Emergency Preparedness Plan Introduction to Phase 2 Description of Phase 2 In Phase 2 of the Emergency Preparedness Plan revision, the focus shifts towards workplaces, ensuring that businesses are well-equipped to safeguard the lives and well-being of all employees, including those with disabilities, during emergencies. This phase involves a meticulous reassessment and enhancement of existing emergency protocols to accommodate the diverse needs of employees with disabilities. Who to involved in this phase? It is suggested to involve the same actors with Phase 1. Steps in Phase 2 Step 1: Define the strategy and /or implementation update plan Objectives Identifying Goals: It means identifying the fundamental purpose of the plan. What are you trying to achieve with the revision? The goal might be to enhance the inclusivity and effectiveness of the emergency response system, specifically catering to the needs of disabled individuals. Analysis: The first step involves a detailed analysis of the existing Emergency Preparedness Plan. It includes understanding current protocols, identifying strengths, weaknesses, opportunities, and threats (SWOT analysis), and assessing the plan’s alignment with the organization’s goals and the needs of the community, including disabled individuals. Key Consideration: Identify gaps in the existing plan that hinder its effectiveness, especially concerning the inclusion of disabled people.   Actions: Task Responsible Possible methods Evaluate the effectiveness of existing goals and objectives, determining their alignment with the company’s overall emergency preparedness strategy. Define the vision, mission and objectives of the updated emergency preparedness plan Emergency Preparedness Management Team; company management Assessing the achievement of previous goals, conducting surveys or focus groups with relevant stakeholders, and consulting with emergency management experts. Determine the strategic Goals / Objectives of the updated emergency preparedness strategy, including indicative areas of focus such as: Crisis response protocols or regulatory & legal framework, Communication channels, Evacuation procedures, Resource allocation. Define clear roles, responsibilities, and accountability within the working group. Emergency Preparedness Management Team; company management Consider using Roles and Responsibilities template. With this, you can easily define the Roles and Responsibilities for this task. You can also utilize the roles given (if relevant) or create new ones that correspond to the needs of your company. Develop a timeline and budget for the implementation of the updated emergency preparedness plan Emergency Preparedness Management Team; company management Consider using a project management tool or a Gantt chart to assign tasks, resources, deadlines and costs and to monitor the progress and performance of the review process. Material available: Project Management Template Roles and Responsibilities Template Setting Strategic Goals/Objectives Template (SMART) Available material can be downloaded with the PRODIGY Toolbox Recommended resources: Gantt Chart Template Project Budget Template   Step 2: Analyze opportunities for improvement in the strategy and the implementation plan Objectives: Objective 1: Analyse incident reports and historical data from previous emergencies to identify recurring challenges and patterns, particularly those affecting individuals with disabilities. In order to create a solid basis for the revision of the plan, it is essential to thoroughly examine accident reports and historical data from previous emergencies, with a specific focus on the experiences of people with disabilities. This objective involves examining past incident records to recognise trends, persistent problems and patterns that disproportionately impact people with disabilities. By delving into common obstacles encountered during emergencies, the Emergency Preparedness Management Team gains valuable insights into the strengths and weaknesses of the current plan, especially with regard to inclusiveness. Through this analysis, the team can identify areas that require improvement, such as response times, resource allocation and communication strategies, from a disability inclusion perspective. Using past meetings allows the team to learn lessons from both successes and failures, informing the review process with real experiences that can lead to more efficient and effective emergency response strategies for people with disabilities. Objective 2: Perform a comprehensive evaluation comparing the existing plan with universally recognized best practices and standards for accessibility and disability inclusion. One of the main aims of the update is to ensure that the Emergency Preparedness Plan is in line with best practice and established standards for emergency management, with a strong emphasis on accessibility and inclusion of people with disabilities. This involves conducting a comprehensive assessment to measure how well the current plan aligns with the most recognised and effective approaches in the field, particularly those that address the needs of people with disabilities. The team compares the current plan with established national and international guidelines and recommendations from renowned organisations specialising in accessible emergency management. By identifying gaps between the current plan and these benchmarks, the team can focus on areas that need improvement from an accessibility and inclusion perspective. The comprehensive assessment facilitates the integration of innovative strategies and practices into the updated plan, ensuring that it remains at the forefront of emergency preparedness for people with disabilities. Objective 3: Solicit input from a diverse range of stakeholders, including individuals with disabilities, community members, and emergency responders, regarding their experiences and insights for enhancement. Stakeholder input plays a key role in the success of the Emergency Preparedness Plan review, particularly when it comes to people with disabilities. This involves actively seeking input from a diverse range of stakeholders, including people with disabilities, community members and emergency responders, as well as other relevant partners. By engaging these key stakeholders, the team gains a holistic understanding of their experiences, perspectives and suggestions for improvement, particularly from the perspective of accessibility and inclusion of people with disabilities. Stakeholder involvement fosters a sense of ownership and commitment, which is essential for the successful implementation of the plan. The team employs methods such as surveys, focus groups and meetings to gather insights, concerns and innovative ideas. By incorporating stakeholder feedback, the updated plan is

Phase 1: Assessment of emergency preparedness status of the company Introduction to Phase 1 Description of Phase 1 The primary objective of Phase 1 is to evaluate your company’s potential by characterising its current emergency preparedness status. Once completed, you will have a comprehensive assessment and analysis of the potential of your company’s current status in terms of emergency preparedness and disability inclusion, along with a SWOT analysis. This information will serve as a foundation for the subsequent phases. Who to involve in this phase This phase recommends the involvement of all levels and different members of the company both for its characterization and for the use, analysis and integration of the documents and material provided. Regarding the collection of information, it is recommended to involve executives or managers from the first stage (examples: senior management team, human resources department, etc.). However, it is also necessary to involve all relevant departments of the company to collect the information needed to create or update the strategy in the subsequent stages. Steps in Phase 1 Step 1: Preliminary characterization of the level of understanding and awareness related to emergency preparedness Objectives: The objective of this step is to conduct a preliminary analysis of your company’s staff to understand the current status in terms of emergency preparedness and disability inclusion understanding and awareness. To this end, the primary goal is to gather information about emergency response and awareness within the company. A digital tool designed to gather all related information is provided for that purpose. This information will provide a comprehensive overview of the current status of the company’s staff members and establish a baseline for subsequent steps in developing or updating the Emergency Preparedness Plan. Actions: Encourage each company staff member to complete the quiz in order to get information related to the current status in terms of emergency preparedness understanding and awareness. Collect the results. Material available: Assess your Knowledge Tool (Self-Assessment Tool) (Link to Prodigy Website) Step 2: Assessment of the company’s inclusion level for people with disabilities in emergency preparedness Objectives: The second step will evaluate and analyse the potential of your company for establishing a new or updating your emergency preparedness strategy in terms of disability inclusion. The primary objective of this step is to assess your company’s potential by characterizing its current state of emergency preparedness. This analysis is carried out in relation to several criteria. The use of the Assess your Company Tool is suggested, in order to assess the status of your company in emergency preparedness and disability inclusion. The assessment results will provide a comprehensive understanding and identification of the areas where improvements can be made – insights into the strengths and weaknesses of the current preparedness measures. This information will guide the development of strategies and actions in subsequent steps to enhance the company’s emergency preparedness capabilities. Actions: Complete the quiz to assess the status of your company in emergency preparedness and identify the areas where improvements can be made. Material available: Assess your company tool (Self-Assessment Tool) to assess the workplace emergency preparedness status and disability inclusion. (Link to Prodigy Website) Step 3: SWOT analysis Objectives: SWOT stands for strengths, weaknesses, opportunities, and threats. A SWOT analysis is a strategic planning tool used to assess those four aspects of the company. This is how a company can capture its current performance and build a strategy to achieve its future goals. It involves identifying the internal and external factors that can impact the success of the business. The strengths and weaknesses refer to internal factors, such as the organization’s resources, capabilities, and limitations. The opportunities and threats refer to external factors, such as market trends, competition, and regulatory changes. By analysing these factors, the organization can develop strategies to capitalize on its strengths, address its weaknesses, seize opportunities, and mitigate threats. This provides a wide picture of how a company can carve a route to reach its objectives. Action: Consult the template below and complete the SWOT table provided. Material: Template document for a SWOT analysis of the company SWOT ANALYSIS example STRENGTHS WEAKNESSES OPPORTUNITIES THREATS The workplace has well-designed evacuation routes that are accessible for individuals with disabilities, with appropriate signage and accommodations. Employees and emergency response team members have received training on how to assist individuals with disabilities during emergency situations. Some employees may have limited awareness and understanding of the specific needs of coworkers with disabilities during emergency situations. Communication channels may not fully accommodate individuals with hearing or speech impairments, potentially creating challenges during emergency alerts and instructions. Certain areas of the workplace may still have physical barriers that limit accessibility for individuals with mobility impairments, which could impact their ability to evacuate safely. There is an opportunity to provide additional training sessions or resources focused specifically on supporting individuals with disabilities during emergency situations. Failure to comply with disability-related laws and regulations regarding emergency preparedness can lead to legal consequences and reputational damage. Failure to address the specific needs of employees with disabilities during emergencies can lead to delays or ineffective response, putting their safety at risk.   Considerations towards implementation of Phase 1 This section sets out some considerations on the implementation of this first phase, which is the assessment of the company’s emergency preparedness status. It would be useful throughout the implementation of the first phase to have clear and well-defined objectives and roles that you want to implement. The next step is to determine the resources required, and all potential stakeholders who should fully understand the purpose and expected outcomes. Also, set clear timelines and deadlines within which you want to have the emergency preparedness assessment completed, and finally use the most appropriate methods for collecting data during the assessment. Phase 2: Design of an Emergency Preparedness Strategy Plan Introduction to Phase 2 Description of Phase 2 Phase 2 of the methodology to set up a new emergency preparedness strategy plan involves designing the strategy based on the results of the assessment carried out

Barriers and opportunities The State Analysis Assessment Report is the first output of WP2. It is a state analysis that aims to depict the current situation across Europe regarding the inclusion of people with disabilities in emergency preparedness. The report was developed following interviews with experts, online surveys and desk-based research. The results of the state analysis showed that almost half of the respondents do not have an emergency preparedness plan for people with disabilities in their company’s emergency preparedness material. Alternatively, people with disabilities are included in the common plan, which means that they follow general instructions and not specific instructions that cater to their needs. This is a troubling finding because people with disabilities may face additional challenges and barriers during emergencies and disasters. The report also reveals that the largest percentage of respondents reported that their company does not provide all employees with training related to emergency preparedness with a focus on people with disabilities. Additionally, they do not have sufficient information to create accessible and safe workplaces for every person with a disability who either works or may visit their company. There is, therefore, a lack of information, awareness and training on this important issue, which could have serious consequences for the well-being and safety of disabled employees in the event of an emergency. At the same time, 32% of respondents do not have a dedicated expert on emergency preparedness, suggesting that there is room for improvement to enhance the preparedness and response capacity of some companies. Furthermore, 89% of respondents stated that they would benefit from specialized training on emergency preparedness, with a focus on people with disabilities. The most frequently preferred types of training are practical training (on-site) and simulation of the real situation in virtual reality. These types of training are practical, interactive, and provide realistic exposure and adaptability for people with disabilities. The report also highlights that employees with disabilities are often part of common training in most organizations, or else there is often no provision for specific instructions for these people. This suggests that often employees with disabilities do not receive specialized training and their training opportunities are unequal. Also, there is a lack of clarity and consistency among people with disabilities about what to do in emergency situations. The interviews conducted also examined whether all employees are aware of the emergency procedures for people with disabilities. The conclusion drawn from the responses is that there is a lack of awareness and training of employees on how to assist and evacuate people with disabilities during a crisis. This is a serious issue that needs to be addressed by management and safety coordinators. Organizations shall provide an inclusive culture and support for employees with disabilities. The already possible general trainings provided would be extended with special trainings for and about people with disabilities. Finally, most of the experts interviewed indicated that they have flexible emergency preparedness materials that can be adapted to new government regulations or new situations in their company. The responses indicate that participants prefer hands-on training and e-learning as the main ways of learning. Hands-on training refers to activities that allow participants to apply their knowledge and skills in real or simulated situations. Taking into account all the above findings, a step-by-step methodological framework is proposed to promote disability-inclusive emergency planning in the workplace.   Stakeholder Map To ensure efficient coordination, it is necessary to prepare appropriate plans. Such plans should specify both the evacuation concept and depending on existing conditions, as well as determining the necessary resources to carry out this task. The condition for the effectiveness of the plan is its validity, which must be checked by regularly conducting an inventory of resources and verifying the adopted solutions. It is necessary to prepare a response plan in the event of a threat in the form of: preparation of orderly, logical, rational actions) in the form of standard operating procedures in crisis management plans for the evacuation of disabled persons taking into account the fact that disabled people do not form a uniform groups of people; information and educational activities, acquisition of evacuation skills by the disabled themselves through appropriate training during a potential threat. The implementation of an emergency preparedness plan should involve appropriately developed procedures and guidelines for dealing with emergencies, methods of alerting (even individual) disabled people, as well as additional responsibilities of other employees of the facility from which the emergency response is being carried out. When planning, the employer should pay attention to the type and degree of disability, the age of the disabled person and the possible use of assistance from other employees for evacuation purposes. Consideration should also be given to disabled visitors. For people with disabilities, safe evacuation should include: type and degree of disability and age of the evacuated persons, cooperation in evacuation on the part of other persons, e.g. employees and others at the time staying in the building. People with different disabilities also react differently to emergencies (Disability Etiquette): Visually impaired people have no fear of the dark and the moment threats perform appropriately described voice commands. People with hearing disabilities are not limited in their mobility and can walk on their own move around and carry out the demonstrated commands and evacuation activities. People with intellectual disabilities are physically fit and able to exercise evacuation activities and have a relatively high level of obedience to instructions from a person they know, e.g. an academic teacher. Persons with mobility disabilities have full and constant contact with the environment by means of all receptors and have no communication barriers. Considerations towards the methodology development Driving requirements The methodology provides a planning and decision-support framework to support target group in achieving disability inclusion in their emergency response plans. It sets out a series of steps needed for a successful emergency preparedness strategy in a consistent and harmonised way. The following aspects have been considered in the selection of key elements to include and analyse in the design of