Incident Action Planning in the EOC GGC NHC 2018 GGC NHC 2018
Incident Action Planning • EOC plans are typically more strategic than field IAPs • A planning process helps synchronize operations and ensure they support incident objectives • More than completing forms, the planning process provides a consistent rhythm and structure to incident management GGC NHC 2018
Incident Action Planning • Every incident should have an action plan. However, not all incidents need written plans • IAPs provide a concise, coherent means to capture and communicate objectives, tactics and assignments GGC NHC 2018
Incident Action Plans … • Inform personnel of the incident objectives and operational activities • Provide a roadmap of operations • Help individuals understand how their efforts affect the success of the operation • Show how supervisory personnel and operational elements fit into the organization • Often provide a schedule of the key meetings and briefings GGC NHC 2018
Information vs Intelligence • Information – raw data placed into some context – Collected from many sources – Unfiltered and unevaluated – May be incorrect, misleading or irrelevant • Intelligence – processed information – Distilled, validated and sorted – Evaluated and properly interpreted – Accurate, timely and relevant GGC NHC 2018
Information vs Intelligence • Simply having more information is seldom helpful • Here is my credit card information – It is a valid, brand name card – The level is precious metal, atomic number 78 – Has a 16 digit number and 3 digit authentication code – The number includes: 0, 2, 3, 4, 5, 6, 7 and 8 – Some are used more than twice • Need the right information in the right context GGC NHC 2018
Planning Process • Creates intelligence out of information – Intelligence helps create better plans – Better plans lead to a safer, more efficient response • Applicable to any incident and/or organizational structure • Ensures situational awareness is maintained and personnel have access to critical information GGC NHC 2018
Planning Process The planning process provides: • Current information that accurately describes the incident situation and resource status • Predictions of the probable course of events • Alternative strategies to attain critical objectives • An accurate, realistic Action Plan for the next operational period GGC NHC 2018
EOC Action Plan • Consider a written Action Plan for every event • Communicates useful/actionable information (intelligence) to a diverse audience • Not the same as a “field” IAP • May not use a “bunch of ICS forms” • May choose to address “why” not just “what” GGC NHC 2018
EOC Action Plan • Helps provide a Common Operating Picture – A script / roadmap for the response • Enhances communication by sharing intelligence • Guides decision making during an incident – Encourages forward planning – Discourages freelancing GGC NHC 2018
EOC Action Plan • Provides event documentation, including the thought processes and assumptions regarding the event and response • Intended for Diverse Audiences – Responders – Staff – Others • Err toward oversharing GGC NHC 2018
A Vision Without a Plan … is an Hallucination! GGC NHC 2018
Use a Template • “A concise IAP template is essential” • “A common format enables other jurisdictions and organizations to anticipate, and rapidly find and act on, specific incident information.” National Incident Management System Third Edition, October 2017 GGC NHC 2018
Use a Template • Highly modified ICS-201 (Incident Briefing Form) with specialized attachments • Standardized format (bullet lists and tables) places information in consistent locations • If nothing to report, use N/A to show that information was not inadvertently omitted • If entire tables are blank, they can be deleted GGC NHC 2018
Use a Template • Situation Status helps one to understand the current situation • Objectives identify what will be done and who will complete the tasks • Resources Needed and Potential Problems address what is needed what could impede success • Planning Assumptions (Attachment 1) GGC NHC 2018
Use a Template 1. Coversheet 2. Response at a Glance 3. Safety Message 4. Weather Information 5. Summary of Current Situation 6. Problems Encountered / Resources Required 7. Incident Objectives and Approvals 8. Attachments (#1 is Planning Assumptions) GGC NHC 2018
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Response at a Glance • Follows cover sheet … both print on one page • Very brief, very high-level overview – Detail is provided in the body of the IAP • Should “never” exceed one page • Handout for executives and officials • Outline for conference calls / media conferences GGC NHC 2018
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Summary of Current Situation • Strictly formatted (with tables and bulleted lists) • Briefer is better – Complete sentences unnecessary – Complete thoughts are critical • Add significant information … not every detail • Arrange information in order of importance (Life Safety/Incident Stabilization/Conserve Property) • Consider coordinating with PIO (similar info) GGC NHC 2018
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Problems Encountered / Assistance Required • Like the Situation Summary, information should be relevant and concise • More variable (free-form) narrative sections – Documents problems and or required assistance • Be consistent in form and format • Don’t leave open issues unaddressed – Document resolution or closure ASAP GGC NHC 2018
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Incident Objectives • EOCs influence field incident objectives through resource prioritization • Make objectives SMART – Try to avoid “Ongoing” • Completed objectives remain for the Next Operational Period (documents completion) GGC NHC 2018
Typical Attachments Attachment 1 Planning Assumptions Attachment 2 Response to Recovery Transition Attachment 3 Staffing Roster Attachment 4 Conference Call and Meeting Schedule Attachment 5 Shelter Status Report Attachment 6 Unmet Needs GGC NHC 2018
A1 - Planning Assumptions • IAP/CAP documents WHAT … maybe not WHY – “Why” is important, especially in unusual events – Assumptions help document/explain why • Document the thought process – What did we know (or thought we knew) – When did we know it – When did it change • Some important things don’t fit the template GGC NHC 2018
A2 - Response to Recovery Transition D1 D2 D3 D4 D5 Essential Element Curfews/Security Damage Assessment Shelters Search & Rescue Communications Road & Bridges Emergency Services Health Care Electricity GGC NHC 2018
A2 - Response to Recovery Transition GGC NHC 2018
A6 - Unmet Needs GGC NHC 2018
Continuing the Planning Process • IAP / CAP provides clear strategic direction and includes tactics and resources required to achieve incident objectives in a coordinated way • Development is a cyclical process, repeated every operational period • The IAP uses the best information available at the time ... do not delay waiting for “better data” GGC NHC 2018
Continuing the Planning Process • Easiest way is to create the next IAP is to modify the existing IAP – “Track Changes” or “Versioning” – Color-coded highlights • Updated Info • To Be Updated • To Be Deleted • Update the Attachments and Cover Sheet GGC NHC 2018
Final Thoughts • Plans are for the audience … not the author • Create intelligence … don’t just transcribe information • Include critical things … not everything • Consistency aids comprehension … optimize the template • Briefer is almost always better • Complex ideas can be explained with simple words … if you choose them carefully GGC NHC 2018
THANK YOU GGC NHC 2018
Gerald Campbell Emergency Manager Retired Email: GGCampbellJr@gmail.com Twitter: @GGeraldCampbell LinkedIn: Gerald Campbell GGC NHC 2018
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