incident action plan (iap) - schedschd.ws/hosted_files/cascadesdisasteracademy2016/45/iap...

Incident Action Plan (IAP)

IAP Purpose

Documents incident objectives and directs

necessary tactics

Drives operations

Provides information on communications,

resources assignments, and work activities

Serves as a mechanism for senior leadership

to understand how incident objectives will be

met

2

Expected Outcomes

The product of this process:

A well-conceived, complete IAP facilitates

successful incident operations and provides a

basis for evaluating performance in achieving

incident objectives.

3

Phases of the Planning Process

4

Planning Phases

1. Understand the situation

2. Establish incident priorities/objectives

3. Develop the plan

4. Prepare and disseminate the plan

5. Execute, evaluate, and revise the plan

5

Event Occurs

Notification

Initial Response and Assessment

Initial Incident Briefing

Initial DRO Leadership

Meeting

Review/Revise Incident

Priorities/Objectives

Operation Leadership Meeting

Development of Strategies/Tactics

Operations Tactics Meeting

Evaluating Proposed Tactics Against Available

Resources

Planning Meeting

IAP Preparation, Approval

and Dissemination

Operations Briefing

Evaluate and Assess Operational

Results

OP Period

Begins

This Phase

Does Not

Repeat

The Planning P



Operation Leadership

Meeting/Briefing

Completed Strategies/Tactics



Resources

Planning Meeting


and Dissemination

Operations Briefing


Results

OP Period

Begins

1800h0730h

0800h

1230h

1600h

1730h

1300h

Transitioning to the “Operational O”(Sample 24-hour Operational Period)

Assignments briefed at Ops Briefing are implemented and planning begins for the next operational

period

Overnight analysis of the day’s operational activity reports and other situational awareness. Summary provided to DRO Director

Meeting Overview

Operation Leadership Meeting:

Led by: Operation Director

Required Attendees: Operation Director, Deputy Director, AD Operations, AD Planning, AD

Finance, AD External Relations, AD Logistics, and District Managers

Tactics Meeting:

Led by: AD Operations

Required Attendees: Deputy Director, AD Operations, AD Planning, AD Logistics, and District

Managers

Planning Meeting:

Led by: AD Planning

Required Attendees: Deputy Director, AD Operations, AD Planning

Operations Briefing:

Led by: AD Planning

Required Attendees: Operation Director, Deputy Director, AD Operations, AD Planning, AD

Finance, AD External Relations, AD Logistics, and District Managers

The leader of each meeting may invite others as necessary but those required are the baseline

8

Understanding the Situation

Client Needs/Expectations

Workforce Needs

Impact Assessments

Disaster Trend

Service Delivery Barriers

Resource Availability

Partner Needs/Expectations

Operational Next Steps

Today

Tomorrow

A Week From Now

A Month From Now

Tools

Essential Elements of Information (EEIs)

Disaster Assessment

Geospatial Information Systems (GIS) Data

Situation Reports

5266

Service Delivery Plan (SDP)

Media/Social Media

Partners

9

Establishing Incident Priorities

Priorities:

Drive the DRO organization as it conducts response and recovery activities

Developed and revised by the DRO leadership (at whatever level of response)

Adjusted based on the current or anticipated situation May remain the same throughout the incident but can be

adjusted to meet changing needs

Used to guide development of the incident objectives

Provide important guidance for resolving conflicts when there are fewer resources to assign than tasks to complete

10

Establishing Incident Objectives

Objectives: WHAT MUST BE DONE

Answer the questions of what must be accomplished

Drive response and recovery activities

Provide guidance and direction for the selection of strategies and tactical direction of resources, but does not specify tactics

Based on realistic expectations of what can be accomplished when all allocated resources have been effectively deployed

Must be flexible enough to allow for strategic and tactical alternatives

Order of importance of objectives are guided by priorities

Incident Objectives are the focal point for conducting all

response and recovery activities

11

Who sets the Objectives

The DRO Director is responsible for

establishing and evaluating the incident

objectives.

The ADs for Operations and Planning

should provide collaborative support in the

development of the objectives.

12

Basic Rules for Writing Objectives

Good objectives are formulated based on:

• Incident priorities

• Direction from DRO leadership

• Understanding the situation (EEIs)

• Professional judgment and experience

And:

• Should be prioritized by urgency

• Guided by incident priorities

• Are not so tightly written that they become tasks/work assignments

• Identify WHAT must be done and generally where it needs to be done

• Should not describe methods or resources needed

13


Steps for creating good objectives:

First

Understand the incident priorities

Next

Frame the problem (EEIs, SitRep, etc.)

Provide enough detail to make objective meaningful

Allow necessary flexibility

Do not go tactical

Ensure objective and results can be used as a metric

Ask

Is it obtainable?

What is the objective’s priority compared to other objectives?

14


Are concise and stated in the form of a command

Should begin with an action verb like… Develop, deliver, conduct, provide, augment,

Should avoid words like… Maintain, continue, work with, monitor

Focus on functional areas as possible Direct services

Mental health

Bulk distribution

Sheltering

Feeding

15

Examples

Open two shelters in Marion County by 600pm March 22

Deliver water to 10,000 residents of Grant County by 1900h on 6-2

Distribute clean up kits to affected residents of Shady Grove by 1900h on 6-15

Establish Multi Agency Resource Center in Gibson County to open by April 2

16


Led by: Operation Director

Required Attendees: Operation Director, Deputy Director, AD Operations, AD Planning, AD Finance, AD External Relations, AD Logistics, and District Managers

Opening remarks

Review current situational awareness and analysis of reports and results of previous activities

Review incident priorities and objectives

Discuss status, limitations, and constraints

Finalize incident priorities and objectives

Closing remarks

17

Incident Objectives

Purpose: The Incident Objectives Page describes the incident objectives, command emphasis/priorities, and safety considerations for the next operational period.

Preparation: The Incident Objectives Page is completed by the Planning Group following each DRO Leadership meeting conducted to prepare the IAP.

Distribution: The Incident Objectives Page is generally the first page of the IAP and given to supervisory personnel at all levels.

18

Develop the Plan

Operational Strategies

Operational Tactics

Work Assignments

19

Strategies

Strategies: HOW IT SHOULD BE DONE Are ways to achieve incident objectives

Describe required actions and resources to achieve

objectives How things should work

20

Strategies

Good Strategies

Are feasible, practical, suitable and likely

to achieve desired outcomes

Meet safety norms

Cost effective

Reflect sound practices

Consider implications, cause and effects

21

Developing Strategies to Meet Your Objectives

Creation of strategies and tactics does not take place in a formal meeting, it happens in the time between the DRO Leadership Meeting and the Operations Tactics Meeting

Are created by the Operations Group collaboratively with input from and interaction with Logistics, Planning, Finance, and External Relations.

Must be weighed against available resources, time and the probability of achieving the desired outcome

22

Developing Strategies to Meet Your Objectives

Adjusted in consultation with other managers and supervisors

Accomplish incident objectives

Frame development of tactics

Contribute to a coordinated course of action

Restrict pool of possible tactics

Help ensure no conflict between tactical decisions

23

Examples

Open one shelter location north of [the

evacuation area] and one shelter south of

[the evacuation area]

Provide feeding for Perrysville by a

combination of fixed feeding sites and

mobile food delivery

24

Tactics

Tactics: WHO, WHERE AND WHEN

Define specific actions to be performed to achieve the desired outcome

Specify who, what, where, when for implementing strategies

Describe the deployment and direction of resources

Accounts for resource availability

Tactics 25

Work Assignments

Are developed for each resource

Select specific resources to perform

specific work assignments

Specify reporting locations for each

resource

Both personnel and teams are

considered resources, not just

equipment and materials

26

Operational Planning Worksheet

The Operational Planning Worksheet is used to:

Determine geographic or functional assignments

Establish the specific work assignments (Tactics) to be performed during the next operational period

Determine the resources needed to accomplish the work assignments

Identifies gaps and surpluses of resources needed to meet objectives for coordination with

Logistics for procurement, reassignment or demobilization

27

Operational Planning Worksheet

Purpose: The Operational Planning Worksheet communicates the

decisions made by the Operations AD during the Tactics Meeting

concerning resource assignments and needs for the next operational

period.

Preparation: The Operational Planning Worksheet is initiated by the

Operations group and involves input from logistics personnel, and the

Planning group.

Distribution: When the work assignments and accompanying resource

allocations are agreed upon, the form is distributed and used by the

Planning Section to assist in the preparation of the Work Assignment. The

Logistics group will use a copy of this worksheet for preparing requests for

resources required for the next operational period.

28

Tactics Meeting

Led by: AD Operations

Required Attendees: Deputy Director, AD Operations, AD Planning, AD Logistics, and District Managers

Opening remarks

Review incident objectives and overall strategies

Review, discuss and concur on operational planning worksheets (draft work assignments)

Ensure resources are correctly assigned

Identify resource shortfalls and excesses

Identify conflicts or duplications of activities

Identify logistical needs of the work assignments

Approve Operational Planning Worksheets

Update incident map

Discuss other topics as needed

Closing remarks

At the conclusion, transfer copies of the approved Operational Planning Worksheets to the Planning group

29

Prepare and Disseminate the Plan

The Incident Action Plan (IAP):

Is defined as an oral or written plan containing general objectives reflecting the overall strategy for managing an incident

May include the identification of operational resources and assignments

May include attachments that provide direction and important information for management of the incident

Should be considered a work in progress during the initial stages of incident response and used to “fine tune” the on-going operation

30

Work Assignment Sheet

Purpose: The Work Assignment informs supervisors of incident tasks and assignments. Once the Operation Leadership agrees to the assignments, the assignment information is given to the appropriate operational groups.

Preparation: Each Work Assignment is normally prepared by the Planning group using the incident objectives from the Operation Leadership, Operational Planning Worksheet and any safety related information that may affect the implementation of the work assignments. The Work Assignments must be approved by the DRO Director.

Distribution: The Work Assignment is part of the IAP. A work assignment sheet should be prepared for each assignment captured on the Operational Planning Worksheet to provide specific tactical assignments to Operations unit supervisors who will provide more detailed tasking orders to their assigned personnel/resources.

31

Additional Tools/IAP Content to

Develop Cover Page

Incident Briefing

Organization Assignment List (new version of the DOIS)

Organizational Chart

Work Sites

Safety Message

Daily Meeting Schedule

Incident Maps

32

Planning Meeting

Led by: AD Planning

Required Attendees: Deputy Director, AD Operations, AD Planning

Provide opening remarks

Provide briefing on current situation

Review incident objectives

Present and review draft work assignments

Ensure the draft operational plan meets incident objectives

Review any open tasks or actions

Solicit feedback from Operation Leadership

Obtain commitment from Operation Leadership ADs to support the plan

Present plan to Operation Director

Make any edits or adjustments necessary

Receive approval for the IAP from the Operation Director

Final comments or directions

33

Operations Briefing

Led by: AD Planning

Required Attendees: Operation Director, Deputy Director, AD Operations, AD Planning, AD Finance, AD External Relations, AD Logistics, and District Managers

Review incident objectives

Review weather conditions and forecast

Present the current situation

Brief operations field supervisor personnel on work assignments by Operations AD

Updates

External Relations AD

Logistics AD

Safety Lead

Finance AD

Other items

Answer questions and concluding remarks

Upon conclusion of the Operations Briefing the IAP is implemented and executed. Supervisors of operational tasks will ensure their personnel are briefed and prepared to execute the assigned work assignments as set forth in the IAP.

34

Execution and Assessment of the IAP

Ensures that objectives and priorities are addressed

Keeps incident personnel on task and focus

Provides for more effective and efficient management and use of resources

Daily reporting provides feedback to leadership on the actual results of the day’s operations so results may be tracked and tactics can be modified

Enables on-gong evaluation during implementation

35

Execution and Assessment of the IAP

Field visits to assess progress

Supervisors assess progress against task metrics and provide a regular, prescribed report of their daily activities and results

Operations and Planning sections coordinate input

Compilation and analysis of daily situational updates, activity results and progress reports to help guide Operation Leadership decisions as part of the “Operational O”

36

Putting it all Together

37




Completed Strategies/Tactics



Resources

Planning Meeting


and Dissemination

Operations Briefing


Results

OP Period

Begins

1800h0730h

0800h

1230h

1600h

1730h

1300h

Transitioning to the “Operational O”(Sample 24-hour Operational Period)

Assignments briefed at Ops Briefing are implemented and planning begins for the next operational

period

Overnight analysis of the day’s operational activity reports and other situational awareness. Summary provided to DRO Director


Situational Reviewand Priorities/

Objectives Development

Finalize Operational

Planning Worksheets to set

Strategies and Work Assignments

Plan Review, Approve Work Assignments, and Approve

IAP

Execution of IAP and Start of Operational

Period

39


Planning Meeting

Operation Leadership

Meeting


Priority - Sheltering

Objective 1 - Open two shelters in Madison County by 1800h on March 22nd

Strategy – Open one shelter location north of the evacuation area in Elwood and one shelter south of the evacuation area in Alexandria.

Tactic – Shelter Team #1 will open shelter to house 200 people at Elwood Middle School, 123 Easy Street, in Elwood by 1200h

Tactic – Shelter Team #2 will open shelter to house 100 people at Community Church, 456 Rocky Way, in Alexandria by 1500h

40


IAP

Cover Page

Incident Briefing

Incident Objectives

Maps

Assignment List

Work Sites

Work Assignments

Org Chart

Daily Schedule

Health & Safety

Message

41


42

5266• Stats• Trends

Sitrep

• Achievements• Outcomes• Concerns• Trends

EEI/DA

• Impacts• Scale• Scope• Trends

SDP

• Budget• Comparison

to Long-term Plan

File Naming Convention

Two options: DR vs Regional If there is a DR issued, use option 1 - if not, use Option 2.

1. Date_DR Number_IAP_version

dymoyr_DRxxx-xx_IAP_Vx Ex: 050314_DR123-14_IAP_V1

2. Date_region name and type of event_IAP_version

dymoyr_region_type_IAP_Vx Ex: 050314_Central_PA_FLD_IAP_V1

Hints:

• Version should start with 1. Every new report yields a new version number

and they should run sequentially, The third IAP you create should read v3.

• Even though the IAP is a forward leaning document, the date it is created

should be the date in the file name

43

Email Subject LineInitial Incident Report

Subject line should be the file name

Date region name and type of event IIR Ex: 050314 bluegrass FLD IIR

Situation Report


Incident Action Plan


If the SitRep and IAP are sent in the same email, two options: If there is a DR issued, use Option

1 - if not, use Option 2.

Option 1: Date DR Number sitrep and IAP

dymoyr DRxxx-xx sitrep and IAP

Ex: 050314 DR123-14 sitrep and IAP

Option 2: Date region name and type of event sitrep and IAP

dymoyr region type sitrep and IAP

Ex: 050314 CentralPA FMF sitrep and IAP

44

Cheat Sheet For Region Names

45

Crossroads

Bluegrass Region

Central and Northern Michigan Region

Columbus Region

Evansville Region

Greater Cincinnati-Dayton Region

Indianapolis Region

Kentuckiana Region

Lexington Region

Northeast Ohio Region

Northwest Ohio Region

Southeast Michigan Region

West Michigan Region

West Virginia Region

Mid-Atlantic

ARC in the National Capital Region

Carolina Piedmont Region

Central PA Region

Charleston Region

Chesapeake Region

Coastal Virginia Region

Columbia Region

Delmarva Region

Eastern NC Region

Eastern Virginia Region

Heart of Carolina Region

Northeast PA Region

Palmetto South Carolina Region

Philadelphia Region

Triangle Region

Virginia Capital Region

Virginia Mountain Region

Western Carolinas Region

Western PA Region

North Central

Black Hills Region

Central Illinois Region

Dakotas Region

Eastern South Dakota Region

Eastern Wisconsin Region

Greater Chicago Region

Idaho Region

Iowa Region

Kansas City Region

Kansas Region

Midwest River Region

Minn-Kota Region

Montana Region

Nebraska - SW Iowa Region

Northern Minnesota Region

Saint Louis Region

Southern Minnesota Region

Southern MO Region

Springfield Region

Topeka Region

Western Wisconsin Region

Wichita Region

Northeast

Massachusetts Region

Central NY Region

Connecticut and Rhode Island Region

Finger Lakes Region

Greater New York Region

Maine Region

New Hampshire Region

North Jersey Region

Northeastern New York Region

South Jersey Region

Vermont and NH Upper Valley Region

Western New York Region

Pacific

Alaska Region

California Northwest Region

Capital Region

Cascades Region

Central Coast Region

Central Valley Region

Desert to the Sea Region

Gateway to the Golden State Region

Los Angeles Region

Northwest Region

Pacific Islands Region

San Diego Region

Southeast and Caribbean

Alabama Region

East Tennessee Region

Florida's Southern Gulf Region

Florida's West Coast Region

Georgia Region

Mid Florida Region

Mississippi Region

North Florida Region

Palm Beaches - Treasure Coast Region

Puerto Rico and the US Virgin Islands Region

Shreveport Region

South Florida Region

South Louisiana Region

Tennessee Volunteer Region

Southwest and Rocky Mountains

Arkansas Region

Central and Western Oklahoma Region

Central Texas Region

Colorado - Wyoming Region

Eastern Oklahoma Region

Las Vegas Region

New Mexico Region

North Texas Region

Northern Nevada Region

Phoenix Region

Pikes Peak Region

Southwest Texas Region

Texas Gulf Coast Region

Tucson Region

Utah Region

Cheat Sheet for Disaster Types

46

BDC- building collapse

BLI- blizzards, snow, hail, or ice storm

CDB- civil disturbance

DRT- drought

EPD- epidemic

EQK- earthquake

EXE- exercise

EXP- explosion

FOR- Fire, Forest (includes wild, range, and grass)

FHM- Fire, Hotel/Motel

FIC- Fire, Industrial/Commercial

FMF- Fire, Multifamily

FLD- floods: flash, dam breaks, land/mudslide

FLT- floods and tornados

FSF- Fire, Single Family

HAZ- hazardous material incidents, chemical spills

HFL- hurricane flood

HUR- hurricane, tropical storms, typhoons

NUI- nuclear incident

OST- other storms, wind, dust, electric, rain

OTH- Other

REF- refugee operation

SRS- search and rescue

TOR- tornado, cyclone

TRA- transportation incident

TSU- tsunami/wave

UKN- unknown

VOL- volcano


The product of this process:

A well-conceived, complete IAP facilitates

successful incident operations and provides a

basis for evaluating performance in achieving

incident objectives.

Creation of the IAP should continue until

direct services cease.

47

Questions

48