Lessons Learned during IMT Deployments

Lessons Learned during IMT Deployments Paul Hannemann and Les Rogers Lone Star State Incident Management Team TEXAS A&M FOREST SERVICE 1

Unit Terminal Objective Describe the Use of Delegation of Authority and Letter of Expectations Describe the efficient and effective use of IMTs Describe the importance of an Agency Administrator Briefing 2

Agency Administrator/Executive The Agency Administrator/Executive provides the Incident Commander with: Policy Mission Direction Authority Constraints 4

Agency Administrator/Executive Duties Determine incident complexity Assign qualified personnel Clarify authority Establish Management Objectives and brief the Incident Commander, Area Commander (AC), or IMT Complete an Incident Situation Analysis (ISA) Assign an Area Commander, if needed Supervise the Incident Commander or Area Commander and monitor performance Ensure MACS and EOC functions are staffed 5

Agency Administrator/Executive s Location The Agency Administrator/Executive is usually NOT at the incident The Agency Administrator/Executive usually operates from: Primary office of the agency A jurisdictional EOC A Multi-Agency Coordination Group as either a functional agency representative, or representing a political subdivision in a regional situation 6

Lines of Authority One Incident Commander, unless incident is operating under Unified Command Incident Commander is accountable to Agency Administrator/Executive(s) Agency Administrator/Executive orients, counsels, and instructs Incident Commander If needed, a written Delegation of Authority is issued to Incident Commander 7

Agency Administrator/Executive s Representative The Agency Administrator/Executive usually cannot be available at all times The Agency Administrator/Executive may assign a key staff officer, or representative, to be the conduit between the Incident Commander and the Agency Administrator/Executive An Agency Administrator/Executive s representative may receive a Delegation of Authority (DOA) to clarify role 8

Delegation of Authority DOA is NOT required when the Incident Commander s normal position authority covers all the required activities DOA MAY be required when: Incident Commander assumes duties outside his/her normal position description Incident Commander or IMT from another agency or area is assigned Area Command is used Unified Command Situation exceeds the normal Incident Command authority 9

Delegation of Authority (cont.) DOA Should Cover: Legal and policy restraints and/or freedoms Boundaries of authority Political and social concerns Environmental issues Cost considerations 10

Sample Letter of Expectations Delegation of Authority Boilerplates 11

Managing & Monitoring Incident Progress IAP Establish and monitor: Incident Complexity Analysis ISA Agency Administrator/Executive Briefings 12

Incident Complexity Analysis Used to determine the appropriate personnel to manage the incident Used by Incident Commander to determine if complexity is remaining within his or her qualification level 13

Agency Administrator/Executive Briefing The Agency Administrator/Executive Briefing is used to: Convey Management Objectives to the Area Commander or Incident Commander Provide critical agency and local information required by the IMT Provide incoming Incident Commander with information needed to establish Incident Objectives 14

Agency Administrator/Executive Briefing The Agency Administrator/Executive Briefing should: Take place early Address the entire team Be done right the first time Situation Analysis and Delegation of Authority should be completed Incident Commander establishes IMT protocol 15

Agency Administrator/Executive Briefing The Incident Commander must recognize: The importance of the briefing to the success of the IMT His or her responsibility to see that the IMT gets the required information That any briefing can be changed into a good briefing if the IMT has a method to extract the information 16

Agency Administrator/Executive Briefing The Agency Administrator/Executive briefing should cover: The general situation Current jurisdictional authority over the incident Management objectives Agency Administrator/Executive s goals, priorities, and expectations Policies, political factors, or other constraints Status of communications systems Policy on interacting with the media 17

Agency Administrator/Executive Briefing The Agency Administrator/Executive briefing should cover (cont): Schedules for required briefings and meetings Jurisdictional boundaries that influence policies Spectrum of management and appropriate incident responses Laws and regulations that govern the authority of the Incident Commander The fact that responder and public safety is the top priority 18

Essential Elements from an Agency Administrator s Briefing 19

PLANNING CYCLE 20

Information Gathering and Sharing 21

Agency Administrator Briefing Purpose: To provide a common understanding between the Agency Administrator (AA) and the IMT and present the Delegation of Authority (if applicable) Attendees: At a minimum, the Command and General Staff should attend 22

Incident Briefing Purpose: Incoming IC should understand the incident and response well enough to take command Attendees: Prospective IC and Command and General Staff, as available Facilitator: Current IC or PSC 23

Initial Unified Command Meeting Purpose: Unified Command (UC) agreement on scope and emphasis of response, establish and document constraints, limits, as well as establish and agree on priorities This meeting is applicable for a Unified Command Attendees: ICs in the UC Facilitator: IC/UC or PSC 24

Incident Objectives, Strategy, and Tactics Agency policy, laws, mission, etc. Agency Administrator direction through management objectives, briefings, local policy, and delegation Incident situation analysis Incident Objectives Strategy Tactics ICS 204 Tactical Plan 25

Set Initial Objectives Purpose: IC will agree on objectives for a defined operational period in the context of priorities, resources, and overall goals Attendees: IC, C & G Staff as appropriate Facilitator: IC or PSC 26

Initial Strategy Meeting Purpose: C & G Staff understand decisions, overall goals, objectives, expected timeframes, priorities, procedures and functional assignments, specific tasks and safety concerns Attendees: IC, C & G, SITL, and DOCL, if available Facilitator: IC or PSC 27

Delegation of Authority Purpose: Identifies the time and the limits of the IMT s authority Source: May come from an Area Command, AA, Agency Head or may be verbal PSC Responsibilities: PSC should assist the IC to document what verbal authorities have been conferred and try to get written acceptance by the AA 28

Operational Period The designated time period in which tactical objectives are to be accomplished and reevaluated Common lengths are: 12 or 24 hours for Type I and II 2-4 hours for HazMat Multiple days for relatively stable situations Establish operational planning period with IC 29

The Planning Cycle The Planning Cycle establishes time frames for completion of the primary functions with the section Major milestones Tactics Meeting Planning Meeting IAP Operational Briefing ICS Form 209 30

Meeting Facilitation The PSC is responsible for facilitating meetings and briefings Clearly define objectives Follow predetermined agenda Predetermine audience Establish location Provide specific deliverables Ensure meetings are as productive and efficient as possible 31

Purpose: Review the tactics developed by the OSC Tactics Meeting Determe how to accomplish selected strategy Assign resources to implement the tactics Identify methods for monitoring tactics and resources 32

Tactics Meeting Purpose: Operations shares the Draft Tactical Plan with other IMT members who may have a role in the successful implementation of the plan. ngs Visual 11-9 33

Prepare for Planning Meeting Following the Tactics Meeting the PSC prepares for the Planning Meeting: Analyze ICS Form 215 Obtain ICS Form 215A Assess current operations Gather information 34

Prepare for the Planning Meeting All IMT members accomplish the tasks required by their function to prepare for the Planning Meeting 215 etings 215A Resource confirmation Logistical support is obtainable Visual 11-11 35

Conducting the Planning Meeting PSC is responsible for conducting the meeting and ensuring the flow of information is brief and to the point Groundwork should be completed done prior to the meeting 36

Prepare and Approve the IAP etings Visual 11-15 37

Incident Action Plan (IAP) IAP documents the actions developed during the Planning Meeting The plan specifies control objectives, tactics, resources, organization, Communications Plan, Medical Plan, and other appropriate information 38

Incident Action Plan Incidents will vary in size and complexity, so will the IAP Planning process exists to produce an IAP IAP s must be accurate and complete enough to be the guide for Operations 6-30 39

Incident Action Plan Incidents will vary in size and complexity, so will the IAP Planning process exists to produce an IAP IAP s must be accurate and complete enough to be the guide for Operations 6-30 40

Purpose of the IAP Safety of personnel Effectiveness of response operations Provides operational direction for incident personnel (who, what, when, where and how) What are some other intended purposes? 41

Incident Action Plan Incidents generally requiring written IAPs: Involve large number of resources Exceed one operational period Are requested by IC Are required by Agency IAP 42

Operational Briefing Purpose: Present the IAP to supervisors of tactical resources Opportunity to ask questions regarding the plan, be briefed on any critical operational or safety issues, and logistical information May be referred to as the Operations Briefing or the Shift Briefing 6-47 43

Operational Briefing Conducted at the start of each operational period All supervisors of tactical resources should attend at a minimum PSC facilitates the briefing following a concise agenda 44

Other Meetings and Briefings C&G Staff Meeting Transition Meeting Debriefing/Close-out Public Meeting Demobilization Meeting Agency-Specific Reviews Planning Section Meeting 45

Command and General Staff Meeting Discuss important information that affects team IC determines involvement PSC may be asked by IC to facilitate Need quiet time to assemble team 46

Conducted when teams transition or turn back to local management IC may assign PSC to facilitate this meeting Transition Meeting 47

Debriefing/Close-out AA is usually present May be held during Transition Meeting PSC may be asked to facilitate 48

PSC does not usually attend unless requested by the IC Public Meeting Timing and involvement determined by the IC May be asked for a public appearance 49

Demobilization Meeting Used to develop the Demobilization Plan Facilitated by PSC C&G Staff at a minimum Demobilization Plan is approved by IC 50

Agency-Specific Reviews and Accident Investigations PSC involved by IC request Timing and involvement determined by IC Watch distraction from PSC job during response or incident 51

Planning Section Meetings Schedule every couple days Need quiet time for maximum attendance Pulse check Good problem solving time 52

Evaluation and Documentation Final Incident Documentation Package Performance Reviews Visual 7-30 Cooperation 53

Incident Performance Ratings Some Agency Administrators/Executives and all Area Commanders complete performance evaluations on Incident Commanders Personnel from other agencies may ask for a performance rating at the end of the assignment Some Incident Commanders require performance ratings for certain positions in the ICS organization ator/executive and Incident Command Cooperation Visual 7-31 54