1. Emergency Operations Centers & Incident Action Planning Process
John Lindsay and Ann Stangby

2. Session Objectives
Explain the purpose and major functions of the Emergency Operations Center (EOC).
Describe the process of information flow within the EOC.
Discuss the operational hierarchy within the emergency management system.
Explain the Incident Action Planning process.

3. Types of events Immediate threats to life and property.
Loss of facility operating status.
Facility support to other facilities or national problems.
EOC Required?

4. Definition of an EOC “An unfamiliar place
where leaders of an organization go
to make decisions
in little or no time
based on little or no information”
Snowshoe Thompson, 1856

5. Why Is an EOC Needed? Centralized direction and control
Single point for collection, evaluation, display and dissemination of information
Facilitates verification of information
Provides a repository of data
Makes maximum use of existing communications

6. Why an EOC is Needed (con’t)
Facilitates coordination
Provides continuity and facilitates shift changes
Provides for the identification of all available resources
Provides a ready reference on the current situation

7. Major Functions of an EOC
Information gathering and management
collection, evaluation, display, documentation
Emergency policy-making
Operations management / action planning
Communications and warning
Coordination / support of resources
Public information
Hosting Visitors
After: Perry, R. in T. Drabek, and G. Hoetmer (eds.) Emergency Management: Principles and Practice for Local Government. Washington: ICMA

8. Basic EOC Capabilities
Activated quickly (within an hour ?).
Remain operational.
Afford space for other agencies.
Offer communications per work space.
Perform information processing, coordination and documentation functions.

9. EOC Staffing & Management

10. EOC Staff Agency administrator EOC Director
Public Information Officer, Liaison Officer
General staff sections from ICS
Operations, Plans, Logistics, Finance
Support (security, communications, etc.)
Clerical

11. Management Principles
Management by objectives.
Clear management responsibilities (“unity of command”) and delegation of authority.
Span of Control.
Action Planning.

12. EOC Standard Operating Procedures (SOPs)
Use of information processing systems.
Communications with external entities.
Managing resource requests.
Preparing coordinated public information.
Activation and establishing the EOC.

13. General EOC Activation Criteria
Resources required beyond local capabilities
The emergency is of long duration
Multiple agency/jurisdictional involvement
Unique or emerging problem(s) may require policy decisions
A local state of emergency declared

14. ICS Management Functions
Operations
Section
Plans
Section
Logistics
Section
Finance
Section
Activities
Situation Reports
Travel Orders
Resource Activation
Mission Assignments
Computer Problems
Work Environment
Shift Schedules
Conference Calls
Inter-agency Liaison
Incident Status
Resource Status
Office Supplies
Briefings
Shift Action Plan
Parking/Bldg. Access
Procurement/Budget
Here is an example of some PHS EOC activities and where they would be assigned. The black dots indicate primary responsibility, with the gray dots indicating what other Sections and Units would be involved with that activity, or coordinated with to accomplish that activity.

15. Managing Time Establishing the operational period Cycle of activities
First operational period
Remaining operational periods
Shift change meetings
Situation briefing
Action planning meeting
Brief supervisors on plan
Track, coordinate incident progress
Situation updates

16. Set Priorities
Status briefing
Establish/modify priorities
Implement plans
Coordinate & execute
Report accomplishments
Develop objectives
Support priorities
Resolve conflicts
Develop plans
Based on priorities
and assigned objectives

17. EOC Communications Purpose: Demands
Communication / Coordination / Direction
Information sharing
Decision making
Emergency activities
Demands
High volume of information
Requirement for good communication between all parties

18. Communication Considerations
Flexibility - able to fit different situations
Redundancy - works when you need it
Universality - in common with others
Capacity - able to handle the volume
Distribution of loads between alternatives
Speed - how long will it take to get there?
Priority - how long will it take to be acted on?

19. Types of Messages 4 types of messages:
Inquiries asking for information
Advisories providing information
Requests asking for resources or decisions
Orders directing resources or activities

20. Information Management
Historical
Records
Telephone
Log
Radio
Visual
Displays
Verify
FAX
Situation
Briefings
Source(s)
Analyze
This slide illustrates the components of the Information/Intelligence process.
Action
Plans
Synthesize
Mass Media
Distribute
Situation
Reports
Rumor

21. Displays Situation Status (SITSTAT) Incident history Current status
Patients, facilities, weather
Current objectives and assignments
Resource Status
Assigned resources
Available (staged) resources

22. Common Mistakes Unworkable Emergency Operations Plan
No knowledge of disaster resources
Lack of visible leadership
Not controlling information flow
Untrained staff
Key people leave
Not focusing on what happens next !

23. Operational Hierarchy
DHS’s National EOC
ESF Lead Agency EOC(s)
DHS’s Regional EOC
Network EOC(s)
State EOC(s)
DHS’s Disaster Field Office
HCF EOC(s)
Local Gov’t / County EOC(s)
Incident Site(s)

24. Incident Action Planning Process

25. Action Planning Process
Overall Objectives
& Priorities
Plans
Situation
Mgmt
Finalize
Action Plan
Operations
Mgmt
Business
Continuity
Equip,
Plant & Util
Plans
Approve,
Implement
Action Plan
Safety &
Security
Health &
Medical
Cost
Tactical Objectives,
Resource Needs
Capability &
Capacity
Finance
Logistics

26. Operational Period
The period of time scheduled for execution of a given set of actions specified in an IAP.
Can be of any length, although rarely longer than 24 hours.
Not necessarily related to shift length.

27. Briefing Topics Date/time of start of incident Type of incident
Services involved
Current incident status
Current resource status
Current strategy/objectives
Communications systems being used
Special problems/issues

28. Incident Action Planning Steps...
Brief on current situation and resource status
Set incident objectives
Determine areas of operation
Specify objectives and tactics for each group
Specify resources needed by each group

29. IAP Steps (con’t) Specify operating facilities and reporting locations
Place resource and personnel orders
Consider communications, medical, safety and traffic requirements
Finalize, approve and implement

30. IAP Responsibilities: Management
Provide general control objectives and strategy
Establish policy for resource orders
Approve completed IAP

31. IAP Responsibilities: Planning Chief
Prepare for the Planning Meeting
Conduct the Planning Meeting
Coordinate preparation of the IAP

32. IAP Responsibilities: Operations Chief
Determine area(s) of operation
Determine tactics
Determine work assignments
Determine resource requirements

33. IAP Responsibilities: Logistics Chief
Ensure resource ordering procedures are developed
Ensure the IAP can be supported

34. IAP Responsibilities: Finance Chief
Provide cost implications of control objectives, as required
Ensure the IAP is within the cost limitations established by Management.

35. Elements of an IAP Name of event and operational period.
Summary of the current situation.
Statement of policy(s), overall objectives and priorities.
Statements of operational period objectives for each major section.
Action items to carry out the objectives.
Current organizational chart/listing.

36. Questions?
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