1. Wisconsin Department of Transportation Emergency Transportation Operations (ETO) Plan Status Meeting August 13, 2008

2. Discussion ETO Framework –Program –Response ETO Develop. Group/Task Force Updates Draft ETO Plan Status

3. ETO Framework Emergency Transportation Operations (ETO) ETO Program ETO Plan Maintenance Training Asset Mgt Finance/Budget Contracting Performance Evaluation Vulnerability/Mitigation ETO Response Threat Assessment Incident Notification ICS Response Public Information After-Action Reviews Field response and recovery Emergency Preparation and training

4. ETO Components ETO Program –What WisDOT must do to be able to respond –Plan maintenance and sustainability ETO Response –How WisDOT responds to emergencies –Guidelines and procedures for action

5. ETO Program

6. ETO Program Components Program housed in _____?___ Program components: –Plan maintenance –Training –Asset management –Finance/Budgets –Contracting –Performance evaluation –Vulnerability/mitigation

7. ETO Response

8. When is an WisDOT ETO Response activation required? Vast majority of incidents responded to by WisDOT do not require ETO plan activation (i.e. single command incidents) Under single command, WisDOT response/notification handled by a combination of: Field Personnel DSP Troopers WisDOT RIMCs Communication Centers/STOC DSP Dispatchers Centers WisDOT STOC Operators

9. WisDOT ETO plan activation occurs once the Incident Commander deems it necessary to establish Unified Command. AND Event is anticipated to last longer than one operational period (8-hours) OR An Incident Commander requests WisDOT involvement When is a WisDOT ETO Response activation required?

10. Those incidents requiring multi-division, inter-regional or statewide WisDOT response Incidents requiring the ETO Plan activation, while in the minority, have the strongest potential to significantly impact safety, drain resources, and have the highest “visibility” in the eyes of the public. When is a WisDOT ETO Plan activation required?

11. Incident Occurs Initial INTRA-Divisional response is initiated by WisDOT first responders, typically: DSPDTSD Troopers STOC Operators & RIMC UNIFIED COMMAND ESTABLISHED By DSP & DTSD First Responders INTER-Divisional Response Initiated ICS Framework Established Initiate ICS Command Model: Appoint Incident Commander and act appropriately

12. ETO DTSD/DSP Response Flow Chart Incident Occurs WisDOT Regional Incident Commander determines if statewide response is necessary based on input from Command Staff If yes, DTSD Operations Director & DSP Director of Field Operations appoint Statewide WisDOT Incident Commander Planning Section Chief commences Statewide Command Meeting. ICS response continues. DSP Trooper & RIMC, in collaboration with Supervisors, discusses/evaluate situation and determine the need for Unified Command & if the potential duration of the incident warrants activation of the WisDOT ETO plan. If yes, WisDOT Regional Incident Commander contacts DTSD Operations Director & DSP Director of Field Operations to discuss/evaluate the need for State Response Statewide WisDOT Incident Commander appoints Planning Section Chief State WisDOT ICS response begins as part of Unified Command If yes, DSP/RIMC contacts DSP/DTSD Duty Officers (and/or DSP Post Commander/designee) to request a broader regional response. WisDOT Regional Duty Officer appoints Regional WisDOT Incident Commander. Regional WisDOT ICS response begins, as part of Unified Command STOC activates RIMC DSP initiates DSP Chain of Command WisDOT First Responder (DSP Trooper) contacts DSP Comm. Center & STOC Initial ICS Response has begun at incident site

13. ETO Facilities Response Flow Chart Facilities Emergency Occurs Regional WisDOT Incident Commander follows COOP/COG Protocols as needed. If yes, Regional Duty Officer contacts DBM Duty Officer to inform that a facility is “down” or has emergency and WisDOT ETO Plan is activated. Regional Director appoints Regional WisDOT Incident Commander Regional WisDOT ICS response begins WisDOT Facilities Manager contacts Law Enforcement and Regional Duty Officer that a facility related emergency has occurred. Initial ICS response begins at Facility. Regional Duty Officer discusses/evaluates situation with Incident Commander to determine whether event warrants activation of the WisDOT ETO plan. If yes, DBM Duty Officer discusses/evaluates situation with DBM Management & Coordinates with Regions.

14. ETO Plan Development Group/Task Force Updates and Status

15. ETO Development Group Meetings ETO Plan Framework - 4 Threat Detection and Incident Assessment Guidelines - 3 Interagency Agreements – 1 Public Information Dissemination Standards and Procedures - 3 Training Plan - 3 Program Performance Goals - 4 Asset Inventory - 2 ETO Groups met a total of 20 times over the past 2 months

16. Cross-Cutting Themes and Issues Need to adhere to ICS structure for response component Program aspects are WisDOT specific and will follow WisDOT’s needs and desires Critical need to identify personnel to fill ICS leadership and support roles ETO Plan will be more than just compilation of products from groups Standardization and consistency across all Regions very important

17. ETO Program Development Status Programmatic elements critical to long-term plan effectiveness and sustainability On-going discussion/meetings are needed to determine specifics Programmatic elements likely to require institutional changes and may have funding implications Programmatic needs identification & development on-going

18. Program Framework Status Two aspects to develop program framework: –Identifying programmatic needs and elements –Developing the response plan Response plan taking shape following ICS protocols. At present, contains information, but not in “readable” format

19. Program Framework Needs Gathered information will be “plugged” into ICS framework ICS roles need to be understood by personnel designated to fill leadership positions Need further discussion on Duty Officer concept/application. Program issues that need to be resolved: –Staffing rosters –How will WisDOT maintain ETO program? –Defining operational periods (8-hours being used initially) –Will equipment identified as being needed be provided? –ETO response contracting issues need to be resolved before Nov. 1

20. Threat Assessment/Activation Status Pre-notification planning where possible; not every event can be pre-notified Consistency with WisDOT “Scene Management Guidelines” event characterization: –All ETO activations major incidents, not all major incidents ETO activations Field personnel (troopers and RIMC) monitor incident and advise of escalation to ETO activation and contact next in chain –Basic escalations structure: Site to Region to State –Hard thresholds not possible or even desired for some events –Basic rule: “When unsure that an incident can be handled on-site, escalate to next level.” WisDOT ETO activation = unified command + duration OR specific request for WisDOT emergency response. Trooper, RIMC, Supervisor and/or above making all decisions on escalation. WisDOT management or designee in on all decisions.

21. WEM EOC Activation WEM EOC Activation WEM EOC Activation – WisDOT DTSD at WEM only for full activation or specific request: Level 3 Minimal Activation (This activation is intended to monitor Severe Weather conditions in the state.) –WisDOT Response: DSP Level 2 Partial Activations (The State EOC will move to Level 2 activation if severe weather causes damage to a community resulting in injuries, death and the local community has a need for state assistance.) –WisDOT Response: DSP, OPA, & DTSD Level 1Full Activation –WisDOT Response: DSP, DTSD, OPA, & DBM

22. Performance Evaluation Status Performance Goals & Measures Table Debriefing Requirements Matrix & AAR Outline Annual Performance Report Outline Independent Reviewer & Facilitator Role

23. WisDOT will commit to supplying adequate staff resources to support ETO WisDOT ETO team will be consistently trained and certified to meet standardized levels of preparedness WisDOT will maintain timely and accurate information about emergency response tools and resources ETO Program-Related Goals & Performance Measures

24. ETO Response-Related Goals & Performance Measures WisDOT command staff (any person that could be an incident commander) will be notified in timely manner of potential emergency threats, where possible, and of escalating incidents as determined in the ETO plan RIMC will respond to all calls or provide justification of why a field visit was not necessary WisHELP will arrive at the State EOC within 2 hours of call and sign into ESPONDER An incident action plan and objectives will be drafted for every ETO activation at the regional and state level

25. Training Status Training Plan part of ETO Plan Program component about 70% complete, not including development of a curriculum for specialized personnel. Role specific training will be required of all personnel with ETO assignment potential. Emphasis on RIMC, STOC, WisHELP, Supervisors, Directors Training will include –ICS 100, 200, 300, 400, 500, 700 –Public information –STOC –Esponder and PCO switchboard –Exercises and shadowing Major training will occur at State Patrol Academy, supplemented by Regional training and exercises

26. Public Information Status State Patrol Communication Center –Incident-related TIA and news releases Statewide Traffic Operations Center –News releases not incident-related Public Information Officer –When assigned Public information roles agreed upon:

27. News release templates complete and ready to be included in Response Plan Public information toolbox, stand-alone document that will be provided to everyone that MAY talk to media or send a news release Regional Communications Managers will get ESPONDER accounts All WisDOT personnel that go to sites or that could be in a position to talk to media will get Public Information training, same as troopers get at Academy Public Information Status

28. ETO Plan Status Conformance to ICS provides structure for Response Plan Major issues with response plan involve personnel, not process –KEY - - Who will fill roles? Will finalize process over the next three weeks and “fill in the blanks” over the next 6 weeks as information becomes available. ETO Plan 60% filled –Missing ICS procedures and role assignments –Will require editing

29. Actual ETO Plan Document Status Preliminary outline created and being populated; 2 sections: –Program –Response Filling in blanks will require feedback, expect calls Staffing rosters main concern, expect calls (Region information)

30. ETO Plan Content - Program Introduction Chapter 1 – Emergency Transportation Framework Chapter 2 – Program Performance Measures Chapter 3 – Annual Program Maintenance

31. ETO Plan Content - Response Chapter 1 – ICS Overview Chapter 2 – Activation Thresholds & Notification Chapter 3 – ICS Response Guidelines Chapter 4 – After Action Reviews

32. ETO Plan Content – Appendices Glossary of ICS Terms Acronym List ICS Forms Media Toolkit Media Templates Special Threat Activation Matrix Contact Lists Select Asset Inventory WisDOT Multi-Year Training Schedule