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State Managed Shelter

Standard Operating Procedure

Planning Section

TEMPLATE

TABLE OF CONTENTS

I. FUNCTION............................................................................................................................................1

II. PURPOSE...............................................................................................................................................1

III. MISSION...........................................................................................................................................1

IV. PROTOCOL.......................................................................................................................................1

V. PLANNING ASSUMPTIONS...............................................................................................................1

VI. BACKGROUND...............................................................................................................................2

VII. ORGANIZATION.............................................................................................................................2

VIII. JOB DUTIES BY POSITION............................................................................................................4

IX. COMMUNICATIONS.......................................................................................................................6

A. ALERT AND NOTIFICATION.................................................................................................................6B. INTERNAL AND EXTERNAL COMMUNICATION....................................................................................6

X. THE PLANNING “P” AND PLANNING TIMELINE.........................................................................6

XI. PROCEDURES:.................................................................................................................................8

A. MANAGEMENT....................................................................................................................................8B. INITIAL RESPONSE AND ASSESSMENT................................................................................................8C. OPERATIONAL PERIOD/SHIFT CHANGE BRIEFING..............................................................................9D. INITIAL UNIFIED COMMAND MEETING...............................................................................................9E. RESOURCE TRACKING........................................................................................................................9F. DEMOBILIZATION PLAN....................................................................................................................10G. SITUATION REPORT..........................................................................................................................10H. INCIDENT ACTION PLAN...................................................................................................................11I. TACTICS MEETING............................................................................................................................11J. PLANNING MEETING.........................................................................................................................12K. AFTER ACTION REPORT COORDINATION.........................................................................................12

JOB AIDS

MANAGEMENT...........................................................................................................ATTACHMENT 1 - 1

UNIT LOG..........................................................................................................ATTACHMENT 1, TAB 1 - 1

INITIAL RESPONSE AND ASSESSMENT................................................................ATTACHMENT 2 - 1

INCIDENT BRIEFING......................................................................................ATTACHMENT 2, TAB 1 - 1

OPERATIONAL PERIOD/SHIFT CHANGE BRIEFING...........................................ATTACHMENT 3 - 1

OPERATIONAL PERIOD/SHIFT CHANGE BRIEFING................................ATTACHMENT 3, TAB 1 - 1

INITIAL UNIFIED COMMAND MEETING...............................................................ATTACHMENT 4 - 1

RESOURCE TRACKING..............................................................................................ATTACHMENT 5 - 1

EWA PHOENIX RESOURCE TRACKING.....................................................ATTACHMENT 5, TAB 1 - 1LOG INTO THE SYSTEM:.................................................................................Attachment 5, Tab 1 - 1ADD/EDIT/UPDATE EQUIPMENT:.................................................................Attachment 5, Tab 1 - 2ADD/EDIT/UPDATE ITEMS:..........................................................................Attachment 5, Tab 1 - 14EQUIPMENT REPORTS:.................................................................................Attachment 5, Tab 1 - 21INVENTORY REPORTS:..................................................................................Attachment 5, Tab 1 - 25

Table of Contents i

STATUS CHANGE CARD................................................................................ATTACHMENT 5, TAB 2 - 1

DEMOBILIZATION PLAN..........................................................................................ATTACHMENT 6 - 1

DEMOBILIZATION PLAN...............................................................................ATTACHMENT 6, TAB 1 - 1DEMOBILIZATION CHECKOUT:..................................................................ATTACHMENT 6, TAB 2 - 1

SITUATION REPORT...................................................................................................ATTACHMENT 7 - 1

SITUATION REPORT:......................................................................................ATTACHMENT 7, TAB 1 - 1

INCIDENT ACTION PLAN..........................................................................................ATTACHMENT 8 - 1

INCIDENT ACTION PLAN:..............................................................................ATTACHMENT 8, TAB 1 -1ORGANIZATION LIST:...................................................................................ATTACHMENT 8, TAB 2 - 1ASSIGNMENT LIST:........................................................................................ATTACHMENT 8, TAB 3 - 1COMMUNICATIONS PLAN:...........................................................................ATTACHMENT 8, TAB 4 - 1MEDICAL PLAN:..............................................................................................ATTACHMENT 8, TAB 5 - 1

TACTICS MEETING.....................................................................................................ATTACHMENT 9 - 1

OPERATIONS PLANNING WORKSHEET:...................................................ATTACHMENT 9, TAB 1 - 1

PLANNING MEETING...............................................................................................ATTACHMENT 10 - 1

AFTER ACTION REPORT COORDINATION.........................................................ATTACHMENT 11 - 1

AFTER ACTION REPORT:............................................................................ATTACHMENT 11, TAB 1 - 1

Table of Contents ii

STANDARD OPERATING PROCEDURE

I. Function: State Managed Shelter Planning

II. Purpose: To provide guidance to those working within the Planning Section of the State Managed Shelter in managing historical recordation of the shelter activities (Situation Report), forecasting shelter activities and needs (Incident Action Plan and Demobilization Plan), and tracking resources within the shelter.

III. Mission: Efficient, coordinated and accurate evaluation, recording, reporting and forecasting of information for the SMS.

IV. Protocol:

A. Incident Command System (ICS) forms will be used for all reporting and resource tracking. These forms are included with this plan.

B. Staff and volunteers will be required to check-in and check-out daily through the Resources and Demobilization Unit of the Planning Section (utilizing the shelter registration software) unless they are members of the Animal Shelter staff/volunteers. At this location, staff and volunteers will check in and out with the Animal Registration and Intake Group using the shelter registration software. This data will be reviewed through the registration software by the Planning Section and an accurate on-site personnel account and history will be maintained and provided to the Time, Risk and Workman’s Compensation Unit of the Finance and Administration Section for review processing of timesheets.

C. All non-personnel resources will be in- and out-processed through the Planning Section. An accurate account and history of all on-site non-personnel resources will be maintained within this unit.

V. Planning Assumptions:

A. All members of the planning staff have been trained in the State Managed Shelter Plan and the Incident Command System and its tools.

B. Tactical resources at the SMS can have one of three status conditions:

a. In-Useb. Unavailablec. Available

C. The individual, who authorizes a change in status for a resource, such as location, assignment or status, is responsible for immediately information the Planning Section through the use of the Status Change Card.

Planning SOP Page 1

D. The Operational Period is twenty-four hours with 12 hour shifts. An Incident Action Plan will be produced once every operational period and a Situation Report will be produced twice every operational period, unless otherwise scheduled by the Unified Command.

VI. Background: The Planning Section collectively will:

Collect, evaluate and disseminate tactical information pertaining to the incident; Maintain information and intelligence on the current and forecasted situation; Maintain the status of resources assigned to the incident; Prepare and document Incident Action Plans; and Gather and disseminate information and intelligence critical to the incident.

The Resources and Demobilization Unit makes certain that all assigned personnel and resources are in- and out-processed appropriately. This unit will track the current location and status of all assigned resources and maintain a master list of all resources committed to the operations of the shelter. It also develops an Incident Demobilization Plan that includes specific instructions for all personnel and resources that will require demobilization. This plan will be developed early in the incident and be distributed and updated as needed.

The Situation and Documentation Unit will collect, process, and organize on-going situation information and prepare situation reports; it also maintains an accurate and complete incident history including a timeline of major steps throughout the process. This unit develops projections and forecasts of future events related to the incident. It gathers and disseminates information and intelligence for use in the Incident Action Plan. This unit also files, maintains and stores incident files for legal, analytical and historical purposes. This unit utilizes the data gathered to prepare the Incident Action Plan and maintains all supporting documentation for the IAP and any other planning report.

VII. Organization:

Insert Planning Section Organizational Chart here from the site-specific plan.

Planning SOP Page 2

Planning Section Chief

Resources and Demobilization

Unit

Situation and Documentation

Unit

Unified Command

Planning SectionOperations Section Logistics SectionFinance & Admin Section

Public InformationOfficer

Unified Command Members:VDSS, Institution, VDH, VSP, VDACS

Time, Risk and Workman’s Compensation

Security Services

Food Services

Human Shelter Services Facilities

Special Medical Needs Services

Communica-tions

Animal Shelter Services

Safety, Environmental Health and Surveillance Officer

Cost and Procurement

Registration and Intake Services

Claims

Ground Support

Insert overarching organizational chart here from the site-specific plan.

Planning SOP Page 3

VIII. Job Duties by Position:

DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAININGPlanning Section Chief Oversee all incident-

related data gathering and analysis regarding incident operations and assigned resources.

Prepare the Incident Action Plan for each operational period.

Determine staffing, conduct briefings, collect and compile data, prepare reports, and design information updates for residents and staff.

Serve as historian of the shelter operation.

Obtain briefings from the Unified Command.

Supervise Unit operations. Develop alternatives for

tactical operations. Interact with the Unit

Directors to develop tactics to implement incident strategies.

Conduct planning meetings.

Review assignments within the Branch and report status to the Unified Command.

Assign specific work tasks to Unit Leaders.

Monitor and inspect progress and make changes as necessary.

Resolve logistics problems reported by subordinates.

Maintain Unit Log.

Advanced knowledge in Incident Command System protocol and procedures.

Ability to compile, organize, and analyze narrative and statistical information.

Ability to work as team member.

Skill in the use of personal computer, Microsoft Office and internet.

Ability to motivate and direct.

Ability to communicate both verbally and in writing.

Sensitivity in human interactions to diversity and inclusiveness.

Ability to organize work activities delegate work and directly supervise a diverse work unit.

Ability to effectively convey information.

IS-100, 200,300, 700 &800 or 800A &VDSS Shelter Training

Resources and Demobilization Unit Leader

Assure all resources including personnel are appropriately in- and out- processed throughout the incident.

Manage a system for tracking location and status of all assigned resources.

Maintain a master list of all resources committed throughout the incident.




Skill in the use of personal computer, Microsoft


Planning SOP Page 4

DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAINING

Continuously track resource status to effectively manage their use.

Develop and update as necessary the Incident Demobilization Plan.

Distribute the approved plan and any revisions as necessary.

Office and internet. Ability to communicate

both verbally and in writing.



Situation and Documentation Unit Leader

Collect, process, and organize on-going situation information.

Prepare situation reports. Develop projects and

forecasts of future events related to the incident.

Prepare, gather and disseminate information and intelligence for the Incident Action Plan.

Maintain accurate and complete incident files including a historical timeline of all major steps taken throughout the incident.

File, maintain, and store incident files for legal, analytical, and historical purposes.

Prepare the Incident Action Plan.

Maintain all files and records that are developed as any part of the overall planning process (situation reports, briefings, Incident Action Plans, etc.)




Skill in the use of personal computer, Microsoft Office and internet.

Ability to communicate both verbally and in writing.




Planning SOP Page 5

IX. Communications:

A. Alert and NotificationOnce the Planning Section Chiefs are contacted via the Unified Command, the Chiefs will then be responsible to contact their Unit Leaders. It is the responsibility of the Planning Section Chiefs to keep current contact information for all staff and assure that it is updated bi-annually at minimum. It is the responsibility of all identified staff to assure that their contact information is correct at all times and report any changes immediately to their direct supervisor(s) within the SMS.

B. Internal and External CommunicationThe Planning Section will be located in the Unified Command Center. This Center will have full internet, phone, fax, and radio access to the SMS. The entire Planning Section will reside in this room and each Chief and Unit Leader will have a computer (with e-mail, desktop applications, and access to the EWA Phoenix system), phone, and access to a photocopier and scanner.

X. The Planning “P” and Planning Timeline:

The Planning Section shall be staffed in two 12-hour shifts or as determined by the Unified Command.

Initial Response(Hours prior to the onset of tropical storm force winds)

72 hours - Initial Response and Assessment (Planning Section Chief and Resources and Demobilization Unit)

Planning SOP Page 6

68 hours - Incident Briefing using ICS 201 Form (Planning Section Chief and Resources and Demobilization Unit)

Initial Unified Command Meeting (Unified Command and Planning Section Chief)

Unified Command Sets Incident Period and Objectives for that Period (Unified Command and Planning Section Chief)

65 hours - Prepare for the Planning Meeting and Distribute ICS 204 Forms (Planning Section Chief)

64 hours - Planning Meeting and Collect ICS 204 Forms (Planning Section Chief and all Command and General Staff)

63 hours - IAP Preparation (Planning Section Chief)

61 hours - IAP Approval (Unified Command)

60 hours - Begin Operational Period

Operational Period Briefing

Execution of Incident Action Plan

Operational Period Planning Cycle(Hours post beginning of the Operational Period)*

0 hours - Begin Operational Period

Operational Period Briefing/Change of Shift Briefing

Execution of Incident Action Plan

Assess Progress of Incident Action Plan

10 hours - Situation Report Information Due to Planning Section

12 hours - Situation Report Published

Change of Shift Briefing

13 hours - Unified Command Sets Objectives for Upcoming Period (Unified Command and Planning Section Chief)

1430 hours - Tactics Meeting (Operations Section Chief, Environmental Health, Safety and Surveillance Officer, Logistics Section Chief, and Resources and Demobilization Unit Leader)

16 hours - Prepare for the Planning Meeting and Distribute ICS 204 Forms (Planning Section Chief)

18 hours - Planning Meeting and Collect ICS 204 Forms (Planning Section Chief and all Command and General Staff)

20 hours - IAP Preparation (Planning Section Chief)

22 hours - IAP Approval (Unified Command)

Planning SOP Page 7

Situation Report Information Due to Planning Section

24 hours - Begin New Operational Period

Situation Report Published

Operational Period Briefing/Shift Change Briefing

Execution of New Incident Action Plan

* Dependent upon the operational period, a resident’s information briefing will also be scheduled and prepared by the Planning Section.

XI. Procedures:

A. Managementa. Time: From the initial setup of the SMS through the complete

demobilization of the SMS.b. Task: Assure appropriate Human Shelter Services staff is accounted for,

on-duty, trained, adequately equipped, and on-task. c. Responsible Section Members:

1. Section Chief: Assure the appropriate equipment and supply needs are available at all times for staff. Maintain situational awareness and provide information to staff. Assure that staff sign in and out within the registration system and complete their agency-specific timesheets. Maintain Unit Log for the Section.

B. Initial Response and Assessmenta. Time: Immediately upon arrival to the SMS with the initial Incident

Briefing no more than 4 hours later.b. Task: Complete a thorough assessment of the current situation that the

Commonwealth is encountering and report on the current status of the shelter.

c. Responsible Section Members:1. Section Chief: Delegation of tasks and overall coordination and

presentation of the data.2. Resources and Demobilization Unit Leader: Assessment of on-

site supplies, commodities and human resources. Determination of supplies, commodities and human resources in-route.

3. Situation and Documentation Unit Leader: Assessment of scenario creating the evacuation need, its potential impacts (if any) locally, and potential local impacts to the SMS (weather, local response, special event, etc.). This unit also prepares the briefing.

d. Format: Incident Briefing – ICS 201 Form (Attachment 1, Tab 1)e. Resources:

1. Internet2. EWA Phoenix

Planning SOP Page 8

f. References:1. Initial Response and Assessment Job Aid2. Incident Briefing Form (ICS 201)

C. Operational Period/Shift Change Briefinga. Time: At every shift change.b. Task: Brief incoming shelter staff of the current situation within the

shelter, notify them of shelter goals, objectives and upcoming events, and prepare them to complete their daily tasks.

c. Responsible Section Members:1. Section Chief: Review the briefing prior to delivery and

moderate its presentation.2. Resources and Demobilization Unit Leader: Prepare

information for delivery regarding current, in-route, and pending resources.

d. Format: Operational Period/Shift Change Briefing (Attachment 2, Tab 1)e. Resources:

1. Internet2. EWA Phoenix3. Current Incident Action Plan4. Current Situation Report

f. References: 1. Operational Period/Shift Change Briefing Job Aid

D. Initial Unified Command Meetinga. Time: Immediately following Incident Briefing b. Task: Set the operational period and objectives based on anticipated needs

and events. Discuss initial operational, organizational and planning needs and events for the upcoming operational period.

c. Responsible Section Members:1. Section Chief: Schedule, moderate and annotate the initial

unified command meeting. Provide notes, including the set operational period and objectives, to the Situation and Documentation Unit Leader.

d. Format: Face-to-Facee. Resources:

1. Incident Briefing (ICS 201) Current 2. Virginia Emergency Operations Center Coordination Action

Plan (VEOC ICS 202) f. References:

1. Unified Command Meeting Job Aid

E. Resource Trackinga. Time: Continuous b. Task: Maintain a current inventory of all supplies, commodities and

resources and their status within the shelter.

Planning SOP Page 9

c. Responsible Section Members:1. Resources and Demobilization Unit Leader: Maintain, review

and update the status and inventory of all supplies, commodities and resources at use in, mobilizing to, or demobilizing from the shelter.

d. Format: Operations Planning Worksheet (Attachment 4, Tab 2) e. Resources:

1. EWA Phoenixf. References:

1. EWA Phoenix Resource Tracking Job Aid2. Operations Planning Worksheet (ICS 215)

F. Demobilization Plan a. Time: Initially upon information of downsizing or closing of the shelter

within 72 hours and followed up by updates as needed.b. Task: To prepare a coordinated, effective, and efficient demobilization of

supplies, commodities and resources used throughout the shelter activation.

c. Responsible Section Members:1. Section Chief: Notify the Resources and Demobilization Unit

Leader of the potential of the shelter to downsize or close within 72 hours. Review and endorse the plan prior to review of other Section Chiefs and Incident Commanders.

2. Resources and Demobilization Unit Leader: Prepare and update a Demobilization Plan as needed.

d. Format: Demobilization Plan with Demobilization Checkout Forms attached as needed (Attachment 5)

e. Resources:1. Current Operational Period/Shift Change Briefing2. Current Situation Report3. Current Incident Action Plan4. EWA Phoenix

f. References: 1. Demobilization Plan Job Aid2. Demobilization Plan Template3. Demobilization Checkout Form (ICS 221 Modified)

G. Situation Reporta. Time: At a minimum, once every operational period.b. Task: To develop a written historical record of the current situation within

the shelter.c. Responsible Section Members:

1. Section Chief: Review the report and distribute as needed.2. Resources and Demobilization Unit Leader: Prepare a report on

the current status and situation of the shelter.d. Format: Situation Report Form (Attachment 6, Tab 1)

Planning SOP Page 10

e. Resources:1. Current Operational Period/Shift Change Briefing2. Current Incident Action Plan3. EWA Phoenix4. Internet

f. References: 1. Situation Report Job Aid2. Situation Report Form (ICS 209 Modified)

H. Incident Action Plana. Time: At a minimum, once every operational period.b. Task: To develop a written plan that formally documents incident goals,

operational period objectives, and the response strategy defined by unified command. It contains general tactics to achieve goals and objectives within the overall strategy, while providing important information on event and response parameters. The IAP also facilitates dissemination of critical information about the status of response assets themselves.

c. Responsible Section Members:1. Section Chief: Review the plan and distribute as needed.2. Resources and Demobilization Unit Leader: Prepare a plan

incorporating all information from unified command, command and general staff.

d. Format: Incident Action Plan Form (Attachment 7)e. Resources:

1. Current Operational Period/Shift Change Briefing2. Current Situation Report3. EWA Phoenix4. Internet

f. References: 1. Incident Action Plan Job Aid2. Incident Action Plan Form (ICS 202 Modified)3. Incident Action Plan Form Attachments (ICS 203 Modified,

ICS 204 Modified, ICS 205 Modified, and ICS 206 Modified)

I. Tactics Meetinga. Time: Immediately following Unified Command Meeting (initial) or

Operational/Shift Change Briefingb. Task: Attend this meeting to determine strategies and tactics for

implementing the operational objectives, assign resources to implement the tactics, and determine methods to monitor tactics and assigned resources to determine need for adjustment.

c. Responsible Section Members:1. Resources and Demobilization Unit Leader: Document

resource allocations based on tactic by kind, type, number available and number needed. Cross reference with available resources. If resources will not be available or must be


requested, report as soon as known such that tactical adjustments can be made.


1. Current Operational Period/Shift Change Briefing2. Current Incident Action Plan (ICS 202 Modified)3. Current Virginia Emergency Operations Center Coordination

Action Plan (VEOC ICS 202) 4. EWA Phoenix5. Operations Planning Worksheet (ICS 215 Modified)

f. References: 1. Tactics Meeting Job Aid2. Operations Planning Worksheet (ICS 215 Modified)

J. Planning Meetinga. Time: 2 – 3 hours after the Tactics Meeting but 2-3 hours prior to the

completion of the Incident Action Planb. Task: Review the operational period and objectives set by the unified

command. Discuss the strategies and resource assignments as determined in the tactics meeting. Distribute blank ICS 204 Forms to each of the Unit/Branch/Divisions. Discuss upcoming operational duties and needs; collect the completed forms Distribute, assign and set deadlines for the additional Incident Action Plan support documents.

c. Responsible Section Members:1. Section Chief: Schedule, moderate and annotate the planning

meeting. Direct discussion and development of operational period objectives. Distribute and, set deadlines for return of completed IAP support documents to the Situation and Documentation Unit Leader.


1. Current Operational Period/Shift Change Briefing2. Current Incident Action Plan3. Current Situation Report4. EWA Phoenix5. Current Operations Planning Worksheet (ICS 215 Modified)

f. References: 1. Planning Meeting Job Aid2. Incident Action Plan Attachments (ICS 203 Modified, ICS 204

Modified, ICS 205 Modified, and ICS 206 Modified)

K. After Action Report Coordinationa. Time: Continuous b. Task: Make After Action Report Forms available for all staff throughout

the sheltering event and collect forms for compilation into a formal after


action report at the end of the event. As time is available, digitally input data from after action report forms into a spreadsheet.

c. Responsible Section Members:1. Situation and Documentation Unit Leader: Insure that After

Action Report Forms are readily available and easily accessible to all shelter staff throughout the event. Identify and publicize the location for completed forms to be delivered. Regularly collect and file completed forms and, as time allows, digitally input into a spreadsheet. Upon closure of the shelter, deliver all completed After Action Report Forms (and the digital spreadsheet if applicable) to the VDSS Incident Commander for delivery to the VDSS OEM staff for preparation of an After Action Report.

d. Format: After Action Report Form (Attachment 10, Tab 1) e. Resources:

1. n/af. References:

1. After Action Report Coordination Job Aid2. After Action Report Form


JOB AID:MANAGEMENT

The supervision and management of employees is critical to the overall positive outcome of the sheltering event.

The Planning Section Chief will:

Upon initial entry into the shelter:

o Introduce himself/herself to the Unified Command.

o Prepare the Initial Response and Assessment (See Initial Response and Assessment Job Aid).

o Receive and test all communications equipment needed for him/herself and all Planning Section staff.

o Meet with the Planning Section staff upon their arrival to the shelter to:

Discuss the shelter situation and give a brief operational overview.

o Discuss in-house communication and chain of command issues and concerns.

Distribute the Section’s communications equipment and assign stations.

Throughout shelter activation:

o Assure development and delivery of all planning documentation and presentations.

o Provide updates as needed to staff regarding situational status, shelter status, meals, operational changes, etc.

o Assure staff has appropriate, sufficient and operational equipment and supplies.

o Assure the appropriate staffing levels are maintained based on shelter needs. Make recommendations to the Unified Command of any needed changes (activation of additional staff or demobilization of redundant staff).

o Provide a shift change briefing to the incoming Section Chief to include:

Current status of the Section

Any issues that occurred during the shift

Any ongoing issues that will need to continue to be addressed

Any upcoming events, issues, etc that the oncoming Director needs to be aware of

Management Job Aid Attachment 1 - 1

o Assist all Planning Section staff with problem and conflict resolution as needed.

o Assure appropriate check-in and check-out of all staff has been completed.

o Review and approve timesheets.

o Maintain the Unit Log for the Planning Section (see Attachment 1, Tab 2).

At shelter demobilization/closing:

o Submit written notification to the Unified Command of unneeded resources and/or equipment that can be reallocated or demobilized (including staff).

o Complete tasks on Demobilization Checkout sheets and sign such that the resource can be released.

o Review final timesheets for accuracy and approve.

o Assure all staff receive after action report forms and are given time to complete and submit them prior to departure.

Management Job Aid Attachment 1 - 2

PLANNING SECTION UNIT LOG

UNIT LOG1. Incident Name

2. Date Prepared

3. Time Prepared

4. Unit Name/Designators

5. Unit Leader (Name and Position)

6. Operational Period

7. Personnel Roster Assigned

Name ICS Position Home Base 8. Activity Log

Time Major Events

Unit Log Attachment 1, Tab 1 - 1

9. Prepared by (Name and Position)

Time Major Events


Unit Log Instructions

1. Incident Name: VEOC Incident Name followed by name of SMS

2. Date Prepared: Day of Week, Month Day, Year

3. Time Prepared: Start Time of the Report in Military Time

4. Unit Name/Designators: Name of the Section/Branch/Group/Unit (i.e. Hospitality-Dormitory Group)

5. Unit Leader: Name and Position (i.e. Joe Smith, Hospitality-Dormitory Group Supervisor)

6. Operational Period: From the active, current Incident Action Plan: Time in Military Format Day of Week, Month Day, Year - Time in Military Format Day of Week, Month Day, Year

7. Personnel Roster Assigned: Name, Position and Location for each direct staff member within your group (i.e. for the Hospitality Dormitory Group Supervisor - Hospitality-Dormitory Coordinators, Names and Posts)

8. Activity Log: List major events that occur (e.g., task assignments, task completions, injuries, difficulties encountered, etc.) and the time (in military format) when they occurred

9. Prepared By: Enter name and title of the person completing the log. Provide log to immediate supervisor, at the end of each operational period.


JOB AID:INITIAL RESPONSE AND ASSESSMENT

Upon entry into the State Managed Shelter, the Planning Section must fully assess the current situation as a baseline to begin all additional planning activities for the activation.


Introduce himself/herself to the Unified Command and schedule the initial Incident Briefing (see Attachment 3) to be immediately followed by the initial Unified Command Meeting. (The Briefing and Meeting should occur no later than 4 hours after initial response to the site.) Meeting attendees should be:

Meet with Planning Section staff to assign the assessment tasks and set a timeline for completion.

o The Situation and Documentation Unit is the lead for the development of this briefing.

o The Resources and Demobilization Unit should complete the resources information. This data should be and delivered to the Situation and Documentation Unit no less than one hour prior to the briefing time.

Post briefing/meeting times and required attendees visually within the Unified Command Center. This may be followed up with e-mail if possible or desired.

Assist Planning Section staff as needed to complete assignments for the assessment.

Request staffing information from the Finance and Administration Section Chief (Time, Risk and Workman’s Compensation Unit). Set deadline for its completion no less than 1 hour prior to briefing time and insure that the information is delivered to the Situation and Documentation Unit.

Review the draft initial Incident Briefing and revise as needed. Present the initial Incident Briefing.

The Situation and Documentation Unit Leader will:

Meet with Planning Section Chief and Planning Section staff to receive assignment of assessment tasks and a timeline for their completion.

Develop a digital and paper filing system to manage upkeep of Planning Section documentation. The Planning Section is the historian for the SMS, so the system should be detailed, user-friendly, and robust.

Complete ICS Form 201 (Attachment 1, Tab 1).

The name of the incident should be the name of the Incident based on the VEOC WebEOC followed by the name of the SMS. (example: 2009-08 Tropical System Danny JMU)

Initial Response and Assessment Job Aid Attachment 2 - 1

The person who prepared the report will be listed as the current Planning Section Chief.

Using the following websites and other forms of valid information, develop a picture of the scenario that has created the need for the shelter.

o www.weather.gov (National Weather Service)

o www.nhc.noaa.gov (National Hurricane Center)

o www.hpc.ncep.noaa.gov (Hydrological Predication Center)

o www.msnbc.com (MSNBC)

o www.cnn.com (CNN)

o Institution/Site’s website

o Local government website

o Local news websites within potential impact or impacted areas

o www.vdem.virginia.gov (Virginia Department of Emergency Management)

Use this data to prepare the Event Data and Local Data to include in the Summary of Current Actions.

Within the Summary of Current Actions, also prepare a summary of the current shelter activity. This should include current number of staff on-site, when additional staff will be arriving and how many and when the full staff implementation should be on-site. This should also include a listing of what is currently on-going within the shelter such as set-up, pre-shelter assessment, etc.

The final piece of information within the Summary of Current Actions is a listing of the shelter and staff schedule including meetings, deadlines, briefings, etc.

Incorporate information from the Time, Risk and Workman’s Compensation Unit and Resources and Demobilization Unit into the initial Incident Briefing.

Insert the data and time prepared once the draft document is completed.

Present initial Incident Briefing to Planning Section Chief for review and approval 30 minutes prior to briefing time.

The Resources and Demobilization Unit Leader will:



http://www.vdem.virginia.gov/

http://www.cnn.com/

http://www.msnbc.com/

http://www.hpc.ncep.noaa.gov/

http://www.nhc.noaa.gov/

http://www.weather.gov/

Complete an on-site resource assessment of all non-staff resources utilizing ICS Form 201 Resources Summary (see Attachment 1, Tab 1, Number 7).

Log resources into EWA Phoenix (see Attachment 4, Tab 1).

o For commodities that will require renewing, set notification alerts for when supplies must be reordered.

Deliver a completed copy of ICS Form 201 Resources Summary to the Situation and Documentation Unit no less than 1 hour prior to the initial Incident Briefing for inclusion into the complete document.


INCIDENT BRIEFINGICS FORM 201

1. Incident Name: VEOC Incident Name followed by Name of SMS

2. Date Prepared: Day of Week, Month Day, Year

3. Time Prepared: Time in Military Format

4. SMS Layout and Site Map:

5. Prepared By: Name, Title

Incident Briefing Attachment 2, Tab 1 - 1

6. Summary of Current Actions:

Event Data

Local Data

Shelter Summary

Operational Period Schedule

Current Organization:

Planning Section

Situation and Documentation Unit Leader: Name Staff Count? 0

Resources and Demobilization Unit Leader: Name Staff Count? 0

Logistics Section

Food Services Unit Leader: Name Staff Count? 0

Facility Management Unit Leader: Name Staff Count? 0

Communications Unit Leader: Name Staff Count? 0

Ground Transportation Unit Leader: Name Staff Count? 0


Unified Command Members:VDSS – Institution – VDH – VSP – VDACS –

Unified Command

Planning Section ChiefName

Operations Section ChiefName

Logistics Section ChiefName

Finance and Administration Section

ChiefName

Public Information OfficerName

Safety Environmental Health and Surveillance

OfficerName

Supply Unit Leader:


Cost and Procurement Unit Leader: Name Staff Count? 0

Time and Workman’s Compensation Unit Leader: Name Staff Count? 0

Claims Unit Leader: Name Staff Count? 0

Operations Section

Registration and Intake Services Branch Supervisor: Name Staff Count? 0

Human Shelter Services Branch Supervisor: Name Staff Count? 0

Special Medical Needs Services Branch Supervisor: Name Staff Count? 0

Security and Traffic Management Branch Supervisor: Name Staff Count? 0

Animal Shelter Services Branch Supervisor: Name Staff Count? 0

7. Resources Summary:Resource Ordered

Resource Identification

ETA (Date/Time)

On-Scene? (Yes or No)

Location/Assignment


JOB AID:OPERATIONAL PERIOD/SHIFT CHANGE BRIEFING

At every shift change, SMS staff should receive or have access to a briefing that will direct the delivery of services within the shelter within that operational period.


Find a location with sufficient space for the briefing. The following members of the team will be required to attend. Remember that both shifts of the position will be at the briefing.

o VDSS Incident Commander

o VDH Incident Commander

o VSP Incident Commander

o VDACS Incident Commander

o Institution Incident Commander

o Public Information Officer

o Safety, Surveillance and Environmental Health Officer

o Planning Section Chief

o Operations Section Chief

o Logistics Section Chief

o Finance and Administration Section Chief

Schedule and post tim/locatione of the operational period/shift change briefing based on scheduled staffing shift change.

o The shift change should occur as close to the actual time of shift change such that both shifts can be present for the briefing.

Assign the Situation and Documentation Unit with the development of the briefing and set a timeline for completion.

Assist Planning Section staff as needed to complete assignments for the briefing.

Review the briefing and revise as needed approximately 1 hour to 30 minutes prior to the briefing time.

Present the briefing.

Immediately following the briefing, meet with the Unified Command to set the operational period and objectives based on anticipated needs and events. Provide these objectives to the Situation and Documentation Unit for inclusion in the IAP.


Open a new Operational Shift Change Briefing Template in PowerPoint (SMS Operational Shift Change Briefing.ppt on this CD).

Operational Period/Shift Change Briefing Job Aid Attachment 3 - 1

On the title slide, input the

o Event Name – same as event name from Incident Briefing and/or Situation Report

o Date – date of the briefing

o Operational Period – the current operational period as set during the Unified Command Meeting or Tactics Meeting

On the staffing slide, input the names of on-coming staff for the listed positions. This may require speaking with each of the current shift staff for the positions if a staffing schedule is not available through the Finance and Administration Section, Time, Risk and Workman’s Compensation Unit.

On the event current situation slide, use the Incident Briefing or Situation Report (depending on which is most current) as a starting point to portray the status of the emergency event that caused the need for the shelter. Update the data as needed using the following websites and other forms of valid information, such that shelter staff are able to present accurate information to the shelterees.

o www.weather.gov (National Weather Service)

o www.nhc.noaa.gov (National Hurricane Center)

o www.hpc.ncep.noaa.gov (Hydrological Predication Center)

o www.msnbc.com (MSNBC)

o www.cnn.com (CNN)

o Local news websites within potential impact or impacted areas

o www.vdem.virginia.gov (Virginia Department of Emergency Management)

Additional slide can be added to better display the event as needed to include photographs, maps and other items.

On the shelter current situation slide, use the Situation Report as a starting point to portray the status of the shelter. Update the data as needed to portray the accurate current counts within the shelter. The personnel data should be obtained from the Finance and Administration Section, Time, Risk and Workman’s Compensation Unit. The current shelteree data can be obtained through EWA Phoenix. A review of past Situation Reports and/or Briefings should determine the shelteree maximum and the date it occurred.

o To retrieve the current evacuee count within the shelter in EWA Phoenix:

Log into the EWA Phoenix system for the event in which you are retrieving the information.

Click on the “Home” tab at the top of the page.



http://www.cnn.com/

http://www.msnbc.com/




Click on the “Information Management” tab.

Click on the “Reports” tab.

Click on “Current Shelter Report”. The information you will need will be in this current population within the shelter(s). Remember to check for both the regular (general population) site, the special medical needs site, and the pet shelter site to get a complete number.

If there as situations or concerns within the shelter that need to be addressed, additional slides can be added.

On the weather forecast slide, use www.weather.gov (National Weather Service) to accurately portray the weather. Once on the site, in the upper left hand column, put in the city and state to get a local forecast.

On the goals slide, use the Incident Action Plan to list the shelter goals.

On the objectives slide, use the Incident Action Plan to list the shelter objectives for the current operational period.

On the projected actions slide, use the Incident Action Plan to list the shelter objectives for the upcoming periods.

On the shelter schedule slide, list any upcoming events within the shelter for the evacuees. This can include briefings, meals, activities, etc.

On the staff schedule slide, list any upcoming events within the shelter for the staff. This can include briefings, meetings, deadlines, etc.

Add additional slides based on need. The current template is the minimum needed for an adequate operational/shift change briefing.

Present briefing to Planning Section Chief for review and approval at a minimum of 30 minutes prior to briefing time.



OPERATIONAL PERIOD/SHIFT CHANGE BRIEFING

Available as a PowerPoint template also. See enclosed SMS Operational Shift Change Briefing.ppt. Items in red need to be updated each briefing.

Operational Period/Shift Change Briefing Attachment 3, Tab 1 - 1

JOB AID:INITIAL UNIFIED COMMAND MEETING

The Planning Section Chief will: Upon entry into the shelter, set schedule for Initial Incident Briefing to be

immediately followed by the Initial Unified Command Meeting. Insure all appropriate staff are aware of this meeting. Those required to attend:


o All Unified Command and Command Staff members

VDSS

VDACS

VDH

VSP

Institution

Public Information Officer

Safety, Surveillance and Environmental Health Officer

At the time of meeting, be prepared to take notes.

Insure all Incident Commanders are present.

Facilitate discussion and keep the group on-task. Manage a time schedule.

Guide the Unified Command in determining the

o Operational Period: How quickly will events be changing such that a new Incident Action Plan will need to be written?

12 hour or 24 hour

o Incident Goals

Long term goal(s) of the shelter. These do not need to be measurable and is the purpose of the sheltering effort.

o Operational Objectives: Objectives should be specific, measurable, action-oriented, realistic and time sensitive (SMART).

Current

Future (24, 48 and 72 hours)

Provide the finalized Operational Period and Operational Objectives to the Situation and Documentation Unit Leader for inclusion into the Incident Action Plan.

Unified Command Meeting Job Aid Attachment 4 - 1

JOB AID:RESOURCE TRACKING

Accounting for shelter resources is critical to the successful management and implementation of the State Managed Shelters. Not only will this insure that appropriate supplies, materials, commodities and staff are available to fulfill shelter services, but will also insure that appropriate accounting occurs with these resources such that financial reimbursement can be legitimately requested.


Maintain, review and update the status and inventory of all supplies, commodities and resources at use in, mobilizing to, or demobilizing from the shelter utilizing the Equipment and Inventory portions of the EWA Phoenix program in conjunction with the ICS 215 Form.

o The ICS 215 Form (Attachment 8, Tab 1) will be used during the tactics meetings to annotate needed resources and then compared with current in-house inventory and equipment as listed within EWA Phoenix to determine unmet needs. (See Attachment 8, Tactic Meeting for more details.)

Use EWA Phoenix to track in-house equipment (including but not limited to equipment cost, ownership and maintenance requirements) and inventory.

o All equipment upon entry into the shelter must be received and input into the system by Logistics. If Logistics is unable to complete this task, it is the responsibility of the Planning Section, Resources and Demobilization Unit to complete this task to maintain a current and accurate inventory of the equipment within the shelter. (See Attachment 4, Tab 1 for the Quick Guide.)

o All inventory items upon entry into the shelter must be received and input into the system by Logistics. If Logistics is unable to complete this task, it is the responsibility of the Planning Section, Resources and Demobilization Unit to complete this task to maintain a current and accurate inventory of the items within the shelter. If the items will require distribution (food, medication, beverages, supplies, etc.), lots must be set. (See Attachment 4, Tab 1 for the Quick Guide.)

o As equipment is within the system and undergoes any change in status, condition, use, ect., it is the responsibility of the Logistics Section to inform the Resource and Demobilization Unit of these changes such that EWA can be updated. This should be completed with the use of the Status Change Card – ICS 210 (see Attachment 4, Tab 2).

The date and time prepared should be filled in such that the Resources and Demobilization Unit is aware of the time at which the decision was made to change the equipment’s status.

Resource Tracking Job Aid Attachment 5 - 1

The equipment description should be sufficient enough such that it can be found readily within the EWA Phoenix system.

o The serial number or property tag number would be the most efficient way to simplify this.

If there has been a change to the availability of the piece of equipment, it should be noted and a reason to the change written; if no change has occurred to the availability of the equipment, it should be marked ‘no change.’

If there has been a change to the condition of the piece of equipment, it should be noted and a reason to the change written; if no change has occurred to the condition of the equipment, it should be marked ‘no change.’

The current location of the equipment should be listed.

If the equipment is being relocated; the location to which the equipment is to be transferred should be listed. This should also include the date and time at which this will occur for property accounting in the EWA Phoenix system.

Finally, the ICS 210 should indicate who prepared the document and give a route of contact in case additional questions arise.

o EWA Phoenix will be used to develop reports on current equipment and inventory items within the shelter system. (See Attachment 4, Tab 1 for the Quick Guide.) These reports will be required for:

Initial Briefing Report;

Situation Reports;

Incident Action Plans;

Operational/Change of Shift Briefings;

Tactics Meetings.

Varying formats of this data within these reports may be required to fulfill the needs. Work directly with each of the leads for each to determine the best format of the available data.


QUICK GUIDE:EWA PHOENIX RESOURCE TRACKING

LOG INTO THE SYSTEM:

This section will give instructions on how to set up the EWA Phoenix system to best manage resource tracking to fit the needs of the shelter.

1. Log into the EWA Phoenix website for Virginia at: https://www.ewaphoenix.com/VA_5_2/.

2. Select the correct event then enter your user name and password.

3. Insure that you have access to the Materials Management portion of the application.a. If you can see the Materials Management in the top control bar, you have the

appropriate access.b. If you do not see this, please contact the EWA Phoenix Administrator at

?????? to be appropriately set up.

EWA Phoenix Resource Tracking Quick Guide Attachment 5, Tab 1 - 1

ADD/EDIT/UPDATE EQUIPMENT:

This section will allow you to review currently listed equipment and edit it as necessary. It will also allow for you to add additional equipment as needed.

1. From the Materials Management drop down, select Equipment.


2. To add equipment, click on the ‘Add New’ button on the bottom left hand side of the screen. This will bring up a blank tabbed equipment record. Enter information for each of the tabs needed for the item.

There are a total of five tabs, as seen on the next several pages.


The General tab is to set up the basic data for the piece of equipment. o Description – example: 15-Seat Passenger Vano Person Responsible - chosen from an administratively input drop-down listo Serial Number – directly from the item for concise tracking purposeso Property Tag – any additional agency or institution-specific property tag for

concise tracking purposeso Equipment Type - chosen from an administratively input drop-down listo Owner - chosen from an administratively input drop-down listo Model – example: 1997 Ford Econoline E350o Requires regularly scheduled maintence? – check for yes, leave blank for noo Notes – any additional information you may want to record – example: white,

small crack in front windshield upper passenger side, large dent on rear driver side bumper

o Organization - chosen from an administratively input drop-down listo PO Number – for use for tracking if requested through the VEOC or other

agency


The Status tab is to manage the piece of equipment. o Condition – chosen from an administratively input drop-down list o Availability - chosen from an administratively input drop-down listo Received By – input the name of the person who completed the formal

reception (intake) of the pieceo Home Location - chosen from an administratively input drop-down listo Current Location - chosen from an administratively input drop-down listo Owner - chosen from an administratively input drop-down listo Received by Date – input date of intake of the piece


The Financial tab is to manage the cost of the equipment. o Choose if the equipment is:

Leasedo See next page.

Borrowedo See two pages ahead.

Neithero Continue to next tab.


o If the equipment is leased: Set the lease cycle by choosing one of the options. Input the lease amount. Input the lender’s information.

o Nameo Organizationo Addresso Contact


o If the equipment is borrowed: Input the lender’s information.

o Nameo Organizationo Addresso Contact


The Maintenance tab is to manage the maintenance needs for a piece of equipment. o Date of Action – date in which maintenance was required o Expected Return Date - date the piece is anticipated to return to available

status at the siteo Next Date of Action – for recurring maintenance needs, enter in the next

known required maintenance dateo Service Person – who/what company provided the required service needso Description – describe what service actions were completed


The Events tab is to manage what events the equipment has been used for or is available for use for. o Check which events the equipment can be used for if not already complete.o NOT ALL USERS WILL HAVE THE ABILITY TO COMPLETE THIS

TAB. If you do not have the ability and need it to fulfill your work assignment, please contact the EWA Phoenix Administrator at ?????.


3. To edit or update equipment, search for existing equipment that you would like to edit or update using the search criteria. You can search by all or any combination of Description, Availability, Model, Condition, Serial Number, Property Tag, Home Location, Person Responsible, Type, Organization, Event, Received by, Current Location, or Owner criteria. Selecting several criteria, though it may narrow down the search, can limit results. An unfiltered search (less limiting) can also be used.

a. To do an unfiltered search click on the ‘Search’ button without any other field filled out.

b. To do a filtered search complete any or all of the following items in the search fields.o Enter descriptive information in the ‘Description’ fieldo Select ‘Availability’ from dropdown listo Select ‘Model’ from dropdown listo Select ‘Condition’ from the dropdown listo Enter ‘Serial Number’o Enter ‘Property Tag’o Select ‘Home Location’ from the dropdown listo Select ‘Person Responsible’ from the dropdown list


o Select ‘Type’ from the dropdown listo Select ‘Organization’ from the dropdown listo Select ‘Event’ from the dropdown listo Enter ‘Received by’ from the dropdown listo Select ‘Current Location from the dropdown listo Select ‘Owner’ from the dropdown list

Then click the ‘Search’ button. The resulting matches will be listed. If no results were found to match your request, the Search Results will list 0 records and nothing will come up in the scrolling table at the bottom of the screen. If this occurs, try to re-enter your search with fewer criteria.

c. Once your have found the piece of equipment that you are attempting to edit or update, click ‘View’ to see the complete equipment record.

d. To edit or update the record, click ‘Edit’.


ADD/EDIT/UPDATE ITEMS:

This section will allow you to review currently listed inventory items and edit it as necessary. It will also allow for you to add additional items as needed.

1. From the Materials Management drop down, select Inventory.


2. To add a new inventory item:a. Click on the ‘Add New’ button on the bottom left hand side of the screen.b. Select ‘Item Type’ from the dropdown listc. Enter ‘Stock Number’ of the itemd. Enter ‘Description’ of the iteme. Enter ‘Reorder Threshold (Ex: 1000)’ - As items are dispensed, the quantity is

automatically decremented from inventory levels. A reorder threshold is a quantity level set by the Administrator that triggers User notification.

f. Enter ‘Unit: A Single Unit Equals (Ex: 1 bottle)’- Each item has a unit size such as a case, bottle, package, or individual unit.

g. Enter ‘Count: Max No. of Units per Person per Period(0 for no maximum)’- This area defines the maximum number of units a person can receive during a single distribution. Enter the maximum number of units per person for the item being added.

h. Period: One Unit Lasts (in Days) - This section defines the period. For example, a case of water will last ten days per person and therefore should only be distributed to each person every ten days. Enter the number of days the unit lasts for the item being added.


i. Once all information is input, click the ‘Add’ button.

j. Click ‘Return’ to return to the main View Inventory screen.k. Within EWA Phoenix, you must must have a lot for each item in order for it

to be dispensed. Click ‘Manage Lots’ to add a lot to the item.Click “MANAGE LOTS” to add a lot.

3. To edit or update an inventory item, search for the item. The View Inventory screen lists the items currently in stock. To filter this list into a more manageable list, you may enter search criteria that will result in a view of only the items that meet your criteria. You may search by any combination of item Type, Stock Number, Description and / or Organization.


a. To search using specific criteria:i. Select the item ‘Type’ from the dropdown list (default any)

ii. Enter the ‘Stock Number’iii. Enter a ‘Description’ of the itemiv. Click ‘Search’v. Search results will appear in the lower part of the screen.

b. To update or an a specific item, click ‘View’ next to the item you would like to update and the complete record for that item should come up.

i. Click ‘Edit” to update or edit the item’s information.ii. Within EWA Phoenix, you must have a lot for each item in order for it

to be dispensed. Click ‘MANAGE LOTS’ to add a lot to the item.


4. To manage lots, click on the ‘MANAGE LOTS’ button from either the View Inventory or Item screen.

5. This will bring up information on current lots already assigned to this item.


6. To add a new lot:a. Click the ‘Add New’ button.b. Enter ‘Lot Number’c. Enter ‘Manufacturer’d. Enter ‘Quantity on Hand’e. Enter ‘Expiration Date’f. Check Event(s)g. Click on the Add button to add the information to the database


7. To edit a lot: a. Click the ‘Edit button beside the lot that you would like to edit.b. Enter ‘Lot Number’c. Enter ‘Manufacturer’d. Enter ‘Quantity on Hand’e. Enter ‘Expiration Date’f. Click on ‘Save Changes’


EQUIPMENT REPORTS:

The equipment reports function allows the user to produce reports on the equipment stored in the database.

1. From the Home drop down menu, select Information Management then Equipment Reports.


2. Determine the information that you are looking for. The reports can be filtered to produce a report on a set or specific piece of equipment. It is also possible to produce a report on all equipment by not entering data in the fields or changing the drop down lists.

The information icon provides details about the selection in a pop up box. To close the box, click inside the box or click on the close box link at the top of the box. The User can select any or all of the report criteria as follows:

a. Descriptionb. Modelc. ‘Availability’ dropdown listd. ‘Condition’ dropdown liste. ‘Type’ dropdown listf. ‘Owner’ dropdown listg. Serial Numberh. ‘Home Location’ dropdown listi. ‘Organization’ dropdown listj. Property Tagk. ‘Current Location’ dropdown list

i. Be certain to select the location for your shelter or you will get a report for all shelters throughout the Commonwealth. You may have to run


several reports for separate buildings on your campus or for both general and special medical needs populations.

l. ‘Requires Regularly Scheduled Maintenance?’ Radio buttonsm. ‘Type of Lease’ radio buttonsn. ‘Location of Equipment?’ Radio buttonso. Type of Report

For example: If you are looking to list all equipment that is currently in use at the JMU General Population Shelter, select ‘In Use’ from the Availability dropdown list, ‘JMU General Population Shelter’ from the Current Location dropdown list, and ‘Equipment Report’ from the Type of Report dropdown list.

3. After you have selected the criteria for the report, click on the Run Report button to generate the report. The report will appear in a pop-up window. Be sure pop-ups are enabled to view the report.

4. You can ‘Save this Page’ or ‘Print this Page’ by clicking on the appropriate buttons on the top right of the page.


5. If you have specified criteria for equipment that is not available in the database, you will receive this response:

Check your search to see if you can specify fewer criteria and still retrieve the results you want.

6. To exit the Equipment Reports page and return Home, click the Return button.


INVENTORY REPORTS:

The inventory reports function allows the user to produce reports on the items and lots stored in the database.

At this time, it is extremely time consuming and labor intensive to display inventory by site. This report, displays all inventory for an entire event for all open sites. If necessary, a work-around is available, but it requires that each agency (parent) input all items that were delivered to the site for use for the site (child). The agency would then have to allocate the items to the site and the site would then have to accept them. This would have to be done for all inventory items throughout the event and is not a feasible solution. This issue has been brought up with EWA Phoenix and will hopefully be resolved with the next update to the system.

1. From the Home drop down menu, select Information Management then Inventory Reports.


2. Determine the information that you are looking for. The reports can be filtered to produce a report on a set of specific item(s) or lot(s) based on the User’s criteria. It is also possible to produce a report on all items or lots by not entering data in the fields or by changing the drop down lists.

3. Determine which type of report you would like to produce. a. Items Report - reflects the inventory in stock. As items are distributed, the

quantity will be decremented in the report. As items are added to the inventory, they are reflected in the item report.

b. Lots Report –

4. To run the Items Report, click on the ‘Run Items Report’ button. The report will appear in a pop-up window. Be sure pop-ups are enabled to view the report.


a. You can ‘Save this Page’ or ‘Print this Page’ by clicking on the appropriate buttons on the top right of the page.

b. This page also gives its user the capability to sort by i. Item Descriptions;

ii. Item Types; andiii. Item Stock Numbers.

c. To exit the Inventory Reports page and return Home, click the close the page by clicking on the ‘x’ in the upper right hand corner.


5. To run the Lots Report, click on the ‘Run Lots Report’ button. The report will appear in a pop-up window. Be sure pop-ups are enabled to view the report.


a. You can ‘Save this Page’ or ‘Print this Page’ by clicking on the appropriate buttons on the top right of the page.

b. This page also gives its user the capability to sort by iv. Item Descriptions; v. Item Types;

vi. Item Stock Numbers; andvii. Lot Quantities.

c. To exit the Inventory Reports page and return Home, click the close the page by clicking on the ‘x’ in the upper right hand corner.


STATUS CHANGE CARDICS 210 MODIFIED

1. Date: Time Prepared:

2. Equipment Description:

a. Serial Number:

b. Property Tag:

3. Availability (circle one):

Available Unavailable In Use No Change

a. If Unavailable - Reason:

4. Condition (circle one):

Excellent Good Fair Poor Inoperable No Change

a. If change from original condition - Reason:

5. Current Location:

6. Location to be Transferred:

a. Date: Time:

7. Prepared By: Contact Information:

Status Change Card Attachment 5, Tab 2 - 1

Status Change Card Attachment 5, Tab 2 - 2

JOB AID:DEMOBILIZATION PLAN

All activations of the SMS will require demobilization. Immediately upon activation of the shelter, the demobilization plan should be drafted such that as resources are determined as surplus, they can be accurately and officially released. This plan may need revision throughout the activation as the shelter scenario changes.


Direct the Resources and Demobilization Unit to prepare a Demobilization Plan at upon request of the Unified Command. The initial Demobilization Plan should be drafted no later than 48 hours after activation of the site.

Insure that the Resources and Demobilization Unit receive timely and accurate information as needed from other Sections and the Unified Command to complete and update the Demobilization Plan.

Review the initial draft Demobilization Plan and revise as needed.

Present the initial Demobilization Plan to the Command and General Staff.

Route for signature approval.


Using the template demobilization plan (Attachment 5, Tab 1), prepare the Demobilization Plan for the site. The template demobilization plan is fairly complete, but may need adjustments to certain areas based on the specific shelter needs.

o Insert:

The name of the Incident;

The revision number of the plan (if it is the first version, it should be left blank); and

The time and date that the plan was prepared.

o Review the General Information section to insure that the template wording is appropriate, accurate and sufficient for the shelter. Adjust and enhance as needed.

o Review the Responsibilities section to insure that the template appropriately assigns responsibilities within your shelter and is accurately following the protocol set for demobilization for this event. Adjust and enhance as needed.


o Review the Release Priorities section to insure that the template is accurately following the protocol set for demobilization for this event. Adjust and enhance as needed.

o Review the Release Procedures section to insure that the template wording is appropriate, accurate and sufficient for the shelter. Adjust and enhance as needed.

o Assure accuracy within the signature page.

o Deliver a completed copy of the Demobilization Plan to Planning Section Chief for review.

o After signatory approval, review daily to insure continued accuracy and reliance to the current status of the shelter. Revise as necessary.

For any revisions, be certain to mark the revision with the next consecutive number on the plan.

Submit revisions to the Planning Section Chief for review and signature processing.

Initiate a Demobilization Checkout (Attachment 5, Tab 2) for all resources (human and otherwise) that will be released after a resource supervisor has given written notification that the resource is no longer needed. Resources should be released in the same fashion as they came in – individuals, units, or teams.

o Insert:

The name of the Incident;

Time and date prepared;

Unit/Personnel Released – this is the name of the team, unit or individual person being released;

Actual Release Date and Time – enter the date and time of resource’s anticipated release;

Destination and Estimated Time of Arrival – enter the estimated date and time of arrival of the resource at its release destination;

Notification To – choose an option from the drop down list as to what state level entity was notified of this resource’s release

o Name – enter the name of the person to whom the information was given at that state entity

o Date – on what day was this person notified;

Unit/Personnel – check the box of those units in which the resource must complete a check-out action. In the blank beside the unit, indicate the action that must be taken to check out. (i.e. Finance and Administration – complete and turn in all time sheets)


o Blank boxes are given for additional units that some resources may be required to complete check out procedures with; and

Remarks – enter any additional information that may be needed pertaining to the demobilization and release to include transportation needs, etc.

o This form will then be given to the demobilizing resource for completion of the Unit/Personnel section. The resource must meet with each Unit Leader to complete the noted action and receive an initialed confirmation of completion on the form for each.

o All completed forms must be given to the Resources and Demobilization Unit prior to actual release of the resource. Once the Resources and Demobilization Unit has demobilized the resource within the EWA Phoenix system, the form will then be released to the Situation and Documentation Unit for historical record.


TEMPLATE:DEMOBILIZATION PLAN


2. Demobilization Plan Revision Number: Number Consecutively

3. Time and Date Prepared: Time in Military Format Day of Week, Month Day, Year

4. General Information:

The following information outlines the demobilization process to be used when releasing resources from the incident. All personnel will follow the procedures outlined to ensure equipment is inspected, accountable supplies are returned, and finance documents are completed. No equipment or manpower will leave the shelter until authorized to do so.

5. Responsibilities:

a. Section chiefs will identify surplus resources and submit the list to the Demobilization Unit.

b. Demobilization Unit leader will prepare tentative Release Sheets and present to the Plans Chief and UC for approval.

c. After UC approval, the appropriate ECC or VEOC ESF will be informed of surplus resources.

d. The Resources and Demobilization Unit leader will prepare notice of Tentative Release for positions at "Check-Out" and hand out Demobilization Checkout (ICS 221) to resources identified for tentative release.

e. Logistics, Planning, and Finance and Administration Section Chiefs are to ensure that their units are staffed to check out resources.

f. Upon completion of check-out procedures, and release is confirmed, resources are released and the appropriate ECC or VEOC ESF is notified of their destination and expected time of arrival.

6. Release Priorities:

a. Private/Contract

b. Federal

c. Mutual Aid

d. Local

e. Commonwealth

7. Release Procedures:

a. Resources identified for tentative release obtain their checkout form (ICS 221) from the Resources and Demobilization Unit leader and go through the process identified on the form and:

Demobilization Plan Template Attachment 6, Tab 1 - 1

i. Logistics Section:

1. Clean, package and return accountable items;

2. Restock supplies and equipment as necessary;

3. Return facility to pre-shelter condition; and

4. Finalize and turn-in Unit Logs to the Planning Section.

ii. Finance and Administration Section:

1. Insure all procurement documentation is complete and support documents are included;

2. Insure all timesheets are accurate and complete for shelter staff and volunteers;

3. Insure all Workman’s Compensation paperwork are completed and transitioned to the appropriate agency for continuation of the claim;

4. Insure all medical claim information is accurate and complete; and


iii. Operations Section:

1. Accurately account for remaining supplies and equipment and report to the Logistics Section; and


iv. Planning Section:

1. Finalize Unit Logs; and

2. Collate all shelter unit logs, situation reports, incident briefings, incident action plans and any other documentation.

b. Turn in completed paperwork to the Resource and Demobilization Unit Leader; resources will be released upon confirmation by this unit.

c. The Resources and Demobilization Unit Leader will notify the appropriate ECC or VEOC ESF of their destination and expected time of arrival.


8. Plan Approval:

Resources and Demobilization Unit Leader


Logistics Section Chief

Unified Command – VDSS IC

Unified Command – VDH IC

Unified Command – VSP IC

Unified Command – VDACS IC

Unified Command – Institution IC


DEMOBILIZATION CHECKOUT:ICS FORM 221 (MODIFIED)



3. Unit/Personnel Released:

4. Actual Release Time and Date: Time in Military Format Day of Week, Month Day, Year

5. Destination and Estimated Time of Arrival: on Time in Military Format Day of Week, Month Day, Year

6. Notification to: VDSS ECC, Name on Day of Week, Month Day, Year

7. Unit/Personnel:

You and your resources have been released subject to sign-off from the following:

Logistics Section

Communications Unit

Other

Planning Section

Situation and Documentation Unit

Resources and Demobilization Unit


Time and Workman’s Compensation Unit

Other

8. Remarks:

Demobilization Checkout Form Attachment 6, Tab 2 - 1

JOB AID:SITUATION REPORT

Develop and distribute a written record of current shelter activities.




Review the draft initial Situation Report and revise as needed.

Present the initial Situation Report to the Unified Command for review and approval.

Distribute the final document as needed within the shelter and deliver via e-mail or fax to the VEOC ESF 6 ([email protected]) or VDSS ECC and others as indicated by the Unified Command.



Complete a Situation Report (ICS Form 209 Modified, Attachment 6, Tab 2) at least one hour prior to time for delivery for review by the Planning Section Chief.

o Input the:

Event Name – same as event name from Incident Briefing and/or Situation Report

Situation Report Number – number consecutively starting at 1 as the first report

Time and Date Prepared – time and date that the report will be distributed

o For the Event Summary give a limited overview of the emergency/disaster event that created the need for the opening of the shelter. Briefly describe the process that took place to open the shelter and the response from responsible agencies.

Once this has been written, very limited change will be required for future reports.

A reference to give some data for this would be www.vdem.virginia.gov.

Situation Report Job Aid Attachment 7 - 1


mailto:[email protected]

o The Local Weather portion of the form should be the local weather at the shelter site from the time that the report was delivered until the scheduled delivery of the following situation report.

www.weather.gov (National Weather Service)

o Using EWA Phoenix and past Situation Reports to complete the Shelter Summary.

Current number of shelterees (the time that this is taken should be set at the same time for each situation report – some time overnight would give the best and most accurate reading as people will be in the shelter to sleep);

Current number of staff and volunteers for an entire day (use the current staff/volunteer roster and the past shift’s roster to calculate);

Maximum number of shetlerees and the date of this maximum reading;

Maximum number of staff and volunteers for an entire day and the date that this occurred;

Number of meals distributed within the past 24 hours (one breakfast, one lunch, one dinner) – be certain to not overlap meals previously counted in prior situation reports; and

Total number of meals served throughout the event.

o In coordination with the Command and General Staff, prepare a write-up of activities that have occurred within their respective areas over the last reporting period. You may either do this interview style or ask them to prepare written statements for delivery to you at a specific deadline. Once you receive these reports, review, edit and enter them into the report.

Public Information Officer

Safety, Surveillance and Environmental Health Officer


Operations Section Chief

Logistics Section Chief

Finance and Administration Section Chief

o Complete the prepared by line item and deliver to the Planning Section Chief no later than one hour prior to scheduled distribution and delivery time for review and approval.

Situation Report Job Aid Attachment 7 - 2


SITUATION REPORT:ICS FORM 209 (MODIFIED)


2. Situation Report Number: Number Consecutively


4. Event Summary:

5. Local Weather:

6. Shelter Summary:

a. Current number of shelterees: at hours

i. General Population:

ii. Special Medical Needs Population:

iii. Pet Population:

b. Current number of staff and volunteers (2-shift count):

c. Maximum number of shelterees and date: on Day of Week, Month Day, Year

d. Maximum number of staff and volunteers (2-shift count):

i. General Population:

ii. Special Medical Needs Population:

iii. Pet Population:

e. Number of meals served within past 24 hours:

f. Total number of meals served throughout event:

7. Section Reports:

a. Operations:

b. Logistics:

c. Planning:

d. Finance and Administration:

e. Public Information:

Situation Report Form Attachment 7, Tab 1 - 1

f. Safety, Environmental Health and Surveillance:

8. Prepared by: Name, Title

9. Approved by: Name, Title

Situation Report Form Attachment 7, Tab 1 - 2

JOB AID:INCIDENT ACTION PLAN

Formally document incident goals, operational period objectives, the response strategy and future operational needs.




o Provide the meeting notes from the Initial Incident Command Meeting or most recent Planning Meeting to the Situation and Documentation Unit.

o Provide the completed ICS Forms 204 – Modified (Attachment 7, Tab 3) as collected during the most current Planning Meeting to the Situation and Documentation Unit for incorporation into the IAP.

Determine which of the attachments for the IAP are required based on the activity level and needs of the shelter. Complete the following as needed based on this determination.

o Deliver the Communications Plan (ICS Form 203 – Modified, Attachment 7, Tab 2) to the Finance and Administration Section Chief (Time, Risk and Workman’s Compensation Unit) for completion. Set deadline for return and insure its delivery to the Situation and Documentation Unit.

o Deliver the Communications Plan (ICS Form 205 – Modified, Attachment 7, Tab 4) to the Logistics Section Chief for completion. Set deadline for return and insure its delivery to the Situation and Documentation Unit.

o Deliver the Medical Plan (ICS Form 206 – Modified, Attachment 7, Tab 5) to the Safety, Surveillance and Environmental Health Officer for completion. Set deadline for return and insure its delivery to the Situation and Documentation Unit.

Review the draft Incident Action Plan and revise as needed.

Present the Incident Action Plan to the Unified Command for review and approval.

Distribute the final document as needed within the shelter and deliver via e-mail or fax to the VEOC ESF 6 ([email protected]) or VDSS ECC and others as indicated by the Unified Command.

Incident Action Plan Job Aid Attachment 8 - 1

mailto:[email protected]


Meet with Planning Section Chief and Planning Section staff to receive assignment of tasks and a timeline for their completion.

Complete an Incident Action Plan (ICS Form 202 Modified, Attachment 7, Tab 1) at least one hour prior to time for delivery for review by the Planning Section Chief.

o Input the:

Event Name – same as event name from Incident Briefing and/or Situation Report

Incident Action Plan Number – number consecutively starting at 1 as the first report

Time and Date Prepared – time and date that the report will be distributed

Operational Period – enter the Operational Period to which this plan is developed (it should be for the coming period)

o The Incident Goals and Operational Objectives (for the upcoming “current” period) should be set in collaboration with the statewide incident goals during the Initial Unified Command Meeting and updated as needed in the Planning Meetings thereafter. If the Planning Section Chief has not delivered these goals to the Unit, request his notes from these meetings such that this information may be gleaned for incorporation.

o The Weather portion of the form should be the local weather at the shelter site with generalized conditions for the impact area and potential travel. This should be for the upcoming active period of the report (the upcoming operational period through 72 hours).

www.weather.gov (National Weather Service)

www.nhc.noaa.gov (National Hurricane Center)

www.hpc.ncep.noaa.gov (Hydrological Predication Center)

o The safety message can be taken directly from an interview of the Safety, Surveillance and Environmental Health Officer or may be requested in writing from that person. If it is requested, be certain to give sufficient time to not only allow the Officer to complete the message but also to return it for inclusion into the plan.

o All key meetings and deadlines should be listed as currently known for the next 72 hours.

o Based on the determination of the Planning Section Chief, mark which IAP attachments will be included.





o As attachment information and/or completed forms are received, incorporate them directly into the IAP. Review for consistency and clarity. Make any concerns known to the Planning Section Chief for resolution.

o Complete the prepared by line item and deliver to the Planning Section Chief no later than one hour prior to scheduled distribution and delivery time for review and approval.


INCIDENT ACTION PLAN:ICS FORM 202 MODIFIED


2. Incident Action Plan Number: Number Consecutively


4. Operational Period: From Time in Military Format Day of Week, Month Day, Year To Time in Military Format Day of Week, Month Day, Year

5. Incident Goals:

6. Operational Objectives:

a. Current Period

b. In 24 Hours

c. In 48 Hours

d. In 72 Hours

7. Weather Forecast:

8. General Safety Message:

9. Key Meetings and Deadlines:

10. Attachments (mark if attached)”

Organization List – ICS 203

Assignment Lists – ICS 204

Communications Plan – ICS 205

Medical Plan – ICS 206

Other

Prepared By: Approved By: at Time in Military Format Day of Week, Month Day, Year

Incident Action Plan Form Attachment 8, Tab 1 - 1

ORGANIZATION LIST:ICS FORM 203 MODIFIED



3. Unified Command:

VDSS - NameVDH - NameVDACS - NameVSP - NameInstitution - Name4. Command Staff:

a. PIO - Nameb. Safety, Environmental Health and Surveillance Officer - Name

5. Sections:

a. Planning:

1. Chief - Name2. Situation and Documentation Unit Leader – Name3. Resources and Demobilization Unit Leader - Name

b. Operations:

1. Chief - Name2. Registration and Intake Services Branch Director – Name3. Human Shelter Services Branch Director - Name4. Special Medical Needs Services Branch Director - Name5. Animal Shelter Services Branch Director - Name6. Security Services Branch Director - Name

c. Logistics:

1. Chief - Name2. Communications Group Supervisor - Name3. Food Services Group Supervisor - Name4. Facilities Management Group Supervisor - Name5. Ground Transportation Group Supervisor - Name

d. Finance and Administration:

1. Chief - Name2. Risk, Time and Workman’s Compensation Unit Leader - Name3. Cost and Procurement Unit Leader - Name4. Claims Unit Leader - Name

Organization List Attachment 8, Tab 2 - 1

ASSIGNMENT LIST:ICS FORM 204 MODIFIED

1. Incident Name:

2. Operational Period: From To

3. Planning Operations Fin & Admin Logistics PIO SSEO (circle one)

4. Division Branch Unit (Circle One):

5. Operational Objectives:

a. Current Period:

b. In 24 Hours:

c. In 48 Hours:

d. In 72 Hours:

Assignment List Attachment 8, Tab 3 - 1

6. Prepared By: at (date/time)

7. Reviewed By:

Assignment List Attachment 8, Tab 3 - 2

COMMUNICATIONS PLAN:ICS FORM 205 MODIFIED



3. Family Radio Channel:

4. Security Radio Channel:

5. Staff Telephone and E-mail Listing:Position Name Telephone Cell Phone E-mail

6. Prepared By: at Time in Military Format Day of Week, Month Day, Year

Communications Plan Attachment 8, Tab 4 - 1

MEDICAL PLAN:ICS FORM 206 MODIFIED



3. Medical Aid Stations:Location Paramedics? Pharmacist?

4. Hospitals:

Name Address Phone Helipad?

5. Medical Emergency Procedure:

6. Prepared By: at Time in Military Format Day of Week, Month Day, Year

Medical Plan Attachment 8, Tab 4 - 1

JOB AID:TACTICS MEETING

Participate in the Operations Section moderated Tactics Meeting to assist in the allocation and demobilization of resources and use this information to determine unmet needs within the shelter for potential requests for assistance through the VEOC.


Attend the Tactics Meeting at the schedule time.

Bring a current inventory of shelter assets and equipment and/or have access to a computer with internet/EWA Phoenix access for rapid inventory determination as needed.

Bring several blank printed copies of ICS 215 Form – Modified (Attachment 8, Tab 1 or enclosed Excel file) or have the form ready for data entry on a computer.

o Prior to the meeting, complete the generic information such as Incident Name, Time and Date Prepared, and Operational Period.

During the Tactics Meeting, the Operations Section Chief will make resource assignments based on work tasks within the shelter. These resource assignments will consist of kind, type and number of resources needed to complete the task.

o For a specific task, enter the task into the ‘Work Assignment’ line along with the Divison/Branch/Unit that is responsible for this work task. Also indicate location and time these assets would be needed in the ‘Reporting Location’ and ‘Requested Arrival Time’ section for that line.

For this Division/Branch/Unit list the resources needed in the boxes. (i.e. staff, equipment, supplies, commodities)

For each resource listed, list the type of resource needed. (i.e. for supplies – cots, blankets, pillows)

For each type, list the number stated as a need in the ‘REQ’ line.

Research available resources either on the current printed inventory or via EWA Phoenix to enter in the current number available in the ‘HAVE’ line. Note location of current assets for the Operations Section Chief to determine reporting requirements.

Subtract the ‘HAVE’ from ‘REQ’ to determine if there is an unmet need or ‘NEED’ within the shelter.

If there remains a ‘NEED’ immediately report to the Operations Branch Chief such that if changes in assignments need to be made or additional resources need to be acquired, the appropriate Branch can be tasked.

Tactics Meeting Attachment 9 - 1

At the end of each completed page of the ICS 215 form, complete the cumulative ‘REQ’, ‘HAVE’ and ‘NEED’ and complete the ‘Completed By’ section.

Save each page for future reference and print/photocopy for the Operations Section Chief.

Tactics Meeting Attachment 9 - 2

OPERATIONS PLANNING WORKSHEET:ICS 215 MODIFIED

Also available as an Excel template. See enclosed ICS 215 Modified.xls.

Operations Planning Worksheet Form Attachment 9, Tab 1 - 1

OPERATIONAL PLANNING WORKSHEET 1. Incident Name: 2. Date Prepared: 3. Operational Period:

Time Prepared:4. Division or Other Location

5. Work Assignments

6. Resources by Type 7. Reporting Location

8. Requested Arrival Time

Resource

Type

REQ

HAVE NEED

REQ

HAVE NEED

REQ

HAVE NEED

REQ

HAVE NEED

REQ

HAVE NEED

REQ

HAVE NEED

REQ

HAVE NEED

Total Resources Required 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

10. Prepared By:

Total Resources On-Hand 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

ICS 215

Total Resources Needed 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Operations Planning Worksheet Form Attachment 9, Tab 1 - 2

JOB AID:PLANNING MEETING

This meeting is to review the operational period and objectives set by the unified command. Participants will discuss the strategies and resource assignments as determined in the tactics meeting. Based on collected ICS 204 Forms, discuss upcoming operational duties, objectives, and needs. The Planning Section will distribute, assign and set deadlines for the additional Incident Action Plan support documents.


Schedule Planning Meeting.

Post briefing/meeting times and required attendees visually within the Unified Command Center. This may be followed up with e-mail if possible or desired.

o VDSS Incident Commander

o VDH Incident Commander

o VSP Incident Commander

o VDACS Incident Commander

o Institution Incident Commander







Distribute ICS 204 Forms to all Command and General Staff (for their distribution to their direct units, divisions or branches) no less than 1 hour prior to the scheduled Planning Meeting.



o Planning Section Chief (self)

Situation and Documentation Unit

Resources and Demobilization Unit


Registration and Intake Branch

Human Shelter Services Branch

Animal Shelter Services Branch

Special Medical Needs Services Branch

Planning Meeting Attachment 10 - 1

Security Services Branch


Communications Group

Food Services Group

Facilities Management Group

Ground Transportation Group


Time, Risk and Workman’s Compensation Unit

Cost and Procurement Unit

Prepare a meeting space large enough for all Unified Command, Command and General Staff. Assure a writing tablet is in place for note taking. A writing tablet on an easel for all to see would be ideal if available.

o Have on-hand the most current Situation Report and last Incident Action Plan for reference.

Lead the Planning Meeting.

o Discuss shelter goals and adjust only if necessary.

o Allow the Operations Section Chief to discuss the operational plan for the shelter and the delineation of resources as was developed in the Tactics Meeting.

o Discuss operational objectives for the shelter based on ICS 204 forms for the current, 24 hour, 48 hour and 72 hour periods.

o Finalize the operational objectives for the current, 24 hour, 48 hour and 72 hour periods.

o Collect all completed ICS 204 forms.

Submit all finalized goals, objectives and ICS 204 forms to the Situation and Documentation Unit for inclusion into the Operational/Shift Change Briefing and Incident Action Plan.

Planning Meeting Attachment 10 - 2

JOB AID:AFTER ACTION REPORT COORDINATION

It is the responsibility of the Planning Section to insure all shelter staff and volunteers have access to blank after action reports, to collect completed after action reports and collate them for submission to the Unified Command (Social Services) prior to final departing from the shelter.


Notify all attending staff and volunteers at briefings and meetings of the after action report forms, where blank forms are located, and where they should turn them in to.

Insure that the complete compilation of after action forms (originals and digitally collated spreadsheets) are given to the Social Services Unified Commander prior to final closure of the shelter.


Print (front and back) and distribute after action forms to shelter staff and volunteers throughout the shelter event.

Collect completed after action forms throughout the event. Insure that the forms are safely filed for development of an After Action Report and historical reference.

Develop a digital spreadsheet to compile information from the completed forms.

Turn in all completed after action forms and the digital spreadsheet of the data (if available) to the Social Services Unified Commander prior to the demobilization of the Situation and Documentation Unit.

After Action Report Coordination Attachment 11 - 1

AFTER ACTION REPORT:

Incident Name:

Event Dates: From To

Name:

Position within the SMS:

List the top three situations, major issues, or concerns that you have related to the event. For each concern, what is your proposed solution that can assist in resolving the concern?

1. Issue:

Solution:

2. Issue:

Solution:

3. Issue:

Solution:

After Action Report Form Attachment 11, Tab 1 - 1

List anything that you felt went very well during the incident.

Please list any items/equipment/etc. that you feel would allow/assist/or help you or your "assigned area" be better equipped for conducting business during the event.

Please list the policies and procedures, plans, and documents used by your "assigned area" that need updated or revised.


Can we contact you to assist in the revision process? (circle one) YES NO


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