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1 TEXAS A&M FOREST SERVICE
Lessons Learned during
IMT Deployments
Paul Hannemann and Les Rogers
Lone Star State Incident Management Team
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Unit Terminal Objective
• Describe the Use of Delegation of Authority and Letter of Expectations
• Describe the efficient and effective use of IMTs
• Describe the importance of an Agency Administrator Briefing
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Agency Administrator/Executive
• The Agency Administrator/Executive provides the Incident Commander with:
– Policy
– Mission
– Direction
– Authority
– Constraints
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Agency Administrator/Executive Duties
• Determine incident complexity • Assign qualified personnel • Clarify authority • Establish Management Objectives and brief the • Incident Commander, Area Commander (AC), or IMT • Complete an Incident Situation Analysis (ISA) • Assign an Area Commander, if needed • Supervise the Incident Commander or Area • Commander and monitor performance • Ensure MACS and EOC functions are staffed
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Agency Administrator/Executive’s Location
• The Agency Administrator/Executive is usually NOT at
• the incident
• The Agency Administrator/Executive usually operates
• from: – Primary office of the agency
– A jurisdictional EOC
– A Multi-Agency Coordination Group as either a
functional agency representative, or representing a
political subdivision in a regional situation
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Lines of Authority
• One Incident Commander, unless incident is operating under Unified Command
• Incident Commander is accountable to Agency
• Administrator/Executive(s)
• Agency Administrator/Executive orients, counsels, and instructs Incident Commander
• If needed, a written Delegation of Authority is issued to Incident Commander
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Agency Administrator/Executive’s Representative
• The Agency Administrator/Executive usually cannot be available at all times
• The Agency Administrator/Executive may assign a key staff officer, or representative, to be the conduit between the Incident Commander and the Agency Administrator/Executive
• An Agency Administrator/Executive’s
representative may receive a Delegation of
Authority (DOA) to clarify role
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Delegation of Authority
• DOA is NOT required when the Incident Commander’s normal position authority covers all the required activities
• DOA MAY be required when: – Incident Commander assumes duties outside his/her
normal position description
– Incident Commander or IMT from another agency or area is assigned
– Area Command is used
– Unified Command
– Situation exceeds the normal Incident Command authority
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Delegation of Authority (cont.)
• DOA Should Cover:
• Legal and policy restraints and/or freedoms
• Boundaries of authority
• Political and social concerns
• Environmental issues
• Cost considerations
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Sample Letter of Expectations
• Delegation of Authority Boilerplates
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Managing & Monitoring Incident Progress
• IAP
• Establish and monitor:
– Incident Complexity Analysis
– ISA
– Agency Administrator/Executive Briefings
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Incident Complexity Analysis
• Used to determine the appropriate personnel to manage the incident
• Used by Incident Commander to determine if complexity is remaining within his or her qualification level
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Agency Administrator/Executive Briefing
The Agency Administrator/Executive Briefing is used to:
• Convey Management Objectives to the Area
Commander or Incident Commander
• Provide critical agency and local information required by the IMT
• Provide incoming Incident Commander with information needed to establish Incident Objectives
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Agency Administrator/Executive Briefing
• The Agency Administrator/Executive Briefing should:
– Take place early
– Address the entire team
– Be done right the first time
• Situation Analysis and Delegation of Authority should be completed
• Incident Commander establishes IMT protocol
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Agency Administrator/Executive Briefing
The Incident Commander must recognize:
• The importance of the briefing to the success of the IMT
• His or her responsibility to see that the IMT gets the required information
• That any briefing can be changed into a good briefing if the IMT has a method to extract the information
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Agency Administrator/Executive Briefing
The Agency Administrator/Executive briefing should cover:
• The general situation
• Current jurisdictional authority over the incident
• Management objectives
• Agency Administrator/Executive’s goals, priorities,
• and expectations
• Policies, political factors, or other constraints
• Status of communications systems
• Policy on interacting with the media
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Agency Administrator/Executive Briefing
The Agency Administrator/Executive briefing should cover (cont):
• Schedules for required briefings and meetings
• Jurisdictional boundaries that influence policies
• Spectrum of management and appropriate incident
• responses
• Laws and regulations that govern the authority of the Incident Commander
• The fact that responder and public safety is the top priority
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Essential Elements from an Agency Administrator’s Briefing
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PLANNING CYCLE
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Information Gathering and Sharing
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Purpose: To provide a common understanding between the Agency Administrator (AA) and the IMT and present the Delegation of Authority (if applicable)
Agency Administrator Briefing
Attendees: At a minimum, the Command and General Staff should attend
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Purpose: Incoming IC should understand the incident and response well enough to take command
Incident Briefing
Attendees: Prospective IC and Command and General Staff, as available
Facilitator: Current IC or PSC
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Purpose: Unified Command (UC) agreement on scope and emphasis of response, establish and document constraints, limits, as well as establish and
agree on priorities
Initial Unified Command Meeting
Attendees: ICs in the UC
Facilitator: IC/UC or PSC
This meeting is applicable for a Unified Command
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Incident Objectives, Strategy, and Tactics
Agency policy, laws, mission, etc.
Agency Administrator direction through
management objectives, briefings, local policy, and delegation
Incident situation analysis
Incident Objectives
Strategy
Tactics
ICS 204 Tactical Plan
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Purpose: IC will agree on objectives for a defined operational period in the context of priorities, resources, and overall goals
Attendees: IC, C & G Staff as appropriate
Facilitator: IC or PSC
Set Initial Objectives
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Purpose: C & G Staff understand decisions, overall goals, objectives, expected timeframes, priorities, procedures and functional assignments, specific tasks and safety concerns
Initial Strategy Meeting
Attendees: IC, C & G, SITL, and DOCL, if available
Facilitator: IC or PSC
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Delegation of Authority
Purpose: Identifies the time and the limits of the IMT’s authority
Source: May come from an Area Command, AA, Agency Head or may be verbal
PSC Responsibilities: PSC should assist the IC to document what verbal authorities have been conferred and try to get written acceptance by the AA
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Operational Period The designated time period in which tactical objectives are to be accomplished and reevaluated
Common lengths are: – 12 or 24 hours for Type I and II – 2-4 hours for HazMat – Multiple days for relatively
stable situations
Establish operational planning period with IC
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The Planning Cycle The Planning Cycle establishes time frames for completion of the primary functions with the section
Major milestones – Tactics Meeting – Planning Meeting – IAP – Operational Briefing – ICS Form 209
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The PSC is responsible for facilitating meetings and briefings
– Clearly define objectives
– Follow predetermined agenda
– Predetermine audience
– Establish location
– Provide specific deliverables
– Ensure meetings are as productive and efficient as possible
Meeting Facilitation
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Tactics Meeting Purpose: Review the tactics developed by the OSC
–Determe how to accomplish selected strategy
–Assign resources to implement the tactics
– Identify methods for monitoring tactics and resources
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Tactics Meeting
Purpose: Operations shares the “Draft” Tactical Plan
with other IMT members who may have a role in the
successful implementation of the plan. ngs Visual 11-9
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Prepare for Planning Meeting
Following the Tactics Meeting the PSC prepares for the Planning Meeting:
• Analyze ICS Form 215
• Obtain ICS Form 215A
• Assess current operations
• Gather information
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Prepare for the Planning Meeting
■ All IMT members accomplish the tasks required by
their function to prepare for the Planning Meeting
■ 215
■ 215A ■ Resource confirmation ■ Logistical support is
obtainable
etings Visual 11-11
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Conducting the Planning Meeting
• PSC is responsible for conducting the meeting and ensuring the flow of information is brief and to the point
• Groundwork should be completed done prior to the meeting
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Prepare and Approve the IAP etings Visual 11-15
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IAP documents the actions developed during the Planning Meeting
The plan specifies control objectives, tactics, resources, organization, Communications Plan, Medical Plan, and other appropriate information
Incident Action Plan (IAP)
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6-30
Incident Action Plan
• Incidents will vary in
size and complexity, so will the IAP
• Planning process exists to produce an IAP
• IAP’s must be accurate and complete enough to be the guide for Operations
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6-30
Incident Action Plan
• Incidents will vary in
size and complexity, so will the IAP
• Planning process exists to produce an IAP
• IAP’s must be accurate and complete enough to be the guide for Operations
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• Safety of personnel
• Effectiveness of response operations
• Provides operational direction for incident personnel (who, what, when, where and how)
What are some other intended purposes?
Purpose of the IAP
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Incident Action Plan
Incidents generally requiring written IAPs:
– Involve large number of resources
– Exceed one operational period
– Are requested by IC
– Are required by Agency
IAP
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6-47
Operational Briefing Purpose: Present the IAP to supervisors of tactical resources Opportunity to ask questions regarding the plan, be briefed on any critical operational or safety issues, and logistical information
May be referred to as the Operations Briefing or the Shift Briefing
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Operational Briefing
– Conducted at the start of each operational period
– All supervisors of tactical resources should attend at a minimum
– PSC facilitates the briefing following a concise agenda
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Other Meetings and Briefings
• C&G Staff Meeting
• Transition Meeting
• Debriefing/Close-out
• Public Meeting
• Demobilization Meeting
• Agency-Specific Reviews
• Planning Section Meeting
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Command and General Staff Meeting • Discuss important
information that affects team
• IC determines involvement
• PSC may be asked by IC to facilitate
• Need quiet time to assemble team
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Transition Meeting
• Conducted when teams transition or turn back to local management
• IC may assign PSC to facilitate this meeting
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Debriefing/Close-out
– AA is usually present
– May be held during Transition Meeting
– PSC may be asked to facilitate
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Public Meeting
• PSC does not usually attend unless requested by the IC
• Timing and involvement determined by the IC
• May be asked for a public appearance
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Demobilization Meeting
• Used to develop the Demobilization Plan
• Facilitated by PSC
• C&G Staff at a minimum
• Demobilization Plan is approved by IC
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Agency-Specific Reviews and Accident Investigations
• PSC involved by IC request
• Timing and involvement determined by IC
• Watch distraction from PSC job during response or incident
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Planning Section Meetings
• Schedule every couple days
• Need quiet time for maximum attendance
• Pulse check
• Good problem solving time
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Evaluation and Documentation
■ Final Incident Documentation Package
■ Performance Reviews Visual 7-30 Cooperation
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Incident Performance Ratings
■ Some Agency Administrators/Executives and all Area
Commanders complete performance evaluations on
Incident Commanders
■ Personnel from other agencies may ask for a performance rating at the end of the assignment
■ Some Incident Commanders require performance
ratings for certain positions in the ICS organization
ator/Executive and Incident Command Visual 7-31 Cooperation