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Transcript of Incident Action Plans
Emergency Management & Safety Solutions Out of
Danger
Comes
Opportunity
Incident Action Plans:
The Critical Incident Management Tool
Emergency Management &
Safety Solutions
Emergency Management & Safety Solutions
Emergency Management & Safety Solutions Out of
Danger
Comes
Opportunity
Agenda
• Incident Action Plan (IAP) review.
• Planning an IAP.
• Building an IAP.
• SMART objectives.
• Facilitating an Action Planning meeting.
• Planning cycle.
• Mock scenario and practice IAP.
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Emergency Management & Safety Solutions Out of
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Incident Action Plan Review
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What is an Incident Action Plan?
• An IAP is a document used to record incident
strategy, tactical actions, and supporting information.
An IAP contains:
– Overall incident status / strategy.
– Specific strategic objectives and any necessary supporting
information.
– Assignment of responsibility for each objective.
– Date and time of next operational period.
• The Plan may be oral or written; ideally it is written. (If
written, it may have a number of forms as
attachments.)
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IAP History
• IAPs are one of the
hallmarks of the Incident
Command System (ICS), which was developed in
response to a series of fires
in Southern California in the
early 1970s.
• It is now the “gold standard”
for managing incidents
worldwide.
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Why Have an IAP?
• The six C’s
1. Command
2. Control
3. Collaboration
4. Coordination
5. Communication
6. Consistency
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Planning an IAP
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Who Develops the IAP?
• If you use the Incident Command System:
– Incident Commander, team leaders (or
section chiefs), other SME as necessary, or
BCP manager.
• If you use another methodology:
– Designed person in charge, SME as
necessary, or BCP manager.
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Incident Priorities
• What are your incident
priorities? They most
commonly include:
– Life safety.
– Incident stabilization.
– Property and equipment
preservation.
– Return to business-as-
usual.
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Building an IAP
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Steps to Build an IAP
• Assess the incident situation.
– Report the current status of the event.
• Establish strategic incident objectives. – Ensure that necessary resources are
available to complete the tasks.
• Assign all objectives. – To a team or an individual.
• Determine the Operational Period.
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Assess/Report Incident Situation
• The first IAP is the initial
report and assessment.
• Subsequent IAPs contain
the latest updates.
• Creating an IAP requires
those who are most
knowledgeable of the
situation involved.
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Establish Strategic Objectives
• Set overall objectives
and priorities.
• Look at the “big
picture.”
• Ensure that necessary
resources are
available to complete
the tasks.
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Objective Criteria Test
• Does it make good sense (feasible, practical,
and suitable)?
• Is it within acceptable safety norms?
• Is it cost effective?
• Does it meets political considerations?
• Does it address/consider alternative strategies
that may be employed?
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SMART Objectives
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What are SMART Objectives?
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• Plan
• Conduct
• Develop
• Produce
• Revise
• Review
• Provide
• Order
• Evaluate
• Determine
• SMART objectives use action verbs to describe the task.
• Action verbs are observable and communicate the intent of what is to be attempted:
• Assess
• Install
• Select
• Investigate
• Map
• Build
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Developing SMART objectives
• Specific – Does the objective state explicitly what is to be done, and define a key result?
• Measurable – Can you determine if you are meeting the objective or not?
• Achievable – Are you able to attain the objective?
• Realistic – Can you achieve the objective in a reasonable manner and timeframe?
• Time – Have you stated the time period in which the objective will be accomplished?
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Common Objectives “Buckets”
1. People
2. Facilities
3. Technology
4. Mission-Critical Activities at Risk
5. Communication
6. Finance (if using ICS model)
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“Buckets” Help Focus Objectives
People
• Account for all staff.
• Determine need for EAP services.
• Notify emergency contact.
Facilities
• Conduct an initial damage assessment.
• Contact contractors.
• Appoint a liaison to work with ER responders.
Technology
• Conduct an initial assessment.
• Reroute main number if unable to reoccupy in 15 minutes.
Mission Critical Activities
• Work with business units to determine what is affected.
• Once known, what are the immediate. work-arounds that can be instituted.
Communication
• Communicate company status with key stakeholders (list here)
• Update website.
• Update employee hotline.
Finance
• Notify insurance carriers.
• Document losses with photos and drawings.
• Issue a disaster accounting #.
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*If using ICS
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Assign Objectives
• Assign all objectives:
– To a specific team or
individual.
– A unassigned
objective means no one is responsible to
get it done.
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Determine Operational Period
• Establish how long
will you work on the
objectives before the
planning team
needs to stop and
assess status and
progress.
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Communicate the Plan
• Communicate the
plan to all identified
stakeholders.
– Who are your key
stakeholders?
– Does everyone get
the same message?
– What are the tools?
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What Does the Final IAP Contain?
• Current situation status.
• Objectives and assignments:
– People.
– Facilities/Buildings.
– Technology.
– Mission-critical activities at risk.
– Communication.
– Finance.
• Next Operational Period.
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IAP Cycle
Plan is activated. IC meets with
Team Leads. Initial objectives
developed. Operational Period defined.
Team Leads share strategic
objectives with team and
work begins.
IC calls Action Planning Meeting. Status of all teams
is shared, progress charted, new objectives shared and
Agreed upon by all. New OP is established.
At end of the Operational Period, determine status,
& draft objectives for next Operational Period
for their team.
Team members work with their own team
& confer with other members & teams &
share information.
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Facilitating an IAP
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Facilitating an IAP
• The IAP can be facilitated by the Incident Commander,
planning chief (team leader), or BCP manager.
• Can be virtual or face-to-face.
• Format:
– Review status – done by the person most knowledgeable about
the incident.
– Review the “buckets” and what needs to be done for each.
– Make assignments.
– Determine next OP.
• IAPs should be quick – no more than 15 or 20 minutes.
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Attending an IAP Meeting
• What do you need to bring:
– Status of the event from your perspective.
– Status on assigned objectives.
– New proposed objectives.
– Plan to execute the objectives.
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IAP Meeting Rules
• In order for the meetings to be as productive as
possible, rules of engagement are necessary:
– Only invitees speak. Others may attend with permission but are not speakers.
– No mobile phones.
– No sidebar conversations.
– No interruptions unless an emergency
• The IC must set information thresholds and the team
leaders must keep to those (with few exceptions).
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In-person IAP Meetings
• If holding an in-person IAP:
– Have a meeting where everyone stands.
This usually limits the amount of wasted
time.
– Find a quiet room away from distractions.
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Planning “P”
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September 2010 www.ems-solutionsinc.com 31 Incident/Threat
Notification
Initial Assessment
Executive Mgmt Briefing (If Appropriate)
Incident Action Plan Pre-Planning
Incident Brief 201
Initial Strategy Meeting &
Information Sharing
Info
rmat
ion
Gat
heri
ng &
Sha
ring
Init
ial R
espo
nse
IC/UC Validate or
Adjust Objectives
Strategy Meeting If Objectives Adjusted
Execute Plan & Assess
Progress
Begin Operational
Period
Operational Period Briefing
IAP Preparation
& Approval
Planning Meeting
Preparing for Planning Meeting
Tactics Meeting
Information Gathering and Sharing
Information Gathering and Sharing
Operational Period Planning Cycle
The Planning “P”
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Mock Scenario and Practice IAP
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Water Outage • On Monday at 7:12 AM, Security is informed
about a major water main break that has occurred right in front of your headquarters building. – There is NO water service to the building.
– This impacts water to your cooling systems (including your data center). All building services are affected (fire suppression, toilets, drinking water, etc.).
– The water main damage is extensive and repairs are not expected to be completed until late Wednesday night or early Thursday.
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Water Outage
• Due to a lack of water, the buildings must be closed (per OSHA and local health codes).
– Security must remain on-site to perform a physical fire watch of all buildings.
– The data center may remain up but may not be staffed.
– No other staff may remain in the building.
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Initial IAP Development
• Assess the current situation. – Would this require your plan to be activated?
• Develop initial strategic objectives. – What are your priorities?
– What do you put in your “buckets”?
– Are your objectives SMART?
• Assign resources to objectives. – Do you have resource constraints?
• Determine the next Operational Period. – When will your team meet again?
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Regina Phelps, CEM, RN, BSN, MPA Emergency Management & Safety Solutions
San Francisco, California
415-643-4300
www.ems-solutionsinc.com
Thank you
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