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Resource Requesting and Ordering Procedure Enhancement

Resource Requesting and Ordering Procedure Enhancement. National Capital Region Incident Management Team. R.O.P.E. Why did we need a Resource Ordering Procedure?. Our team was struggling with the process Problems at annual exercises Inconsistencies noted in After Action Report

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Resource Requesting and Ordering Procedure Enhancement

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  1. Resource Requesting and Ordering ProcedureEnhancement National Capital Region Incident Management Team R.O.P.E.

  2. Why did we need aResource Ordering Procedure? • Our team was struggling with the process • Problems at annual exercises • Inconsistencies noted in After Action Report • Improvement Plan recommended we establish a definitive process

  3. Why did we need aResource Ordering Procedure? Safety Accountability To meet the incident objectives

  4. Goals of the New System • Simple and Low “tech” • Practical for all positions • Standardized throughout the team • Practical for Tactical & Non-Tactical resources • Practical for all phases of an incident • Addresses the unique problems during the first transitional operational period and also works for subsequent operational periods

  5. Key Definitions • Resource Request • A resource request is made by a team member to the Supply Unit Leader (SUPL). Requests are made within the team. • Resource Order • A resource order is made by the SUPL to an agency ordering point (AOP), such as a dispatch center or an Emergency Operations Center (EOC). Orders are made outside the team.

  6. Assumptions About the Process • The SUPL orders all resources • Resources are either: • Tactical or • Non-tactical • OSC, SUPL and RESL are concerned with Tactical resources • The Requester, SUPL and FSC are concerned with Non-Tactical resources

  7. Assumptions About the Process • The Operations Section requests Tactical Resources • Operations is the section that most directly works to achieve the incident objectives. • A request for tactical resources is generally more urgent, and should be filled expeditiously. • OSC, SUPL and the RESL track Tactical resources and need to be aware of the status of the request.

  8. Assumptions About the Process • All sections request Non-Tactical Resources. • Non-Tactical resources affect the safety, health, operations, efficiency, comfort and welfare of the IMT. • Requesters, SUPL and the FSC track Non-Tactical resources and need to be aware of the status of the request.

  9. Assumptions About the Process • Requesting Resources during the “Transitional” Operational Period • When the incoming IMT begins to assume command of the incident. • When you are trying to understand the incident, get set-up and organized it’s easy to miss important details.

  10. Assumptions About the Process • Requesting Resources during the “Transitional” Operational Period • Resource requests for Tactical and Non-Tactical resources are generated at sporadic intervals; other than at the Tactics and Planning Meetings. • You don’t have the benefit of the organized and structured ICS Planning Process.

  11. Assumptions About the Process • Requesting Resources during the “Transitional” Operational Period • There is the potential for confusion and inadequate tracking of tactical resources. • Also any other time when resources are requested outside of the routine ICS Planning Process. • The procedure must work at all times.

  12. Assumptions About the Process • Requesting Resources during the “Transitional” Operational Period • The new OSC and RESL must check with the initial IC, OSC, Staging and/or RESL. • This will avoid duplicate orders, since the needed resource may already be at the incident, in staging, or has already been ordered and is still en route.

  13. Assumptions About the Process • Requesting Resources during the routine ICS Planning Process • In subsequent operational periods, most requests for tactical resources will be developed during the Tactics Meeting by the OSC, SOFR, LSC and the RESL. • In this case, the request for tactical resources flows from the OSC, LSC and RESL to the SUPL.

  14. System Components Focused Responsibility ICS 213 General Message Form Dedicated Clipboards Consistent Process

  15. System Components • Focused Responsibility: The “Section Resource Requester” • Command staff (IC, SOFR, LOFR & PIO) • One member from each Section: • Operations – OSC, DOSC or designee • Logistics – SUPL • Planning – RESL • Finance/Administration – FSC or designee

  16. System Components ICS 213 GENERAL MESSAGE ICS 213 ICS 213 • ICS 213 General Message Form • NWCG NFES Item # 1334 • Three page, color-coded carbonless form

  17. System Components ICS 213 GENERAL MESSAGE REQUEST FOR A TACTICAL RESOURCE ICS 213 GENERAL MESSAGE REQUEST FOR A NON-TACTICAL RESOURCE ICS 213 ICS 213 ICS 213 ICS 213 • ICS 213 General Message Form • Tactical and Non-Tactical resources must be on separate forms.

  18. System Components • ICS 213 General Message Form • Must include all pertinent information • S.A.L.T. • Size • Amount • Location • Type and Time

  19. System Components • ICS 213 Request must include: • Date & time of request • Resource specifications, kind and type • Quantity • Desired reporting time, location and to whom to report • Signature of Section Chief or command staff authorizing request • Brief description of intended use, mission or any other detail necessary to ensure clarity

  20. System Components • The inclusion of all the required details is absolutely necessary to ensure an efficient process. • Time and energy will be wasted if the SUPL has to seek out the Requester to determine specifications. • Because of this, the requester shall not leave the SUPL until the request has been reviewed and accepted.

  21. System Components • Another key is the proper flow of all copies of the ICS 213. • All users shall disregard the preprinted instructions on the bottom of the ICS 213. • The color copies of the ICS 213 shall only be distributed as described in the team’s procedure.

  22. System Components • ICS 213 copy distribution • Yellow copy to the SUPL • White copy to RESL for TacticalResourcesor • White copy to FSC for Non-TacticalResources • Pinkcopy to Requester

  23. System Components • Dedicated Clipboards • Two clipboards per Section and C & GS • For Resource Requests ONLY • Pending Resource Requests • Completed Resource Requests • One person per Section is responsible for maintaining their Section’s Clipboards • Section Resource Requester

  24. OPERATIONS: PENDING REQUESTS OPERATIONS: COMPLETED REQUESTS C&GS: PENDING REQUESTS C&GS: COMPLETED REQUESTS PLANNING: PENDING REQUESTS PLANNING: COMPLETED REQUESTS LOGISTICS: PENDING REQUESTS LOGISTICS: COMPLETED REQUESTS FINANCE: PENDING REQUESTS FINANCE: COMPLETED REQUESTS

  25. System Components • The Process • Systematic flow through all concerned Sections. • Requester carries 213 to SUPL and does not leave until form is approved. • Color coded copies are kept at key points. • Responsible members must ensure 213s are kept on proper clipboards.

  26. System Components • The Process • Same process for Tactical and Non-tactical resources but slightly different form flow. • Extra steps during Transitional Operational Period or outside the routine ICS Planning process. T-H

  27. Resource RequestingProcedure Requesting Tactical Resources During the Transitional Operational Period Or Outside the Routine ICS Planning Process H

  28. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  29. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  30. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  31. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? YES NO OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  32. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  33. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? YES NO OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  34. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  35. RESL OPS REQUESTER • The OPS Requester gives the ICS 213 to the RESL and waits for an answer. • The RESL checks to see if the resource is available at Check-in or on the T-Cards. ICS 213 TACTICAL ICS 213 TACTICAL ICS 213 TACTICAL

  36. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  37. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  38. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  39. The ICS 213s are placed on the Completed Requests Clipboards Yellowcopy to Logistics Completed Clipboard Whitecopy to Planning Completed Clipboard Pinkcopy to Operations Completed Clipboard ICS 213 ICS 213 TACTICAL LOGISTICS: COMPLETED REQUESTS PLANNING: COMPLETED REQUESTS OPERATIONS: COMPLETED REQUESTS ICS 213

  40. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  41. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  42. SUPL OPS REQUESTER • If the resource is not available, RESL returns all copies of the ICS 213 to the OPS Requester. • The OPS Requester gives the ICS 213 to SUPL who verifies it contains all required information. • The Requester cannot leave until okayed by SUPL. ICS 213 TACTICAL ICS 213 TACTICAL ICS 213 TACTICAL

  43. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  44. RESL SUPL ICS 213 TACTICAL ICS 213 TACTICAL LOGISTICS: PENDING REQUESTS ICS 213 TACTICAL OPS REQUESTER • The SUPL places the Yellow copy on the Logistics Pending Clipboard and orders resource, • The White copy goes to RESL and • The Pink copy goes to OPS Requester.

  45. ICS 213s are placed on each Section’s Pending Requests Clipboards. ICS 213 ICS 213 TACTICAL LOGISTICS: PENDING REQUESTS PLANNING: PENDING REQUESTS OPERATIONS: PENDING REQUESTS ICS 213

  46. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  47. OPERATIONS NEEDS A TACTICAL RESOURCE OPS REQUESTER CHECKS WITH STAM. IS RESOURCE AVAILABLE IN STAGING? OPS REQUESTER COMPLETES ICS 213 AND CHECKS WITH RESL. IS RESOURCE AVAILABLE AT CHECK-IN OR ON T-CARDS? RESOURCE IS ASSIGNED TO OPERATIONS AND RESL IS NOTIFIED. YES NO YES NO OPS REQUESTER GIVES ICS 213 TO SUPL. RESOURCE ARRIVES AND CHECKS-IN. RESL, SUPL, AND REQUESTER NOTIFIED. SUPL ASSIGNS ORDER NUMBER, NOTES ON ICS 213, ORDERS RESOURCE,AND NOTIFIES REQUESTER.

  48. LOGISTICS: COMPLETED REQUESTS LOGISTICS: PENDING REQUESTS SUPL moves the Yellow copy of the ICS 213 • From Logistics: Pending Requests Clipboard • To Logistics : Completed Requests Clipboard ICS 213 TACTICAL

  49. RESL moves theWhitecopy of the ICS 213 From Planning: Pending Requests Clipboard To Planning: Completed Requests Clipboard PLANNING: COMPLETED REQUESTS PLANNING: PENDING REQUESTS ICS 213 TACTICAL

  50. OPERATIONS: COMPLETED REQUESTS OPERATIONS: PENDING REQUESTS Requester moves the Pinkcopy of the ICS 213 • From Operations: Pending Requests Clipboard • To Operations: Completed Requests Clipboard ICS 213 TACTICAL

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