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Incident Action Plans

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by Dave Hubeny on 9 July 2014

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Transcript of Incident Action Plans

David J. Hubeny, CEM, MPA
dhubeny@binghamton.edu
(607) 777-2275
Why Plan?
Incident Action Plans
Plans to improve your preparedness efforts.
Provide A Safe & Secure Event
Attendees
Protect Your Institution
Image
Reputation
Minimize Legal Liabilities
Document what you are going to do, and do it!
Provides all stakeholders an opportunity to provide input into the plans (shared responsibility)
What should you plan for?
Every contingency?
Most likely hazards?
Hazards
Safety & Security
Event Details
Parking/Traffic
Communications
Evacuation / Shelter-in-Place
Public Information
Weather
Command Structure
Code Enforcement
Permits
Underage Participants
V.I.P.'s
Lost Person
What procedures & plans are in place that are unique to the event?
Schedule / Timeline
Restroom Locations
Dining Options
Shuttle / Parking Info
Etc.
Lost kid?
Lost parent?
Event specific procedures
Two-way radio assignments
Equipment assignments
Event specific procedures
Who can authorize
Procedures for handling media releases / inquiries
Coordination with all agencies
Plan for likely contingencies
Establish contact with a weather forecaster prior to the event
Who is in charge?
What is he/she authorized to do?
Does the event impact code compliance?
How will you monitor?
Mass gathering
Pyrotechnics
Parade / Street Closure
Etc.
Will this event attract underage individuals
What impact will this have if an emergency occurs?
Politicians
Celebrities
Donors
Etc.
Do I have to use those FEMA ICS forms?
ICS Forms can be effective.
Incident vs. Event?
ICS forms work for both.
Most effective in an incident.
Consider a hybrid document
What forms should I use?
Any form that makes the planning process easier and more clear.
Forms that you want to increase training with.
The forms can be intimidating
Repetition breeds familiarity.
Use the forms that you expect you will use on a critical incident.
Forms can be limiting
Designed to be concise
Not a lot of opportunity to expand on the details
Consider adding your own documents
Where do I begin?
Involve Others
All stakeholders should be invited to participate.
All needs & concerns must be resolved prior to the event.
Assign Responsibility
Clearly determine who will be responsible for the creation of each element of the plan
Planning Process
Begin early
Communicate often
FEMA Planning P
How much detail?
What is the purpose of the document?
How much will people read?
How much info will people retain?
I.A.P. Pitfalls
The IAP documents your planning. It shouldn't lead the process
The IAP can facilitate the process
Don't work in a vacuum!
Although it's quicker & easier to create by yourself, you must work as a team
The IAP is not your goal, a well planned event is.
Keep it Simple
Include enough detail to make the document helpful
Don't add so much detail that people won't read the document
Keep people interested
Repetition builds competence
Repetition also builds complacency
Change things up once in a while
Keep it fresh & interesting
Follow your plan
Benefits of an I.A.P.
Unity of Effort
Everyone is working together towards the same objective
Prevents people from working against each other
Reduces duplication of effort
Resources
Reduces the likelihood of resources being overlooked or "double counted"
Increased efficiency of efforts
Training Opportunity
Using ICS for planned events gives your staff an opportunity to practice.
Helps them understand forms, structure, terms, etc.
Conflict minimized on day of event.
Everyone has participated in the development of the plan
Problems have been resolved prior to the event
Everyone has agreed to all details, including the chain-of-command
Consistency
Everyone is working from the same play book
All major events can be managed with the same structure & process
Understanding
Everyone understands their role
Chain-of-Command is maintained
Span-of-Control is appropriate
Director of Emergency Management
Be the Leader
Define the Event
Develop Objectives
Plan, Plan, Plan
Final Approval of the Plan
Circulate the Plan
Implement the Plan
Staff
Participants
1st Responders
Does this event present any unique challenges or hazards?
Document hazard-specific procedures & mitigation activities
New / unusual traffic patterns?
Event specific parking passes?
Shuttles?
They help facilitate the planning process.
Don't let them drive the process.
Document what you are going to do
Do what you documented
I.A.P. Examples
David J. Hubeny
Director of Emergency Management
Binghamton University

You're Prepared!
You've developed a plan to deal with problems when they arise
When the event becomes an incident, everyone will be working cohesively
Ensure Adequate Resources
Determine what you need
How much you need
How you are going to get it
Use your resources efficiently
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