Automating the Emergency Operations Center

BY PETER BRYAN

When the next disaster, significant storm, or terrorist event occurs, how effective will your agency be at compiling and documenting information? How effective will you be at recovering cost through a disaster declaration? How well will you be able to serve your community and its citizens?

In today’s public safety service, most disasters are managed by the fire or law enforcement agency using the National Incident Management System (NIMS)/Incident Command System and effective roles and responsibilities procedures. Coordination of all the multiagency incident operations, record keeping, and recovery efforts are generally best conducted in an emergency operations center (EOC).

(1) Briefing at the EOC center. [Photo courtesy of Cucamonga (CA) Fire Department.]

Another great use of the EOC, and one which can also increase the knowledge and training within an EOC, is to conduct nonemergency activations for events such as July 4 fireworks patrol and enforcement, community events, housing fraud enforcement, gang activity surveillance, and arrest sweeps. The same type of Planning Section activities that occur during an emergency incident can be planned for and exercised during nonemergencies.

The Planning Section responsibilities include the rapid collection, compilation, and display of incident data. For many years, agencies used “wall display boards,” which required “recopying” to other boards, flip charts, or pen-to-paper to track 50, 150, or upward of 400 individual location-based incidents (wall display boards typically hold approximately 20 incident locations).

Figure 1. EOC Action Plan

Nearly every professional corporate office and governmental agency uses word-processing and spreadsheet software for daily operations. Those same skills can be translated into “systems” for the EOC. Many agencies are using specialized EOC software systems; for those agencies that are not, Microsoft Excel® and Word® can be the answer.

INCIDENT DATA COLLECTION

A critical task, and one that is a priority during most disasters, is collecting incident data. How fast an agency can collect incident data can dictate how quickly and how accurately that agency can compile preliminary damage assessment reports. Time can be of the essence if local, state, and federal disaster declarations and cost reimbursements are involved. 

Figure 2. EOC Incident Log

Data categories or “fields” can include the following (some types of information are more critical and timely than others):

• Date.
• Time reported.
• Incident type.
• Location.
• Primary and other department/agencies assigned.
• Number of injuries.
• Number of fatalities.
• Dollar damage.

Excel® spreadsheets enable you to sort, list by alphabetical or numerical data, print, and send by e-mail.

An identification (ID) number can be assigned to each incident location to “permanently” attach that ID to a location. When referring to that location for purposes of updating any of the information, an ID can ensure that there is no confusion regarding locations.

INCIDENT ACTION PLAN

NIMS and California’s FIRESCOPE have recognized and recommended incident action plan (IAP) formats, which work very well for field-based incidents. They may not work as well for EOC-managed incidents, depending on your agency’s needs.

Word-processing software may pre-sent a more familiar basis for developing a homegrown IAP to replace the all too often “dinosaur” wall charts/boards.

Some of the more popular sections of an IAP include the following:

• Incident start date and time.
• Incident name.
• Date, time, and operational period of the IAP.
• Incident objectives and priorities.
• Casualties.
• Shelter status.
• Initial damage assessment.
• Utility status.
• Street and transportation status.
• School status.
• Medical facilities status.
• Press release information.
• Communications plan.
• Disaster declarations.
• Weather forecast.
• Operations Section update.
• Logistics Section update.
• Finance Section update.
• EOC staffing schedule.

SOME IMPORTANT IAP SECTIONS

Some of the high-priority sections of the IAP include the following:

Incident Objectives and Priorities 

Within an agency, geographical area, or city/county limits, there may be many/several important objectives. Prioritizing those objectives into these groups may prove difficult. There may also be competing objectives, either because of the perceived difference of their importance or perhaps even because of management philosophies. Grouping the objectives into priority 1, 2, 3, and so on could be paramount if there are not enough resources to manage/resolve the objectives simultaneously. 

Casualties, Evacuations, Shelter, and Damage 

The initial assessment will be critical in providing “real time” information to the public on evacuations and shelters. Compiling initial damage and casualty information will also need to be timely in reporting the need for disaster declarations.

Utility, Street, Schools, and Hospitals 

Infrastructure status information should be current and also “real time” to the EOC. Utilities and streets will be essential to operate effectively. School information, depending on time of day and day of week, can be critical, if occupied or not, particularly if schools are used for shelters. Hospitals and medical facilities are obviously critical to treat the injured, disaster workers, and citizens.

Press Release Information

The public expects, and deserves, as much “real time” information as feasible. With today’s instant information and texting, tweeting, and so on, we have come to expect accurate information right now. The inability or failure to do this during disasters may not be acceptable to our citizens. Television and radio are the most common means of mass media communication.

Just look at the number of “news” television programs; use them if you have access to them by providing and scheduling regular updates (perhaps hourly). If you don’t work with the media, they are apt to find inaccurate information or will interview citizens. Tweeting has become so commonplace that agencies can certainly use this very popular social communications media to give many people instant information. Many agencies are also encouraging citizens to sign up their cell numbers for notifications.

Communications Plan 

Have you ever experienced not being able to call someone because you did not know the phone number? How about being on two different radio frequencies/spectrums and unable to communicate? Communications plans should include hardwired important numbers, cellular numbers, fax numbers, e-mail and texting addresses, and radio frequencies—in essence, a means you could use to contact individuals or agencies outside of the EOC. Confirm the information early in an incident, and publish the accurate information often. Texting and other personal communications are so prevalent that they often provide the fastest means of communicating today. In addition, cell phone texting and e-mail often may function after an initial incident even when voice communication fails.

COMMERCIAL SOFTWARE OPTION

Today, with several homeland security programs available, many forms of commercial software (some off-the-shelf ready or turnkey) are available at a higher cost compared to that of creating your own from Excel® or Access®. Most of these software options/packages include many of the features noted above and are based on Web access or database software.

A review of several packages through an Internet search included features such as the following:

• NIMS/FEMA/ICS forms (compliant/compatible, including forms and action plans).
• Management, Operations, Planning, Logistics, and Finance Sections specific go-to lists/activities.
• “Real-time” information management.
• Multiple event tracking.
• Position/unit log (for tracking individual activities and actions taken).
• Resource and time-keeping logs.
• Position-based e-mail addresses (instead of individual user e-mail necessary).
• Wall charts.
• Integration with ESRI ARCGIS mapping.
• “Off the shelf ready” displays and customer customizable options.
• Planned/scheduled events. (Use during planned events. This enhances familiarization during emergencies/disasters. The same skills used during emergencies can be practiced in the EOC during planned events.)
• Cost-affordable options for most agencies.
• Damage assessment and record-keeping functions.
• Online help screens.
• Local application, network, or Web-based.

Examples of the more common off-the-shelf software and subscription services include Cisco Systems (www.cisco-ps.com/eoc), Davis Logic (www.davislogic.com/EOC), E Team (www.nc4.us), and Web EOC (www.esi911.com).

Approach the decision to purchase and use commercial EOC software or subscription systems like you would buying a car or fire apparatus: Determine your wants, desires, and needs; prioritize them; and choose the best option.

It is easy to automate EOC functions. Wall charts/boards should be reserved for complete system failure—in other words, as a backup.

PETER BRYAN, a 37-year veteran of the fire service and emergency response, is a retired chief and a fire protection consultant. He had served as chief for the Norco, Monrovia, Rancho Cucamonga, and Wheatland (CA) fire departments. He is experienced in EOC operations, including design, construction, and operation. He has functioned in several EOC positions, including Planning and Operations Sections chief.