Trainees Manual

IPICS
INTEGRATED PLANNING COURSE

ON INCIDENT COMMAND SYSTEM
TRAINEE’S MANUAL
INTEGRATED PLANNING COURSE ON INCIDENT
COMMAND SYSTEM
TRAINEE’S MANUAL
Rationale
The Philippines, situated along the Pacific Ring of Fire and the Typhoon Belt, is exposed to
natural hazards such as typhoons, earthquakes, volcanic eruptions and tsunamis. Furthermore,
human-induced hazards such as crimes, terrorism and bombing also threaten the lives of the
Filipinos.
The disaster risk profile of the Philippines necessitates the establishment of an efficient and
effective response system that shall help manage the consequences of disasters. Hence, as
provided for in the Republic Act (RA) 10121, otherwise known as the Philippine Disaster
Risk Reduction and Management (DRRM) Law, the Office of Civil Defense (OCD) has been
mandated to establish the Incident Command System (ICS) in the country.
ICS is an on-scene disaster response tool that is used to integrate the complex inter-agency
structures of different agencies to work for a common set of objectives during operations. It
has been institutionalized as a disaster response mechanism of the in the Philippine DRRM
System by virtue of the National Disaster Risk Reduction and Management Council
(NDRRMC) Memorandum Circular No. 4 s. 2012 issued on 28 March 2012.
Through years of constant training and practice on ICS, the operations of disaster responders
have significantly improved in terms of resource management, reporting and documentation,
promoting responders’ safety, and efficient utilization of response assets. The success stories
in the utilization of ICS have been evident in the past operations for disasters as well as for
planned events.
One of the major considerations in the application of ICS is the integrated planning process.
This enables the members of the Incident Management Team (IMT) to discuss, brainstorm,
plan and decide for the operational activities prior to response. It allows effective
collaboration among the different members of the Planning Section from the Planning
Section Chief and the Unit Leaders, namely, Resources Unit, Situation Unit, Documentation
Unit and Demobilization Unit.
In order to develop better appreciation and understanding of the integrated planning process
in ICS, the training course design for the five-day Integrated Planning Course on ICS is
hereby prepared.
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General Objective
At the end of the training, the participants will be able to obtain the knowledge, skills and
attitude that are essential for the integration of planning processes and requirements for
use in ICS operations.
Specific Objectives
Upon completion of the training, the participants will be able to:
1. Describe the Planning Section as part of the ICS organization;
2. Determine all forms, documents, and supplies that are commonly used in the Planning
Section;
3. Explain the leadership roles of the Planning Section Chief;
4. Determine the responsibilities of Resource and Demobilization Unit Leaders;
5. Describe the importance of Situation Unit Leader in understanding the disaster
situation;
6. Determine the documentation processes used in ICS; and
7. Discuss the roles of the Planning Section in the conduct of transfer of command,
demobilization and close-out
Module Descriptions
MODULES DESCRIPTIONS
Module 1: Overview This module is an introduction to the Planning Section as part of the
of Planning Section ICS organization and as a key player for the implementation of ICS.
Module 2: Forms, This module presents all the forms, documents, supplies and other
Documents, and references that are commonly used by the Planning Section and
Supplies other members of the Incident Management Team (IMT).
Module 3: Planning This module highlights the roles and responsibilities of the Planning
Section Chief Section as the overall lead for the planning function in ICS.
Module 4: Resource This module introduces the duties of the Resource and
and Demobilization Demobilization Unit Leaders when it comes to managing, utilizing
Unit Leaders and tracking incident resources.
Module 5: Situation This module emphasizes the roles of the Situation Unit Leader in
Unit Leader gathering pertinent information about the situation and contributes
to the planning requirements.
Module 6: This module highlights the overall documentation process in ICS as
Documentation performed by the Documentation Unit Leader.
Module 7: Transfer This module introduces the roles of the Planning Section in the
of Command, conduct of transfer of command, demobilization and closeout.
Demobilization and
Closeout
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Teaching-Learning Methodologies
Interactive-lecture discussion
Workshops
Structured learning exercises
Demonstration/ return-demonstration
Duration
Five (5) days
Course Schedule
DAY 1
TIME PARTICULARS
0800H - 0830H Arrival and Registration
0830H - 0930H Opening Program
0930H – 1000H Preliminaries

● Admin Announcements
● Course Overview
● Pre-Test
● Expectations Setting
1000H - 1015H AM Break
1015H - 1045H Module 1: Overview of Planning Section

● Session 1: Introduction
1045H - 1200H
● Session 2: Unit Activation (with exercise)
1200H - 1300H Lunch Break
1300H - 1430H
● Session 3: Team Interaction (with exercise)
1430H - 1445H PM Break
1445H - 1615H Module 2: Forms, Documents, and Supplies
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1615H - 1630H Daily Evaluation
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DAY2
TIME PARTICULARS
0800H - 0830H Recapitulation
0830H - 0930H Module 3: Planning Section Chief

● Session 1: Information Gathering (with exercise)
0945H - 1200H
● Session 2: Strategies (with exercise)
1300H - 1530H
● Session 3: Meetings and Briefings
1545H - 1645H
● Session 4: Incident Action Plan
DAY 3
TIME PARTICULARS
0830H - 0900H Module 4: Resource and Demobilization Unit Leaders

● Session 1: Responsibilities
0915H - 1200H
● Session 2: Resource Status Systems (with exercise)
1300H - 1500H
● Session 3: Planning Process (with exercise)
1515H - 1545H
● Session 4: Resource Products and Outputs
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1545H- 1645H
● Session 5: Demobilization Plan
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DAY 4
TIME PARTICULARS
0830H - 0900H Module 5: Situation Unit Leader

● Session 1: Information Gathering and Incident Documentation
0915H - 1130H
● Session 2: Maps (with exercise)
1130H - 1200H
● Session 3: Technology
1300H - 1430H
● Session 4: Status Summary Reports
1430H - 1500H Module 6: Documentation
1515H - 1645H Module 7: Transfer of Command, Demobilization, and Closeout (with

exercise)
1645H - 1700H Instructions for Final Exercise
DAY 5
TIME PARTICULARS
0800H - 0830H Day 4 Recap
0830H - 1100H Final Exercise: Operational Period Briefing
1100H - 1200H Evaluation of Final Exercise
1200H – 1300H Lunch Break
1300H - 1400H Concluding Activities

● Final Course Evaluation
● Post-Test
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● Closing Program
1400H End of Training
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Module 1 Overview of Planning Section
Module 1 Session 1: Introduction
Session Objective
Upon completion of this session, the participants will be able to review the duties and
responsibilities of the Planning Section Chief and Unit Leaders
Positions Responsibilities
PSC Collects, evaluates, disseminates, and uses information
Planning Section Chief about the incident and the status of resources
RESL Facilitates check-in activities

Resource Unit Leader Processes resource status
Prepares resource status displays
SITL Collects incident status and situation information

Situation Unit Leader Analyzes and displays situation information
DOCL Duplicates IAP

Documentation Unit Leader Maintains documentation
DMOB Ensures orderly release of resources

Demobilization Unit Leader Prepares and implements demobilization plan
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Module 1 Session 2: Unit Activation
Session Objective
Upon completion of this session, the participants will be able to determine the activities and
procedures to be followed when activating a unit under the Planning Section.
Activities upon Planning Section Activation
1. Attend PSC Initial Briefing

Information to obtain during Initial Briefing
• Incident size and potential
• Status of staffing for each unit
• Resource request considerations
• Logistical considerations
• Meeting schedules
• Product development
2. Organize your Work Area
3. Prepare your Unit Kit
4. Determine Level of Staffing

Staffing level is affected by:
• Size of incident
• Complexity of incident
• Resources
• Incident stage
5. Develop a Schedule
• Agree on deadlines
• Determine priorities
6. Delegate Tasks
• Evaluate capabilities
• Give clear and consistent directions.
• Give instructions for field going positions.
7. Setup the Work Space

• Include briefing/ debriefing area
• Provide area to display maps and reports
• Add Signage
• Check Traffic Flow
10. Organize Equipment and Supplies
11. Check Transportation
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Module 1 Session 3: Team Interaction
Session Objective
Upon completion of this session, the participants will be able to identify proper team
behaviors and leadership qualities that support effective communication and interactions
during an incident.
The Leaders inside the IMT
IMT members also serve as leaders of their functional teams
Their attitude and effectiveness will spread through the entire response organization.
Components of Effective IMT Leadership
1. Adaptability Component
• Compensate for changes in the distribution of workload
• As events change at an increasing rate, the IMT must adapt in a dynamic manner.
2. Exponential Growth
• Develop situational awareness
• Refer to job aids
• Provide information in understandable formats
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3. Leadership Component
Four Top Qualities of a Leader
--Worldwide Business Surveys 1987-2002
4. Communications Component
• Good communication promotes efficient and effective transmission of information
• Communication greatly affects your team’s success
5. Team Communications
• Determine specific information needed
• Use standard terminology and clear text
• Ensure concise and frequent communications
6. Situational and Team Awareness

• Situational Awareness is defined as the perception of the elements in the environment
within a volume of time and space, the comprehension of their meaning and the
projection of their status in the near future.
• Allow individuals to anticipate the actions and needs of fellow team members
• Stay ahead of the game.
7. Team Development Behaviors
8. Feedback Component
• The ability of team members to give, seek, and receive task-clarifying feedback.
• Feedback represents the error in trial and error.
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Module 2: Forms, Documents and Supplies
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Module Objective
Upon completion of this module, the participants will be able to describe the specific ICS
forms, documents and supplies used in the Planning Section.
ICS Forms: US FEMA
FEMA uses 35 forms
Used for:
• Creation of IAP
• Support and documentation
• Other incident management activities
List of ICS Forms
Note about ICS Forms

• US uses the labelling of ICS Forms starting with “200”
• Not all ICS forms are applicable in the Philippines
• No need to fill-up all fields/ cells
Reference: http://www.emsics.com/history-of-ics/
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ICS Forms in the Philippines
NDRRMC Memo No. 48 s 2015 - ICS Forms are localized to Philippine setting
ICS Form 201: Incident Briefing - Provides initial basic information regarding the incident/
event
ICS Form 202: Incident Objectives - Describes basic incident objectives and priorities
ICS Form 203: Organization Assignment List - Provides information on units currently
activated
ICS Form 204: Assignment List - Specifies current assignments for operating personnel
ICS Form 205: Communications Plan - Records methods of communication
ICS Form 206: Medical Plan - Provides information on all medical concerns for responders
ICS Form 207: Incident Organization Chart - Serves as wall-display of the ICS
organization chart
ICS Form 208: Safety Message/ Plan - Provides expanded information on safety concerns
ICS Form 209: Incident Status Summary - Provides overall snapshot of the incident
ICS Form 211: Incident Check-in List - Records arrival of resources at the incident
ICS Form 213: General Message - Used to transmit messages within the ICS organization
ICS Form 214: Activity Log - Records details of notable activities at any level
ICS Form 215: Operational Planning Worksheet - Communicates resource assignments

and needs
ICS Form 215-A: Incident Safety, Risk and Health Analysis - Develop controls based on
hazards, safety and health issues
ICS Form 221: Demobilization - Ensures completeness of requirements before check-out /

demobilization
Documents and Supplies
Documents Supplies
• Incident Action Plan • Bring your own kit
• Contingency Plan • Bring materials to make signage
• Emergency Evacuation Plan • Bring lots of pens and markers
• Demobilization Plan • Bring your personal supplies
• Transition Plan
• Incident Narrative
NOTES
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Module 3: Planning Section Chief
Module 3 Session 1: Information Gathering
Session Objectives:
Upon completion of this session, the participants will be able to:
1. Identify various sources of information that must be gathered by the Planning Section;
and
2. Determine responsibilities of the PSC and the Unit Leaders in information gathering.
Sources of Information
1. Outside the Planning Section
2. Transition Briefings
• Briefing from RO
• Briefing from outgoing IMT
Briefing Agenda
• Incident type and history
• Extent of impacts and estimated duration
• Current priorities
• Command Structure
• Facilities established
• Political, environmental, and economic constraints
Key Documents to Obtain during Briefings

• Written Delegation of Authority
• ICS 201
• ICS 209
• Incident Map
• Other Reports
You may not get a 201 but still have to get the information verbally, if possible.
Important! Do not forget to obtain the following:

• Directory of all concerned agencies and personnel
• Copies of resource requests
3. IC’s Team Briefing

Typically includes:
• IC’s priorities, goals, and objectives
• Initial instructions
• Expected time frames
• Strategy Development
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Responsibilities in Information Gathering
PSC
• Overall in-charge of information gathering
RESL
• Consolidates all checked-in resources
• Prepares resource status and summaries
• Collaborates with Ops on resource assignments
• Develops IAP contents
SITL
• Gathers incident Information
• Determines facilities and reporting locations
• Determines progress of tactical operations
• Prepares maps
• Determines weather data
DOCL
• Assembles, organizes and secures records of events, decisions and other information
• Consolidates materials from all sections
DMOB
• Gathers information related to demobilization of resources
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Module 3 Session 2: Strategies
Session Objectives
1. Differentiate strategy from tactics; and
2. Describe the considerations when developing strategies.
Strategy vs Tactics
Strategy Tactics
General methods or directives to accomplish Short-term, site-specific actions; deploying

incident objectives resources to accomplish incident objectives
Strategy Development Considerations
• Current incident situation

• Current and predicted weather
• Availability and cost of resources
• Safety considerations
• Environmental concerns
• Alternatives
RO’s Briefing: Can provide detailed information to develop strategy
Questions to Ponder
• Is information correct and current?

• Are the assumptions realistic?
• What alternatives were not selected? Why?
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Module 3 Session 3: Meetings and Briefings
Session Objectives
1. Describe the PSC’s role in meetings and briefings;
2. Understand the procedures in conducting Planning Meeting and Operational Period
Briefing; and
3. Determine other IMT meetings and briefings.
Role of PSC in Meetings and Briefings
Sample Planning Cycle
Five Phases of Planning Process
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Role of PSC in Meetings and Briefings
• Facilitate meetings and briefings smoothly, efficiently, and with clear objectives
• Ensure the presence of the right audience
• Ensure productivity
Planning Meeting
Planning Meeting Attendees
Ten-Step Planning Meeting Checklist
Planning Meeting Guidelines

1. Start on Time
2. Give Ground Rules
3. Display Command Presence
4. Keep to 30 Minutes or Less
5. Use Timesavers
6. Touch Base With All Concerned
7. Focus on Product
Timesavers
• Have involved folks up front
• Discuss roles before the meeting
• Command presence (But Not Starchy!)
• Keep on track – arrange “after” meetings
• Know who will speak
• NO dead air time
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Operational Period Briefing
Other Meetings and Briefings

1. Command and General Staff Meetings
2. Transition
3. Debriefings
4. Public Meetings
5. Demobilization Meeting
6. Response Cluster Meetings
7. Section Staff Meetings
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Module 3 Session 4: Incident Action Plan
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Session Objectives
1. Describe the purpose of the IAP;
2. Identify the components of the IAP;
3. Determine the procedures for IAP approval, distribution and use; and
4. Describe the use of Contingency Plans
What is IAP?
Incident Action Plan (IAP)

An ICS document that contains:
• Incident objectives, operational strategies and tactics.
• Critical supporting reference information.
An IAP provides historical incident data and serves as a legal document
Purpose of IAP
Incidents Requiring IAPs
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Components of IAP
IAP Cover
Include:
• Incident Name
• Date
• Operational Period
ICS Form 202: Incident Objectives

Describes basic incident objectives and priorities
ICS Form 203: Organization Assignment List

Provides information on units currently activated
ICS Form 204: Assignment List

Specifies current assignments for operating personnel
ICS Form 205: Communications Plan

Records methods of communication
ICS Form 206: Medical Plan

Provides information on all medical concerns for responders
ICS Form 208: Safety Message/ Plan

Provides expanded information on safety concerns
IAP Map
Additional Supporting Documents

• Other Maps
• Incident facility plans
• Detailed weather forecasts
• Directory
Optional Components
• Logistics notes
• Finance notes
• Demobilization notes
• Rehabilitation specifications
• Facilities map
• Internal traffic plan map
IAP Approval, Distribution and Use

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PSC finalizes the IAP
IC approves the IAP
Arrange for IAP Reproduction

Distribution
• Provide early copies of IAP to IMT Members, including Unit Leaders
• All filled positions on ICS Form 203 and ICS Form 204
Posting
Post IAP copies in bulletin boards and other ICS facilities
Additional Copies
• ROs
• VIPs
• EOC
• People outside the IMT
• Agency dispatchers
Always secure the Original, Corrected and Final IAP
GET READY TO DO IT AGAIN!
Contingency Planning
• Situations could possibly go wrong during the operations
• Undertake contingency planning by seeking inputs from individual technical
specialists
• IC approves the team’s contingencies
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Module 4: Resource and Demobilization Unit Leaders
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Module 4 Session 1: Responsibilities
Session Objectives
1. Describe primary position responsibilities of RESL and DMOB.; and
2. Determine the considerations for managing the Resource Unit and Demobilization
Unit.
Position Responsibilities
RESL Responsibilities
• Establishes/supervises check-in function
• Maintains resource status system
• Participates in the planning process
• Produces components of IAP
• Provides additional information, as necessary
DMOB Responsibilities
• Ensure orderly, safe and cost effective release of personnel and equipment
• Develops and implements the Demobilization Plan
Unit Management
1. Determine Level of Staffing
Based on:
• Size and complexity of incident
• Number and kind of resources
• Incident stage
• Number and workload of check-in locations
• Operational periods (day/night)
• Type of resource status system
• Sample Staffing
2. Perform Supervisory Tasks

• Establish work shifts
• Delegate tasks
• Brief unit personnel
• Communicate expectations
• Develop teamwork
• Provide feedback
• Provide for the safety, welfare, and accountability of unit personnel
• Review subordinate reports
• Conduct performance ratings
• Provide training opportunities
• Monitor workload
3. Request for Equipment and Supplies

• Follow procedures as directed by PSC
• Use ICS-213
4. Setup System for Filing and Documentation
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5. Demobilize the Unit
Unit Demobilization Considerations
• Consult with PSC
• Brief Unit personnel on closeout procedures
• Release personnel thru ICS 213
• Inform Unit personnel on scheduled releases and demobilization procedures.
• Dismantle and return equipment and supplies
• Prepare Unit narrative and submit to PSC
• Deliver required documents to DOCL
• Clean the work area
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Module 4 Session 2: Resource Status System
Session Objectives
1. Describe how to collect, process, and validate information to be used in a resource
status system (RSS);
2. Understand proper management of check-in to facilitate RSS; and
3. Learn the use of RSS to track resources.
Resource Status Information
RESL Information Needs

• Incident name and background information
• Incident complexity
• Incident objectives
• Checked-in resources
• Work assignments
• Resources requested
• Mobilization dates
Information Sources from Incident Personnel

• OSC
• Other IMT Members
• Agency Representatives
• Check-in Recorders
Information Sources from Incident Documents

• ICS 201
• ICS 211
• ICS 211
• Resource Requests
• Transition Documents
• Resource Summary Reports
Information Validation
• Review documents
• Interact with appropriate Sections and Units
Check-in
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Check–in Locations
• ICP
• Base
• Camp
• Staging Areas
• Helibase
• Areas for Divisions and Groups
• Other locations (eg. Dispatch Centers)
Considerations for Setting-up Check-in Locations

• Incident size
• Number and kind of resources
• Incident stage
• Access to power and computers
• Traffic flow
• Accessibility by responders
• Parking space
Establishing Check-in Locations

• Deploy SCKN for every check-in location
• Provide logistical needs
• Put appropriate signage
• Setup communications as appropriate
Managing Check-in Activities

• Establish data collection standards
• Be consistent with agency guidelines
• Use agreed format for personnel names
• Used agreed format for date and times
• Brief SCKN
• Monitor data accuracy
• Monitor SCKN’s workload
Resource Tracking
Tracking Resource Status

• Assignment status
• Demobilization status
• Work requirements and restrictions
RESL Responsibilities in Resource Tracking

• Determine what RSS to use
• Set up, adjust and maintain RSS
• Assign trained and qualified SCKNs
• Use standard naming conventions
• Use Resource Order/ Request Numbers
Manual RSS: T-card

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• Often used on short term/small incidents
• Provides immediate visual display
• Does not need power supply
• May be time consuming to maintain
Other Manual RSS

• Manual system using forms
• Magnetic maps or status boards
Automated RSS: Computers
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Module 4 Session 3: Planning Process
Session Objectives
1. Understand the overview of the Planning Process;
2. Determine the steps involved in the Planning Process; and
3. Describe the use of ICS 215 in planning the use of resources.
Overview of the Planning Process
What are involved in the Planning Process?

• Incident objectives
• Strategies
• Tactics
• Operational period
Incident Action Plan (IAP)

IAP is based on decisions made during the planning process.
RESL Role in Planning

• Provides resource status information.
• Completes and updates ICS 215
• Request additional tactical resources using ICS 213
• Assigns resources to fill needs identified on ICS 215
• Produces components for the IAP
Steps in the Planning Process
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1. IC Sets Objectives
Planning begins with the IC setting or updating objectives
2. Strategy/Tactics Meeting
• Determine how the selected strategy will be accomplished.
• Identify resources to implement the tactics.
ICS 215 - Decisions during Strategy and Tactics Meeting are documented on ICS 215
ICS 215A - After the strategy/tactics meeting, the SOF and OSC will develop the ICS 215A.
OSC Roles
• Present strategy and tactics
• Determine operational boundaries
• Identify facility locations
• Determine work assignments and resource needs
• Sets resource reporting points and times
• Propose mitigation measures for safety risks and hazards
SOFR Roles
• Verify /validate OSC proposals for safety
• Complete ICS 215A in cooperation with OSC.
• Requests special safety instructions to be written in IAP
RESL Roles
• Before the Strategy/ Tactics Meeting , determine the following:
o Kind, type, and quantity
o Constraints and capability
o Rest/work status and days of tour remaining
o Resources en route and ETA
• During the Strategy/ Tactics Meeting, provide information needed such as:
o Resources available
o Resources requested
o Planned demobilization
• RESL documents meeting on ICS 215
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Other Positions that may attend
• PSC
• LSC
• SITL
• Air Operations
3. Planning Meeting
Allows to review/validate the operational plan and identify resource requirements
Goal: For the Command and General staff to support the operational plan
IC and PSC Roles

• IC states objectives and policy issues
• PSC leads and facilitates the meeting
OSC Roles
• States primary and alternative strategies
• Reviews planned tactics and resource needs shown on ICS 215
• Specifies reporting locations and additional facilities needed
LSC Roles
• Ensures that resource ordering procedures are communicated to EOC.
• Places order(s) for resources.
• Ensures that the logistics section can supply logistical needs for next operational
period.
FSC and LOFR Roles

• FSC ensures the plan is within the financial guidelines.
• LOFR represents cooperating agencies and provides resource status of assisting
agency resources
RESL Roles
• Provides resource status information
• Presents ICS 215 in the absence of OSC
• Document changes on ICS 2015
• Submit ICS 213 to LSC for resource requests
• After the Planning Meeting:
• Clarifies with PSC re resource assignments based on finalized ICS 215
• Uses ICS 213 to notify DMOB and OSC re surplus resources
4. IAP Prep and Approval

The IAP is prepared, approved, and distributed.
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5. Operational / Shift Briefing
Presents the IAP to supervisors of tactical resources and other incident personnel at the
beginning of each operational period.
6. Execute Plan and Assess Progress

Supervisors conduct briefings with their assigned resources, then proceed to execution.
Operational Planning Worksheet: ICS 215
One of the responsibilities of the RESL is to complete and update the ICS-215 during the
planning process.
Uses of ICS 215

• Documents the tactical resources.
• Visually displays the operational decisions.
• Identifies shortages or excess resources.
• Determines logistical support needs for the incident.
• Complements ICS 215A.
• Complements ICS 203 and ICS 204
Prepare Different Versions

Hard copy versions
• page size
• wall size
Digital/e-copy version
Complete the Form

• Use a hard copy or digital version of form.
• Operational directions must be clear and measurable.
• All necessary fields must be filled in and legible.
• Include non-operational line resources.
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Module 4 Session 4: Resource Products and Outputs
Session Objective
Upon completion of this session, the participants will be able to determine the roles of the
RESL in developing resource products and outputs used in ICS.
RESL Resource Products and Outputs
Incident Action Plan
RESL Roles
• Collects data
• Completes ICS 203 and ICS 204
• Communicates with other Units/Sections to complete their portion of the IAP
• Establishes timelines
Other Roles
• Determine required elements and where to obtain information
• Checks formatting
• Chooses method to complete IAP forms.
Roles in IAP Approval

• Assembles IAP documents in the order directed by the PSC.
• Allows OSC to review ICS-204s
• Have IAP proof read by at least two people prior to submission to PSC
• Provides PSC with completed original for review and approval.
IAP Distribution
• RESL determines the number of IAP copies required for the Ops briefing
• If there is no DOCL, RESL will need to produce.
• Distribute IAP to the concerned personnel
Corrections to IAP
• Resources found to be missing at roll call.
• Resources reassigned at the last minute.
• Assigning unassigned resources.
• Changes to the communication plan.
• Any additional corrections during the operational period, such as updated maps.
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Process for Making Corrections
• Make corrections/additions directly on the final IAP.
• Resources needing IAPs throughout the day must be given the corrected IAP.
• Provide corrected IAPs to incoming resources.
Documentation: The “corrected copy” of the IAP and the original IAP must be filed
Other Documents
RESL Roles in ICS 207

• Prepares, updates and posts the ICS-207

• Gathers resource summary data from the resource status system.
• Interacts with SITL to determine format, type of data and deadlines for data input.

• Completes the Unit Log
• Submits to DOCL (or PSC)
Final Documentation
IAP Original/Corrected
ICS 215
ICS 215A
ICS 214 Unit Logs
ICS 213 General Messages
ICS 211 or comparable Check-in Lists
Resource Requests
DOCL is responsible for the final documentation/ incident record package.
May be assigned to RESL in the absence of DOCL
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Module 4 Session 5: Demobilization Plan
Session Objectives
1. Explain the overview of the demobilization plan;
2. Describe the demobilization schedule;
3. Explain the demobilization considerations; and
4. Describe the use of ICS 221.
Demobilization Plan
• Creates a framework that supports the incident’s safe release of resources.
• Supports transfer of information and requests for demobilization
• Outlines method for accurate tracking of demobilization
Check-out Procedures
• DMOB creates check–out procedures for incident personnel.
• RESL does demobilization in the absence of DMOB
Demobilization Plan Sections

Signature Cover Sheet
• Demobilization must be approved and signed in the cover sheet
• Copies will be distributed to the signatories and displayed in appropriate locations
General Information
• Contains brief description of the demobilization procedures.
• Contains general guidelines
Release Priorities
• Contains priority list for releasing resources
• Priority is based on several factors such as contractual obligations and costs.
Responsibilities
Outlines responsibilities
• LSC arranges logistical requirements (food, transportation, lodging)
• FSC compiles personnel records
• DMOB coordinates with Section Chiefs for tentative demobilization list
Release Procedures
• Provides detailed procedures for properly releasing resources.
• Specifies date and time.
Travel Information
Describes the type of information that needs to be provided to the demobilizing resource to
ensure efficient travel.
Emergency Demobilization Procedures
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• Outlines the process for managing emergency demobilizations caused by various
factors as medical, personal, and disciplinary reasons.
• Must have 24-hour availability
Demobilization Schedule
Demobilization Glide Path
Developing Demobilization Schedule

Section Chiefs submit requests for resources for tentative demobilization via ICS 213
Roles of DMOB
• Organizes and files tentative release requests
• Updates RSS to indicate resources are pending demobilization
• Creates and sorts tentative demobilization schedules list
Communicating Demobilization Schedule

• Distribute consolidated tentative demobilization lists to Section Chiefs.
• Forward the consolidated tentative demobilization lists to dispatchers and file for
documentation.
• Add schedule in IAP
• Can be announced during Operational Period Briefing
• Post on display boards
Demobilization Considerations
Release Categories
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Back to Home Unit
• Possible reasons:
o End of tour
o End of incident
o No longer needed
• Determine method of travel
Reassignment
• Determine method of travel
• Ensure date/time needed is achievable.
• Ensure contact information for new incident is provided.
• Ensure qualifications are appropriate.
• Ask if dispatch will make any needed travel arrangements
Unplanned Demobilization
• Possible reasons: personal emergencies, medical reasons, etc.
• DMOB should refer to the emergency section of their demobilization plan
Cancelled or Rescheduled
• Changes to the demobilization schedule must be documented by the appropriate
Section Chief and approved by the PSC.
• Communicate changes with concerned personnel
• Update the RSS
Transportation Methods
DMOB makes transportation arrangements for resources that are demobilizing
Land Transportation Air Transportation

• Complete ICS 221 • Review itinerary
• Review travel plan • Ground Support Unit to arrange
• Ground Support Unit to inspect ground transportation to airport.
vehicle • Arrange lodging, if needed.
Additional Considerations
• Update crew roster/manifest
• Determine if operators are rotating or equipment is actually being demobilized.
• For Strike Teams, different home units should be reflected.
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• Arrange for equipment that needs to be returned prior to demobilization.
• Coordinate with Air Operations for air assets
ICS 221
Check-out Procedures
• Reflect tentative release date/time on ICS 221
• Have appropriate units sign on the ICS 221
• Document actual departure in Remarks section.
• Provide actual release information to dispatch
• ICS 221 must be documented with the DOCL
• As requested, provide actual release report.
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Module 5: Situation Unit Leader
Module 5 Session 1: Information Gathering and Incident Documentation
Session Objectives
Upon completion of the session, the participants will be able to:
1. Explain information and intelligence;
2. Identify the sources of information; and
3. Understand the use of ICS Form 209 to document incident status
Information and Intelligence
Similarities
• Both involve knowledge of facts, probabilities, and possibilities
• Both come from many of the same sources
• Both are kinds of knowledge need to be processed prior to use
Differences
Sources of Information
• Members outside of the Planning Section
• Transition Briefings
• IC’s Briefing
• Technical Specialists
• Communities
Information Requirements for SITL

• Type of incident
• Incident’s history
• Magnitude, potential and estimated duration
Intelligence unit can be added anywhere in the Command and General Staff positions.
Documenting Incident Status
ICS 209
• Official daily report
• Works like Sitrep
• Details current and expected events
• Updated regularly
Incident Narrative
SITL can also prepare written synopsis of the event/incident
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Module 5 Session 2: Maps
Session Objectives
1. Determine the main users of maps;
2. Identify primary and other maps used in ICS;
3. Describe considerations for map production.
Map Users
Primary user: Operations Section
Other users:
• EOC
• PIO
• OSC
• LSC
• Technical specialists
• Other IMT members
• RO
Map Requests
• Use Map Request Form or ICS 213 for map requests and needs
• Talk with the users
Primary Maps
• Situation Unit Map
• IAP Map
• Operational Period Briefing Map
• Transportation Map
• Facilities Map
• Progression Map
Other Maps
• Infrared Map
• Structure Protection Map
• Air Operations Map
• Public Information Map
• Fire History Map
• Ownership Map
• Rehabilitation Map
• Hazard Map
• Multi-hazard Map
Map Production
• Develop your own styles and preferences

• Work with the users
• Delegate tasks to map experts
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Steps for Map Production
1. Gather Information
• Conduct briefings
• Arrange for GPS data transfer
• Monitor tactical and command radio frequencies
• Seek out personnel as necessary
2. Evaluate Information
3. Produce Maps
• Determine mapping method based on available technologies
• Determine map size
STAND-L
Use ICS Map Symbols
4. Meet Deadlines
5. Display/ Distribute Map
6. Document Maps
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Module 5 Session 3: Technologies
Session Objectives
1. Discuss the use of technology in ICS; and
2. Determine the different types of technology that the SITL can use in planning.
Technology as a Tool
Technology involves utilization of gadgets and equipment to aid the IMT
Uses of Technology
Types of Technology
1. Geographic Information System (GIS)
Features of GIS
GIS is an Important Tool
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SITL Roles in GIS
SITL and GISS
GISS Responsibilities
• Downloads data from GPS or other sources.
• Provides maps as requested.
• Backs up and archives data after each shift.
• Puts data on Internet.
• Documents GIS procedures and data structure.
• Conducts GIS analysis as needed.
• May work with DPRO.
2. Global Positioning System
SITL and GPS

• Learn how to use a GPS receiver
• Ensure GPS receivers are set up correctly
• Ensure the use of right coordinates
• Create a system to upload, download and manage GPS data
SITL may also request for Field Observers (FOBS) and GIS Specialists (GISS)
• FOBS: Collect incident data using GPS and draws field maps.
• GISS: Downloads the data for utilization.
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3. Internet
SITL and Internet

SITL must have skills in using websites and email to do the following:
• Download and distribute files
• Obtain information
• Submit reports, such as ICS-209
Must have internet access
4. Weather Information
SITL and Weather Information

• Collect weather information
• Supervise technical specialists such as fire behavior analysis and meteorologists
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Module 5 Session 4: Status Summary Reports
Session Objectives
1. Describe the purposes and uses of ICS 209;
2. Determine the roles of SITL in ICS 209; and
3. Identify other reports that the SITL may contribute to.
Incident Status Summary: ICS 209
Review: ICS 209

• An official daily document completed and submitted by the SITL.
• Details current and expected events on the incident
Purpose of ICS 209
Primary Audience
• ROs in charge
• EOC
• Response Clusters
• DRRMC members
Secondary Audience
• IMT Members
• Agency representatives
• Other PIOs
• Elected officials
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SITL Roles on ICS 209
Gather Information
Obtain Information from Sources

• Face-to-face communication
• ICS-213
Validate Information: Expect conflicting information. Always validate the information

before putting it on the ICS-209.
Complete a Draft ICS 209

• Complete all blocks.
• Ensure accuracy.
• Place information on correct block.
• Check spelling, especially proper names.
• Ensure correct incident number and agencies.
• Use correct coordinates.
Review: PSC and others may need to review ICS 209. Check for errors.
Obtain Approval: Obtain signature from IC or designee prior to submitting ICS 209.
Submit to EOC by Deadline

• Determine deadline based on local requirements.
• Allow enough time to meet deadline.
Methods for Submission

• Internet (email, websites, etc.)
• Provide information via fax for those without internet access
Distribute: Distribute copies to Command and General Staff.
Document ICS 209: File the ICS 209 hard copy that has the Incident Commander’s or
designee’s original signature.
Never modify the original ICS 209

• It serves as a legal document.
• However, it can be updated as often as needed.
Other Reports
Incident Narrative
Others
• Cluster Reports
• Rehabilitation Report
• Risk Assessment Report
• Financial Report
• Other Local/ Agency-Specific Reports
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Module 6: Documentation Unit Leader
Module Objective
Upon completion of this module, the participants will be able to determine the roles and
responsibilities of Documentation Unit Leader in documenting the incident/event updates.
What is a Record?
• Created during conduct of operations
• Preserved because of value or constitutes evidence
• Varies widely in physical form or characteristic
DOCL Responsibilities
• Organizes and manages the all the records and documents produced
• Organizes and manages copies of IAP
DOCL and ICS Forms

• Keep copy of all forms either electronically or hard copy
• Be familiar with all ICS forms and who is responsible to filling them out
Notes on Organizing Files

• Start simple
• Be colorful
• Use containers/ cabinets
• Use broad categories
• Don’t put in one basket
• Make filing a habit
• Fine-tune later
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Module 7: Transfer of Command, Demobilization and Closeout
Module Objective
Upon completion of this module, the participants will be able to understand the Planning
Section’s roles in transfer of command, demobilization and closeout processes.
Transfer of Command
Transfer of Command: Process of moving the responsibility of incident command from one
IC to another.
Types of Transfers
• Team to team
• Team to host agency
• Individual to individual
Planning Considerations
• IMT needs to plan in advance
• IC and RO should agree on schedule and closeout requirements
• There should be at least 2 days of coordination between outgoing IMT and incoming
IMT
Transfer of Command Highlights

• Approval by outgoing & incoming IC and RO
• Include transfer time and date
• Show objectives met and still in progress
• List resources remaining
Other Methods to Transfer Information

• Shadowing
• Written instructions
• Endorsement of Incident or unit narrative
Demobilization
Demobilization Roles
• IC: Approves Demobilization Plan
• Command and General Staff: Determine surplus resources
• PSC: Overall responsibility
• DMOB: Prepares demobilization plan
• RESL: Works in the absence of DMOB
Planning for Demobilization

• Determine early in the incident
• Consult RESL and other Command and General Staff
• Staff the demobilization unit as needed (Shift SCKN’s from RESL)
Logistics Section is the Key in the Demobilization Process
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Releasing Resources
• Submit ICS 213 to DMOB.
• May need to have performance evaluation.
Return and Restock Supplies

• Re-package non-disposable supplies and return to host agency.
• Coordinate with Supply Unit to return.
• Re-stock kits.
Submit Documentation Package

• Coordinate with DOCL
• For paper and digital documents, follow your agency protocols.
Closeout
Planning Section Responsibilities in Closeout

• PSC to lead provide summary on the following:
• Incident actions and significant events
• Key decisions made
• Problems, lessons learned, recommendations
• Commendations
• Items needing RO follow-up
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Suggested Closeout Format
• Incident Objectives
• Incident Organization
• Summary of actions by Officer and Section (Command and General Staff)
• Lessons Learned
• Recommendations
• Appendices (maps, ICS-209’s, etc.)
Sample Questions for Lessons Learned

• What was the most notable success at the incident that others may learn from?
• What were some of the most difficult challenges faced and how were they overcome?
• What issues were not resolved to your satisfaction and need further review?
• What changes, additions, or deletions are recommended for ICS training?
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72

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IPICS

INTEGRATED PLANNING COURSE

0800H - 0830H Arrival and Registration

0830H - 0930H Opening Program

0930H – 1000H Preliminaries

1000H - 1015H AM Break

1015H - 1045H Module 1: Overview of Planning Section

1200H - 1300H Lunch Break

1430H - 1445H PM Break

1445H - 1615H Module 2: Forms, Documents, and Supplies

0800H - 0830H Recapitulation

0830H - 0930H Module 3: Planning Section Chief

0930H - 0945H AM Break

1200H - 1300H Lunch Break

1530H - 1545H PM Break

1645H - 1700H Daily Evaluation

0800H - 0830H Recapitulation

0830H - 0900H Module 4: Resource and Demobilization Unit Leaders

0930H - 0915H AM Break

1200H - 1300H Lunch Break

1500H - 1515H PM Break

1645H - 1700H Daily Evaluation

0800H - 0830H Recapitulation

0830H - 0900H Module 5: Situation Unit Leader

0930H - 0915H AM Break

1200H - 1300H Lunch Break

1430H - 1500H Module 6: Documentation

1500H - 1515H PM Break

1515H - 1645H Module 7: Transfer of Command, Demobilization, and Closeout (with

1645H - 1700H Instructions for Final Exercise

1700H - 1715H Daily Evaluation

0800H - 0830H Day 4 Recap

0830H - 1100H Final Exercise: Operational Period Briefing

1100H - 1200H Evaluation of Final Exercise

1200H – 1300H Lunch Break

1300H - 1400H Concluding Activities

1400H End of Training

Module 1 Session 1: Introduction

RESL Facilitates check-in activities

SITL Collects incident status and situation information

DOCL Duplicates IAP

DMOB Ensures orderly release of resources

Activities upon Planning Section Activation

1. Attend PSC Initial Briefing

2. Organize your Work Area

3. Prepare your Unit Kit

4. Determine Level of Staffing

7. Setup the Work Space

10. Organize Equipment and Supplies

11. Check Transportation

The Leaders inside the IMT

IMT members also serve as leaders of their functional teams

Components of Effective IMT Leadership

--Worldwide Business Surveys 1987-2002

6. Situational and Team Awareness

7. Team Development Behaviors

Module 2: Forms, Documents and Supplies

ICS Forms: US FEMA

FEMA uses 35 forms