2004 CTSP Conference

National Logistics Workshop

March 10-11, 2004

Reno, Nevada

These notes are the outcome of the 2004 CTSP Conference that was help in
Reno, NV on March 10^th^ and 11^th^. These notes are a consolidation
effort to categorize issues and possible solutions to situations that
CTSP's deal with while on incidents. One of the topics that were
discussed on day two is the creation of a CTSP Discussion Board (CDB)
that would be available to all CTSP's from the outside world (i.e.
non-agency specific site). Many items that are discussed and be made
available to everyone will be hosted on
[http://www.firefyi.com](http://www.firefyi.com/). The current plan is
to have it password protected.

If nothing more, areas that need more definition have been identified.

Items in RED below will reference Action Items that were determined to
need more information.

**On Site Infrastructure**

Mobilization Procedures Items:

-   A centralized contact list (office phone, cell phone, e-mail
    address, team participation, etc.) is being created of all CTSP that
    choose to post their contact information.

-   The need to establish contact with the existing team when you find
    out where you're going, if a team is currently there. Contact the
    current CTSP on the team to evaluate what is currently on site, what
    will be staying, and what needs to be ordered.

-   Develop and post a transition checklist that can be used as a tool
    during team transitions. Steve Simon has put together a very good
    CTSP SOP document that entails team transitions. The document is
    available on the CDB.

-   Find out what equipment is available locally, either at the hosting
    agency, or ICP location (i.e. school). However, caution is advised
    in depleting the local resources for a large scale incident. The
    reason an IMT is present is because the hosting agency needs help to
    manage the incident.

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-   Some teams carry minimal equipment to establish a presence and then
    build up a semi-permanent camp utilizing equipment leased through an
    EERA. Some teams carry more equipment thus depending upon
    contractors for fewer pieces of equipment, but they arrive with
    everything they need. If you travel with more, you may need to
    coordinate with an incoming team to acquire additional equipment for
    when they take over.

-   Some teams are taking the leased laptops with them when they demob.
    This action needs to be clarified with vendor and their. There was
    much confusion on what the contract actually says.

Infrastructure:

-   The concept of building a camp to last through the incident was
    discussed. There is no firm solution; however there was general
    agreement that equipment leased by the fire belongs to the hosting
    agency and it is their responsibility to manage the lease. All
    equipment needs to stay within the span of control for that agency.
    I.e. they can move equipment from fire to fire as needed, but those
    fires need to be in the same forest.

-   Negotiate whether the network wiring stays or goes. If you are
    taking over from another team, coordinate with them on whether you
    hand over wire to replace what they have laid or replace what they
    have laid with your own.

-   Everything purchased or leased on the incident by the hosting
    agency, stays at the incident.

IP Standardization:

-   FS instituted the scheme "10.*x*.*y*.*z*" with a subnet of 255.0.0.0
    where *x* is the team's region number, *y* is the team number within
    that region, and *z* is the equipment address.

-   Using assigned static IP addresses allows a higher level of access
    control in the camp, whereas DHCP may not limit who accesses network
    resources. On the other hand, DHCP allows easier setup with properly
    configured machines.

-   Clearly label all printers. Make sure that printer names are posted
    above the physical device and that the name ("Finance 1", "Plans 3",
    etc.) matches the printer name defined on the computer list.

-   Use static IP addresses for printers and file servers.

-   Document your network for the person who follows you.

Standard File System Approach

-   The AC/IC is meeting and may mandate all IMT's to follow a standard
    file structure. It is still in the beta stage, but it includes all
    the functional areas. It can be found on the CDB once in place. A
    PowerPoint developed by NTAU is available.

-   The directory structure will transfer from Team to Team on the
    incident. All data stays on incident and then with the hosting
    agency.

-   The IBA group will be setting up a Data Repository to store all
    incident databases. All data will then be uploaded to this
    repository and no data should be transported home by any teams. This
    data is sensitive and must remain secure. More information is
    needed. Check the I-Suite site frequently for details.
    ([http://isuite.nwcg.gov](http://isuite.nwcg.gov/))

-   Images should be kept cleaned out (i.e. don't make copies of copies
    of copies)

-   GIS data received from the agency should not be given back to the
    agency in the final package. Only items developed in relation to the
    fire should be turned over to the local agency. Preferably in a
    format they can use.

File/Print Servers

-   Some folks are using print servers while others are using direct
    connect devices (e.g. JetDirect boxes). No consistency determined.

-   Discussion on the use of Windows servers (and Domains) vs.
    peer-to-peer networks. Some issues to consider in using a Domain
    are:

    -   Uniform security/rights and privileges

    -   Increased security

    -   Capability to re-image computer onsite

    -   User level access control

    -   Centralized printer maintenance

    -   Purchasing and maintaining Client Access Licenses (CALs)

Broadband

-   Hosting agency normally does not want to cover the cost if it is
    excessive; however it has become a need and not a luxury. Business
    requirements for broadband need include IR data, GIS data, weather
    info, web posting, e-mail, various system updates and patches, as
    well as keeping virus protection current.

-   Doug Wagner has a whitepaper detailing the incident needs for
    broadband access. It can be found on the CDB.

-   Satellite can provide access in an otherwise restricted area.

-   FS Region 5 has two portable Tachyon satellite units available, but
    only for use in California. It's a quick deploy system with
    guaranteed transmission rates. Expect to pay \$400 for 6 days,
    \$1100 for 10 days, or \$2000 per month.

-   Mike Morgen reported on the use of StarBand
    (http://www.starband.com), a self deployable (after training)
    satellite system. It costs approximately \$500 to purchase the
    equipment and costs \$70 per month throughout the year.

-   IBM has an EERA (can be found in the CDB) of what they call Incident
    Computer Kits that include the Satellite, switch, fax, 10 laptops,
    printer, router and 5 satellite phones for \$3000 per DAY. They also
    provide one require person to set up and take down at an additional
    \$1100 per day. Additional charges for the person to stay on-site
    after deployment.

-   Other options:

    -   Leasing a local DSL or cable modem connection from an ISP.
        Charges could be as low as \$50-\$75 per month

    -   Leasing an ISP account and using dialup access. This has limited
        use due to the large amount of information that will be
        transferred on a daily basis.

Virus Protection

-   Need for established team virus protection policies.

-   PNW Team 3 has one located on their website:
    (<http://www.nartc.net/pnw_team3/index.html>)

-   Came to the agreement that we need to enforce a policy that users do
    not connect computers to the network without current virus signature
    files. Any protection is good, but current (not older than one week)
    is best.

-   Even if a computer is not connected to the network, it still needs
    to have current virus definitions loaded due to sneaker-net factor.

-   Rental computers are not arriving to the camp with installed virus
    scanning capabilities. This needs to be addressed in the EERA's.

Administrative Access to Computers

-   Administrative access is required to administer agency computers
    that are brought to an incident; however, as agencies become more
    security conscious, it is less likely that users will have the
    necessary credentials to administer their computer.

-   Access is not an issue if you are using rentals, cache computers or
    agency computers configured specifically for incident use.

-   If there are complications or if security is a concern, do not put
    the computer on the network.

-   Do Incident business needs necessitate agency network access? The
    majority say no. Those on Fire should not use Fire time to do work
    back home. Security is a concern for several agencies and access can
    be troublesome to provide.

**Business Practices**

GIS:

-   Discussion on GIS. The current trend is moving towards ArcGIS 8.3.
    Some teams have adopted 8.3 for the functionality.

-   ArcView 3.3 is still used because of tools that have previously been
    developed.

FTP Site:

-   [ftp://ftp.nifc.gov](ftp://ftp.nifc.gov/) which has both
    "Statewide_GIS_Data" as well as "Incident_Specific_Data" and is
    publicly accessible. The structure is based upon fire name and the
    site has the use well documented in the respective folders. Access
    granted through NIRMC BLM and is username/password protected.

-   [ftp://ftp2.fs.fed.us](ftp://ftp2.fs.fed.us/) is broken down by
    region and is a blind box at the top level. You have to know the
    structure to traverse the lower levels.

Posting 209's:

-   Each team has a username/password for posting 209's to
    [http://famweb.nwcg.gov](http://famweb.nwcg.gov/).

-   Username/passwords are given to either the IC or Situation Leader

Web Sites:

-   The approach to websites is being visited by NIFC. There is an
    effort to have all teams use centrally located web sites.

-   Proposed that incident web pages be non-team specific. Hand off
    management of incident specific web pages to incoming team for
    continuity to the public. This will reduce the confusion that occurs
    when new teams take over.

-   Some CTSP's do the web management where others put the
    responsibility upon the Information Officer.

-   The Alaska Team uses ftp scripts to post content to an establish
    website. Requires little to no CTSP involvement once properly
    configured. Examples will be posted to the CDB.

Rental of PC's and Equipment:

-   EERA's for the vendors listed will be available on the CDB.

-   Bit by Bit -- doesn't seem to have a continuity of make and models
    of computer. Last year did not come with cable, hubs or network
    cards.

-   Platypus -- uses mostly the same computers and comes with a variety
    of cables and accessories.

-   Spectrum -- used out of Denver -- seems to be good

-   Other vendors local or national that you use. Buying teams generally
    appreciate it when you provide vendors and phone numbers.

-   Be aware of the total cost. Evaluate whether it is cheaper to buy or
    rent. As in the case of printers, faxes, network gear, etc.

-   IBA Project will host one National EERA database. Will be up next
    year if all goes well.

The Art of User Support:

-   Label equipment so that it is easily identifiable

-   Agree on database naming conventions

-   Strive to make users self-sufficient through education and
    documentation

-   Reduce rehab cost by wiping down equipment daily.

-   The use of inexpensive external keyboards can help reduce dirt
    getting trapped in a laptop.

-   Data entry personnel appreciate the use of external 10-Key keypads.

-   Use carbonless check-in forms. One for Plans and the other for
    Finance. Word versions available on the CDB.

Safety and Hazard Analysis:

[Hazard Risk Mitigation]{.underline}

Driving to/from assignment Accident Follow work/rest guidelines

Stop and take frequent breaks

Have alternate drivers

Lifting/carrying Back Muscles Get help

Use proper lifting techniques

Use a handcart

Long work days Health Follow work/rest guidelines

Get plenty of rest

Split shifts among several people

Inversions Health See Medic for oxygen

Rotate through motel every few days

Stress Health Don't say "yes" to everything

Take regular breaks

Share the load

Take issues up the chain

Wiring (network & power) Injury Mitigate long exposed wire runs:

-   Bury, expose flagging every 10'

-   Elevate off the ground

-   User education

Take precautions to minimize the effects and ask for help when needed.

**New and Emerging Technologies**

Voice over IP (VoIP)

-   In an incident where the number of needed phone lines cannot be
    supplied locally (via land lines) a vendor may satisfy the
    additional needs with VoIP (satellite based) phone lines.

    -   Typically land lines have operational costs associated with long
        distance (toll) calls; VoIP phones have operational costs based
        on per line/per day cost with all calls being 'toll-free'.

    -   In these conditions, a usage protocol where the VoIP lines are
        used for long distance calls, the local lines for local calls
        can reduce total operating costs.

    -   Implementation requires phone lines be marked 'toll-free' or
        'local' depending on the type of service.

    -   For example, in the Finance Area there may be several phone
        lines dispersed throughout the tent, or trailer. A small effort
        from the individual to select the appropriate phone would
        contribute to decreasing the total cost of operation.

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-   Can be used over satellite connections as well as land based
    broadband.

-   Courtesy of Chris Simmons: a VoIP primer can be found at
    http://msdn.microsoft.com/embedded/devplat/voip/default.aspx

> Wireless Network

-   Wireless currently is not supported by either USFS or BLM for
    security reasons.

-   Throughput can be limiting.

-   Doesn't mean it's not being used. Equipment exist to make it secure
    and new technologies are always emerging that will make it a viable
    solution.

> Smart Cards

-   On the list of improvements for I-Suite in the next year or so.
    Working with other agencies to minimize the number of Smart Cards an
    individual will have to carry around.

-   Different technology and information gathering techniques are being
    reviewed.

Incident Identification Badge:

-   Doug Parker from PNW Team 3 gave an informational presentation on
    the use of badges in an incident situation. These visual badges will
    be used for identification within camp for cache, food, security,
    etc. They are not bar-coded yet, but they are color coded.

-   The proposed system should not require CTSP involvement as a BCOP
    (Badge Computer Operator). BCOP training is available on
    17-May-2004. It is strongly recommended that CTSP's DO NOT attend.

-   The system currently is totally separated from I-Suite and is
    managed by camp security.

-   Cards are voided when demobed, but questions arose about the
    validity of allowing individuals to retain voided badges when they
    depart.

-   Lost cards are replaced, but the system tracks the number of
    replacement cards issued.

-   More information will be available on the PNW website.
    (<http://www.nartc.net/pnw_team3/index.html>)

**Miscellaneous**

E-mail

-   All Teams have an e-mail account through the Dispatch Messaging
    System. The address is *<team_name@dms.nwcg.gov>* where *team_name*
    will be determined at creation time.

-   Information is available on the ROSS website
    [http://ross.nwcg.gov](http://ross.nwcg.gov/). Click on the DMS
    link. Currently, to establish an account, you will need to contact
    the ROSS Helpdesk at 1-866-224-7677.

Southwest Fire Time Reporter - Carl Beyerhelm (<cbeyerhelm@fs.fed.us>)

-   Applet developed to hook in I-Suite database to automate the
    creation and faxing of Fire Time to an individuals home office.

-   Program requires WinFax Pro, Microsoft Access 2000 and an
    integration class library. Some cost involved in setting up.

-   More information can be found on the CDB.

-   I-Suite group very interested in incorporating this functionality
    into I-Suite. Will need to make it work without the requirement of
    WinFax Pro.

> I-Tools Applet - Carl Beyerhelm (<cbeyerhelm@fs.fed.us>)

-   Suite of tools that work within I-Suite

-   Demob planner that assists the Demob Unit leader

-   Canned reports

CTSP Discussion Board & Knowledge Base

-   NIFC is going to host a website at
    [http://www.firefyi.com](http://www.firefyi.com/) that will be a
    CTSP Discussion Board.

-   Active knowledge base for use by CTSP on and off an incident.

-   CTSP contact information.

-   Collection point for tools and applets developed for use on
    incident.

-   Currently being worked on and will be public soon.

CTSP Task Book:

-   There are currently unofficial versions of a CTSP Task Book
    available. Reports from those who have used it vary from excellent
    to good starting place.

-   Concerns that there are more duties that a CTSP performs than what
    is detailed in the Task Book

-   Discussion on what it should entail.

-   IT, DB and SA duties

-   Where the position should exist in the ICS structure. Michael would
    like to see us under the IC like PIO/Safety

-   Michael and Louis will take the lead to find someone that has the
    expertise to develop the task book. Information will then be passed
    back down to the field.

General Discussion (hodge-podge topics):

-   Discussion on what to call the I-Suite server. I-Suite standard is
    "SERVER" which simplifies transitions.

-   However, this poses a security risk. I-Suite will locate active
    server should the name change. Some teams simply use standard naming
    conventions for all machines.

-   Standard drive mapping for Incident files: "I:\\"

-   Leased laptops should be "scrubbed" using a DOD wipe prior to
    returning to vendor -- especially an I-Suite server.

-   Take a digital photo of the 215 & 215a for the RESL. Print a hard
    copy to work from and then drop it in the Doc Box.

-   Instead of Duct Tape to hang items and secure wires, use Gaffer's
    tape. It has a cloth back with a good adhesive that holds well, but
    releases without taking up the subsurface. Do a Google on "gaffers
    tape" to find a retailer.

-   Utilize the Windows scheduler to make regular backups of the I-Suite
    database. Back it up to at least two separate locations in case the
    server crashes. However you do backups, do them often as well as to
    a secondary drive.

-   Some teams use an application called Second Copy to perform
    automated backups.

-   Everyone agreed that future meetings would be beneficial and some
    expressed a desire to do two a year; one in the spring and a
    close-out in the fall.

-   Action groups could be elected to address issues that arise and
    conference calls could happen in lieu of one of the meetings.

**I-Suite**

> Barry Mathias gave a brief introduction to Jon and Mary Ann explaining
> how the Incident Based Automation Project was started. Mary Ann
> Syzmoniak (mszymoniak@fs.fed.us) and Jon Skeels (jskeels@fs.fed.us)
> are the Incident Based Automation project contacts.
>
> A PowerPoint file will be on the CDB that outlines the presentation
> given at the conference.

Incident Based Automation (IBA) Overview

-   Nationally sponsored project

-   Project Manager is Jon Skeels and the Business Lead is Mary Ann
    Szymoniak

-   Represents the fire business community (Plans, Logistics, Finance,
    GIS)

-   Phase 1: I-Suite Stabilization and Support (IISS)

    -   Stabilize Application

    -   Establish Standards

    -   Initiate Change Management

    -   Provide User Support

    -   Provide Application Maintenance

    -   Provide Training

-   Phase 2: Business Requirement Study

    -   Identify Key Business Areas

    -   Conduct Business Area Analysis

    -   Define project scope, benefits, and constraints.

    -   Prioritize and Recommend Projects

    -   Select Information Technology Projects

    -   Allocation of Resources

-   Incident Based Automation Component Projects

-   Homeland Security Bill places Wildland Firefighting under DHS.

-   DHS approval of NIMS (National Incident Management System).
    <http://www.dhs.gov/dhspublic/display?content=3259>

Primary Discussions

-   Data Repository

    -   National Information Technology Center (NITC) will house the
        Data Repository

    -   During team transitions, a current copy of the database will be
        uploaded.

    -   During closeouts, a final version will also be uploaded.

    -   Once in place, teams will no longer need (and for security
        reasons, should be restricted from) transporting I-Suite data on
        team owned equipment.

-   I-Suite will be undergoing a major change in the next couple of
    years.

-   Export from ROSS into I-Suite is a manual process this season.

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-   The ICARS report will be faxed to FFIS manually this summer by the
    COST person.

-   OMB has informed DOI to provide cost obligations.

-   The next version of I-Suite will be released near the 1^st^ of June.

-   Improvements to I-Suite include (but are not limited to):

    -   The ability to use ROSS numbering

    -   Better crew rostering interface

    -   Improved contract information input

    -   Updated Unit ID tables

    -   Improved data entry interface (to help prevent bogus records)

-   Change Management will be out this summer

Project Staffing Needs

-   The I-Suite Project needs volunteers. IRSS, IAP, ICARS, ITS testing
    and subject matter input. A sheet went around for signups. If you
    want to volunteer contact Mary Ann, Jon, or send a message to
    <isuite_suggestions@dms.nwcg.gov>.

Custom Reports

-   There are some new report tools within I-Suite this year. Folks have
    developed reports, and are willing to share. These will be posted on
    the webpage.

-   A spot will be created on the I-Suite page for sharing custom
    reports. Directions will be sent out on how to get items posted.

ACTION LIST

The items below were identified as issues that need to be resolved or
that more information needs to be identified. This is a summary of the
topics identified by red text in this summary.

Contact List with Alternate Phone numbers

Will be located on the CTSP Discussion Board

Whitepaper on the need for broadband in the field. Provided by Doug
Wagner.

Will be located on the CTSP Discussion Board

Platypus contract clarification

Need a volunteer to research the issues.

EERA Information on vendors: Bit by Bit; Platypus; IBM; Spectrum;
Others.

Will be located on the CTSP Discussion Board

Zipped version of the proposed file structure

Will be located on the CTSP Discussion Board

ID Badge System

> Some info will be located on the CTSP Discussion Board. More info can
> be gathered through Doug Parker (doug_parker@blm.gov).

Incorporate custom applets into I-Suite

> The IBA group expressed a desire to fold in some of the applets that
> have been independently developed into I-Suite.

CTSP Task Book

> The NTAU folks have volunteered to pursue the needed base information
> to start the process. There is a draft version floating around (a copy
> will be posted on the CDB) that can be used in the meantime.

Knowledge Base/Bulletin Board

Will be THE CTSP Discussion Board

I-Suite carbonless two-part Check-in Forms

Will be located on the CTSP Discussion Board

The creation of a CTSP Incident Checklist

> Steve Simon provided a copy of what he uses which will be located on
> the CTSP Discussion Board. Once the CDB is initiated, further
> discussion can continue.

Publish slide presentations from the CTSP conference.

Will be located on the CTSP Discussion Board

Document the use of a common FTP site for use on an incident.

> Basic tool available to the CTSP community is outlined in this
> document. If more information is needed, a second dialog will need to
> be initiated through the CDB.