January 2012 FEMA Incident Action Planning Guide i 

Contents 

Chapter 1: Introduction ................................................................................................................. 1

Purpose ....................................................................................................................................... 3

Applicability and Scope .............................................................................................................. 3

Authorities and Foundational Documents ................................................................................ 3

Chapter 2: The Incident Action Planning Process ........................................................................ 5

Incident Action Planning ............................................................................................................ 5

The Planning “P” and the Operations “O” ............................................................................ 6

What is the IAP? ..................................................................................................................... 7

Phase 1: Understand The Situation .......................................................................................... 8

Gaining Initial Situational Awareness ................................................................................... 8

Establishing Initial Incident Priorities ................................................................................... 9

Developing the Action Planning Team ................................................................................ 10

Initiating Incident Action Planning ...................................................................................... 11

Conducting Incident Action Planning Meetings and Briefings .......................................... 11

Phase 2: Establish Incident Objectives ................................................................................... 17

Responsibilities .................................................................................................................... 17

Priorities ................................................................................................................................ 17

Incident Objectives .............................................................................................................. 18

Table 2. Priorities—Objectives—Strategies—Tactics, Tasks, Work Assignments ................. 19

UCG Develops and Update Objectives ................................................................................ 20

The C&GS Meeting ............................................................................................................... 20

Phase 3: Develop the Plan ...................................................................................................... 22

Responsibilities for Operations Planning ........................................................................... 22

Strategies ............................................................................................................................. 23

Using the Operational Planning Worksheet (FEMA-ICS Form 215) .................................. 27

The Operations Tactics Meeting ......................................................................................... 29

Phase 4: Prepare and Disseminate the Plan ......................................................................... 30

Planning Section Responsibilities ....................................................................................... 32
January 2012 FEMA Incident Action Planning Guide ii 

General Staff ........................................................................................................................ 37

Additional Items to the IAP .................................................................................................. 38

The Planning Meeting .......................................................................................................... 38

Printing and Distributing the IAP ......................................................................................... 39

Phase 5: Execute, Evaluate, and Revise the Plan .................................................................. 40

Operations Briefing .............................................................................................................. 40

Assess Progress and Effectiveness .................................................................................... 42

Ending Incident Action Planning .............................................................................................. 42

Appendix A: How to Develop Incident Objectives ....................................................................... 43

Appendix B: Incident Command System Map Symbols ............................................................. 47

Appendix C: Job Aids for Staff Preparing FEMA ICS Forms for the IAP ..................................... 48

Appendix D: Final Quality Assurance Checklist .......................................................................... 56

Appendix E: Maintaining Situational Awareness Throughout the Life Cycle of The Incident .. 57

Information Collection Plan ................................................................................................. 57

Situational Awareness Products ......................................................................................... 57

Situation Update Briefing .................................................................................................... 58

Responsibilities .................................................................................................................... 58

Summary .............................................................................................................................. 59

Annex 1: Acronyms ....................................................................................................................... 60

Annex 2: Glossary ......................................................................................................................... 62
January 2012 FEMA Incident Action Planning Guide 1 

Incident

The National Incident Management System 

Glossary defines incident as “an 

occurrence, natural or manmade, that 

requires a response to protect life or 

property.” For the purposes of this 

guide, the term, incident, is used to 

refer to incidents in which FEMA is 

involved, generally in support of and in 

partnership with State, territorial, tribal, 

and local governments. 

CHAPTER 1: INTRODUCTION 

The Federal Emergency Management Agency’s (FEMA) primary mission is to reduce the loss 

of life and property and protect the Nation from all hazards. When FEMA becomes involved 

in an incident, it is because the scope and scale of the incident necessitates Federal 

assistance. When FEMA is engaged, officials from the State and local government are also 

involved along with nongovernmental organizations (NG0s), elements of the private sector, 

and—more than likely—other Federal departments and agencies. Ensuring that the efforts of 

all players are coordinated and synchronized to achieve the best results is the job of incident 

management. It is also the reason that the National Incident Management System and the 

Incident Command System (ICS) exist. 

The incident action planning process 

provides a tool to synchronize operations at 

the incident level and ensures that incident 

operations are conducted in support of 

incident objectives. The iterative incident 

action planning process provides FEMA and 

all interagency partners involved in incident 

management operations the primary tool 

for managing incidents. A disciplined 

system of planning phases and 

collaboration sessions fosters partnerships 

and clearly focuses incident operations. 

Over many years of managing all types and 

sizes of incidents, ICS practitioners have developed and refined the incident action planning 

process as a way to plan and execute operations on any incident. This means that incident 

action planning is more than producing an incident action plan (IAP). It is a set of activities, 

repeated each operational period, that provides a consistent rhythm and structure to 

incident management. 

The organizations that originated ICS and use the system have, after many years of trial and 

error, developed a set of forms that assist incident personnel in completing this integrated 

process. Incident leaders must ensure that the plan being developed meets the needs of the 

incident. Such leaders must also ensure that the forms—while valuable for moving along the 

path—do not become the primary focus of the planning process. The completion of these 

forms assists the integrated and rational planning process. FEMA has slightly modified these 

standard ICS forms to address the implementation of assistance programs and the 

requirements for assigning resources. Incident action planning is an operational activity and 

must either direct or support operations. 
January 2012 FEMA Incident Action Planning Guide 2

Because ICS is the basis for managing incident activities, all incidents to which FEMA 

responds require the use of the ICS incident action planning process. All members of the 

Unified Coordination Group and the command and general staff play specific and essential 

parts in the process. This includes not just FEMA staff, but also our State and Federal 

interagency partners who are engaged in incident management. When each member plays 

his/her part correctly, the process is a tool that can bring order to the often chaotic world of 

managing complex incidents and enables incident management personnel to address 

problems that seem insurmountable. 

Because incidents in which FEMA is engaged are complex and intergovernmental and 

interagency, applying the incident action planning process accurately, consistently, and 

completely is essential to the success of incident operations. Disciplined application of the 

incident action planning process produces positive effects on incidents of all size and scope 

and maintains the otherwise perishable planning skills of FEMA personnel. 

While the process described in this guide outlines how FEMA as a part of the whole 

community executes incident action planning, those involved in a FEMA response and 

recovery must recognize that it will, in all probability, not be the only incident action planning 

process being executed (as illustrated in Figure 1 below). For example, local and municipal 

organizations may develop IAPs to guide the actions of first responders. For a catastrophic 

incident there may be hundreds of concurrent incident action planning efforts taking place 

simultaneously. The joint IAP that State and Federal incident management personnel 

develop must support all local IAPs and synchronize those at the State and Federal level. 

Figure 1: IAPs Developed Across All Echelons of an Incident 

Joint Federal and State IAP

County IAP

County Law 

Enforcement 

IAP

Joint State 

and Local 

Fire IAP

City IAP

City Fire IAP City Police 

IAP

Joint Search 

and Rescue 

IAP

Joint 

Emergency 

Route 

Clearance 

IAP

County IAP County IAP
January 2012 FEMA Incident Action Planning Guide 3

PURPOSE This guide is intended to promote the effectiveness of FEMA incident operations by 

standardizing the incident action planning process. The guide explains the ICS incident 

action planning process, describes how FEMA applies it on all FEMA incidents, defines the 

specific roles and responsibilities of the various players, and establishes standards for 

incident action planning on FEMA incidents. This guide also communicates to FEMA’s 

partners the details of how the agency conducts the incident action planning process. 

This guide is also intended to serve as a reference for incident personnel and to provide the 

basis for FEMA incident action planning staffing and exercising. Finally, this guide informs 

the required training, position task books, and development of courses for the positions of 

the FEMA Qualification System. 

APPLICABILITY AND SCOPE The guidance contained in this Incident Action Planning Guide applies to all FEMA incidents, 

including those involving Presidential declarations under the Stafford Act, as well as 

incidents requiring a coordinated Federal response where the Stafford Act does not apply. 

Compliance with this guidance is mandatory for all FEMA personnel. 

This guide is also intended to promote cooperation and interoperability among all levels of 

government, NGOs, and the private sector by communicating FEMA’s commitment to 

incident action planning to our partners and sharing the details of how FEMA implements 

the process. 

AUTHORITIES AND FOUNDATIONAL DOCUMENTS A number of foundational documents provide statutory, regulatory, and executive guidance 

for FEMA disaster response. Some key foundational documents are as follows:

• Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288, 

as amended, 42 U.S.C. 5121-5207) 

• Title 44 of the Code of Federal Regulations, Emergency Management and Assistance 

• Homeland Security Act (Public Law 107-296, as amended, 6 U.S.C. §§ 101 et seq.) 

• Homeland Security Presidential Directive 5, 2003 

• Post-Katrina Emergency Management Reform Act of 2006 (Public Law 109-295), 

October 4, 2006 

• National Response Framework, January 2008 

• National Disaster Recovery Framework, September 2011 

• National Incident Management System, December 2008 

• The Federal Emergency Management Agency Publication 1, November 2010 

• Incident Management and Support Keystone, January 2011 

• Comprehensive Preparedness Guide 101--Developing and Maintaining State, 

Territorial, Tribal, and Local Government Emergency Plans, January 2009 
January 2012 FEMA Incident Action Planning Guide 4

• Presidential Policy Directive 8: National Preparedness, March 2011.

• National Preparedness Goal, September 2011 

• FEMA Incident Management Handbook (FEMA B-761/Interim Change 1), expires 

January 1, 2013 

 
January 2012 FEMA Incident Action Planning Guide 5

CHAPTER 2: THE INCIDENT ACTION PLANNING 

PROCESS 

INCIDENT ACTION PLANNING Incident management personnel involved in an operation that the Federal Emergency 

Management Agency (FEMA) is coordinating use the Incident Command System’s (ICS) 

incident action planning process to develop incident action plans (IAPs). All partners involved 

in the incident (Emergency Support Functions [ESFs], nongovernmental organizations 

[NGOs], and State) achieve unity of effort through its disciplined process. Additionally, the 

IAP is the vehicle by which the senior leaders of an incident; the governor of an affected 

state, through the State Coordinating Officer (SCO); and the President, through the Federal 

Coordinating Officer (FCO), communicate their expectations and provide clear guidance to 

those managing an incident. The incident action planning process requires collaboration and 

participation among all incident management leaders and their staffs from across the whole 

community. 

The incident action planning process is built on the following phases: 

1. Understand the situation 

2. Establish incident objectives 

3. Develop the plan 

4. Prepare and disseminate the plan 

5. Execute, evaluate, and revise the plan 

The product of this process, a well-conceived, complete IAP facilitates successful incident 

operations and provides a basis for evaluating performance in achieving incident objectives. 

The IAP identifies incident objectives and provides essential information regarding incident 

organization, resource allocation, work assignments, safety, and weather. 
January 2012 FEMA Incident Action Planning Guide 6

Figure 2: The Planning “P”: The Incident Action Planning Process 

ICS and the incident action planning process are used on all incidents in which FEMA is 

engaged—both Stafford Act and non-Stafford Act incidents. For Stafford Act incidents, an 

FCO is appointed by the President based on the recommendation of the Regional 

Administrator (RA) to manage Federal resources and support activities. For non-Stafford Act 

incidents, the Department of Homeland Security designates a Federal Resource Coordinator 

(FRC) to perform essentially the same functions that the FCO performs, but without the 

specific Stafford Act authorities. Both the FCO and the FRC lead an Incident Management 

Assistance Team (IMAT). In this guide, the term, FCO refers to both FCO and FRC, and all IAP 

guidance applies equally to Stafford Act and non-Stafford Act incidents. 

The Planning “P” and the Operations “O” 

The Planning “P” (Figure 2) depicts the stages in the incident action planning process. The 

leg of the “P” includes the initial steps to gain awareness of the situation and establish the 

organization for incident management. Although maintaining situational awareness is 

essential throughout the life cycle of the incident, the steps in Phase 1 are done only one 

time. Once they are accomplished, incident management shifts into a cycle that of planning 

and operations, informed by ongoing situational awareness, that continues and is repeated 

each operational period. This cycle, which is depicted in the barrel of the “P”, becomes the 

Operations “O,” (Figure 3). 
January 2012 FEMA Incident Action Planning Guide 7

The Operational Period 

An operational period is the period of 

time scheduled for executing a given 

set of operational actions as specified 

in the IAP. The length of the 

operational period, typically 12 to 24 

hours at the beginning of incident 

requiring extensive response efforts, 

is established during Phase 1 and 

subsequently reviewed and adjusted 

throughout the life cycle of the 

incident as operations require. When 

operations are focused primarily on 

recovery programs, operational 

periods are typically a week or longer. 

Figure 3: The Operations “O”: The Operational Period Cycle of the Incident Action Planning Process 

What is the IAP? 

The IAP is a written plan that defines the incident objectives and reflects the tactics 

necessary to manage an incident during an operational period. There is only one FEMA IAP 

for each incident, and that IAP is developed at the incident level. The IAP is developed 

through the incident action planning process. 

The IAP is a directive, “downward-looking” tool 

that is operational at its core; it is not primarily 

an assessment tool, feedback mechanism, or 

report. However, a well-crafted IAP helps senior 

leadership understand incident objectives and 

issues. 

The following sections describe the phases in 

the incident action planning process. 

 
January 2012 FEMA Incident Action Planning Guide 8

SAVER2

FEMA’s geospatial viewer is called the 

Situational Awareness Viewer for Emergency 

Response & Recovery (SAVER2). This viewer 

displays data from emergency management 

partners to provide an integrated operational 

approach during response to disasters. 

SAVER2 is a two-way information sharing 

system that collects, processes, and displays 

real-time data from governmental and nongovernmental partners.

PHASE 1: UNDERSTAND THE SITUATION Effective actions during Phase 1 may mean the difference between a successfully managed 

incident and one in which effective incident management is achieved slowly or not at all. 

Phase 1 focuses on actions that take place prior to the first operational period. 

While many important things are accomplished during this initial period, efforts focus on 

gaining an understanding of the situation and establishing initial incident priorities. Gaining 

an understanding of the situation includes 

gathering, recording, analyzing, and 

displaying information regarding the scale, 

scope, complexity, and potential incident 

impacts. Comprehensive situational 

awareness is essential to developing and 

implementing an effective IAP. 

Initial incident priorities are generally 

established by higher level authorities such 

as the Governor of the affected State and 

the FEMA Regional Administrator (RA). 

Gaining Initial Situational Awareness 

Obtaining accurate, reliable situational awareness during the initial hours of an incident is 

often challenging. Situational awareness is further complicated by the urgency of collecting, 

analyzing, and disseminating situational information. 

Initial situational awareness involves the gathering of information from as many sources as 

possible, as quickly as possible, to ensure that decision makers have the knowledge they 

need to make the best possible decisions. 

Collection 

Information collection is based on established essential elements of information (EEIs) and 

critical information requirements (CIRs). 

• EEIs are important and standard information items that incident managers need in 

order to make timely and informed decisions. EEIs also provide context and 

contribute to analysis. EEIs are included in situation reports. 

• CIRs are particular elements of information specifically requested by incident 

leaders. These items are of such importance that leaders are notified immediately 

when the Planning Section receives updates on a CIR item. 

Analysis 

Analysis breaks down problems and issues into manageable smaller elements. In this way, 

complex problems that appear to be daunting may have achievable fixes. Analysis also 
January 2012 FEMA Incident Action Planning Guide 9

Using a Deliberate Plan

Pertinent deliberate plans may serve 

as a guide to form incident objectives 

and tactics.

allows for the identification of sub-issues and problem areas that can be solved through 

effective decision making and planning. 

Information analysis during Phase 1 consists of correlating, comparing, and filtering the 

available information to determine the critical issues and the potential for changes in the 

situation. This analysis allows leaders not just to understand what is going on, but what the 

effects of those impacts are. 

Dissemination 

Information should be disseminated in a timely 

manner and provided in a readable format that the 

audience can easily understand. Doing this effectively 

during Phase 1, and throughout the incident, minimizes confusion, reduces duplication of 

effort, and facilitates effective and efficient management of incident resources. If 

dissemination is not effective, all efforts to gain situational awareness will fail. 

On-going Assessment / Situational Awareness 

Accurate situational awareness is essential throughout the life cycle of an incident. After the 

initial efforts to gain situational awareness, the iterative information collection process 

continues to inform all aspects of incident action planning. This process includes the 

collection, analysis, and dissemination of information to assist operations and support 

functions in planning for providing support and resources to disaster survivors during each 

operational period. 

Appendix E Maintaining Situational Awareness Throughout the Life Cycle of the Incident

provides details on this continuous assessment process. 

Establishing Initial Incident Priorities 

When senior officials establish priorities for the incident, a recommended approach is to 

articulate priorities based on the core capabilities described in the National Preparedness 

Goal (see Table 1). The core capabilities provide a standard list of the essential activities for 

preventing, protecting, mitigating, responding, and recovering. Framing incident priorities in 

terms of the core capabilities improves understanding through consistent titles, ensures that 

all the mission areas are considered, and helps to keep priorities focused strategically on 

desired outcomes. 

Federal, State, tribal, and local deliberate plans may identify or suggest incident response 

priorities. 

Clear initial priorities are important to establishing unity of effort early in the incident 

response process. When the members of the team clearly understand the intent behind 

instructions, they are equipped to act decisively and make better decisions. While many 

things vie for attention, especially in the immediate aftermath of a disaster, not everything 
January 2012 FEMA Incident Action Planning Guide 10

can be a priority. The axiom that if everything is a priority, then nothing is a priority clearly 

applies to incident management. 

Table 1: Core Capabilities by Mission Area (from National Preparedness Goal, October 2011) 

Developing the Action Planning Team 

Incident action planning requires a collaborative effort by all members of the FEMA IMAT 

and State partners. This collaboration must also include other key Federal, tribal, local, 

NGOs, and private sector partners. The incident action planning process fosters teamwork 

by promoting communication, cooperation, and coordination. All team members support and 

participate in team development, and the UCG provides the leadership to ensure success. 
January 2012 FEMA Incident Action Planning Guide 11

Establishing the foundation for incident action planning:

• Conducting an incident briefing 

• Forming the Unified Coordination Group (UCG) 

• Developing and communicating priorities 

• Conducting the initial IMAT meeting 

• Designing the incident operational approach 

• Developing the command and general staff 

organization 

• Determining initial staffing and resource 

requirements 

Initiating Incident Action Planning 

The following sections describe actions for initiating a successful incident action planning 

process. A successful incident action planning process involves specific actions based on 

situational awareness and operational needs. Figure 3 depicts the steps for initial actions 

during an incident. 

Conducting Incident Action Planning Meetings and Briefings 

Group process is key to incident action planning, and it is important that the meetings and 

briefings are conducted effectively and efficiently. Guidance for conducting these meetings 

and briefings is provided in the FEMA Incident Management Handbook (IMH). 

Figure 4: Phase 1 of the Incident Action Planning Process 

Initial Incident Briefing 

The RA (or designee) is responsible for providing the initial incident briefing to the FCO and 

the C&GS to prepare them for assuming control of the incident. An Incident Briefing (FEMAICS Form 201) can be used to present the information for this brief. The head of the 

Regional Response Coordination Staff (RRCS) is typically responsible for assisting the RA by 

collecting and presenting situational information to the FCO and C&GS, including the 

following: 

• The situation 

o Boundaries and scope of the incident 

o Number of displaced survivors 

o Sheltering information 

o Critical infrastructure damage assessment, locations, and types 

o Status of communications and other utilities 

o Incident facilities, types, and location 

o Resources on hand, en route, and on order 

o State emergency management organization and facilities 

o Location of the initial operating facility (IOF) 

o Health-related concerns, including fatalities and injuries 

o Life-saving operations 
January 2012 FEMA Incident Action Planning Guide 12

o Arrangements for use of military resources (i.e., joint force command, etc.) 

• The documentation 

o Stafford Act declaration (indicates counties/jurisdictions declared, categories 

of assistance authorized, and cost share), or interagency memorandum of 

understanding for non-Stafford Act incidents 

o Pertinent deliberate plans 

o Maps of the incident area 

o Preliminary damage assessment 

o Geospatial information systems (GIS) products and satellite imagery 

o Telephone numbers and e-mail addresses for RRCS, State officials, and State 

emergency operations center and other incident facilities 

The work product from this briefing is the RA delegating the authority for incident 

management and the control of assigned Federal resources to the FCO in writing. The 

delegation of authority document includes detailed instructions (leader’s intent) for the 

conduct of the incident management and the RA’s priorities. 

The initial incident briefing also results in the FCO and C&GS having the requisite situational 

information to make informed decisions, including information regarding constraints and 

limitations. 

Forming the UCG 

Following the initial incident briefing, the FCO typically begins efforts to establish the UCG, 

including contacting the SCO and jointly determining other UCG members. Once the UCG is 

formed, members discuss: 

• Issues and concerns 

• The integration of Federal, state other stakeholders in a single incident organization 

• Joint incident action planning 

• Logistical processes and resource ordering 

• Joint information center requirements 

• Roles and authorities 

NOTE: see Chapter 3 of the IMH for guidance on this meeting. 

Developing and Communicating Priorities 

In forming the UCG, members jointly establish initial incident priorities based on priorities of 

the Governor, the RA, and other authorities as appropriate. Incident priorities inform the 

C&GS’s actions and serve as focus items in the initial IMAT meeting. When communicating 

incident priorities to the staff, the UCG must give the necessary guidance to ensure that the 

staff understands the intent and context of the priorities. 

As indicated above, incident priorities are developed based on the National Preparedness 

Goal core capabilities. These priorities help to establish the order of importance for incident 

objectives developed during Phase 2 of the incident action planning process. 
January 2012 FEMA Incident Action Planning Guide 13

Initial IMAT meeting 

The purpose of the initial IMAT meeting is to ensure that incident management personnel 

understand UCG expectations. In this meeting, the C&GS leaders represent the rest of the 

IMAT.

The Planning Section Chief (PSC) facilitates the initial IMAT meeting; however, as the leader 

of Federal response efforts, the FCO is the primary presenter, explaining the UCG’s intent 

and articulating expectations regarding team interaction, information sharing, and team 

processes for planning, decision making, coordination, and communication. The FCO 

describes the composition of the UCG and his/her plans for integrating other UCG members 

into the IMAT. The FCO outlines assumptions that the team will use if actual information is 

not available, as well as direction regarding the development of the organizational structure 

for the incident. The FCO also reiterates FEMA’s commitment to use the ICS (per the 

National Incident Management System and the Incident Management Handbook). 

Furthermore, the FCO reiterates the expectation for communication and collaboration with 

Federal, State, tribal, and local government partners as well as NGOs and the private sector. 

Next, the FCO, Operations Section Chief (OSC), or PSC describes the initial strategies 

proposed to address the initial priorities and how the initial strategies are to be 

accomplished. The PSC or FCO then announces the start time, duration of, and incident 

action planning meeting schedule for the first operational period. 

The results from the initial IMAT meeting are as follows: (1) all IMAT members understand 

UCG expectations, guidance, and direction (leader’s intent) for the incident and initial 

strategies; (2) C&GS has a clear understanding of direction and guidance to begin 

developing the organization; and (3) agreement is reached regarding the time and duration 

of the initial operational period and the incident action planning meeting schedule. 

The work products from the initial IMAT meeting are as follows: 

• A list of UCG priorities and strategies (for distribution to the C&GS and to be 

displayed in the IMAT meeting room). 

• The incident planning cycle schedule (to be displayed in the IOF/Joint Field Office 

[JFO]). 

• The Meeting Schedule (FEMA-ICS Form 230) for the first operational period or initial 

incident action planning cycle (typically published and displayed in the IOF or the 

JFO). 

Establishing the Organization 

Before an organization can be implemented, the incident area must be considered and a 

decision made as to whether to establish a functional or geographic organization for 

FEMA/State incident activities. That decision dictates the operational approach to the 

incident and the FEMA and State OSCs work together to decide on it. 
January 2012 FEMA Incident Action Planning Guide 14

The OSCs’ goal is to design an ICS-compliant organization that meets leader’s intent, the 

agency’s mission, and the incident’s needs. This decision has a significant effect on 

operational outcomes and the achievability of IAPs. It also impacts the Logistics Section, 

Planning Section, Finance/Administration Section, External Affairs–Community Relations, 

and Safety. The OSCs design the incident carefully, because once the organization is 

established it is difficult to change. 

Organization Guidance 

Level I and II incidents should be organized geographically, because the scale and 

complexity of a Level I or II incident would be difficult to encompass functionally. Level III 

incidents are typically organized functionally; however, they could be organized 

geographically if it occurs across a large enough geographic area. Level III incidents do not 

have branch director positions in the Operations Section unless required to maintain an 

appropriate span of control. 

Geographic Organization Overview 

On large, complex incidents that include many counties and jurisdictions, a geographic

organization is most appropriate. This provides Federal, State, tribal, and local officials with 

a single point of contact for all incident operations in defined and manageable geographic 

areas (divisions). This permits the assignment of incident resources to these divisions so 

they can be coordinated with local officials and managed by a single division supervisor. A 

geographic organization may also provide a greater span of flexibility in control of an 

incident than a functional organization can provide. Geographic organizations actually 

include a combination of geographic branches/divisions, functional branches/groups, and 

operational branches/groups. Geographic branches/divisions include Operations branch 

directors and division supervisors. Functional branches/groups may include Individual 

Assistance (IA), Infrastructure/Public Assistance (PA), Long-Term Community Recovery 

(LTCR), and Hazard Mitigation (HM), and. Operational branches/groups may include 

emergency services, air operations, staging areas, and disaster emergency communications. 

OSCs use a map of the State emergency management organization (showing the State’s 

regions, districts, etc.) to determine branch and division boundaries. Geographic branches 

and divisions are most effective when they align with existing state and local jurisdictions 

and boundaries. This allows emergency managers at all levels of the incident to properly 

align their activities with one another. 
January 2012 FEMA Incident Action Planning Guide 15

Divisions are determined first. Then branches are established based on the number 

required to maintain the recommended span of control of five branches per division. In 

determining the size of divisions, OSCs consider damage, complexity, transportation and 

communication issues, and the assistance requirements of a particular jurisdiction. This 

helps to frame whether a dedicated division supervisor is necessary for each jurisdiction or 

whether one division supervisor can coordinate multiple jurisdictions. The OSC presents his 

findings and recommendations to the FCO and SCO for approval. 

Functional Organization Overview 

Functional organizations are generally the most appropriate structure for Level III incidents. 

Incident functional resources are assigned to appropriate groups that are coordinated with 

Geographic and Functional Organizations

In a geographic organization, responsibility for managing the incident is divided into 

geographic units called divisions and, depending on the number of divisions, geographic 

branches. 

• Geographic organizations are headed by division supervisors and geographic branch 

directors. 

• Geographically organized incidents also include functional groups (XXGS) and/or 

branches (XXBD) for functions such as IA, PA, LTCR, and HM. These functional groups 

are essential for planning and managing programs and assigning resources to specific 

divisions and/or branches and operational branches/groups such as Air Operations 

and Staging Areas. 

• Geographic elements plan and manage operational activities in their area but do not 

perform all incident management functions, do not replicated the ICS C&GS structure, 

and do not function as mini- or sub-JFOs. 

Because a geographic organizational configuration also includes functional groups, it is 

actually a hybrid, geographic-functional organization, but is referred to as a geographic 

organization for simplicity. 

In a functional organization, responsibility for incident management organized strictly by 

function without the establishment of geographical units. For FEMA, function generally 

refers to FEMA programs, e.g., IA, PA, LTCR, and HM. 

A geographic organization structure refers to how resources are assigned to accomplish 

work assignments. Functional branches and/or groups are essential for planning and 

managing their programs and assigning resources to specific divisions and/or branches. 

The primary difference is that when resources are assigned to divisions or branches, they 

report to the division supervisor or branch director to whom they are assigned. 
January 2012 FEMA Incident Action Planning Guide 16

Importance of Providing Clear Guidance

Providing clear operational guidance is an 

essential element of command at all levels within 

the incident organization. It provides 

subordinates with information that defines, 

refines and/or places into context assignments 

or directives. It addresses constraints and 

limitations, establishes parameters, and assists 

in better identifying an expected outcome. 

State and local officials and managed by a single group supervisor. Groups are typically 

organized by functional area, such as PA, IA, LTCR, and HM. 

Develop C&GS Organizations 

The C&GS and their State counterparts jointly develop their organizations based on leader’s 

intent, the situation, and the needs of the incident. 

To do this, they validate current situational information and analyze it regarding current 

conditions, damage assessment, scale of the incident, and resource status (i.e., availability 

of personnel, equipment supplies, and facilities). They also review any pertinent deliberate 

plans. 

The C&GS and their State counterparts then coordinate closely with the OSCs to determine 

whether the proposed geographic or functional incident design will affect how other 

organizational elements are structured. 

Ultimately, the OSC determines what facilities (disaster recovery centers, staging areas, 

operations field offices, aviation facilities, camps, fueling stations, etc.) are required to meet 

incident needs. The OSC then discusses findings and recommendations with the FCO and 

SCO, or designee, for approval. 

Once approved, information regarding C&GS organizations is provided to the Planning 

Section for the GIS Unit to build the initial incident map and to the Resource Unit to develop 

the initial Incident Organization Chart (FEMA-ICS Form 207). 

Develop Staffing and Resources Requirements 

After developing incident design and organizational structures, the C&GS identify the 

resources needed to staff and support their organization and meet UCG priorities. 

To determine resource requirements the C&GS and State counterparts consult with the 

Planning Section Resources Unit to identify resources currently assigned. The consultation 

also yields such details as the kind and 

type of each resource, current location 

and status, identifier if assigned, and 

supervisor’s contact information. If a 

required resource is not currently 

available, the C&GS/State counterpart 

contacts the Logistics Section Ordering 

Unit to determine what resources have 

been ordered. Finally, if a required 

resource is neither currently available nor 

on order, the appropriate C&GS/State 

counterpart orders them through the established ordering processes. More detailed 

information on the resource ordering process can be found in Phase 3. 
January 2012 FEMA Incident Action Planning Guide 17

PHASE 2: ESTABLISH INCIDENT OBJECTIVES During Phase 2 the UCG establishes incident objectives and provides the guidance 

necessary to achieve these objectives. 

Incident objectives drive the incident organization as it conducts response, recovery, and 

mitigation activities. The UCG establishes these objectives based on incident priorities, 

informed by situational awareness, leader’s intent, and delegations of authority. 

Figure 5: Phase 2 of the Incident Action Planning Process 

Responsibilities 

The UCG develops incident objectives and provides the guidance necessary for developing, 

resourcing, implementing, and evaluating the results of incident objectives. As the leader of 

Federal response efforts, the FCO is personally responsible for the development of incident 

objectives for FEMA. The C&GS often provide input to the UCG/FCO regarding incident status 

and operational requirements to support the development of incident objectives and the 

guidance to achieve them. Planning Section staff document the incident objectives on IAP 

Incident Objectives form (FEMA-ICS Form 202). 

Priorities 

Incident priorities initially established by leadership during Phase 1 are reviewed and 

modified as required during each operational period and help to clarify the order of 

importance of incident objectives. While incident objectives are based on requirements, 

priorities guide the allocation of resources to objectives. Although priorities help determine 

incident objectives, they are not listed on the IAP Incident Objectives (FEMA-ICS Form 202). 
January 2012 FEMA Incident Action Planning Guide 18

Good Incident Objectives:

• Are concise and stated in the form 

of a command 

• Begin with an action verb (but not 

“continue” or “maintain”) 

• Provide “actionable guidance” for 

the Operations Section 

• Address incident operations not 

administrative and internal support 

activities

Senior leaders sometimes include non-operational priorities in their guidance. When this 

happens, these non-operational priorities are generally not addressed in the incident action 

planning process. 

Incident Objectives 

Management by objective is a key characteristic of 

NIMS and one which FEMA follows. Incident 

objectives, per NIMS are ‘statements of guidance 

and direction necessary for the selection of 

appropriate strategies and the tactical direction of 

resources. Incident objectives are based on 

realistic expectations of what can be accomplished 

when all allocated resources have been effectively 

deployed’. 

Incident objectives must be flexible enough to allow for strategic and tactical alternatives. 

Incident objectives set guidance and strategic direction, but do not specify tactics. Incident 

objectives drive response and recovery activities. Simply stated, incident objectives answer 

the question of what must be accomplished. For example, 

Install 200 temporary housing units in Wallace Borough by April 22, 2009. 

In the initial stages of an incident response, objectives will often be quite general. For 

example, 

Restore electrical service in Baldwin County. 

is an acceptable incident objective in the immediate aftermath of a storm. As response work 

progresses, situational awareness improves, and resources status becomes clearer, 

objectives can become more specific, e.g., 

Clear emergency ingress and egress routes to Wright Beach1

 by October 1, 2011. 

Incident objectives can be distinguished from tasks or work assignments by the fact that 

objectives do not answer the question who. Tasks/work assignments identify specific 

resources, specific locations, and must be accomplished within the operational period. 

Incident objectives, on the other hand, do not specify who will accomplish the action and are 

not necessarily to be achieved in the current operational period. 

 

1 Incident objectives often also answer the question of where the desired activity must be 

accomplished.
January 2012 FEMA Incident Action Planning Guide 19

The UCG formulates incident objectives based on several factors: incident priorities and 

other direction from a higher authority, the situation, and members’ professional judgment 

and experience. Incident objectives should be clear, measurable, achievable, and flexible. 

They include sufficient detail to ensure understanding, but are not be so prescriptive as to 

preclude innovation. 

TABLE 2. PRIORITIES—OBJECTIVES—STRATEGIES—TACTICS, TASKS, WORK ASSIGNMENTS Guidance 

Element 

Description Developer Examples

Priorities 

Define the intent of leaders, in 

general terms, with regard to the 

most important things that must 

be accomplished. They are 

generally expressed in terms of 

the core capabilities defined in 

the National Preparedness Goal. 

Initially established by the 

competent authorities, e.g., 

Governor, FEMA Administrator, 

FEMA Regional Administrator; 

subsequently reviewed and 

adjusted throughout the life cycle 

of an incident by the Unified 

Coordination Group 

Mass Search and Rescue 

Objectives 

Define what must be 

accomplished to achieve the 

priorities and based on best 

knowledge of the current 

situation and the resources 

available 

Unified Coordination Group 

Locate any remaining trapped 

survivors in affected areas in 

Memphis by October 1. 

Strategies 

Carefully devised plans of action 

to achieve one or more 

objectives. Strategies describe 

what actions and resources are 

required in working to achieve the 

specific objective. 

Operations Section Chief 

Deploy FEMA USAR teams, 

EMAC search and rescue 

assets from Kentucky and 

Indiana, and Canadian search 

and rescue teams to work in a 

unified operation under the 

tactical control of Memphis 

Fire Services. 

Tactics/ 

Tasks 

 

Define how specific actions will 

be performed to achieve a 

planned outcome. Tactics specify 

who, what, where, and when in 

describing the deployment and 

direction of resources for 

implementing strategies to 

achieve incident objectives. 

Tactics/tasks/ work assignments 

are initially recorded on 

Operational Planning Worksheet 

(FEMA-ICSForm 215) and 

subsequently reflected on the 

Assignment Lists (FEMA-ICS Form 

204) and included in the IAP for 

the given operational period. 

Operations Section Chief 

California Task Force-3 will 

report to Memphis Fire 

Station 19 at the corner of 

Chelsea and Boxwood Street 

at 0600 [of the operational 

period} with all equipment 

and support personnel to 

deploy and operate under the 

direction of Memphis Fire 

Services until 1800. Specific 

direction for the team will be 

provided by Memphis Fire 

Service officials. 

The following guidelines have been established ensure that incident objectives are handled 

consistently: 

• Incident objectives are displayed on the Incident Objectives (FEMA-ICS Form 202). 

They are numbered sequentially from the beginning of the incident to its conclusion 

and are not renumbered for each operational period. 
January 2012 FEMA Incident Action Planning Guide 20

o Once achieved, incident objectives are not included on the Incident Objectives 

(FEMA-ICS Form 202) for subsequent IAPs. 

o Incident objectives can be modified and maintain the same tracking number 

as long as the intent of the objective does not change. 

o If an objective is modified, it is assigned a new sub-letter under the same 

objective number, and the old objective is retired. For example, if objective 2 

is modified, it becomes 2a, and objective 2 is retired. If this objective is 

modified again, it becomes 2b, and 2a is retired. 

• Incident objectives are prioritized by the UCG as operational period requirements 

dictate. Incident objectives are listed on the Incident Objectives (FEMA-ICS 202) in 

order of priority, regardless of their tracking number. The first listed objective is 

therefore the highest priority. The last listed objective is the lowest priority. 

UCG Develops and Update Objectives 

The UCG may meet before the C&GS meeting to review and, if necessary, revise incident 

priorities and determine the incident objectives for the next operational period. This meeting 

is often conducted informally and frequently includes the OSC and PSC. 

The expected results of this meeting are: 

• A common understanding among the UCG of the incident’s issues and the key 

requirements of the response and recovery, 

• Agreement regarding incident priorities and objectives for the next operational 

period, 

• Recognition of constraints and limitations affecting accomplishment of incident 

objectives, and

• Operational guidance (for accomplishing incident objectives) that accounts for and 

mitigates identified limitations.

The work product from this meeting is a documented list of incident objectives. 

The C&GS Meeting 

The C&GS meeting is the opportunity for the UCG to meet with the staff to gather input or to 

provide immediate direction. It is also the opportunity for the UCG to articulate and approve 

incident objectives for the next operational period and to share important information 

regarding incident management. 

The PSC facilitates this meeting. See Table 3 below for the meeting agenda. The UCG 

presents the priorities and incident objectives and articulates guidance on how incident 

operations should proceed. The participants review the incident objectives and discuss 

strategies for accomplishing the objectives. 

 
January 2012 FEMA Incident Action Planning Guide 21

Table 3: Agenda for the C&GS meeting 

Agenda Topic Briefed By 

Roll call and introduction of new participants and guests PSC 

Opening remarks UCG 

Present incident objectives for the upcoming operational period PSC 

Describe/update current situation Situation Unit Leader 

(SITL) 

Open discussion, including the following:

• Current status and issues 

• Constraints, limitations, and shortfalls 

• Input needed to finalize the incident objectives and strategies

OSC 

Others – as needed 

Establish precedence of incident objectives based on incident 

priorities 

PSC 

Outline of guidance to achieve objectives UCG 

Open discussion (optional) PSC 

Closing remarks UCG 

 
January 2012 FEMA Incident Action Planning Guide 22

PHASE 3: DEVELOP THE PLAN Operational planning is a continuous process, but time-specific operational planning begins 

immediately following the C&GS meeting. The Operations Section develops strategies to 

meet incident objectives and tactics to accomplish the strategies. Operations Section staff 

match the work required to execute the tactics to resources to create work assignments 

which are documented on the Operational Planning Worksheets (FEMA-ICS 215). As work 

assignments are developed, the Safety Officer, Logistics Section Chief, Security Manager 

and others review the work assignments and provide input. 

Figure 6: Phase 3 of the Incident Action Planning Process 

Responsibilities for Operations Planning 

The OSC has overall responsibility for operations planning. The OSC frequently delegates 

planning responsibilities to his/her primary staff based on the size, scope, complexity of the 

incident, and the particular FEMA programmatic expertise required. Responsibility for 

operations planning, however, should not be delegated to junior staff members who lack the 

standing or experience to make the required decisions or answer the questions that 

frequently arise. Primary responsibility for operations planning in FEMA incidents is not 

delegated to staff below the level of the following: 

 
January 2012 FEMA Incident Action Planning Guide 23

Strategy Development Tips 

OSCs often hold an informal meeting with 

Operations Section staff members, who have 

operations planning responsibilities, to 

develop the operations strategies and to: 

o Solicit broad input 

o Ensure that staff understand and agree on 

the strategies developed 

o Adjust strategies in consultation with 

branch directors and group supervisors 

Good strategies: 

• Are feasible, practical, suitable, and likely 

to achieve the desired outcome 

• Meet acceptable safety norms 

• Are cost effective 

• Reflect sound environmental practices 

• Consider political implications 

• Address core capabilities 

Table 4: Responsibilities for Operations Planning

Responsibilities for Operations Planning Incident Level

I II III

Deputy OSC with planning responsibilities X X X

Assistant OSC with planning responsibilities X X X

Deputy Branch Directors or Assistant Branch Director-Planning X X 

Functional Group Supervisors X

Deputy External Affairs Officer-Community Relations Deputy with 

planning responsibilities 

X X X

Assistant External Affairs Officer-Community Relations, Planning X X X

Strategies 

Strategies are ways to achieve incident objectives. Strategies may be developed during all 

phases of an operation and by all elements involved in the operation and are not restricted 

to specific, short or long-term operational periods. Strategies describe what actions and 

resources are required to achieve specific objectives and are distinct from tactics, which 

address the conduct of specific operations. A strategy describes how things work; tactics 

describe what must be done. For example: 

• Strategy: Establish a mix of fixed and mobile disaster recovery centers (DRC) to 

provide easy access to FEMA programs for survivors at the following locations: [list 

of locations follow] 

• Tactics: Identify when, where, and 

the type of DRC to be established.

Determining Strategies 

The process of developing strategies does 

not occur during a formal meeting. It is 

accomplished in the period between the 

C&GS meeting and the operations tactics 

meeting. 

The Operations Section staff begins the 

process of developing strategies 

immediately when they receive the incident 

objectives for an operational period. The 

OSC develops strategies collaboratively with 

section staff and in consultation with others 

such as Logistics, Safety and Security 

personnel to ensure that the strategies are 

fully supportable. All strategies must be 

weighed against available resources, time 

and the probability of achieving the desired outcomes. 
January 2012 FEMA Incident Action Planning Guide 24

Strategies Inform the Development of Sound Tactics 

Strategies are developed to accomplish the UCG’s incident objectives and frame the 

development of tactics. Strategies must be complementary and able to be integrated into a 

single coordinated course of action. Effective strategies restrict the pool of possible tactics 

and help to ensure that tactical decisions do not conflict. Sound strategic planning takes 

into account dynamic situations, as well as constraints and limitations, in incidents. 

Determining Tactics 

Tactics define specific actions to be performed to achieve a planned outcome. Tactics 

specify who, what, where, and when for implementing strategies to achieve incident 

objectives. Tactics describe the deployment and direction of resources, based on the 

strategy to accomplish the incident objectives. Once the strategies have been developed, 

the operational planners identified in Table 4 are generally responsible for developing the 

tactics to implement the strategies taking into account constraints, limitations, and other 

considerations. Examples of considerations for determining resource requirements include 

what resources are available for the next operational period and whether any road closures 

or hazardous conditions may affect tactical implementation. Once the kind, type, and 

qualification of available resources are known and any constraints or limitations are 

identified, the tactical plan can be developed. 

The following activities are used to develop the tactical plan: 

1. Determine what has to be done to implement a strategy and what method(s) are 

likely to achieve success. 

2. Develop a list of resources (personnel, teams, equipment, supplies, facilities) that are 

required. 

3. Provide a list of resources available (this is done by the Resource Unit). 

4. Compare the resources required with resources available and discuss the findings 

with the OSC prior to the operations tactics meeting. 

5. Draft the tactical plan based on this analysis. 

Additional personnel, supplies, services, and equipment required to implement the tactical 

plan are requested. This is done with the understanding that resources will usually not arrive 

in time to be applied in the next operational period. 

Once that tactical plan has been developed and the requisite resources identified, 

Operations Section personnel select specific resources to perform specific work 

assignments. They then write work assignments for each resource and identify reporting 

locations. 

Assigning Resources and Describing Work Assignments 

Work assignments for resources that are not engaged in actual field operations are not 

included in the tactical plan unless the OSC determines that there is a compelling reason to 

do so. Operations Section personnel assigned to the incident, whose primary responsibility is 
January 2012 FEMA Incident Action Planning Guide 25

support rather than operations, are not included. Planning, administration, data entry, and 

report writing are examples of such resources and activities not included in the IAP. 

Work assignments for the following operations leaders are not typically included: OSCs, 

geographic and functional branch directors, division and group supervisors. 

Assign Resources to Operations Organizations According to Geographic Area or 

Functional Group 

On FEMA incidents, functional operations resources and ESFs are initially assigned to a 

specific functional branch/group (IA, PA, LTCR, HM, ESF). Operations Section personnel 

consider requirements for each task and select the best resource. Representatives from the 

functional branches/groups and the primary agencies of the ESFs control their assigned 

resources when the incident is organized functionally. 

On Level I and II incidents that are organized geographically, functional branches/groups 

assign their resources to geographical branches/divisions where the resources will be 

employed during the operational period. While assigned to a geographical branch/division 

these resources are under the supervision of the geographic branch director/division 

supervisor. Resources that are not so assigned remain under the supervision of the 

appropriate functional branch/group. 

Those resources assigned to a geographic branch/division are under the supervision of the 

assigned branch director/division supervisor. That supervisor ensures that the work 

assignments prepared by the functional branches, groups, and ESFs are carried out as 

prescribed in the work assignment. Functional branches, groups, and ESFs may modify work 

assignments in coordination with the appropriate geographic branch director/division 

supervisor. Conversely, if changes are needed to meet State and local officials’ concerns 

that affect functional resources assigned and their work assignments, the division 

supervisor consults with the geographic branch director, the appropriate functional branch 

director, the group supervisor, and the ESF lead. 

If a resource will be assigned to more than one branch or division during a single operational 

period, a work assignment is prepared for each. If a particular resource will be doing 

multiple tasks in a single division, Operations Section personnel combine the work 

assignments on a single line on the Operational Planning Worksheet (FEMA ICS Form 215) 

and the appropriate Assignment List (FEMA ICS Form 204). 

Also, when determining a reporting location, Operations Section personnel in a geographical 

organization refer to the incident map to determine to which branch and division the 

resource will be assigned. The incident map depicts the geographical boundaries of 

branches and divisions—boundaries that remain in effect throughout the life cycle of the 

incident. Branches and divisions can be combined when appropriate as work load 

diminishes. Combining branches and divisions means that multiple branches may be 
January 2012 FEMA Incident Action Planning Guide 26

assigned under a single branch director or multiple divisions are assigned under a single 

division supervisor. The branch/division boundaries and designators remain the same. For 

example, combining divisions A, B, and C under a single division supervisor would look the 

same on the map, but would identify the division as Division A, B, and C on the assignment 

list (FEMA ICS Form 204). 

Write a Specific Work Assignment for Each Assigned Resource 

The supervisor or person responsible for the implementation and completion of the work 

assignment should receive a sufficient amount of information for the implementation and 

completion of the assignment. This information should be clear and concise and include the 

following: 

• Task to be accomplished 

• Reporting time and location 

• Level of effort required to accomplish the task 

• Any special equipment required 

• Logistical support needs 

• Any contact information 

• Any constraints or limitations 

Identify the Reporting Location 

The reporting location is where the assigned resource reports at the beginning of the 

operational period. This is not the branch, division, group, or ESF but the physical location to 

which the resource must report. Examples of reporting locations are: 

• Address of the disaster recovery center 

• Address or number of points of distribution for the delivery of commodities 

• Location within a geographic and/or jurisdictional area for community relations (CR) 

activities 

• Address and time for the PA applicants briefing 

• Street address by the National Grid Reference System 

• Rallying point 

Sometimes a specific time for arrival may also be necessary as part of the work location. 

This could be a direction to not arrive before or after a certain time or a time frame in which 

the work assignment needs to be initiated. This information should be included with the 

reporting location when relevant. 
January 2012 FEMA Incident Action Planning Guide 27

Determine Logistical Support Needs to Complete the Assignment 

Work assignments often require specific logistical support—requirements that the functional 

branches and groups are responsible for identifying. The Logistics Section receives these 

requirements and acts to meet them. Examples of such requirements are as follows: 

• Needs for Individual Assistance mobile disaster recovery center #3: 

o Shade tent approximately 10x10 feet 

o Water for 200 people 

o 25 folding chairs 

• Needs for Hazard Mitigation Community, Education, and Outreach Crew #1: 

o 1 folding table, 6 feet long 

o 5 folding chairs 

• Needs for points of distribution #15: 

o 5 truckloads of water 

o 1 truckload of tarps 

o 2 truckloads of meals-ready-to-eat 

Using the Operational Planning Worksheet (FEMA-ICS Form 215) 

Developing the Operational Planning Worksheets (FEMA-ICS Form 215) is an essential part 

of the incident action planning process. The worksheets are particularly important to the 

success of response and recovery operations on larger incidents. The Operational Planning 

Worksheet (FEMA-ICS Form 215) aids Operations personnel in capturing their tactics and in 

identifying resource assignments prior to the operations tactics meeting. Reviewing these 

worksheets during the operations tactics meeting facilitates discussion and focuses on the 

review of tactics and resource assignments. 

Functional operations branches/groups, ESFs, External Affairs (EA)–CR and geographic 

branches/divisions use the Operational Planning Worksheets (FEMA-ICS Form 215) to 

document the assignment of resources and supporting information as determined above. 

The worksheet is designed to capture work assignment information and to aid in both the 

operations review process and preparation of the IAP’s Assignment Lists (FEMA-ICS Form 

204). The figure below shows an Operational Planning Worksheet (FEMA-ICS Form 215). 

Instructions for completing the form follow. 
January 2012 FEMA Incident Action Planning Guide 28

Figure 7: Example of Operational Planning Worksheet (FEMA-ICS Form 215)

For each assigned resource, the following information is entered on the Operational 

Planning Worksheet (FEMA-ICS Form 215): 

1. Include only resources that are either on-hand or that the Ordering Unit verifies have 

been ordered and will be on-hand for the assignment. 

2. Enter the incident name in block 1. 

3. Enter the date and time the form was prepared in block 2. 

4. Enter the date and time for the operational period in block 3. 

5. Enter the branch number in block 4. 

• If the resource is being assigned to a functional group, leave blank. 

6. Enter division or group in block 5. 

• For a division, this will be a letter. 

• For a group, this will be an abbreviation or term such as IA, PA, HM, CR, Staging, 

or specific ESF. 

7. Indicate a geographic or functional operations organization assignment in block 6, citing 

the following according to the level of the incident: 

• For Level I and II incidents involving a geographic branch, show the branch 

number (I, II, III, etc.) and division letter (A, B, C, etc.). 

• For Level I and II incidents involving a functional branch, cite the branch (IA, PA, 

HM, LTCR, etc.) and any operational branches/groups such as air operations, 

staging, and disaster emergency communications. 

• For Level III incidents, cite the functional group (IA, PA, LTCR, HM, etc.) and any 

operational groups such as air operations, staging, and disaster emergency 

communications. 

8. Enter the resource identifier for the assigned resource in block 7. 

• Consult with the Planning Section’s Resource Unit for resource identification 

information. 
January 2012 FEMA Incident Action Planning Guide 29

• When there are multiple resources of the same kind and type, ensure each 

resource has an individual resource identifier assigned (i.e. MDRC #3, CR Crew 

#3, etc.) 

9. Enter the contact name and phone number for the resource in block 8. 

• Consult with the Planning Section’s Resource Unit to identify the resource contact 

name and number. 

10.Enter the number of people or the quantity of the resource in block 9. 

• The number of people assigned to the resource (i.e. Crews, Task Force, etc.) or 

• The quantity of the resource (liters of water, number of meals ready to eat, 

number of tarps, etc.). 

11.Enter the work assignment in block 10. 

12.Enter the reporting location, time (as needed), and logistical needs in block 11. 

• For operational periods longer than one day, the date should be added if needed. 

Once the draft worksheet is completed, it is transmitted electronically to the Resources Unit 

prior to the operations tactics meeting. The PSC and OSC negotiate the actual deadline, and 

the OSC is responsible for ensuring that the deadline is met. 

The Resource Unit captures all Operational Planning Worksheets (FEMA-ICS Form 215) and 

prepares them for display, review, and editing at the operations tactics meeting. 

The Operations Tactics Meeting 

The purpose of this meeting is to review and finalize the draft Operational Planning 

Worksheets (FEMA-ICS Form 215). To accomplish this, the OSC leads participants in 

reviewing the work assignment drafts to determine whether they are complete and whether 

they support the incident objectives and strategies. Participants also identify gaps and 

duplication in work assignments and resolve any conflicts or coordination issues. 

Participants should also ensure that resources are identified correctly (resource identifier) 

and when there are multiple resources of the same kind and type, there is an individual 

identifier assigned. Participants also consider resource and logistical issues; and identify 

shortfalls, excesses, safety issues, and the accuracy of the incident map. 

Participants in the operations tactics meeting include functional branch directors (or 

designee for branch planning); functional group supervisors (when no branch director is 

assigned); ESF leads; the CR lead or designee for CR Operations Planning; the geographic 

branch director (operations branch directors) and division supervisors (if requested by the 

OSC); the Resource Unit Leader (RESL); the Logistics Section Chief (LSC); and the Safety 

Officer (SOFR) and Liaison Officer (LOFR). The following may also attend: the Security 

Manager, the Finance/Administration Section Chief; the EA Officer; the PSC; and the 

Situation Unit Leader. 

Informational items available at the operations tactics meeting, supplied by the Planning 

Section, include the list of current incident objectives, a large incident map, a list of 
January 2012 FEMA Incident Action Planning Guide 30

operational resources (including the unassigned resources available for assignment), and 

displays of any other information pertinent to the meeting. 

Table 5: Agenda for the Operations Tactics Meeting 

Agenda Topic Briefed By 

Review established incident objectives OSC 

Review, discuss, and concur on draft work assignments (Operational 

Planning Worksheets (FEMA-ICS 215)) 

OSC 

Ensure Resources Identifiers are correctly assigned OSC 

Identify resource shortfalls and excesses Resources Unit Leader

Identify the logistical needs of the work assignments Logistics Section Chief

Discuss and address the safety issues of the work assignments Safety Officer 

Consider the limitations and needs of ESF support Liaison Officer 

Approve the Operational Planning Worksheets (FEMA ICS-215) OSC 

Update the incident map OSC & Logistics 

Section Chief 

Discuss other topics as needed OSC 

At the conclusion of the meeting, the Resources Unit collects copies of the approved 

Operational Planning Worksheets (FEMA-ICS 215). Copies of the approved FEMA-ICS Form 

215s are submitted to the Planning Section Documentation Unit.

PHASE 4: PREPARE AND DISSEMINATE THE PLAN Phase 4 begins when the Planning Section receives the approved Operational Planning 

Worksheets (FEMA-ICS Form 215) from the Operations Section at the conclusion of the 

operations tactics meeting. It ends with the IAP being approved at the planning meeting and 

signed by the UCG. The Planning Section (Planning Support Unit Leader) is responsible for 

completing the appropriate IAP forms and assembling the IAP. Other sections contribute key 

information and supporting documents. 
January 2012 FEMA Incident Action Planning Guide 31

Figure 8: Phase 4 of the Incident Action Planning Process 

At the end of this phase, a draft IAP has been approved by the UCG. The items that comprise 

the IAP are listed in Table 6, below, along with pertinent information on each item. 

Table 6: IAP Components and Sequence of Assembly 

Order Form 

(FEMA-ICS Form) 

Title Required Prepared by

1 200 Cover Sheet Always Planning Support 

Unit Leader

2 202 Incident Objectives Always SITL

3 205 Incident Radio 

Communications Plan

As the incident 

requires – Radio Use

Communications 

Unit Leader 

4 205A Incident Telephone 

Communications Plan

Always Resource Unit 

Leader

5 207 Incident Organization 

Chart

Always Resource Unit 

Leader

6 Incident Map Always SITL/GIS Unit 

Leader

7 204 Assignment List Always Resource Unit 

Leader

8 220 Air Operations 

Summary

As the incident 

requires - Air Ops

OSC/Air Operations 

Branch 

9 206 Medical Plan Always Safety Officer 

10 230 Meeting Schedule Always SITL

11 213 General Message Optional Any Message 

Originator

12 Other 

components as 

needed

Optional Planning Support
January 2012 FEMA Incident Action Planning Guide 32

Planning Section Responsibilities 

This section is responsible for collecting the various components of the IAP and compiling 

them during the time between the operations tactics meeting and the planning meeting. 

Planning Section Chief 

The PSC is responsible for producing the draft IAP. He/she will also track any changes made 

to the draft IAP during the final review and approval process. 

• Overseeing the IAP’s Preparation - The PSC oversees the preparation and assembling 

of the draft IAP to ensure that it is completed in time to be presented at the planning 

meeting. The PSC ensures the quality and completeness of the IAP which includes 

coordinating with other sections and functions. The PSC adjudicates requests to add 

items to the IAP.

• Reviewing the Assembled Draft - The PSC schedules time with the OSC to review the 

IAP prior to the planning meeting. 

• Facilitating the Planning Meeting - The PSC is responsible for scheduling, managing, 

and facilitating the planning meeting. (See the planning meeting section below.)

• Ensuring the IAP is Approved - While all players in the incident action planning 

process contribute to the success of the plan, the PSC is responsible for obtaining 

the UCG’s approval for the IAP. 

Resources Unit 

The Resources Unit is responsible for preparing a number of forms that are key to the IAP. 

Those forms include the following: 

Assignment List (FEMA-ICS Form 204) 

The Planning Section prepares the Assignment Lists (FEMA-ICS 204) using data the 

Operations Section provided on the Operational Planning Worksheets (FEMA-ICS Form 215). 

It is the heart of the IAP and must be organized in a way that enables staff to clearly 

understand their work assignments. The Assignment List is prepared in accordance with the 

following guidance: 

 
January 2012 FEMA Incident Action Planning Guide 33

TABLE 7 ASSIGNMENT LISTS DOS AND DON'TS 

DO’s Don’ts 

• Sequence the Assignment Lists (FEMA-ICS Form 

204) according to the organization chart for the 

Operations Section (e.g., Branch I and Divisions A 

through G, followed by Branch II and Divisions H 

through N, followed by IA Branch and Groups, PA 

Branch and Groups, HM Branch and Groups, etc.) 

• If the incident is organized geographically, 

organize the Assignment Lists (FEMA-ICS 204) 

geographically; if the incident is organized 

functionally, organize the Assignment Lists 

(FEMA-ICS 204) functionally. 

• List all resources working in a particular division 

on that division’s Assignment List (FEMA-ICS 

Form 204). 

• Specify exactly which resource (individual, task 

force, team, crew, or squad with a designation 

number or other specific nomenclature) is 

responsible for each work assignment. 

• Ensure that names, contact numbers, and 

resource identifiers are correct. 

• Do not modify the form or use a modified form. 

• Do not include work assignments for positions 

that are not engaged in field operations. 

• Do not include work assignments for OSCs, 

geographic and functional program branch 

directors, division supervisors, and managers 

assigned in the JFO on the Assignment List 

(FEMA-ICS Form 204). 

• Do not include objective numbers on the work 

assignment. 

• Do not include more than one work assignment 

line for an individual, task force, team or crew on 

the Assignment List (FEMA-ICS Form 204) for any 

particular division. A particular individual, task 

force, team, or crew may, however, be assigned 

to more than one division Assignment List (FEMAICS Form 204) when assigned to work locations 

in other divisions. Combine multiple work 

assignments and display them on one 

assignment line. 

• Do not leave blocks blank. Where information for 

a block is not available, use placeholders (“TBD,” 

“N/A,” or “UNK”) to indicate that the topic of the 

block has been addressed. 

Incident Telephone Communications Plan (FEMA-ICS Form 205A) 

The Incident Telephone Communications Plan (FEMA-ICS 205a) is a telephone contact list of 

key staff and staff agencies (FEMA, State, other Federal agencies, etc.). The Resource Unit 

prepares and maintains this plan. 

Important considerations when preparing the Incident Telephone Communications Plan 

(FEMA-ICS Form 205A) are as follows: 

• For Level I and II incidents, include only positions at (i.e., personnel assigned to) the 

division/group supervisor and unit leaders levels and above. 

• Ensure that the information on the plan is consistent with the information on the 

Incident Organization Chart (FEMA-ICS Form 207). 

• Ensure that contact numbers listed for FCO, SCO, and other key staff are desk phone 

numbers for their administrative assistants. Do not list personal cell phone numbers 

for any staff members. 
January 2012 FEMA Incident Action Planning Guide 34

Incident Organization Chart (FEMA-ICS Form 207) 

Organization charts are important to inform staff not only how the staff is organized, but also 

what positions are filled, and who is assigned to key positions. On Level I and II incidents, 

the Incident Organization Charts (FEMA-ICS Form 207) include positions/personnel assigned 

as unit leaders, group/division supervisors, managers (where appropriate), and above. The 

Incident Management Handbook (IMH) provides guidance for displaying appropriate 

incident organizations. The Incident Organization Chart (FEMA-ICS Form 207) should 

accurately reflect the organization. 

The Planning Section prepares and maintains the Incident Organization Chart (FEMA-ICS 

Form 207), using the following important considerations: 

• Include geographic branch director(s) and divisions on incidents that are organized 

geographically. Use program branches (IA, PA, LTCR, and HM), Air Operations Branch, 

Long Term Community Recovery Branch, etc. when applicable. (See IMH, Chapter 5, 

Operations Section). 

• Include the major components of the C&GS organization on the organization chart. 

Also include FEMA program areas when they are assigned, which are typically 

organized and displayed as branches but may be displayed as groups on smaller 

incidents. 

• Display the organization on the organization chart according to the general incident 

organization structure in the IMH. 

• Show deputy positions box in the same box as the primary position. Deputies do not 

have separate organizations under them. If there is a need for additional positions to 

accommodate span of control, assign assistants. 

• Ensure that position titles and names on the organization chart are consistent with 

the position titles and names on the Incident Telephone Communications Plan 

(FEMA-ICS Form 205a) and throughout the IAP. 

• On Level I and II incidents, include only division/group supervisor and unit leader 

positions and above on general staff organization charts. Include only 

managers/advisors and above on command staff organization charts.

• For Level I and II incidents, include no more than two organization charts in the IAP 

(typically one for C&GS organization and one for the Operations Section). 

• For Level III incidents, include all the positions/names of the whole organization on 

the organization chart.

Situation Unit 

The Situation Unit is responsible for the preparing the Incident Objectives (FEMA-ICS Form 

202), Meeting Schedule (FEMA-ICS Form 230), and coordinating the development of the 

Incident Map with the GIS Unit. The Situation Unit Leader (SITL) also delivers the situation 

briefings at the C&GS meeting, the planning meeting and may brief at the operations 

briefing. The SITL also develops and maintains other key information items, including maps 

and situational displays that are typically posted in the planning meeting room. 
January 2012 FEMA Incident Action Planning Guide 35

Incident Objectives (FEMA-ICS Form 202) 

The first page of the IAP (after the cover sheet) is the Incident Objectives (FEMA-ICS Form 

202). In addition to the objectives, this page also provides weather and safety information. 

Important considerations when preparing the Incident Objectives (FEMA-ICS Form 202) form 

include the following: 

• Include only incident objectives in Block 5. 

• Number objectives sequentially from the beginning of the incident; do not renumber 

objectives for each operational period. 

• List the incident objectives in order of priority regardless of their tracking number. 

• Cross out or remove incident objectives that have been achieved. 

• Do not include items of guidance labeled “goals,” “priorities” or “incident priorities.” 

• Focus the weather message on weather predicted for the operational period that may 

affect operations. 

• Focus the safety message on information that is relevant and actionable for field 

personnel. 

Meeting Schedule (FEMA-ICS Form 230) 

The Meeting Schedule (FEMA-ICS Form 230) describes the important incident meetings that 

will take place during the operational period and indicates where and when they will be held. 

The schedule also describes the purpose of the meetings. There is some discretion with 

regard to what meeting are listed on the schedule, incident action planning meetings and 

briefings are always included. The meeting schedule helps to ensure that other meetings do 

not conflict with incident action planning meetings. 

Important considerations when preparing the Meeting Schedule (FEMA-ICS Form 230) 

include the following: 

• List and conduct the following for each operational period: C&GS meeting, operations 

tactics meeting, planning meeting, and operations briefing. 

• Use common terminology, as identified in the Incident Management Handbook, to 

describe all meetings and briefings. (Refer to IMH Chapter 9 for further guidance.) 

• Do not include items on the schedule that are not meetings or briefings. 

Incident Map 

The incident map is an essential IAP component that identifies key incident facilities and 

operational boundaries. The Situation Unit provides information and coordinates with the 

GIS Unit to produce the map. The OSC is responsible for ensuring that map content is 

current and appropriate. 

 
January 2012 FEMA Incident Action Planning Guide 36

Important considerations when preparing the incident map include the following: 

• Include the following on the incident map: 

o Scale 

o True north 

o Date and time 

o Legend 

o Incident organization boundaries (branches and/or divisions, etc.) 

o Key facilities 

o Camps 

• Use naming conventions and map symbols as shown in Appendix B. 

• Produce the map in black and white to facilitate reproduction. 

• Additional, special purpose maps may also be attached to the IAP (e.g., DRC map) 

IAP Cover Sheet 

The IAP cover sheet provides specific information about the IAP and the incident IAP cover 

sheets must be consistent with and reflect FEMA standards. Logos may be used on cover 

sheets for FEMA, the State, and other UCG member organizations, and must be produced in 

black and white. IAP cover sheets must contain the following information: 

• Title (e.g., Joint Incident Action Plan) 

• Plan number (the first IAP completed is 01; subsequent IAPs are numbered 

sequentially.) 

• Incident name that identifies the nature of the disaster (e.g., severe storms) 

• Declaration numbers for Stafford Act incidents and for any State or other UCG 

organization declarations 

• JFO/IOF address with U.S. National Grid coordinates 

• Operational period (date and time) 

• Signature blocks for the SCO, FCO, and any other UCG members 

Safety Officer Responsibilities 

The Safety Officer is responsible for developing the general safety message on FEMA-ICS 

202, Safety Analysis (FEMA-ICS Form 215A), and the Medical Plan (FEMA-ICS Form 206). 

General Safety Message on FEMA-ICS Form 202 

The Safety Officer prepares the general safety message to be included on the Incident 

Objectives page (FEMA-ICS Form 202) for each IAP. The message focuses on information 

that is relevant and actionable to field personnel for operations during the operational 

period. The message may be changed for each operational period based on conditions. 

Medical Plan (FEMA-ICS Form 206) 

The Medical Plan (FEMA-ICS Form 206) is key to the welfare of incident personnel and is 

included in all IAPs. The Medical Plan (FEMA-ICS Form 206) provides important information 
January 2012 FEMA Incident Action Planning Guide 37

on medical emergency procedures and the locations and phone numbers of medical aid 

facilities, emergency medical transportation, and hospitals in the incident area. 

Important considerations when preparing the Medical Plan (FEMA-ICS Form 206) are as 

follows: 

• List urgent care and hospital emergency rooms as well as incident aid stations 

established at the JFO and incident camps in block 5, “Incident Medical Aid 

Stations.” 

• Indicate the emergency phone number in block 6, “Transportation.” 

• If an ambulance is assigned to the incident, include the location and phone number 

in block 6. 

• List in block 7, “Hospitals,” not only the facility that normally services the main JFO 

but also the hospitals located throughout the incident area. (Typically those selected 

have emergency room capability.) 

• Include sufficient information in block 8, “Emergency Medical Procedures,” to enable 

incident employees to know what to do and whom to notify in the case of a medical 

emergency. 

Safety Analysis (FEMA-ICS Form 215a) 

The Safety Officer reviews the Operational Planning Worksheets (FEMA-ICS 215) and 

develops the Safety Analysis (FEMA-ICS 215a) in coordination with Operations Section staff 

as they develop the worksheets. The Safety Analysis (FEMA-ICS 215a) contains the results of 

a systematic analysis of risks associated with each work assignment. This analysis assists 

Operations Section personnel in altering tactics, if necessary, to promote the safety of the 

field personnel. If this alters the work assignments or the resources required, the Safety 

Officer confers with the OSC and the PSC so that the Assignment List (FEMA-ICS 204) can be 

adjusted. 

Planning Support Unit 

The Planning Support Unit compiles the completed ICS forms for the IAP, prepares the IAP 

cover sheet, and performs a quality control check on the IAP. 

General Staff 

The Logistics Section and the Operations Section’s Air Operation Branch are responsible for 

preparing and maintaining certain components of the IAP. 

Logistics Section 

On incidents where radio communications are used, this section is responsible for preparing 

the Incident Radio Communications Plan (FEMA-ICS 205) and the traffic plan. 

Incident Radio Communications Plan (FEMA-ICS Form 205) 

The Communications Unit in the Logistics Section prepares the Incident Radio 

Communications Plan (FEMA-ICS Form 205) when radios are a significant part of operational 
January 2012 FEMA Incident Action Planning Guide 38

communications to provide specific incident radio frequency assignments for the 

operational period. The Plan should identify all assigned radio frequencies, trunked radio 

systems, and talk group assignments for the operation elements identified on the Incident 

Organization Chart (FEMA-ICS Form 207) and the Incident Organization Assignment List 

(FEMA-ICS 203). 

Traffic Plan 

The traffic plan is included in the IAP, when required, but does not have an ICS Form 

number. The Ground Support Unit prepares the traffic plan when incident personnel must be 

informed of special traffic requirements, including required routes of travel, missing 

directional signage on incident transportation routes, and special driving conditions. 

Air Operations Branch (Operations Section) 

Air Operations Summary (FEMA-ICS Form 220) 

When the Air Operations Branch is activated, it prepares the Air Operations Summary (FEMAICS Form 220) to be included in the IAP. 

Additional Items to the IAP 

Additional items may be attached to the IAP on a case-by-case basis with the concurrence of 

the OSC and PSC. 

The Planning Meeting 

The Planning Meeting is facilitated by the PSC. The purpose of the meeting is to approve the 

IAP for the next operational period. The meeting provides the opportunity for the C&GS, as 

well as other incident management personnel, agency officials, and cooperating/assisting 

agencies and organizations to discuss and resolve any outstanding issues before 

assembling the IAP. After the review has been completed and updates have been made, 

C&GS affirm their commitment to support the plan. 

Table 8: Agenda Items for the Planning Meeting

Agenda Topic Briefed By 

Review agenda PSC

Provide opening remarks UCG

Provide briefing on current situation and national implications SITL

Review incident objectives PSC

Present and review the draft Assignment Lists (FEMA-ICS Form 204) OSC

Ensure that the draft operational plan meets incident objectives PSC

Review any open actions/tasks PSC

Solicit feedback from the C&GS PSC

Obtain commitment from the C&GS to support the plan PSC

Obtain the UCG’s approval of the IAP PSC

Final comments and direction UCG
January 2012 FEMA Incident Action Planning Guide 39

In the planning meeting, the OSC elaborates, as necessary, on the strategy and tactics to be 

employed during the operational period. 

Situational Briefing at the Planning Meeting 

The Situation Unit Leader (SITL) is responsible for preparing and presenting the situational 

briefing at the planning meeting. The situational briefing is a concise presentation that 

updates the UCG and C&GS on the current situation. The PSC and the SITL consult with the 

OSC in preparing this briefing. 

After the Planning Meeting 

The PSC is responsible for making changes to the IAP that were agreed upon during the 

planning meeting. The PSC does this by directing the Planning Support Unit to make all 

necessary changes. The PSC also ensures that the final IAP is signed by the appropriate 

members of the UCG. 

Printing and Distributing the IAP 

Once the IAP has been approved by the UCG, it is ready to be printed and distributed. This is 

the responsibility of the PSC. The Planning Support Unit reproduces the IAP and distributes it 

in several ways. The unit typically provides the IAP in hard copy to the UCG and members of 

the C&GS. The Documentation Unit also distributes the IAP electronically by attaching it to emails and posting it to portals such as the Homeland Security Information Network, the JFO 

common drive, and the FEMA (Electronic) Bulletin Board. 

The target audience for the IAP is branch directors, division and group supervisors, task 

force leaders, team leaders, crew bosses, squad leaders, and incident support staff. Field 

supervisors are responsible for distributing the IAP to their staff. 

 
January 2012 FEMA Incident Action Planning Guide 40

PHASE 5: EXECUTE, EVALUATE, AND REVISE THE PLAN Phase 5 begins with the operations briefing and continues as the the IAP is executed, 

evaluated in preparation for it to be revised during the next operational period. 

Figure 9: Phase 5 in the Incident Action Planning Process 

Operations Briefing 

The OSC conducts the operations briefing before each operational period begins, ensuring 

that those who need the information have access. The purpose is to roll out the IAP for the 

upcoming operational period. The OSC may adjust work assignments or resource allocations 

during the briefing. 

Table 8: Template Agenda for Operations Briefing 

Agenda Topic Briefed By

Review incident objectives OSC

Review weather conditions and forecast SITL

Present the current situation OSC/SITL

Brief operations field personnel OSC

Communications Communications Unit Leader 

Logistics Logistics Section Chief 

Safety Safety Officer

Finance Finance Section Chief 

Other items Technical Specialists 
January 2012 FEMA Incident Action Planning Guide 41

Why is an IAP useful to incident personnel?

• It gives staff the clear objectives of State and Federal leaders. Staff validate that their 

actions are in support of those objectives and tailor their efforts to support them. 

• It shows how individual fit in the organization. 

• It provides an roadmap of all operations during an operational period to help individuals 

understand how their efforts affect the success of the operation. 

• It clearly identifies work assignments to be accomplished. 

• It provides a tool to communicate what your organization is doing to ensure that it is 

properly supported 

• It provides a tool for staff so they can best synchronize and deconflict their efforts by 

showing what the entire operation is doing 

• It provides a schedule of the key events during operational periods. 

• It provides key information about safety, provides phone numbers of key staff, and 

graphically represents the incident area.

C&GS members receive the briefing if they are supporting field personnel identified in the 

IAP. Attendees also include branch directors, division/group supervisors, and others as 

needed. 

Once the IAP has been distributed and the operations briefing has been held, the IAP is 

executed. As field personnel perform their work assignments, supervisors assess the 

progress and the effectiveness of the work. This assessment often requires field visits to 

observe progress. Individuals, crews, and task forces inform their supervisors of the status 

of assignments. The Operations Section personnel, in turn, keep the Planning Situation Unit 

apprised. 

Changes are often required to reassign resources or modify work assignments during the 

operational period. These changes must be communicated to the OSC through the branch 

directors, division supervisors, and group supervisors, The OSC, in turn, communicates the 

changes to the Planning Section. 
January 2012 FEMA Incident Action Planning Guide 42

 

Assess Progress and Effectiveness 

During supervisory visits, field personnel also provide their own assessments of their 

effectiveness during the operational period. Such personnel provide these assessments 

through their supervisors to Operations, who pass updated information to the Planning 

Section Situation Unit. If field personnel do not do this during each operational period—and 

the Situation Unit does not provide a method to gather field input—then the effectiveness of 

the next IAP may be compromised. Accurate assessment of what was accomplished during 

the operational period is required to inform situation reporting and planning for the next 

operational period. 

ENDING INCIDENT ACTION PLANNING As an incident progresses and a steady operational tempo is achieved, the UCG should 

consider ending incident action planning. No set rules exist on when to stop developing IAPs. 

This decision lies with the FCO and the UCG. The following criteria may be helpful. 

Consider halting incident action planning when: 

• Response activities have ended

• There is no remaining threat to life or property

• The work occurring in the JFO is primarily programmatic.

• The preponderance of effort in the Planning Section is focused on reporting rather 

than planning.

• All ESF resources except staff have been demobilized. 

• Operations are being conducted under a Recovery Support Function (RSF) 

organization. 

• The operational period is longer than six days. 

• Most Planning Section efforts are focused on reporting rather than planning 

• A Recovery Support Strategy is in place and being executed. 

• The transition from a JFO and a standard ICS structure to a National Disaster 

Recovery Framework structure is underway or complete. 

 
January 2012 FEMA Incident Action Planning Guide 43

APPENDIX A: HOW TO DEVELOP INCIDENT 

OBJECTIVES Incident objectives are the focal point for conducting all response and recovery activities. 

They represent the Unified Coordination Group’s (UCG) intent for the conduct of the incident. 

Writing good incident objectives can be as challenging as it is important. The following basic 

rules may be helpful. 

Good incident objectives are formulated based on the following: 

I. Incident priorities 

a. What are the most important things that need to be done? 

b. What core capabilities are involved? 

II. Direction from a higher authority (leaders’ intent): 

a. Memo, letter, or verbal direction from a competent State or Federal authority 

i. Governor’s guidance for Stafford Act incidents 

ii. Delegation of authority (from the Regional Administrator to the FCO, for 

example) 

1. Limitations and restrictions 

2. Political considerations 

3. Specific instructions or requirements 

iii. Agency administrator briefing 

III. An understanding of the situation, including the following: 

a. Incident level, location, complexity and scope 

b. Incident requirements 

c. Kind, type, number of available resources 

d. Constraints and limitations 

e. Environmental conditions 

f. Complexity analysis 

g. Disaster declaration 

h. Preparedness (deliberate) plans 

i. Existing agency agreements 

IV. Professional judgment and experience of the participants 

Incident Objectives should be developed and written with the following characteristics: 

I. They should reflect the consensus of the UCG. 

II. They should provide actionable guidance for operations and operational support 

activities. 

III. They should give enough detail—clear, measureable, achievable, and flexible—to 

ensure understanding, but do not micromanage. 
January 2012 FEMA Incident Action Planning Guide 44

a. Clear – The wording is precise and unambiguous and ensures that the 

objective is distinct from the other objectives and complete in its description. 

b. Measurable – The design and statement make it possible to conduct a final 

accounting as to whether the objective has been achieved. 

c. Achievable – An objective must be able to be completed. If an objective 

cannot be completed within a reasonable time frame with resources available, 

then it is not a viable objective. Also, objectives must be achievable with 

available resources. 

d. Flexible – The objective must be broad enough to allow for field improvisation 

as required by actual conditions. 

IV. Incident objectives will often be quite general in the initial stages of an incident 

response, and will increase in specificity as situational awareness and resource 

status knowledge increases. 

V. Objectives are consistent in how they are identified, displayed and numbered. 

a. Display only incident objectives—no priorities or strategies—on the Incident 

Objectives (FEMA-ICS Form 202). 

b. Number objectives sequentially from the beginning of the incident to its 

conclusion. 

c. Do not renumber objectives. The objective will retain that specific number 

until the objective is accomplished, when that number and objective is retired 

and archived. 

d. Either cross out or remove from the Incident Objectives (FEMA-ICS Form 202) 

numbered incident objectives that have been achieved for the current IAP. 

e. Modify incident objectives slightly, if need be, if they can maintain the same 

intent. A slightly modified objective will retain its original tracking number. If 

an objective is heavily modified, it is assigned a new sub-letter under the 

same objective number, and the old objective is retired. For example, if 

objective 2 is modified, it becomes 2a, and objective 2 is retired. If it is 

modified again, the objective becomes 2b, and 2a is retired. 

VI. They should be prioritized by urgency, operational period requirements and specific 

direction from the UCG. 

a. List the incident objectives in order of priority, regardless of their tracking 

number on the Incident Objectives (FEMA-ICS Form 202). The first listed 

objective is the highest priority. The last listed objective is the lowest priority. 

b. Let priorities guide the address of objectives. “While objectives must be based 

on requirements,” the Incident Management and Support Keystone states, 

“the status in which they must be addressed is guided by priorities.” 

VII. They are not so tightly written that they become tasks/work assignments. 

a. Objectives should clearly identify what needs to be done and generally where 

it needs to be done. 

b. Objectives should not describe methods or resources for achieving the 

required result (strategies), nor the specifics of how each strategy should be 

accomplished (tactics). 
January 2012 FEMA Incident Action Planning Guide 45

The first step in developing good incident objectives is to understand incident 

priorities 

I. Priorities define overarching requirements; what to accomplish in order of 

importance. 

II. Objectives must be based on incident priorities. 

III. The priorities guide the precedence by which objectives are addressed. 

IV. Initial priorities may be driven in part by the delegations of authority. 

V. Every incident always has its priorities. Priorities should be built based on the whole 

community core capabilities. 

The next step is to develop the incident objectives 

I. Frame the problem; what are the essential elements of the issue to be addressed. 

II. Use the objective to describe what is to be accomplished. 

a. What and where, if possible; but not how or by whom 

III. Provide enough detail to make the objective meaningful. 

IV. Allow the necessary flexibility 

a. Do not “go tactical...” 

b. Ensure that the objective and its results can be used as a metric. 

V. Ask, “Is the objective attainable?” 

a. Determine whether the objective can be met with available resources 

VI. Ask, finally, “What is the objective’s priority when compared to other identified 

issues?” 

a. Order the objectives based on the order of priority/urgency

What are some good verbs to use when writing incident objectives? 

• Augment 

• Determine 

• Finalize 

• Carry out 

• Develop 

• Implement 

• Complete 

• Devise 

• Pre-stage 

• Conduct 

• Dispose of 

• Provide 

• Deliver 

• Execute 

What verbs should be avoided? 

• Assess 

• Monitor 

• Continue 

• Work with 

• Coordinate with 

What functional areas should incident objectives focus on? 

• Communications 

• Fuel resupply 

• Mortuary affairs 

• Public messaging 

• Search and rescue 

• Decontamination 

• Law enforcement 

• Planning support 

• Public safety and health 

• Emergency medical 

services 

• Mass Care 
January 2012 FEMA Incident Action Planning Guide 46

• Power 

• Registration assistance 

• Temporary housing 

• Evacuation and re-entry 

• Mitigation support 

• Public assistance support 

• Route clearance 

• Transportation 

• Infrastructure 

• Debris removal 

Incident priorities should reflect a core capability as defined in the National Preparedness 

Goal. Incident objectives should contribute to accomplishment of the incident priorities. 

Well-crafted incident objectives provide the basis for operational guidance, strategies, 

tactics, and work assignments. Below are sample priorities and incident objectives. 

Example Priorities: 

• Mass search and rescue operations 

• Public health and medical services 

• On-scene security and protection 

• Mass care services 

• Access control and identity verification 

• Economic recovery 

Example Objectives: 

• Establish two fixed site disaster recovery centers in McKean County by 31 October. 

• Evacuate the two area hospitals, three convalescent homes and four nursing 

facilities located within the potential flood zone in Lee and Charlotte counties to 

alternate care facilities NLT 9 September. 

• Determine sites for installation of 500 temporary housing units in or near Springfield 

by 15 May. 

• Re-open the Port of Tampa and the Tampa International Airport by 4 March. 

• Remove 10,000 cubic yards of debris from Warsaw County by 25 September. 

• Distribute rations to provide 10,000 people with 2,000 calories of food and 3 liters of 

water each. 

• Provide shelter, food, and hydration for approximately 30,00 survivors in the 

impacted area. 

• Clear all emergency routes to ensure access to medical treatment facilities and open 

all critical transportation corridors throughout the impacted area. 

• Conduct agriculture, food, and water testing in the impacted area. 
January 2012 FEMA Incident Action Planning Guide 47

APPENDIX B: INCIDENT COMMAND SYSTEM MAP 

SYMBOLS 

Area being Identified Symbol

Joint Field Office 

Area Field Office (identify by name) 

Camp (identify by name) 

Helispot (identifier) 

Helibase (include name if more than one) 

Fixed Wing Base (include name if more than one) 

Branches (use Roman numerals) [I] [II] 

Divisions (use upper case alphabetical characters) (A) (B) 

Incident Support Base (identify by name) 

Staging Areas (identify by name) 

Disaster Recovery Center (use identifier)

C

H

S 

ISB

FW
January 2012 FEMA Incident Action Planning Guide 48

APPENDIX C: JOB AIDS FOR STAFF PREPARING 

FEMA ICS FORMS FOR THE IAP 

Using these job aid checklists will enhance the consistency of and provide standardization 

among all Incident Action Plans (IAPs), with the goal of improving the execution of incidentlevel operations. Standardized IAPs are necessary for FEMA employees and all interagency, 

State, tribal, local, and private sector partners—to have a common expectation about how 

IAPs will be developed, formatted, and compiled. IAPs are critical to incident field personnel 

in facilitating their situational awareness and understanding of work assignments. The 

individual checklists below can be provided to the staff members responsible for assembling 

each piece of the IAP. 

Cover Sheet

Information displayed on IAP cover sheets should be consistent. IAPs are not strictly FEMA 

documents, and their cover sheets will typically reflect Unified Coordination Group (UCG) members’ 

participation. IAPs are also national-level documents that must have a professional appearance 

fitting for audiences at the FEMA Headquarters, Department of Homeland Security, and the White 

House levels. 

The cover sheet will include the following: 

Planning 

Support Unit 

Leader

Title: Joint Incident Action Plan 

Plan number (the first IAP developed is #1: subsequent IAPs are numbered 

sequentially) 

Incident name that describes the nature of the disaster (severe storms, tornadoes, 

flooding, etc.) 

FEMA Declaration Number (e.g. FEMA-XXXX-XX (EM/DR)-XX(State)) 

State and other participating UCG members’ declaration numbers 

Joint Field Office (or initial operating facility) address and USNGS 

Operational period date and time 

IAP approval signature blocks for the SCO, FCO, and any other UCG member(s). 

Logos (black and white only) may be used for FEMA, the State, and any other UCG 

member organizations 

IAP approval signature blocks for the SCO, FCO and any other UCG member 

 
January 2012 FEMA Incident Action Planning Guide 49

Incident Objectives (FEMA-ICS Form 202)

The Incident Objectives (FEMA-ICS Form 202) is the first page of the IAP. This form not only describes 

the UCG’s incident objectives but also provides weather and safety considerations for use during the 

next operational period.

Incident Objectives (FEMA-ICS 202) will include the following: Situation 

Unit Leader

In Block 5 only incident objectives will be displayed. 

Number the incident objectives: 

• Sequentially from the beginning of the incident to its conclusion. 

• Do not renumber them for each operational period. 

List the incident objectives in order of priority, regardless of their tracking number. 

• The objective listed first is the highest priority. 

• The objective listed last is the lowest priority. 

Remove numbered incident objectives that have been achieved. 

Note: Archive completed Incident Objectives (FEMA-ICS Form 202) for future reference. 

Modify an incident objective if necessary and maintain the same tracking number as 

long as the original intent of the objective does not change. 

Write out the incident objectives so that they provide actionable guidance for 

Operations. 

Do not focus incident objectives so tightly that they become essentially similar to 

work assignments. 

Do not list priorities” or “incident priorities” on the Incident Objectives (FEMA-ICS 

Form 202). 

In Block 6, focus the weather message on weather that incident personnel can 

expect for the operational period. 

In Block 7, focus the safety message on information that is relevant and actionable 

to field personnel. 

 
January 2012 FEMA Incident Action Planning Guide 50

Incident Telephone Communication Plans (FEMA-ICS 205a) 

The purpose of this form is to inform incident personnel regarding which radio communications 

channels are in use and which specific purpose each has been assigned. It is acceptable for 

Planning Sections to replace the Incident Radio Communications Plan (FEMA-ICS Form 205) in the 

IAP, where appropriate, with a modified version, entitled the Incident Telephone Communications 

Plan (FEMA-ICS Form 205A). The plan is a combined Organization Assignment List (FEMA-ICS Form 

203) and Incident Radio Communications Plan (FEMA-ICS Form 205) that includes contact 

telephone or cell phone numbers for each person listed. It also identifies if they are FEMA, State, or 

from other federal agencies. The inclusion of both the Organization Assignment List (FEMA-ICS Form 

203) and Incident Telephone Communications Plan (FEMA-ICS Form 205A) in the IAP is 

unnecessarily duplicative and therefore confusing—adding to the length of the IAP without providing 

additional needed information.

The Incident Telephone Communication Plan (FEMA-ICS Form 205A) will include the 

following: 

Resource 

Unit Leader

Only those positions and personnel assigned to division/group supervisors, unit 

leaders and above.

Note: The exception to this is a Level III, event and the Incident Telephone Communications 

Plan (FEMA-ICS Form 205A) is no longer than one page in the IAP. 



Ensure that this plan does not become the incident phone directory. 

Ensure that this plan corresponds with the incident organization chart with correct 

names assigned to specific positions. 

Contact numbers listed for FCO/SCO and other key staff are the desk numbers for 

their administrative assistants. 

Do not show personal cell phones numbers for any incident staff. 

Do not include e-mail addresses. 

 
January 2012 FEMA Incident Action Planning Guide 51

Incident Organization Chart (FEMA-ICS Form 207)

Incident Organization Charts (FEMA-ICS 207) are important for incident personnel to understand how 

the incident is organized, what positions are filled, what the reporting structures are, and who is 

filling these positions. On Level I and II incidents, the organization charts include unit leaders, 

group/division supervisors positions, and above. Organizations will be configured according to 

incident needs and current accepted program structure. These charts should accurately reflect the 

organization.

Incident Organization Chart (FEMA-ICS Form 207) will include the following: Resource 

Unit Leader

Chart displayed in way that is consistent with examples provided in the Incident 

Management Handbook. 

Position naming conventions which conform to the position names in the IMH. 

Deputy positions shown in the same box as the primary position. 

• Deputies will not be shown with separate organization structures. 

• If there is a need for another position to manage the span of control then the 

use of assistants is appropriate. 

The names on the chart are consistent with the names on the Incident Telephone 

Communications Plan (FEMA-ICS Form 205a). 

Ensure that on Level I and II incidents, the following occurs: 

• Command staff includes only managers/advisors and above. 

• The organization charts include unit leaders/group and division supervisors 

positions and above only 

• The organizations are configured according to incident needs. 

• The Operations Section organization is organized geographically, unless there 

is a compelling reason to organize functionally. 

For a Level III incident, the following occurs:

• The organization is arranged functionally. (In rare situations it can also be 

organized geographically.) 

• Include, as necessary, all the positions/names of the whole organization on the 

chart. 

On incidents that are organized geographically, the organization chart will include the following: 

• Geographic branch director(s) and division supervisors 

• Program branch directors, group supervisors, task force leaders, managers, 

and crew leaders (Individual Assistance, Public Assistance, and Hazard 

Mitigation) 



• Air Operations Branch 

• Long-Term Community Recovery Branch 

 
January 2012 FEMA Incident Action Planning Guide 52

Incident Map

The incident map is an important IAP component for incident field personnel, which enables them to 

locate critical incident facilities and operational geographic boundaries, and other critical information 

such as declared counties. On Level I and II incidents, the incident map is extremely important for 

those doing incident action planning. FEMA program branches in Operations and others (e.g., ESFs) 

need to know where the geographic branches and divisions boundaries are located within the 

incident area so they can assign their resources to the correct branch and division on the 

Operational Planning Worksheet (FEMA-ICS Form 215). The incident map is the responsibility of the 

Planning Section’s Situation Unit, however, the updating and viability is the responsibility of the 

Operations Section Chief. Incident maps should be produced in black and white using standardized 

fill patterns (i.e., vertical horizontal, and diagonal) to indicate IA, PA, and IA/PA. 

The incident map will include the following: Situation 

Unit Leader

Incident geographic branches and division boundaries 

Critical operational facilities such as the following:

• Staging Areas, both Federal and State 

• Operations field offices 

• Helibases, fixed wing bases 

• Disaster Recovery Centers 

• Incident camps or other support facilities 

• Designated counties 

Ensure that the naming and identification map symbols, are all in accordance with 

IMH Chapters 9 through 30 and appendix C of this document. 

Ensure that incident map legends use black and white patterns, not color. 

 
January 2012 FEMA Incident Action Planning Guide 53

Assignment List (FEMA-ICS 204)

Assignment Lists (FEMA-ICS Form 204) are critical for informing field staff about their assignments, 

duties, responsibilities, and key personnel contact information for an operational period. As a result, 

Assignment Lists (FEMA-ICS Form 204) should be complete, accurate, and organized in a manner 

that facilitates staff’s understanding of operational work assignment details. Using the Operational 

Planning Worksheets (FEMA-ICS Form 215), the Operations Section develops the Assignment Lists 

(FEMA-ICS Form 204). Once Operations approves them, the Operational Planning Worksheets (FEMAICS Form 215) are given to the Planning Section to prepare the Assignment Lists (FEMA-ICS Form 

204). Once the UCG’s members affirm that the general staff can support the plan at the Planning 

Meeting, and the UCG then approves the operational plan, the Assignment Lists (FEMA-ICS Form 

204) are included in the IAP for duplication and distribution.

The Assignment List (FEMA-ICS Form 204) will include the following: Resource 

Unit Leader

Do not use a modified Assignment List (FEMA-ICS Form 204). 

Do not include work assignments for positions that are not engaged in field 

operations. 

Do not include for work assignments OSCs, geographic and program branch 

directors, division supervisors, and managers assigned in the JFO. 

Sequence the list according to the Incident Organization Chart (FEMA-ICS Form 207) 

for Operations. 

Example: Branch I and Divisions A through G, Branch II and Divisions H through N, IA Branch 

and Groups, PA Branch and Groups, HM Branch and Groups etc. 



Complete the list in a way that is clear, provides information for field staff to 

understand their task, reporting location, reporting time, and key personnel contact 

information. 

Do not include objective numbers on the work assignment.

Note: It is the responsibility of the Operations Section Chief to ensure work assignments are 

consistent with the Incident Objectives (FEMA-ICS Form 202) during the Objectives Strategies 

Meeting. 



Ensure that all resources are listed on the appropriate FEMA-ICS Form 204. 

Ensure that division or functional forms include no more than one work assignment 

line for an individual, crew, or task force. 

• A particular individual, crew, or task force may be assigned to more than one 

division form when assigned to work locations in other divisions. 

• Multiple work assignments are combined and displayed on one assignment 

line. 

No blank blocks on the list.

Note: Where information for a block is not available, use placeholders whenever possible to 

indicate that the topic of the block has been addressed (TBD, N/A, UNK, etc.). 



The following are detailed appropriately: 

• Logistical needs 

• Safety considerations 

• Coordination requirements 

• Critical support information 

In Block 11, any special communication requirements—if different than those 

identified in the Incident Telephone Communications Plan (FEMA-ICS Form 205A), 

are fully described



 
January 2012 FEMA Incident Action Planning Guide 54

Medical Plan (FEMA-ICS 206)

The Medical Plan (FEMA-ICS Form 206) is critical for the safety of incident personnel when a medical 

emergency occurs. Medical Plans (FEMA-ICS Form 206) provide important information to incident 

personnel such as the following: medical emergency procedures, the locations of medical aid 

facilities within the incident area, emergency medical transportation locations with contact 

numbers—including those of hospitals located in or near the incident area. The responsibility for the 

development of the Medical Plan (FEMA-ICS Form 206) is the Safety Officer.

Medical Plan (FEMA-ICS 206) will include the following: Safety 

Officer

The form being used is the official Medical Plan (FEMA-ICS Form 206) and has not 

been modified. 

Include in Block 3 (incident medical aid stations), both urgent care and hospital 

emergency rooms located within the incident area, and incident aid stations that may 

be established at the JFO and incident camps.



Include in Block 4, whether 911 is the contact number for all emergency 

transportation needs in all affected areas of the incident. 

• If 911 is not the contact for all emergency transportation needs, then the IAP 

must reflect the information for each municipality. 

• If an ambulance is assigned to the incident then the correct location and 

contact numbers must be included. 

Include in Block 7, (hospitals) not only the hospital that would service the JFO, but 

also selected hospitals with emergency room capability located throughout the 

incident area. 



Fill Block 6, correctly and with enough information so an incident employee will know 

what to do and who to notify in the case of an accident or other medical emergency. 

 
January 2012 FEMA Incident Action Planning Guide 55

Daily Meeting Schedule (FEMA-ICS Form 230)

The Daily Meeting Schedule (FEMA-ICS Form 230) provides incident staff with the information 

regarding what, where and when critical incident meetings will take place during the operational 

cycle. The schedule also lays out the purpose of the meetings. Incident action planning meetings and 

briefings will always be included in this schedule. The meeting schedule also ensures that other 

meetings do not conflict with incident action planning meetings (i.e., Command and General Staff 

Meeting, Objectives Strategies Meeting, Planning Meeting, and the Operations Briefing). The meeting 

schedule should reflect the incident action planning cycle for the operational period, and include 

other critical incident meetings as needed.

The Daily Meeting Schedule (FEMA-ICS Form 230) will include the following: SITL

A C&GS meeting consisting of the UCG (FCO/SCO and any other UCG Coordinator) 

and staff will be conducted and listed on the meeting schedule for each operational 

period.



The Objective Strategies Meeting will be conducted and listed on the meeting 

schedule for each operational period. 

The Operations Briefing will be held every operational period and listed on the 

meetings schedule for each operational period. 

Planning Meeting will be conducted and listed on the meeting schedule for each 

operational period. 

All incident action planning meetings and briefings will have IMH compliant names 

Items that are not meetings are not included. 
January 2012 FEMA Incident Action Planning Guide 56

APPENDIX D: FINAL QUALITY ASSURANCE 

CHECKLIST The checklist below is intended to serve as a tool that the Planning Section Chief uses 

before granting final approval to the IAP. 

€ Do the tasks listed on the Assignment List(s) (FEMA-ICS Form 204) support the 

Incident Objectives (FEMA-ICS Form 202)? 

€ Does the incident map reflect the operation elements identified on the Incident 

Organization Chart (FEMA-ICS Form 207) or the Assignment List (FEMA-ICS Form 

204)? 

€ Does the Incident Telephone Communications Plan (FEMA-ICS Form 205A) provide 

information on the operation elements identified on the Incident Organization Chart 

(FEMA-ICS Form 207) or the Assignment List (FEMA-ICS Form 204)? 

€ Are all assigned radio frequencies, trunked radio systems and talk group 

assignments identified on the Incident Radio Communications Plan (FEMA-ICS Form 

205) and does the information reflect the operation elements identified on the 

Incident Organization Chart (FEMA-ICS Form 207) or the Assignment List (FEMA-ICS 

Form 204)? 

€ Does information on the Medical Plan (FEMA-ICS Form 206) identify the closest 

medical facility to each operation element identified on the incident map, the 

Incident Organization Chart (FEMA-ICS Form 207) or the Assignment List (FEMA-ICS 

Form 204)? Does it identify what should be done if someone is inured or is seriously 

ill? 

€ Does the IAP use common Incident Command System terminology throughout the 

document? 

€ Does the Meeting Schedule (FEMA-ICS Form 230) contain at a minimum, the 

following? 

o Appropriate incident action planning meetings 

o Strategy meetings 

o Team meetings 

o Public meetings 
January 2012 FEMA Incident Action Planning Guide 57

APPENDIX E: MAINTAINING SITUATIONAL 

AWARENESS THROUGHOUT THE LIFE CYCLE OF 

THE INCIDENT After the initial efforts to gain situational awareness (Phase 1), the iterative information 

collection process begins during Phase 2 and continues to inform all aspects of incident 

action planning throughout the life cycle of the incident. This process includes the collection, 

analysis, and dissemination of information to assist operations and support functions in 

planning for providing support and resources to disaster survivors during each operational 

period. 

Good situational awareness must be available 

to incident management personnel throughout 

the life cycle of an incident to support timely 

and effective decision making. The quality of 

decisions is directly related to the accuracy and 

completeness of the information on which 

decisions are based, Situational awareness is 

gained from many sources. Site inspections, 

official reports, media broadcasts, maps, and 

formal and informal assessments all contribute 

to the base of knowledge about the incident. 

Developing situational awareness requires continual monitoring, verifying, integrating, and 

analyzing relevant elements of information and developing hazards. At its best, situational 

awareness provides up-to-date information on the status of people, critical facilities, 

infrastructure, resources, and the environment. 

Information Collection Plan 

A well-designed information collection plan (ICP) is an important tool for incident 

management. The ICP is a matrix of information requirements that is keyed to the incident. 

This plan also lists sources, units of measure, and schedules for collecting various items. 

Information gathered based on an ICP can aid in the development of incident objectives. 

Situational Awareness Products 

There are many products and reports that provide situational awareness to incident 

personnel. Several are key to assessing the progress of incident operations and the 

effectiveness of the incident action planning process. Below are some examples of products 

that, while not part of the IAP, inform staff on environment and effectiveness of operations. 
January 2012 FEMA Incident Action Planning Guide 58

Situation Reports 

The Planning Section produces situation reports which are the primary summary of 

information during an incident at a given time. Situation reports address EEIs as well as 

other pertinent information for the last reporting period. Situation reports are not tied 

directly to IAPs, but the reports generally reflect the results of IAP work assignments. 

Spot Reports 

Information for spot reports may be generated by any element at the incident level. These 

reports provide information on occurrences and/or conditions that may have an immediate 

and significant effect on current operations. Spot reports can provide information that is 

important to incident objectives and tactics (e.g., severe weather or hazmat spills). Spot 

reports often add value to incident action planning efforts by providing timely information on 

significant aspects of the incident. 

Situation Update Briefing 

This briefing—based on the content of the situation report—updates leadership on the 

current situation. The Situation Unit provides situation updates during the C&GS, tactics, 

and planning meetings. 

Responsibilities 

The Command Staff and the Operations, Logistics, and Finance and Administration Sections

are responsible for regularly providing the Planning Section with clear, timely, and accurate 

information. 

The Planning Section is responsible for providing the Operations Section with information 

products needed for effective decision making. Two units within the Planning Section are 

Gathering Information

Gathering and reporting situational awareness is accomplished using a wide variety of 

methods, including: 

• Providing information specialist(s) to the State Planning Section to monitor state reporting 

systems (WebEOC, etc.) and to create/disseminate spot reports from that information 

• Reading State and local situation reports 

• Developing or using a good information collection plan 

• Maintaining direct communications with the Planning Sections of the RRCS and the 

National Response Coordination Staff 

• Deploying or using technical specialists such as National Weather Service representatives

• Deploying and receiving reports from field observers 

• Embedding information specialist (liaisons) in the Operations, Logistics, and 

Finance/Administration Sections 

• Deploying information specialists to other facilities and operation field offices 

• Analyzing and disseminating relevant geospatial products 
January 2012 FEMA Incident Action Planning Guide 59

Managing More Than One Incident 

An IMAT will sometimes begin managing one 

incident and be required to take on another 

disaster in the same geographic area—which 

will likely increase the size and complexity of 

the incident management organization. The 

PSC will include all incidents assigned to the 

IMAT in a single IAP. The Planning Cycle and 

operational periods for all of the disasters will 

be the same, allowing for efficient and effective 

use of the IMAT’s time. The UCG will be 

developing priorities for each disaster as they 

develop the incident objectives in coordination 

with the OSC. 

principally responsible for providing these information products: the Situation and Resource

units. 

The Situation Unit processes requests for information; develops reports, briefings, and 

presentations; collects and analyzes information; and integrates geospatial and 

technical information for situational awareness. This unit is the primary organization 

responsible for maintaining situational awareness within the incident organization. The 

unit works with the GIS Unit to prepare and maintain incident maps. 

The Resources Unit develops and maintains the Incident Organization Chart (FEMA-ICS 

Form 207) depicting the C&GS, as well as an organizational chart depicting only the 

Operations Section. The unit also develops the Incident Telephone Communications Plan 

(FEMA-ICS Form 205A) for each operational period detailing key staff and their contact 

information. 

Summary 

Applying accurate and timely situational 

awareness in each operational period 

includes: 

• Reviewing and analyzing 

information that may affect 

incident-level operations; 

• Reexamining the actual or 

potential effects of the incident; 

• Providing important real-time 

information to the Operations 

Section that could modify one or 

more incident objectives; 

• Assessing the effectiveness of 

efforts undertaken during the 

previous operational period; and 

• Assessing measures of 

effectiveness (i.e., performance 

metrics). 

Effective situational awareness is supported by situation reports, spot reports, and briefings, 

which in turn, support the development of incident objectives, tactics, and work 

assignments. 
January 2012 FEMA Incident Action Planning Guide 60

ANNEX 1: ACRONYMS C&GS Command and General Staff 

CIR Critical Information Requirement 

CR Community Relations 

DRC Disaster Recovery Center 

EA External Affairs 

EEI Essential Element of Information 

ESF Emergency Support Function 

FCO Federal Coordinating Officer 

FEMA Federal Emergency Management Agency 

FRC Federal Resource Coordinator 

GIS Geospatial Information Systems 

HM Hazard Mitigation 

IA Individual Assistance 

IAP Incident Action Plan 

ICP Information Collection Plan 

ICS Incident Command System 

IMAT Incident Management Assistance Team 

IMH Incident Management Handbook 

IOF Initial Operating Facility 

JFO Joint Field Office 

NGO Nongovernmental Organization 

OSC Operations Section Chief 

PA Public Assistance 

PSC Planning Section Chief 
January 2012 FEMA Incident Action Planning Guide 61

RA Regional Administrator 

RRCS Regional Response Coordination Staff 

SCO State Coordinating Officer 

SITL Situation Unit Leader 

UCG Unified Coordination Group 
January 2012 FEMA Incident Action Planning Guide 62

ANNEX 2: GLOSSARY Assistant – The title indicates a level of technical capability, qualifications, and responsibility 

subordinate to the primary positions. Assistants except for subordinates of principal 

Command Staff positions (External Affairs, Safety, Chief of Staff, and Liaison Officers) are 

not FEMA Qualification System positions and will not have position task books. Assistants 

must be qualified at the next lower level to the principal position. Assistants may be used to 

alleviate span of control issues or assigned technical responsibilities. 

Branch – The organizational level having functional or geographical responsibility for major 

aspects of incident operations. A branch is organizationally situated between the section 

chief and the division or group in the Operations Section, and between the section and units 

in the Logistics Section. Branches are identified either by the use of Roman numerals or by 

functional area. 

Chain of Command – The orderly line of authority within the ranks of the incident 

management organization. 

Critical Information Requirement (CIR) – Particular elements of information specifically 

requested by incident leaders. These items are of such importance that leaders are notified 

immediately when the Planning Section receives updates on a CIR item. 

Constraint – Requirement that dictates or prohibits an action, thus restricting freedom of 

action. 

Deliberate Planning – Planning accomplished under nonemergency conditions and that 

involves developing general procedures for responding to future threats or scenarios. 

Deputy – A fully-qualified individual who, in the absence of a superior, can be delegated the 

authority to manage a functional operation or to perform a specific task. In some cases a 

deputy can act as relief for a superior, and therefore must be fully qualified in the position. 

Deputies must be fully qualified in the position for which they are assigned. Deputies are 

used to share position responsibilities and serve as acting during the absence of the primary 

superior. Deputies are not used to alleviate span of control issues. An FCO can assign a 

deputy to perform specific tasks. 

Division – The organizational level responsible for operations within a defined geographic 

area. Divisions are established when the number of resources exceeds the manageable 

span of control of the Section Chief. See Group. 

Essential Element of Information (EEI) – Important and standard information items that 

incident managers need in order to make timely and informed decisions. EEIs also provide 

context and contribute to analysis. EEIs are also included in situation reports. 
January 2012 FEMA Incident Action Planning Guide 63

Functional Planning – Planning conducted, as required, to address particular operational 

issues, such as interim housing, power restoration, demobilization, and continuity of 

operations. 

Group – An organizational subdivision established to divide the incident management 

structure into functional areas of operation. Groups are composed of resources assembled 

to perform a special function not necessarily within a single geographic division. See 

Division. 

Incident Objective –Statement of guidance and direction needed to select the appropriate 

strategy (or strategies) and the tactical direction of resources. Incident objectives are based 

on realistic expectations of what can be accomplished when all allocated resources have 

been effectively deployed. Incident objectives must be clear, achievable and measurable, 

yet flexible enough to allow strategic and tactical alternatives. 

Incident Planning – Planning associated with an actual or potential incident, likely under 

emergency conditions, that involves developing procedures for responding to actual or 

projected effects. 

Joint Field Office (JFO) – A temporary Federal facility established to provide a central point 

for Federal, State, tribal, and local governments and private sector and nongovernmental 

organizations with responsibility for incident oversight, direction, and/or assistance to 

effectively coordinate and direct prevention, preparedness, response, and recovery actions. 

Typically, the JFO is located at or near the incident area of operations. The JFO may be colocated with the State emergency operations center. 

Limitation – A factor or condition that, either temporarily or permanently, impedes mission 

accomplishment. 

Operational Period – An operational period is the time scheduled for executing a given set of 

operation actions as specified in the IAP. Operational periods can be of various lengths 

although usually they last 12 to 24 hours. 

Priority – Priorities facilitate the development of incident objectives and establish their order 

of importance. Developed by the UCG, priorities also guide the employment and allocation of 

resources. 

Span of Control – The number of resources for which a supervisor is responsible, usually 

expressed as the ratio of supervisors to individuals. (Under the National Incident 

Management System, an appropriate span of control is between 1:3 and 1:7, with optimal 

being 1:5, or between 1:8 and 1:10 for many large-scale law enforcement operations.) 

Strategy – As they relate to the incident action planning process, strategies are concepts—

ideas on how to accomplish incident objectives. They are the bridge between incident 
January 2012 FEMA Incident Action Planning Guide 64

objectives and work assignments, providing direction and guidance on what should be done 

and how it should be done. 

Tactic – The deployment and directing of resources on an incident to accomplish the 

objectives designated by a strategy. 

Task Force – Any combination (number and mixture) of resources assembled to support a 

specific mission or operational need. All resource elements within a task force must have 

common communications and a designated leader. A task force may be pre-established and 

sent to an incident, or formed at an incident. 

Unified Coordination Group (UCG) - The structure that executes unified command and leads 

incident activities at the field level in order to achieve unity of effort. Its purpose is to 

establish and achieve shared objectives. The UCG is comprised of senior leaders 

representing State and Federal interests and in certain circumstances tribal governments, 

local jurisdictions, or the private sector. The FCO is responsible for establishing the UCG. 

Work Assignments – An assignment to be accomplished which leads to meeting an incident 

objective(s). A tactical action supporting an incident objective(s) assigned to a specific 

resource (individual, team, task force, crew etc.) and identified on Assignment List (FEMAICS Form 204) in the IAP.