APHIS FOREIGN ANIMAL DISEASE FRAMEWORK 

INCIDENT INFORMATION MANAGEMENT AND 

REPORTING

FAD PReP MANUAL 3-0

FEBRUARY 2018
February 2018 ii

This Foreign Animal Disease Preparedness and Response Plan (FAD PReP) Manual, Incident 

Information Management and Reporting, provides a framework for use in dealing with an animal 

health emergency in the United States. 

These FAD PReP Manuals are under ongoing review. This draft document was last updated 

February 2018. Please send questions or comments to: 

National Preparedness and Incident Coordination Center 

Veterinary Services 

Animal and Plant Health Inspection Service 

U.S. Department of Agriculture 

4700 River Road, Unit 41 

Riverdale, Maryland 20737

Fax: (301) 734-7817

E-mail: FAD.PReP.Comments@aphis.usda.gov.

While best efforts have been used in developing and preparing the FAD PReP Manuals, the U.S. 

Government, USDA, and APHIS and other parties, such as employees and contractors 

contributing to this document, neither warrant nor assume any legal liability or responsibility for 

the accuracy, completeness, or usefulness of any information or procedure disclosed. The 

primary purpose of these FAD PReP Manuals is to provide guidance to those government 

officials responding to a foreign animal disease outbreak. It is only posted for public access as a 

reference. 

The FAD PReP Manuals may refer to links to various other Federal and State agencies and 

private organizations. These links are maintained solely for the user’s information and 

convenience. If you link to such site, please be aware that you are then subject to the policies of 

that site. In addition, please note that USDA does not control and cannot guarantee the relevance, 

timeliness, or accuracy of these outside materials. Further, the inclusion of links or pointers to 

particular items in hypertext is not intended to reflect their importance, nor is it intended to 

constitute approval or endorsement of any views expressed, or products or services offered, on 

these outside web sites, or the organizations sponsoring the web sites. 

Trade names are used solely for the purpose of providing specific information. Mention of a 

trade name does not constitute a guarantee or warranty of the product by USDA or an 

endorsement over other products not mentioned. 

USDA prohibits discrimination in all its programs and activities on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or 

family status. (Not all prohibited bases apply to all programs.) Persons with disabilities who 

require alternative means for communication of program information (Braille, large print, 

audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

telecommunications device for the deaf).

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 

326-W, Whitten Building, 1400 Independence Avenue SW, Washington, DC 20250-9410 or call

(202) 720-5964. USDA is an equal opportunity provider and employer.
February 2018 iii

Executive Summary

Preparedness and response planning for foreign animal disease (FAD) incidents is 

crucial to protect public health, animal health, animal agriculture, the environment, 

the food supply, and the economy. This document, the Animal and Plant Health 

Inspection Service (APHIS) Foreign Animal Disease Framework: Incident 

Information Management and Reporting (Manual 3-0), is part of the U.S. Department 

of Agriculture (USDA) APHIS Foreign Animal Disease Preparedness and Response 

Plan (FAD PReP). 

The goal of FAD PReP is to integrate, and synchronize preparedness and response 

capabilities as much as possible before an outbreak by providing goals, guidelines, 

strategies, and procedures that are clear, comprehensive, easily updated, and that 

comply with the National Incident Management System. As State, Federal, and Tribal 

government agencies and industry groups develop their own preparedness and 

response plans, it is critical they coordinate incident goals, guidelines, strategies, and 

procedures on a local, regional, and national basis. 

This manual provides broad information about key information management systems 

and reporting protocols that would be used in an animal health incident; it covers 

 information management systems used in an FAD incident; 

 data standards, sharing, and training in information management prior to an 

incident; 

 sources of data and types of reports that may be used to manage information 

during an outbreak; and 

 post-incident information review and reporting. 

Several APHIS documents complement this APHIS Foreign Animal Disease 

Framework: Incident Information Management and Reporting. Key documents 

include the following: 

 APHIS Foreign Animal Disease Framework: Roles and Coordination (FAD 

PReP Manual 1-0)

 APHIS Foreign Animal Disease Framework: Response Strategies (FAD 

PReP Manual 2-0)

 Permitted Movement (FAD PReP Manual 6-0) 

These documents, and the materials referenced within this document, are available at 

https://www.aphis.usda.gov/fadprep. Your comments on this document are invited; 

please send them to FAD.PReP.Comments@aphis.usda.gov to be considered in 

future revisions. 
February 2018 iv

Contents

Chapter 1 Introduction to Incident Information Management & Reporting for 

Foreign Animal Disease Incidents .................................................. 1-1

1.1 OVERVIEW OF DOCUMENT...................................................................................... 1-2

1.1.1 Purpose .................................................................................................... 1-2

1.1.2 Scope ........................................................................................................ 1-2

1.1.3 Framework for FAD Incident Information Management ............................ 1-3

1.1.4 Prior FAD PReP Manual 3-0 ..................................................................... 1-4

1.2 GOALS OF AN FAD OUTBREAK RESPONSE.............................................................. 1-4

1.3 GOALS FOR INFORMATION MANAGEMENT ACTIVITIES .............................................. 1-5

1.3.1 Preparedness Goals ................................................................................. 1-5

1.3.2 Response Goals ....................................................................................... 1-5

1.4 ROLES AND RESPONSIBILITIES FOR INFORMATION MANAGEMENT FOR AN FAD

INCIDENT............................................................................................................... 1-6

1.5 USDA APHIS AUTHORITIES FOR FOREIGN ANIMAL AND EMERGING DISEASES......... 1-6

1.5.1 Animal Health Protection Act .................................................................... 1-7

1.5.2 Code of Federal Regulations .................................................................... 1-8

Chapter 2 Overview of Information Management Systems Used in an FAD 

Incident ........................................................................................... 2-1

2.1 EMERGENCY MANAGEMENT RESPONSE SYSTEM 2.0 ............................................... 2-2

2.1.1 Organizational Information ........................................................................ 2-3

2.1.2 Functionality .............................................................................................. 2-3

2.2 EMERGENCY QUALIFICATIONS SYSTEM................................................................... 2-7

2.2.1 Organizational Information ........................................................................ 2-7

2.2.2 Functionality .............................................................................................. 2-7

2.3 LABORATORY MESSAGING FOR FAD INCIDENTS...................................................... 2-7

2.3.1 Organizational Information ........................................................................ 2-7

2.3.2 Functionality .............................................................................................. 2-8

2.4 THIRD PARTY SYSTEMS FOR ADVANCED MAPPING AND VISUALIZATION.................. 2-10

2.4.1 Geographic Information Systems ........................................................... 2-10

2.4.2 Tableau/Tableau Server ......................................................................... 2-11

2.5 STATE DATA SYSTEMS ......................................................................................... 2-11
February 2018 v

2.5.1 USAHerds...............................................................................................2-11

2.5.2 Other State Systems...............................................................................2-12

Chapter 3 Information Management and Reporting Prior to an Incident ........ 3-1

3.1 ROLES AND RESPONSIBILITIES FOR PREPAREDNESS ...............................................3-1

3.1.1 Developing Information Management System Capabilities ......................3-1

3.1.2 Data Management & Quality.....................................................................3-1

3.1.3 Reporting Templates & Processes ...........................................................3-2

3.2 PREMISES LOCATION DATA STANDARDS IN THE EMERGENCY MANAGEMENT RESPONSE 

SYSTEM 2.0...........................................................................................................3-2

3.2.1 Importance of Accurate Premises Location Data......................................3-3

3.2.2 State Premises Location Data ..................................................................3-3

3.2.3 Importing Premises Location Data............................................................3-3

3.3 DIAGNOSTIC RESULTS IN THE EMERGENCY MANAGEMENT RESPONSE SYSTEM 2.0..3-4

3.4 DATA SHARING & COORDINATION ...........................................................................3-5

3.5 INFORMATION MANAGEMENT TRAINING FOR FAD INCIDENT RESPONSE ...................3-5

3.5.1 Emergency Management Response System 2.0 Training Courses .........3-6

3.5.2 Animal Disease Traceability Training Courses .........................................3-7

3.5.3 Mobile Information Management Training Courses..................................3-7

3.5.4 Geographic Information Systems Training Courses .................................3-7

3.5.5 VS Professional Development Services ...................................................3-8

3.5.6 VS Information Systems Training Network ...............................................3-8

3.5.7 Self-Directed Training Resources.............................................................3-9

Chapter 4 Information Management & Reporting During an Incident............. 4-1

4.1 ROLES AND RESPONSIBILITIES................................................................................4-3

4.1.1 Data Collection & Entry.............................................................................4-3

4.1.2 Pulling Data from the Emergency Management Response System 2.0...4-4

4.1.3 Reporting ..................................................................................................4-6

4.2 INCIDENT COORDINATION GROUP SITUATION REPORTING .......................................4-7

4.2.1 Daily Mini-Situation Report .......................................................................4-7

4.2.2 Daily Situation Briefing..............................................................................4-8

4.2.3 Weekly Situation Report ...........................................................................4-9

4.2.4 Summary List of Infected Premises ........................................................4-11

4.3 SPECIFIC REPORTS..............................................................................................4-12

4.3.1 Epidemiological Report...........................................................................4-12

4.3.2 Permitting and Movement Report ...........................................................4-13
February 2018 vi

4.3.3 Deployment Report.................................................................................4-14

4.4 MAPS...................................................................................................................4-15

4.4.1 ICG Maps................................................................................................4-15

4.4.2 Standard Map Products ..........................................................................4-16

4.4.3 Summary Mapbook.................................................................................4-17

4.5 INCIDENT COORDINATION GROUP ACTION PLAN....................................................4-18

4.6 OTHER REPORTS AND MATERIALS ........................................................................4-19

4.6.1 Question & Answer.................................................................................4-19

4.6.2 Other Incident Coordination Group Section Reports ..............................4-19

4.6.3 Outbreak-Specific Reports......................................................................4-19

Chapter 5 Information Management & Reporting After an Incident................ 5-1

5.1 POST-INCIDENT REPORTING...................................................................................5-1

5.2 FINAL REPORT .......................................................................................................5-1

5.2.1 Content .....................................................................................................5-2

5.2.2 Audience...................................................................................................5-2

5.3 AFTER-ACTION REVIEW & REPORT.........................................................................5-3

5.3.1 After-Action Reviews ................................................................................5-3

5.3.2 After-Action Reports .................................................................................5-4

Figures

Figure 1-1. The FAD Incident Information Management/ Reporting Life Cycle with 

Examples...................................................................................................1-4

Figure 2-1. IM Systems used in an FAD Outbreak.......................................................2-2

Figure 3-1. After-Action Review Process......................................................................5-3

Tables

Table 1-1. Summary of Reports ...................................................................................4-2
February 2018 vii

Appendix A Abbreviations

Appendix B Example Incident Coordination Group Structure

Appendix C Example Overview Emergency Management Response System 2.0 

Workflow

Appendix D Sample Daily Mini-SITREP Template

Appendix E Sample Daily Briefing

Appendix F Sample Weekly SITREP Template

Appendix G Sample Summary of Infected Premises
February 2018 1-1

Chapter 1

Introduction to Incident Information 

Management & Reporting for Foreign Animal 

Disease Incidents

Foreign animal diseases (FADs) are a threat to animal health, food security, the 

economy, and, potentially, public health and the environment. Because FAD 

incidents vary widely in size and scope, Veterinary Services (VS) requires 

information management (IM) and information technology (IT) systems that are 

flexible and scalable to different data requirements. IM systems used by the 

Animal and Plant Health Inspection Service (APHIS), VS, in FAD incidents 

facilitate the collection, management, reporting, analysis, and dissemination of 

critical emergency response information. They provide the unified Incident 

Command, Incident Coordination Group (ICG), and Multiagency Coordination 

(MAC) Group(s) access to accurate, timely, and appropriate data needed for 

decision making for FAD incidents.1

IM includes all components and stages of the information management life cycle, 

while IT comprises the infrastructure that stores, retrieves, transmits, and 

manipulates data generated through IM. IM and IT systems are used together in 

FAD incidents to ensure that responders and stakeholders have the information 

they need in the right format at the right time. 

Critical response information such as traces, diagnostics, premises statuses, and 

other response activities are likely to be entered into an IM system at a tempo 

indicated by the incident, availability of personnel, constraints on the response 

effort, and the requirements of the ICG for situation reporting both internally and 

externally. In addition, personnel and other response resources are tracked as they 

mobilize and demobilize. IM systems play a fundamental role in any FAD 

response effort; because of the importance of data to both accurate situation 

reporting and to direct activities in the field, all IM activities are a priority. 

1

 States and other stakeholders may also use VS IM and IT systems, as appropriate, as part of 

preparedness, response, and after-action. However, the focus of this document is on use by APHIS 

VS. 
February 2018 1-2

1.1 OVERVIEW OF DOCUMENT 

1.1.1 Purpose

The purpose of this document is to provide information about how VS manages 

and reports information about an FAD incident, during an FAD incident, 

primarily at the level of the ICG. This document gives readers information about 

IM systems that the ICG relies on in the event of an FAD outbreak or an emerging 

disease incident (EDI).

2

This document presents a high-level overview of how routine FAD incident IM 

and reporting is conducted at the ICG, predominately in the IM Section of the 

ICG. It covers an overview of systems and reporting required for an effective 

FAD response. The term reporting, here, refers to information—specifically 

routine situation reports or other types of reports—provided to internal and 

external stakeholders directly involved in the incident. Reporting plays an 

important role, not only in directing disease mitigation activities in the field for 

the unified Incident Command, but also in resource allocation, budgeting, and 

internal and external communication regarding the incident. 

Reporting does not replace or supplant “communications.” Instead, reporting 

offers information and data on the incident that can be used in communications 

materials, such as websites and press releases.

1.1.2 Scope

While IT provides the essential and technical framework for IM systems, IT 

details are beyond the scope of this document. The IM systems discussed here, 

taken together, provide accurate and timely information to responders, decisionmakers, and stakeholders. 

This document offers a wide perspective on how internal and external reporting 

during an FAD incident enable information sharing and a common operating 

picture between VS National Incident Management Teams (NIMTs) or a unified 

Incident Command and the ICG.

3 However, this document does not elaborate on 

the general roles and responsibilities or organization of the unified Incident 

Command, ICG, or MAC Group(s) that may be established in an FAD incident. 

Additional information on the organization and structure of these groups can be 

found in APHIS FAD Framework: Roles and Coordination (FAD PReP Manual 

 

2 This document does not cover the use of IM systems for non-emergency, program diseases, 

though the same IM systems and processes are often utilized. 

3 There are currently 5 standing VS NIMTs. In an incident, other Incident Management 

Teams (IMTs) may also be deployed from States, other Federal agencies, created ad-hoc, or 

contracted. NIMT refers specifically to the VS teams; IMT is a more general reference to IMTs 

that may be deployed to an incident.
February 2018 1-3

1-0)—this document also provides extensive information on incident management

and incident coordination for FAD incidents in the United States.

In addition, this document is not a user manual for APHIS IM/IT systems. Each 

system has specific user requirements, roles, training, and instructions for use. 

Resources are available for readers to become more familiar with specific IM 

systems as needed, such as instructor-led and self-directed training opportunities. 

In some cases, the IM systems discussed within this document are for APHIS-use 

only. In other cases, States may be granted the ability to use APHIS systems, as 

may other qualified parties, like Federal contractors. The broad information 

offered in this document on IM systems and reporting is intended for general 

knowledge and awareness both inside and outside APHIS. It offers all potential 

responders a transparent opportunity to better understand the expectations, 

priorities, and challenges of IM and reporting during an FAD incident. 

Finally, other parts of the ICG than the IM Section may also produce reports, 

analyses, and other deliverables. However, the focus of this document is the 

routine reports used to manage the response and develop common operating 

information. These reports are predominately developed by the IM Section, in 

association and collaboration with other sections in the ICG as needed.

1.1.3 Framework for FAD Incident Information Management 

While the focus here is on IM during an FAD response, particularly at the level of 

the ICG and the IM Section, there is a great deal of ongoing communication 

within APHIS and its partners regarding response preparedness and lessons 

learned once a disease outbreak has been effectively managed. Figure 1-1 shows 

the cyclical configuration of how APHIS prepares to manage data, collects and 

organizes those data during a response, and reviews it after the FAD incident in 

order to better prepare for the next FAD emergency.
February 2018 1-4

Figure 1-1. The FAD Incident Information Management/ Reporting Life Cycle

with Examples 

Note: The focus of this document is on information management and reporting from an ICG 

perspective: the documents or items noted in this graphic are examples of key pieces of IM at each 

stage and are not meant to be a complete list of all IM products. 

1.1.4 Prior FAD PReP Manual 3-0 

This APHIS FAD Framework: Incident Information Management and Reporting 

(FAD PReP Manual 3-0) does replace some of the information that was contained 

in the prior FAD PReP Manual 3-0: Incident Coordination Group Plan. All 

information from this earlier manual is now incorporated into either this new FAD 

PReP Manual 3-0 or the APHIS FAD Framework: Roles and Coordination (FAD 

PReP Manual 1-0). 

This document, APHIS FAD Framework: Information Management and 

Reporting, also supersedes the previously used NAHEMS Guidelines: Information 

Management, which is no longer available. As IM systems change, so do 

reporting and organizational requirements. These documents are reviewed and 

updated as needed to accurately reflect current response plans and procedures for 

FAD incidents. 

1.2 GOALS OF AN FAD OUTBREAK RESPONSE

From beginning to end, IM (including reporting) activities are a critical 

component of a response effort. The three goals of an FAD outbreak response are 

as follows: 

To (1) detect, control, and contain the FAD in animals as quickly as possible; (2) 

eradicate the FAD using strategies that seek to stabilize animal agriculture, the 

food supply, and the economy, and to protect public health and the environment; 

and (3) provide science- and risk-based approaches and systems to facilitate 
February 2018 1-5

continuity of business for non-infected animals and non-contaminated animal 

products. 

Achieving these three goals will allow individual livestock facilities, States, 

Tribes, regions, and industries to resume normal production as quickly as 

possible. They will also allow the United States to regain FAD-free status without 

the response effort causing more disruption and damage than the disease outbreak 

itself.

1.3 GOALS FOR INFORMATION MANAGEMENT ACTIVITIES

1.3.1 Preparedness Goals 

The preparedness goals for IM are to 

 ensure that local, State, Tribal, and Federal IM systems are compatible for 

sharing data and information or that plans and processes are in place 

before an incident to efficiently share data and information; 

 identify gaps or weaknesses in current IM systems during a large-scale 

FAD outbreak, especially related to communicating incident goals and 

objectives, status reports, tracing information, premises status information, 

diagnostic results, epidemiology reports, permits for movement, and 

resource information; and 

 improve capabilities for IM for a large-scale or complex outbreak. 

1.3.2 Response Goals 

The response goals are to: 

 Perform Emergency Management Response System 2.0 (EMRS2) data 

entry processes or information downloads in 24-hour intervals or less, or 

as requested by the National Incident Coordinator (NIC) or Deputy NIC. 

Data entry should be as close to real-time as feasible. 

 Effectively communicate incident goals and objectives, progress, tracing 

information, premises status information, diagnostic results, epidemiology 

reports, permits for movement, and resource information in a timely and 

accurate manner both internally and externally. 

Additional response goals may be developed for specific types of incident 

responses. For example, specific highly pathogenic avian influenza response goals 
February 2018 1-6

are available.4 These goals reflect the characteristics of the incident (e.g., 

geographically widespread, fast-paced) and other requirements.

1.4 ROLES AND RESPONSIBILITIES FOR 

INFORMATION MANAGEMENT FOR AN FAD

INCIDENT

IM takes different forms during an FAD response than it does during 

“peacetime,” or when there is no active response ongoing. Effective IM during an 

incident critically depends on all personnel taking responsibility for accuracy and 

quality control when entering, using, and sharing information. Additionally, it is 

important that the right “type” or level of data specificity is available to the 

appropriate audience in an accessible format. 

APHIS uses the National Incident Management System (NIMS) as a framework 

for FAD preparedness and response efforts. NIMS provides a systematic,

consistent approach for Federal, State, Tribal, and local governments and other 

responders to work effectively and efficiently together to prepare for, respond to, 

and recover from domestic incidents, regardless of cause, size, or complexity. 

NIMS defines the needs of communication and IM systems as being able to 

maintain a common operating picture through the constant flow of information. 

The scope and purpose of this document are consistent with these principles: this 

helps to ensure effective decision-making is supported by accurate information 

and communication. 

Because EMRS2 is the official system of record for FAD incidents, and plays the 

largest role in both IM and reporting during an FAD incident, personnel must be 

focused on data quality control, ensuring that information from the field is entered 

in a timely and accurate manner. 

1.5 USDA APHIS AUTHORITIES FOR FOREIGN 

ANIMAL AND EMERGING DISEASES

The Code of Laws of the United States of America (U.S.C.) and the Code of 

Federal Regulations (CFR) are authorities representing different stages of the 

legislative process. The U.S.C. provides the general and permanent statutes of the 

United States, which are passed by Congress and signed by the President. 

Executive branch agencies then interpret the U.S.C., writing detailed regulations 

for the CFR. The CFR is developed through a public rulemaking process, where 

the public is allowed to comment. For more information, please see the APHIS 

Foreign Animal Disease Framework: Roles and Coordination (FAD PReP 

 

4 USDA APHIS, 2015. Highly Pathogenic Avian Influenza (HPAI) Response Goals. 

https://www.aphis.usda.gov/animal_health/emergency_management/downloads/hpai/responsegoal

s.pdf. 
February 2018 1-7

Manual 1-0). In an FAD incident, the U.S.C. and CFR provide policy, via statutes 

and regulations, for USDA; interim regulations can be implemented—in the event 

of an outbreak—to prevent the spread of disease. 

USDA APHIS VS complies with all Federal requirements, rules, and regulations 

to keep information secure and confidential. The USDA APHIS Chief 

Information Officer and the VS Chief Information Officer may provide additional 

guidance or requirements at any time. APHIS personnel are responsible for being 

knowledgeable about these requirements and ensuring they are adhering to any 

policy. 

As specified in VS Guidance Document 12001, an FAD is defined as a terrestrial 

animal disease or pest, or an aquatic animal disease or pest, not known to exist in

the United States or its territories. An FAD may be a World Organization for 

Animal Health (OIE) listed terrestrial and aquatic animal disease; additionally, at 

any time, the Secretary of Agriculture, or designee, may designate a disease or 

pest as an FAD. An emerging disease is defined in the VS Emerging Animal 

Disease Preparedness and Response Plan. An emerging disease incident is any 

incident, involving an emerging disease, that requires a field investigation. An 

FAD or emerging animal disease may involve livestock, poultry, other animals, 

and/or wildlife.

In the event of an FAD or emerging animal disease outbreak in domestic livestock 

that involves wildlife, USDA APHIS will work in close collaboration, 

communication, and coordination with State, Tribal, and Federal wildlife agencies 

that have primary jurisdictional authority and subject matter expertise for wildlife.

For information on the procedures for an FAD investigation and specimen 

submission, please see VS Guidance Document 12001 and the Foreign Animal 

Disease Investigation Manual (FAD PReP Manual 4-0).

1.5.1 Animal Health Protection Act 

APHIS receives its permanent and general regulatory authority from the Animal 

Health Protection Act (AHPA), 7 U.S.C. 8301 et seq. 

The AHPA enables the Secretary of Agriculture to prevent, detect, control, and 

eradicate diseases and pests of animals, including foreign animal and emerging 

diseases, in order to protect animal health, the health and welfare of people, 

economic interests of livestock and related industries, the environment, and 

interstate and foreign commerce in animals and other articles. The term “animal” 

means any member of the animal kingdom (except a human), 7 U.S.C. 8301-

8302. The Secretary is specifically authorized to carry out operations and 

measures to detect, control, or eradicate any pest or disease of livestock, which 

includes poultry, 7 U.S.C. 8308, and to promulgate regulations and issue orders to 

carry out the AHPA (7 U.S.C. 8315). The Secretary may also prohibit or restrict 

the importation, entry, or interstate movement of any animal, article, or means of 
February 2018 1-8

conveyance to prevent the introduction into or dissemination within the 

United States of any pest or disease of livestock (7 U.S.C. 8303-8305).

1.5.2 Code of Federal Regulations

Title 9 of the CFR provides detailed USDA APHIS administrative regulations for 

the control and eradication of animal diseases, including FADs and emerging 

animal diseases. Below are several key sections of the CFR to safeguard public 

health, animal health, animal products, interstate commerce, and international 

trade. Please refer to the APHIS Foreign Animal Disease Framework: Roles and 

Coordination (FAD PReP Manual 1-0) for more information:

 9 CFR 71.2

 Secretary (of Agriculture) to Issue Rule Governing Quarantine and 

Interstate Movement of Diseased Animals, Including Poultry

 9 CFR 71.3

 Interstate Movement of Diseased Animals and Poultry Generally 

Prohibited

 9 CFR 53

 Foot-and-Mouth Disease, Pleuropneumonia, Rinderpest, and Certain 

Other Communicable Diseases of Livestock or Poultry

 9 CFR 161

 Requirements and Standards for Accredited Veterinarians and 

Suspension or Revocation of Such Accreditation. 
February 2018 2-1

Chapter 2 

Overview of Information Management Systems 

Used in an FAD Incident

Successful response efforts to any FAD incident require the coordinated use of IM 

systems for disease management, diagnostics, common operating information, 

and logistics. When APHIS responds to an FAD incident, primary IM systems 

used in these capacities include: 

 EMRS2 

 Emergency Qualification System (EQS) 

 Laboratory Messaging System (LMS) (used by the National Veterinary 

Services Laboratories [NVSL] and in the National Animal Health 

Laboratory Network [NAHLN]) 

 State data systems, e.g., USAHerds 

 Third party systems 

 Geographic information systems (GIS)

 Tableau.

This chapter provides a general overview of these systems and their purposes in 

FAD emergency response (illustrated in Figure 2-1). Because EMRS2 is the 

APHIS system of record for all FAD incidents, and used most heavily in IM and 

reporting during an incident at the ICG level, there is a larger focus in this chapter 

on EMRS2. Other systems play a critical role as well during FAD incidents. More 

specific details on how these systems are used in FAD preparedness, response, 

and after an incident are described in Chapters 3, 4, and 5, respectively. 
February 2018 2-2

Figure 2-1. IM Systems used in an FAD Outbreak

Note: Current data flows indicate where it may be currently possible to electronically share specific data between the 

systems (in the direction of the arrow). Possible future data flows indicate where electronic sharing of specific data 

may occur in the future.

2.1 EMERGENCY MANAGEMENT RESPONSE 

SYSTEM 2.0

Emergency management staff, VS laboratory officials, district and area officials, 

epidemiologists, and foreign animal disease diagnosticians collaborated to create 

the first version of EMRS in 2001. EMRS2 resulted from the modernization of 

EMRS to a Microsoft Dynamics CRM platform in 2011. Recently, EMRS2 

updated to a CRM Dynamics 365 platform.

This secure, web-based application is used by Federal, State, Tribal, and local 

animal health officials to report and manage routine FAD investigations of 

suspect FAD cases, surveillance and disease control programs, State specific 

disease outbreaks, and national animal health emergency responses. EMRS2 is the 

foundation—and USDA APHIS official system of record—for all IM in FAD

investigations and incidents. EMRS2 provides a manageable repository for storing 

disease management information and FAD investigation data. EMRS2 performs 

the following:

 Automates many of the tasks associated with animal disease outbreaks and 

emergencies. 
February 2018 2-3

 Provides a secure, accessible system for data collection, management, and 

analysis utilizing a web-based comprehensive investigation, task, and 

resource management suite on a universal information platform.

 Provides EMRS2 users (Federal, State, and Tribal 

veterinarians/employees, animal health officials, animal health 

technicians, animal disease specialists and epidemiologists) a means to 

respond to animal disease outbreaks, routine surveillance of FAD/EDI and 

all-hazard animal incidents.

EMRS2 is the central IM system used by the ICG in an FAD incident, and the 

APHIS system of record for all FAD incidents. Therefore, EMRS2 is an 

important focus of this chapter.

2.1.1 Organizational Information

The EMRS2 Program and associated staff fall under the National Preparedness 

and Incident Coordination (NPIC) Center, which is located in Surveillance, 

Preparedness, and Response Services (SPRS) in VS. The EMRS2 Coordinator 

manages a team of permanent EMRS2 Specialists during peacetime and reports to 

the NPIC Director. 

As an IT system, EMRS2 is also overseen by the VS Office of the Chief

Information Officer. Staff from this office are responsible for developing,

deploying, and supporting technical requirements for EMRS2. 

2.1.2 Functionality 

EMRS2 is a relational database. It employs a custom secure role protected 

interface built upon the Microsoft Dynamics platform, and is used to document, 

track, and manage investigations, tasks, and resources. There are four overarching

business objectives for EMRS2 that indicate the scope of this system and the 

many ways users can leverage EMRS2 for IM:

 Disease Management. Collects, manages, and collates all information on 

investigations or incidents. EMRS2 provides actionable information that 

allows incident management personnel to make rapid decisions in order to 

protect U.S. agriculture, animal health, public health, the environment, and 

the economy.

 Resource Management. EMRS2 can manage personnel and equipment 

deployed during an incident. During incidents, many activities are ongoing 

simultaneously and resources need to be tracked and positioned 

strategically for increased efficiency and coordination.

 Knowledge Management. EMRS2 manages documentation and makes it 

accessible to all users. It provides overarching information on incident 
February 2018 2-4

response conducted within the National Response Framework (NRF) as 

well as incident specific documentation from the field. EMRS2 training, 

documentation, and job-aids are also available. Incident Management 

Teams can also store documents and forms here that are consistent with 

the NRF and NIMS.

 Enterprise Reporting. In any investigation, incident, or other animal health 

event, a common situational picture amongst officials and responders is 

critical. EMRS2 provides extensive capabilities for advanced queries and 

user-generated reports. It can also spatially map premises and disease 

information, and offer targeted reporting for local, State, regional, or 

national audiences. 

Additionally, within each of these four general areas of functionality, EMRS2 can 

easily provide graphs, charts, and other visualizations to report the current state of 

events and to project anticipated requirements for incident management and 

resource management. This allows decision makers and IMTs (including the VS 

NIMTs) to respond appropriately.

2.1.2.1 USING EMRS2 FOR OUTBREAK INFORMATION MANAGEMENT &

REPORTING

The central use of EMRS2 is to track premises statuses and quickly drill down on 

associated details, including information about animals located on that premises. 

While EMRS2 is primarily thought of as a database of typical animal production 

facilities (farms, ranches, dairies, hatcheries, etc.), it also records information on 

other types of animal and animal product businesses, such as diagnostic 

laboratories, feed stores, zoos, markets, slaughter facilities, and veterinary 

practices as related to incidents and investigations. Due to the integrated nature of 

animal agribusiness in the United States, having a repository of many 

informational pieces connected in a relational database—either by location, 

business practice, or other factors—is invaluable during an FAD incident for 

determining the threat and impact of the disease. Please see Appendix C for an 

example of a basic EMRS2 workflow for an FAD investigation and an FAD 

outbreak.

The following five sections highlight critical uses of EMRS2 in FAD 

preparedness, response, and after-action: disease management, tracing, permitting, 

resource management, and mapping. Certainly there are other capabilities of and 

uses for EMRS2; these are the most commonly used capabilities by the ICG in 

relation to FAD incidents.

2.1.2.1.1 Disease Management

Disease management involves a dizzying array of activities, which are recorded 

and managed within EMRS2. Premises details and other basic information about 

producers, animals, and business structures are easily associated with data 
February 2018 2-5

gathered during an FAD response, from investigation to mitigation. USDA and 

State/Tribal officials using EMRS2 are able to follow a premises from a first 

reported contact, to diagnostic sample submission, through the virus elimination 

stage (for a positive premises), with full transparency about where a premises 

stands in the response and recovery process. The EMRS2 platform allows users, 

depending on their permissions, to run queries and download data of response 

information as needed.

2.1.2.1.2 Tracing

The tracing capabilities of EMRS2, and the ability to manage and report this 

information, are robust. For both intrastate and interstate movements, EMRS2 can 

trace animals, groups of animals, and items/objects that are involved with animal 

disease outbreaks. EMRS2 provides the structure and capabilities to also manage 

the disease mitigation activities (for example, testing, movement control, 

depopulation, etc.) associated with these animals. EMRS2 manages this 

information in a secure environment, which gives Incident Commanders and 

program managers the ability to evaluate the effectiveness of tracing and 

associated activities during an incident or outbreak, within a program, or on a 

national basis. EMRS2 supports traceability through integration with various

modules of the VS Animal Disease Traceability Information Systems.

2.1.2.1.3 Permitting

Permits and permitted movements for movements into, within, and out of a 

regulatory Control Area (during an FAD incident only) are issued and tracked 

through EMRS2. In addition, as part of a relatively new update, producers can 

directly request permits using the EMRS2 Customer Permit Gateway. The 

EMRS2 Customer Permit Gateway is a secure web-based, producer-facing portal 

that is synchronized with the full EMRS2 relational database. The Gateway

enables permit data, including requests, to go directly from the producer (who 

enters them into the Gateway) into EMRS2, for processing by the unified Incident 

Command or State partners. This new interface then allows producers to monitor 

the status of their permit requests, receive approved permits in an electronic PDF, 

and add movements to an already approved permit (if applicable) in real-time.

The Gateway eliminates the need for a paper process and streamlines 

communication amongst producers/owners, States, and APHIS. Further 

information about permitting is found in Permitted Movement (FAD PReP 

Manual 6-0). 

2.1.2.1.4 Resource Management

EMRS2 can be used to manage personnel deployments. For an FAD incident, 

EQS is the official system used to request and order personnel (see Section 2.2). 

These deployed personnel are also tracked in EMRS2; in many incidents, other 

Federal employees (non-APHIS), State responders, and contractors are also 

tracked in EMRS2. This enables the ICG, unified Incident Command, emergency 
February 2018 2-6

responders, and program analysts to be able to access historical, current, and 

future deployment activity. These data aid officials in managing resources, 

planning future deployments, or managing deployments for concurrent events. 

EMRS2 can also track other types of resources such as equipment and supplies: 

EMRS2 has the ability to dispatch and track fleet and supply inventory during an 

incident, if the SPRS Logistics Center and National Incident Commander decide 

that EMRS2 should be used to track these resources. 

2.1.2.1.5 Mapping

Data within EMRS2 can also be displayed geographically using the Advanced 

Mapping Tool. Users, with data access dependent on their permissions, can create 

their own maps based on desired specifications. EMRS2 Specialists or advanced 

EMRS2 users can also create maps to share with other EMRS2 users (e.g., a map 

of all Infected Premises and a Control Area). Map users can also toggle (turn on 

and turn off) layers and the maps and select data points for more detailed premises 

information. This mapping capability enables maps to be created rapidly, with 

best available data, and viewed by many users simultaneously. With data from 

EMRS2, this capability enables responders to share a common operating picture 

and real-time understanding of the situation. 

EMRS2 users can export data for use with other applications, including more 

advanced reporting, data analysis, and GIS (see Section 2.4.1).

2.1.2.2 ACCESSIBILITY

Access to EMRS2 is primarily for State and Federal animal health personnel who 

must complete an APHIS 513 form. The employee’s supervisor or VS contact (for 

State employees) must sign the employee’s APHIS 513 form. Non-APHIS 

employees must complete the IT Security Awareness course and submit the 

completion certification along with the 513. Please contact a local EMRS2

Network Associate or IT Specialist to complete and submit a 513. If you cannot 

locate this information, please email emrs.training.network@aphis.usda.gov.

Details about EMRS2 training is available in Chapter 3.

EMRS2 is also available as a mobile application, EMRS2Go. This application has 

been successfully pilot tested and is currently undergoing final review for full 

operational use. EMRS2Go provides a new off-line mobile functionality, which 

allows authorized users to collect data for FAD investigations, surveillance, and 

other tasks remotely—with or without an internet connection. When the user is 

back in an internet service area, the collected data in EMRS2Go are then 

synchronized with EMRS2. Using EMRS2Go reduces the need for paper records 

or jotted notes at a premises, and eliminates the need for data entry back at the 

office or Incident Command Post (ICP). This streamlines existing processes, 

saving time and reducing the likelihood of misplaced notes or transcription errors 
February 2018 2-7

during data entry. EMRS2Go also enables data to be entered in closer to realtime, resulting in better information for officials and responders.

2.2 EMERGENCY QUALIFICATIONS SYSTEM

EQS is a database of emergency response personnel and their credentials for all 

emergency response positions; this system is used to officially deploy qualified 

personnel to an incident.

2.2.1 Organizational Information

EQS is an APHIS-wide system managed by the Emergency Management, Safety, 

and Security Division (EMSSD); EQS is not specifically a VS system. For more 

information on EQS, please contact EMSSD. 

2.2.2 Functionality

EQS stores the skills and qualifications of emergency response personnel along 

with other personnel data imported from systems maintained by the National 

Finance Center (also known as NFC). EQS APHIS Dispatch can search the 

database according to pre-defined qualifications/certifications. EQS also has the 

capability of housing training documents. For APHIS employees, training 

documentation and qualifications flow into EQS from USDA’s Agricultural 

Learning System (AgLearn). 

During an FAD incident, requests for APHIS personnel are typically submitted by 

the unified Incident Command to the NIC for approval. These resource requests 

can be created in EMRS2 and output as a Resource Request Worksheet for entry 

into EQS. Once approved, APHIS Dispatch uses EQS to fill these resource orders 

and to deploy approved personnel to the location requested. APHIS Dispatch 

checks personnel in and out of EQS as deployments occur during the incident.

1

2.3 LABORATORY MESSAGING FOR FAD INCIDENTS 

LMS is designed to quickly and accurately report and transmit laboratory results 

in the event of an animal disease outbreak, helping to enhance surveillance 

programs and recognize emerging issues.

2.3.1 Organizational Information

The laboratories that use LMS during an APHIS FAD response are organized 

under Science, Technology, and Analysis Services (STAS) of VS, along with the 

 

1 At the ICP, EMRS2 is used to check personnel in and out of the incident. At this time, this 

information is communicated manually, typically via email, to APHIS Dispatch so that this 

information can also be updated in EQS.
February 2018 2-8

other VS science centers: Center for Epidemiology and Animal Health (CEAH) 

and the Center for Veterinary Biologics. 

2.3.1.1 NATIONAL VETERINARY SERVICES LABORATORIES 

NVSL serves as a reference laboratory both nationally, for USDA program 

diseases, and internationally, for the OIE, and Food and Agriculture Organization 

of the United Nations. NVSL also provides reference assistance to other U.S. and 

international veterinary diagnostic laboratories as requested. NVSL offers nearly 

500 specific diagnostic tests and provides diagnostic support to FAD 

investigations both at Ames, IA, and at the Foreign Animal Disease Diagnostic 

Laboratory located on Plum Island, NY. NVSL also coordinates specific NAHLN 

activities, participates in methods validation, and provides training, proficiency 

testing, assistance, materials, and protocols for diagnostic tests. 

Contact information, submissions instructions, and other information can be 

found on the NVSL website at www.aphis.usda.gov/nvsl. Additionally, training 

for State and Federal field veterinarians to detect FADs and training for laboratory 

diagnosticians are critical functions of NVSL. For a current list of available 

training, download NVSL’s course catalog here. NVSL also offers customized 

training (as resources allow) to meet specific needs.

2.3.1.2 NATIONAL ANIMAL HEALTH LABORATORY NETWORK

NAHLN is a nationally coordinated network and partnership of Federal, State, 

and university-associated animal health laboratories. NAHLN laboratories 

provide animal health diagnostic testing to support early detection, rapid response, 

and appropriate recovery from high-consequence animal diseases that threaten 

U.S. animal agriculture and the nation’s food supply. NAHLN laboratories are 

likely to be the first-line of defense providing early recognition of a FAD in the 

United States and responding with a surge capacity or testing large numbers of 

samples for specific disease agents. Originally composed of twelve laboratories, 

the NAHLN has grown to include almost 60 State and university laboratories 

distributed throughout the United States. 

More information about the NAHLN can be found at www.aphis.usda.gov/nahln, 

including a list of the all NAHLN laboratories, a current list of diseases under 

NAHLN scope, and surveillance as well as emergency preparedness activities. 

2.3.2 Functionality

LMS does the following:

 Provides automated alerts on defined animal health events to authorized 

personnel who support disease prevention and response.
February 2018 2-9

 Allows the NVSL and NAHLN labs to securely transmit and store data 

using nationally recognized health information standards, which improves 

data quality and data reuse in systems, especially in EMRS2.

 Enables reporting on the relevant laboratory findings for each submission, 

which allows for the effective data routing and central aggregation in the 

LMS repository.

LMS uses standardized terminology (Systematized Nomenclature of Medicine 

[SNOMED] and Logical Identifiers Names and Codes [LOINC]) with the 

diagnostic electronic message standards (Health Level Seven [HL7]) used by 

human-health informatics systems. Data standardization helps to ensure that 

information can be accurately transferred from one system to another and

facilitates comparison across data sets from different laboratories.

LMS has three key components: 

 Laboratory Registry. Veterinary diagnostic laboratories are registered in 

the system. Information stored for each registered laboratory includes 

capacity and capability levels that support testing plans during both 

routine animal health surveillance activities and emergency outbreak 

responses.

 Laboratory Reporting. Laboratories registered in the system can submit 

laboratory reports with test results as electronic messages sent directly 

from their own laboratory information management system (LIMS). These 

messages are transmitted based on data exchange and terminology 

standards (HL7, LOINC, SNOMED). The LMS routes the laboratory 

results to the appropriate APHIS program unit and stores the results in an 

integrated national data repository. Only personnel with the appropriate 

user role-based security access rights can view the laboratory results on 

the internet.

 Monitoring of Laboratory Findings. Laboratory findings stored in the data 

repository will be monitored for quality, aberrant patterns, and unexpected 

trends. This can serve as an early warning for animal disease incidents, 

novel infections, or uncharacteristic testing performance. The monitoring 

process can also be configured to trigger automated notification alerts that 

are distributed to appropriate parties. 

The NVSL and NAHLN laboratories feed test results into LMS in order to 

communicate the information with each other and to EMRS2. At this time, greater 

than 50 percent of NAHLN laboratories are capable of electronically messaging 

test results into EMRS2 with significant efforts aimed at supporting the remaining 

NAHLN laboratories to develop messaging capabilities. Efficient and real-time 

(or close to it) lab messaging into EMRS2 is vital in an FAD incident to ensure 

that responders at all levels are looking at the same, most recent laboratory 

results. Increasing laboratory messaging capabilities is a priority for VS. 
February 2018 2-10

2.4 THIRD PARTY SYSTEMS FOR ADVANCED 

MAPPING AND VISUALIZATION

Third party systems contribute to FAD outbreak response through the 

dissemination of common operating information and more advanced types of 

analysis. These systems may include GIS programs such as ArcGIS (desktop or 

web-based) and Tableau (desktop or server-based), which facilitate decision 

making through data visualization, analyses, and custom product development 

(maps, charts, and others). 

2.4.1 Geographic Information Systems

While not purely an IM system, GIS capabilities—often integrated into existing 

systems, or leveraging their data—are critical to interpret animal health data. GIS 

enables the development of more complex, standardized map products for 

incorporation into reporting and additional analyses. GIS empowers VS to create 

maps and analyze geographically referenced data for patterns and trends. In 

APHIS, Information Management and Analytic Services (IMAS), located in 

CEAH (in STAS), is primarily responsible for GIS activities within VS, including

staffing the GIS Mapping Cell that plays an important role in the IM Section in 

the ICG.

Currently, GIS scripts developed by the VS GIS team replicate and process data 

from EMRS2 during an animal disease outbreak. These scripted processes enable 

rapid development and delivery of map products for responders and VS staff. 

Maps are available on demand within the secure APHIS GIS Portal, a secure, 

centralized web environment for map tools and products. The GIS Portal provides 

both dynamic and interactive maps, as well as downloadable PDF map files for 

reporting and critical communication during an outbreak. 

Two important reasons to use GIS are as follows: 

 Data Inventory or Data Visualization: GIS used with animal health data

can be used to produce routine reports of animal disease incidence,

visualize control program planning, facilitate priority setting, and fulfill 

international reporting requirements. Reports can convey a realistic picture 

of the current animal disease situation for decision makers, which is 

particularly important in outbreak response. 

 Analysis or Data Exploration: Ongoing research is essential to the 

effective implementation of animal disease control programs. Using 

geospatial analysis tools and methods, VS can evaluate and determine 

disease spread patterns and evaluate risk factors related to animal disease 

introduction and spread. 
February 2018 2-11

ArcGIS software (desktop and web-based; produced by the Esri Corporation) is 

used by VS to compile, process, analyze, manage, and map animal health and 

outbreak data. It is commonly utilized in FAD preparedness, response, and after 

an incident to provide map products and in-depth analysis. Please contact IMAS 

for further information on VS GIS capabilities, products, and opportunities.

2.4.2 Tableau/Tableau Server

Tableau and Tableau Server are interactive data visualization software products

that can query relational databases, online analytical processing cubes, cloud 

databases, and spreadsheets to generate a number of graph types. For FAD 

outbreak response, Tableau products can be used to create interactive 

visualizations based on analyses using outbreak data retrieved from LMS or 

exported from EMRS2. It can also be used to visualize data from the entire 

country on resource availability, such as the locations of veterinarians or 

equipment. There are also individual Tableau licenses in VS in various units used 

for visual analyses and publishing to Tableau Server for web browser 

accessibility; IMAS is a primary point of contact and subject matter expert on 

Tableau and associated capabilities for VS.

2.5 STATE DATA SYSTEMS

While some States use EMRS2, other States record and collect information on 

premises within their State in IM systems other than EMRS2. There has been a 

wide variation in how States have managed premises identification and 

collection of premises data. In particular, some States allow the self-registration 

of premises, while others allow users to change their information. This can lead 

to producers registering a residence or mailing address in State systems instead 

of the address for the physical location of the premises. 

VS continues to collaborate with States, stakeholders, and agency partners to 

encourage the opportunity to contribute to, and strengthen the repository of 

animal health data; further information is provided in Chapter 3.

2.5.1 USAHerds

USAHerds is one of the primary IM systems that some States elect to use for 

managing their animal agriculture information. It is a browser-based application 

that has an enterprise data store. The system allows for the tracking of fields or 

buildings in a postal address or multiple producers within a given premises, and it

supports various means of identifying livestock and poultry.
February 2018 2-12

2.5.2 Other State Systems

Some States have created their own systems, or contracted to use additional IM 

systems to connect with producers and manage information in a way that suits the 

unique industries and interests within the State.
February 2018 3-1

Chapter 3 

Information Management and Reporting Prior to 

an Incident 

An effective FAD response requires a great deal of preparation. While the need to 

plan for some response activities such as depopulation or disposal is easily 

recognizable, IM also requires significant preparedness so that an effective and 

timely response can be executed. For USDA APHIS, EMRS2 is the official 

USDA APHIS system of record during any FAD outbreak. It is crucial that 

premises information and all other data associated with a response be entered into 

EMRS2 in a timely and accurate manner. Staff must be trained to use IM systems 

effectively and enter data based on consistent procedures and quality standards. 

Ideally, it is also possible to easily share data between EMRS2 and other IM 

systems that may be used, for example, those at the State, Tribal, and local level. 

3.1 ROLES AND RESPONSIBILITIES FOR 

PREPAREDNESS

Within APHIS VS, there are many groups involved with IM and reporting as a 

part of FAD preparedness. This section broadly describes general activities and 

who is responsible. It is not an exhaustive list. 

3.1.1 Developing Information Management System 

Capabilities 

EMRS2, maintained within NPIC, is the official system of record for all FAD 

incidents in the United States. In addition to EMRS2, other IM systems support 

FAD incident response, and responsibility for their development and maintenance 

lies with their managing units: for example, LMS at NVSL is managed by STAS 

and EQS by EMSSD. While VS IT supports technical development of these 

systems, program staffs play the largest role in identifying needs and 

collaborating on preparedness efforts to achieve the capabilities required by an 

FAD incident. 

Chapter 2 provides more information on these IM systems, which are part of a 

larger, more comprehensive, VS IT/IM strategy. 

3.1.2 Data Management & Quality 

Data must be valid and accurate in order to be useful for responders and decisionmakers during an outbreak. Data may be vulnerable to quality issues at every step 
February 2018 3-2

of the information lifecycle (from entry, to extraction and use, to deletion or 

removal). Thus, it is the responsibility of every individual involved with the 

acquisition, maintenance, and/or sharing of information to ensure data are valid 

and accurate. This is accomplished by establishing and enacting quality control 

and quality assurance plans as part of preparing for FAD events.

The EMRS2 Staff are the first point of contact for data management and quality 

issues in EMRS2. They are supported by other NPIC staff and analysts, who 

assist in making standard operating procedures, data quality guidance, and 

identifying potential issues that must be resolved prior to an FAD incident.

It is required that personnel always take into account USDA or APHIS-level 

guidance and policy regarding data management and quality, data sharing and 

use, and record retention. Personnel should consult with other VS or APHIS units 

as needed.

3.1.3 Reporting Templates & Processes

It is important that reporting templates and processes are established prior to an 

incident: while changes will always be required to match the incident’s specific 

characteristics, tempo, and leadership requests, it is always better to start with a 

useable template than begin from scratch. 

As such, NPIC works to develop a wide range of draft situation reports and 

processes for information use, analysis, and sharing prior to an FAD incident. 

NPIC works closely with Commodity Staffs in SPRS, the VS NIMTs, SPRS 

Districts, National Important Export Services, VS leadership, APHIS leadership, 

and others who may have specific reporting needs. 

3.2 PREMISES LOCATION DATA STANDARDS IN THE 

EMERGENCY MANAGEMENT RESPONSE 

SYSTEM 2.0

As discussed in Chapter 2, States collect premises information within their 

borders in IM systems: some States use EMRS2 to hold such information, other 

States use their own (or third-party) systems. However, having accurate premises 

data in EMRS2, prior to an incident, significantly facilitates response efforts,

allowing resources to be devoted to other critical IM tasks during an outbreak.

In preparation for an animal health incident, States are encouraged to request that 

premises data be imported into EMRS2. This ensures that EMRS2 Specialists

have ample time to ensure data compatibility for upload and resolve any issues 

that may arise with the State prior to an incident. From the USDA APHIS 

perspective, having State premises data in EMRS2 prior to an incident is strongly 
February 2018 3-3

preferred—rather than importing data during a response—though it is possible to 

do the latter if required.

3.2.1 Importance of Accurate Premises Location Data

A national Premises Identification Number (PIN) is required in EMRS2 for all 

premises, regardless of the type. Each PIN will need an accurate premises dataset 

containing a valid 911 address with a set of matching coordinates (latitude and 

longitude). It is critical to have the exact physical location of animals for response 

activities; therefore, these data need to reflect the actual location of the front gate 

leading to the animals on the premises. If only a mailing address or personal 

residence address is provided, it may be difficult to locate animals in an 

emergency. This is extremely problematic during an incident if the address given 

is not in the same zone or area where the animals are located on the premises. 

During a fast moving response effort, time spent tracking down physical animal 

locations is valuable time lost.

3.2.2 State Premises Location Data

Under State authority, there has been a wide variation in how States have 

managed premises identification and collection of premises data. Some States 

allow self-registration of premises, while others allow users to change their 

information. In many cases, these systems let producers register a residence or 

mailing address instead of the physical location of the premises where the animals 

are located. Subsequently, and problematically, the national premises allocator 

and repository—when queried—may pull an address different from the one that 

has been entered or modified by a producer. While this may not pose a problem 

for the State(s), this type of data is not compatible with response requirements, 

which require the actual location of the animals to be entered in EMRS2. 

3.2.3 Importing Premises Location Data

A number of methods are available to complete the process of premises data 

import from States. In some States, it is possible to directly access the State 

database and query the system using an existing tool. However, in many States, IT

capabilities and security issues make the direct access and query process difficult. 

However, premises data can still be imported into EMRS2 if the State provides a 

file with three elements: PIN (if assigned), 911 address, and front gate coordinates 

for where the animals are located.

Once the States provides this information, there are two key stages to import the 

data. First, a spot check is conducted in a mapping application to ensure that the 

majority of the premises appear to have valid 911 addresses and matching 

coordinates entered for the animal location, rather than other types of addresses. 

Second, raw records are imported into EMRS2; a number of processes then 
February 2018 3-4

validate the imported information and create the records required in EMRS2, such 

as the premises, animal business, investigation, and others. 

While it may seem quick and easy to upload raw, invalidated data from States into 

EMRS2, this can have serious consequences in an outbreak and ultimately 

diminish the effectiveness of any response effort. If States are not planning to 

share premises data prior to an outbreak, a quality assurance program can at least 

help to ensure that the import process of premises into EMRS2 goes smoothly; 

again, sharing premises information prior to an incident is preferred. 

The amount of time required by EMRS2 staff depends primarily on the accuracy 

of the existing data as well as personnel available. However, if the PIN is already 

assigned and the data provided by the State is mostly accurate, then it takes 

approximately 2 hours to import 5,000 premises into EMRS2. 

More information is available in the document EMRS 2.0: Premises Data 

Transfer to EMRS from External/State-Based Systems, available on the USDA 

APHIS EMRS2 webpage (here). 

3.3 DIAGNOSTIC RESULTS IN THE EMERGENCY 

MANAGEMENT RESPONSE SYSTEM 2.0 

Laboratory messaging (from NVSL and/or NAHLN laboratories) through LMS

into EMRS2 allows for the real-time transfer of large volumes of diagnostic test 

results. This electronic messaging is important in an incident to minimize 

duplicative and time-consuming data entry, simultaneously reducing the 

likelihood of errors and improving the timeliness of result availability. It also 

frees up laboratories to focus on testing activities rather than answering questions 

about results. Critically, laboratory messaging helps to ensure that diagnostic test 

results are matched to the correct premises. Without electronic messaging, 

significant backlogs of test results can delay appropriate actions for both infected 

and non-infected premises (for example, mitigation measures and movements, 

respectively). 

Significant progress has been made to ensure laboratories are able to message 

results, particularly laboratories in livestock/poultry dense States and specifically 

for avian influenza diagnostic tests. However, many NAHLN laboratories are still 

unable to message laboratory results. As part of FAD preparedness, VS 

recognizes the critical need for electronic messaging of laboratory results and 

continues to focus resources and personnel on developing messaging capabilities 

in more laboratories for major FADs. 

More information on EMRS2 and sample submission preparedness can be found 

in the EMRS 2.0: Recommended Sample Submission Process in Outbreaks 

document, available on the USDA APHIS EMRS2 webpage (here). 
February 2018 3-5

3.4 DATA SHARING & COORDINATION 

While EMRS2 is the official system of record for an FAD incident, States may 

elect to use a system or systems other than EMRS2 for IM prior to or during an 

incident. It is critical, in this case, that processes are developed to ensure data 

sharing as effective and efficient as possible. For example, guidance has been 

released on sharing premises data prior to an incident, or performing appropriate 

quality control measures so that premises data can be rapidly imported during an 

incident.1

States, Tribes, localities, and producers all use various IT systems for IM. Some of 

these data may be useful or required during an FAD incident. Data sharing is a 

complex and complicated issue due to many reasons, including—but not limited 

to—privacy concerns and lack of system interoperability. NPIC continuously 

collaborates with SPRS Commodity Staffs and others to identify potential 

conflicts, and work on appropriate resolutions, with States and industry regarding 

IM and data sharing prior to an incident. Data-sharing—particularly seamless data 

sharing between IM systems inside and outside of APHIS’ IT framework—is a 

complex issue for all stakeholders because of security requirements, sensitivities 

regarding the data to be shared, and differences in IM systems being used. 

Effective response, data security, and data integrity are issues of common interest 

and mutual concern. 

3.5 INFORMATION MANAGEMENT TRAINING FOR 

FAD INCIDENT RESPONSE

Between the Professional Development Services Branch and the VS Training and 

Exercise Program (TEP), there are many opportunities for personnel for training 

and exercising the IM systems used for FAD incidents. EMRS2 training is offered 

year round, and is typically focused on skills required specifically for a user’s role 

and responsibilities. The VS TEP offers workshops and exercises which also help 

to identify gaps in current capabilities as well as opportunities to practice using 

IM systems and reporting processes during peacetime. In addition, the established 

ICGs have regular calls to identify and discuss any issues which may be important 

to resolve prior to an incident. 

Many IM systems require supervisory approval for read and write access as 

detailed in Chapter 3. This section identifies some of the major resources to obtain 

formal training for the various IM systems that may be useful for FAD 

preparedness and response. In addition to these training courses, users of IM

1

 USDA APHIS. (2016). Premises Data Transfer to EMRS from External/State-Based 

Systems.

https://www.aphis.usda.gov/animal_health/emergency_management/downloads/emrs_premisesdat

atransfer.pdf. 
February 2018 3-6

systems should take initiative in reading system manuals and reaching out to 

colleagues for support.

AgLearn is USDA’s department-wide system for managing training records and 

activity. USDA employees and USDA partners can use AgLearn from any webenabled browser to search, access, enroll in, and record all training opportunities 

at any time. Over 2,000 learning opportunities are contained in the AgLearn 

system, including web-based courses as well as registration for traditional, 

instructor-led training. 

3.5.1 Emergency Management Response System 2.0

Training Courses

The following are some of the APHIS Professional Development Services (PDS) 

training courses for EMRS2 that can be taken through AgLearn:

 VS Information Systems Training Support Network for EMRS2: This 

course provides technical and training delivery instruction for individuals 

who are Network Associates in the VS Information Systems Training 

Network for EMRS2.

 EMRS2 for Documentation and Record Management: This course is 

designed for EMRS2 Data Entry personnel and VS NIMT Documentation 

Unit Leaders. Participants will obtain the knowledge and skills to use 

EMRS2 to enter, manage, and retrieve data relating to routine and 

emergency animal disease activities, including premises/producers, 

investigations, and movements and tracing.

 EMRS2 for Epi/Disease Reporting Officers: This course is designed for 

Epidemiologists and Disease Reporting Officers. Participants will obtain 

the knowledge and skills to use EMRS2 to enter, manage, and retrieve 

epidemiological and disease reporting data relating to routine FAD

investigations and emergency incidents including premises and producers, 

investigations, and movements and tracing.

 EMRS2 for VS NIMT Logistics Personnel: VS NIMT Logistics personnel 

will obtain the knowledge and skills to use EMRS2 during an emergency 

incident to manage resources including personnel, fleet, and property, as 

well as for data retrieval and reporting.

 EMRS2 for VS NIMT Planning Personnel: VS NIMT Planning personnel 

will obtain the knowledge and skills to use EMRS2 during an emergency 

incident to manage disease activities including premises and producers, 

investigations, and movements and tracing; to manage check-in and 

check-out of personnel; and for data retrieval and reporting.
February 2018 3-7

For full information about PDS classroom offerings, see the PDS Training 

Courses catalog at: 

https://www.aphis.usda.gov/animal_health/prof_development/downloads/pds_cat

alog.pdf. 

3.5.2 Animal Disease Traceability Training Courses

AgLearn offers both an instructor-led and web-based eponymous Animal Disease 

Traceability (ADT) course. Additionally, users can register for:

 Livestock Market Training/ADT Workshop: Hands-on training will 

improve knowledge in the following areas: livestock market operations 

and VS regulations and authority within approved markets; FAD clinical 

sign recognition and the appropriate response to a suspected disease; 

Federal regulations and standards established for interstate movement of 

animals and the ADT rule; farm animal welfare concepts; communications 

with stakeholders regarding animal health issues and regulations; and 

implementing ADT in the field (please note, not all sessions will have this 

ADT field workshop).

3.5.3 Mobile Information Management Training Courses

The following are training courses for mobile information management (MIM)

that can be taken through AgLearn:

 VS Information Systems Training Support Network for MIM: The VS 

Information Systems Training Support Network for MIM is being 

developed to leverage training resources and provide local support for VS 

Information Systems. The goal of the network is to evolve the existing 

informal training support network to a formal comprehensive network to 

support end-users of VS IT applications. This course provides technical 

and training delivery training for individuals who will be part of a formal 

training support network for MIM. 

 MIM Advanced: MIM Advanced will provide advanced MIM users with 

training on administration of MIM devices and data. The course will not 

cover basic use of MIM devices, instead focusing on administration of 

MIM data, troubleshooting hardware and software, installing devices, and 

managing information flow. 

3.5.4 Geographic Information Systems Training Courses

AgLearn hosts a variety of courses that cover GIS topics. A selection of these 

courses include:

 Advanced GIS: The Advanced GIS Course will present advanced topics in 

GIS processing, queries, data summarization, and cartography, including 
February 2018 3-8

knowledge needed to perform spatial analysis to sort, select, and 

summarize multiple data layers. 

 Geospatial Training for Epidemiologists using ArcGIS: This course will 

include hands on training in ArcGIS software as it relates to the field 

epidemiologist’s role in VS. The course will cover the basics of using a 

Global Positioning System (GPS) to collect geographic 

coordinates/locations, transferring data to ArcGIS, displaying data, 

performing basic spatial analyses, and creating map products. A 

foundation ArcGIS course (online) is a prerequisite. Students will have the 

opportunity to work with disease data and current outbreak and 

surveillance scenarios within the ArcGIS environment.

3.5.5 VS Professional Development Services

In addition to the EMRS2 courses offered on AgLearn, PDS offers training 

opportunities on topics that may be useful for emergency management 

professionals, including a classroom training module for MIM itself:

 MIM Training: This course provides training for users who are familiar 

with MIM, including installing devices, troubleshooting hardware and 

software, managing information, and alternate ways of using MIM 

technology. This course will equip participants with the knowledge and 

skills they need to use and assist others with MIM, including working with 

MIM Manager, using MIM Personal Digital Assistant, using Bluetooth, 

MIM Setup and Troubleshooting, importing and merging files into MIM, 

and using MIM for exports.

For full information about PDS classroom offerings, see the PDS Training 

Courses catalog at: 

https://www.aphis.usda.gov/animal_health/prof_development/downloads/pds_cat

alog.pdf. 

3.5.6 VS Information Systems Training Network

The VS Information Systems Training Network retains experienced VS IT 

application users of EMRS2, MIM, and other applications who may be available 

for training, answering questions, and providing field or web-based assistance. To 

reach the first available Network Associate for each respective IT application, 

please email:

 EMRS2: emrs.training.network@aphis.usda.gov

 MIM: mim.training.network@aphis.usda.gov

The VS IT System Helpdesk also maintains geographical listings of these 

Network Associates that can be referenced at: 
February 2018 3-9

https://www.aphis.usda.gov/aphis/ourfocus/animalhealth/SA_Training_and_Deve

lopment/SA_Applications_Training/SA_VS_Applications/CT_VS_IT_Systems_

Helpdesk

3.5.7 Self-Directed Training Resources 

Some of the IT systems referenced in this document have more information about 

application access and use on the web. The following is a partial list of selfdirected training resources available. 

 EMRS2: 

https://www.aphis.usda.gov/aphis/ourfocus/animalhealth/emergencymanagement/sa_emrs/ct_emrs 

 ADT: 

https://www.aphis.usda.gov/aphis/ourfocus/animalhealth/SA_Traceability

 ArcGIS: http://www.esri.com/

 Tableau/Tableau Server: https://www.tableau.com/learn/training
February 2018 4-1

Chapter 4 

Information Management & Reporting During 

an Incident

IM and reporting during an FAD incident or outbreak ensures that responders, 

stakeholders, and decision-makers have access to accurate and timely critical 

emergency response information. During FAD incidents, routine reports may be 

needed daily, weekly, and/or as requested. These routine reports are completed by 

members of the National ICG, predominately in the IM Section, for internal and 

external reporting purposes and to assist in incident management. Additional 

reports outlined in this chapter, including those produced by other ICG Sections, 

may also be required given the size and scope of the incident. 

This chapter focuses on IM and reporting at the ICG level; the unified Incident 

Command and ICP have separate and concurrent reporting needs and 

requirements that are generally not covered here.1

This chapter emphasizes the importance of IM data standards for quality 

reporting. Valid and timely data collection starts in the field and ultimately results 

in reports that are both accurate and relevant. This chapter provides guidance on 

the creation and distribution of reports, including frequency, distribution, and 

sources of data/information. 

Primary ICG reports include the following (appendices contain further 

information and example reports): 

 Situation Reports (Sitreps) 

 Daily Mini-Situation Report (Appendix D)

 Daily Situation Briefing (Appendix E)

 Weekly Situation Report (Appendix F)

 Summary List of Infected Premises (Appendix G)

1

 VS NIMTs maintain standard operating procedures and other documents specifying specific 

reporting requirements (both NIMS requirements, like Event Logs, and situation reporting 

requirements). The National ICG typically does provide quality control/quality assurance for IMT 

sitreps that are produced. 
February 2018 4-2

 Specific Reports

 Epidemiological Report 

 Permitting and Movement Report 

 Deployment Report 

 Maps

 ICG Maps

 Standard Maps

 Summary Mapbook.

Table 1 below provides a summary of many of the reports used in an FAD 

incident. 

Table 1-1. Summary of Reports

Report Type Frequency 

of Report

Source of Data 

(Currently) Potential Audience

Situation 

Reports

Daily (Mini Report 

and/or Briefing) Daily

EMRS2 (including Tally 

Sheet), IMT/State sitreps, 

phone calls, financial staff

ICG, States

Weekly (National 

ICG Report) Weekly

EMRS2 (including Tally 

Sheet), IMT/State sitreps, 

phone calls, financial staff, 

other reports 

USDA and APHIS 

Leadership, ICG, States

Summary List of 

Infected Premises Daily Tally Sheet APHIS Leadership, ICG

Specific 

Reports

Epidemiological Bi-Weekly EMRS2 ICG, States

Permitting & 

Movements Weekly EMRS2 ICG, States

Deployment Weekly APHIS Dispatch, EMRS2 APHIS Leadership, ICG, 

States

Maps

ICG Maps Daily then 

weekly Tally Sheet APHIS Leadership, ICG, States

Summary 

Mapbook

Bi-Weekly 

(As 

needed)

EMRS2 (including Tally 

Sheet), wildlife data Public

Standard Maps Daily then 

weekly Tally Sheet APHIS Leadership, ICG, States
February 2018 4-3

4.1 ROLES AND RESPONSIBILITIES

During a response, the roles of IM personnel vary depending on the incident and 

may also vary over the course of a response, based on the size, duration, and 

complexity of the incident. Large-scale incidents may involve multiple premises 

and may cover large areas. As a component of NIMS, the Incident Command 

System (ICS) establishes a single overall command structure for government, 

private sector, and nongovernmental organizations to effectively and efficiently 

collaborate for IM. Under this ICS, IM duties and responsibilities extend across 

several layers of organizational responsibility. Please see Appendix B for an 

example of the National ICG structure; the IM Section is predominately 

responsible for all routine incident IM and reporting.

4.1.1 Data Collection & Entry

Currently, during an FAD incident, data collection and entry are largely done by

the unified Incident Command. VS NIMTs each have an EMRS2 Specialist as 

well as an EMRS2 Data Entry Assistant; other personnel may also assist with data 

entry tasks. At times, more than one EMRS2 Specialist or Data Entry Assistant

may be needed at any given ICP, and a Data Entry Assistant may be assigned to 

handle only Operations, Logistics, or Planning Section data for the unified 

Incident Command. During large or widespread incidents, it may be necessary to 

centralize data entry efforts or utilize virtual personnel for data entry. The unified 

Incident Command informs the ICG when additional resources or support is 

needed.

Other IM systems also transfer (manually or electronically) data to EMRS2 

during an incident, including the LMS for laboratory results. As discussed in 

Chapter 3, while some laboratories have electronic messaging set up so that the 

results flow directly into EMRS2, additional work is ongoing to set up this 

capability for more laboratories and diseases. The NVSL and NAHLN both have 

representation on the ICG. For more information on the integration of sample 

submission and results processing with EMRS2, please see the document EMRS 

2.0: Recommended Sample Submission Process in Outbreaks, here.

4.1.1.1 DATA QUALITY ASSURANCE & QUALITY CONTROL

Data quality assurance and quality control (QA/QC) processes, developed as part 

of ongoing preparedness, need to be strictly implemented and refined during an 

FAD incident. The EMRS2 Specialist in the NIMT, other NIMT personnel as 

appropriate, and other data-entry or disease reporting personnel in the unified 

Incident Command operationalize the procedures developed for entering data at 

the ICP. 

At the ICG level, further data QA/QC procedures take place, as part of reporting 

requirements. These are typically conducted by the National Situation Group, 
February 2018 4-4

though other personnel may be designated to support these processes as needed. 

Additionally, both the unified Incident Command and ICG personnel may reach 

back to EMRS2 Specialists if further assistance or guidance is required in 

EMRS2.

4.1.2 Pulling Data from the Emergency Management 

Response System 2.0

4.1.2.1 UNDERSTANDING THE TALLY SHEET

One of the most critical lessons learned of the highly pathogenic avian influenza 

outbreak of 2014–2015 was the need to have nearly real-time information 

available for those producing internal and external reports. As such, the EMRS2 

Tally Sheet was created to assist in compiling the best-known information at any 

given point in the response.

The EMRS2 Tally Sheet is essentially a form within EMRS2 used to quickly 

record, and subsequently download, the best-known information from the 

incident. The purpose of the EMRS2 Tally Sheet is to provide a centralized 

location for information—even if not confirmed—to be recorded and used for 

real-time reporting purposes.

While some fields in the EMRS2 Tally Sheet are linked to the full, relational, 

EMRS2 database (e.g., premises and investigation), other fields are independent 

and do not populate from other records. Because the Tally Sheet is set up as a 

simple form, changing information in the Tally Sheet is quick and easy if new 

information is provided from the field. This enables preliminary data entry (e.g., 

date of depopulation complete or date of disposal complete) before the Disease 

Reporting Officer or other unified Incident Command personnel are ready to 

complete the full Depopulation Record in the EMRS2 database. Ultimately, the 

Tally Sheet creates a transparent environment, allowing for streamlined reporting 

and incident updates at any time.

4.1.2.2 DATA QUALITY ASSURANCE & QUALITY CONTROL

All data between the EMRS2 Tally Sheet and the EMRS2 full database must be 

reconciled when complete information is available. For example, someone may 

enter the date euthanasia was completed in the Tally Sheet based on information 

provided on a conference call. Later, when the full euthanasia record is completed 

in EMRS2, it may be noticed that euthanasia was actually completed 4 hours later 

than initially reported. The Tally Sheet is then updated to match the full EMRS2 

euthanasia record. This process is typically conducted at routine 24-hour intervals 

by personnel in the IM Section.

Tally Sheet data entry also helps to minimize changes to EMRS2 records in the 

full relational database during a fast-paced, rapidly changing incident where there 

is a large amount of potentially disparate information.
February 2018 4-5

4.1.2.3 USING THE TALLY SHEET

The EMRS2 Tally Sheet is located under Disease Management in the Mitigations 

Section. A Tally Sheet is broken up into a number of sections, including the initial 

report/diagnosis, and then sections on euthanasia, disposal, surveillance, 

indemnity, cleaning, disinfection, and restocking.

As mentioned, the fields linked to the full relational EMRS2 database cannot be 

changed in the Tally Sheet (e.g., premises, animal business, investigation, Special 

ID, etc.). If these fields are incorrect they must be changed in the original EMRS2 

record where they were first entered.

Individuals producing reports for the ICG rely on the Tally Sheet for current and 

close to real-time information during an incident. Because the data in the Tally 

Sheet may be preliminary in some cases, if the full EMRS2 record has not yet 

been completed, it is always important to note in any report or briefing that data 

may change as the incident progresses.

The reporting team and those producing maps rely on the Tally Sheet. While the 

data may be preliminary before it is finalized, the Tally Sheet is the primary 

source for reports, briefings, and maps during an incident due to the ease of 

downloading a single spreadsheet with nearly all the fields required for any given 

report. 

4.1.2.4 BASIC FIELDS

Many reports depend on the author drawing data directly from EMRS2 or using 

data from EMRS2 that someone else has pulled into a spreadsheet. The most basic

fields of interest include the following (these fields are both in the full EMRS2 

database and the EMRS2 Tally Sheet): 

 Premises ID

 Referral/Special ID (alternative ID to the Prem ID that can be made 

public)

 Clinical Signs Start

 Presumptive Diagnosis Date 

 Confirmed Diagnosis Date

 Production Type

 Species Group (Animal Business).

 County
February 2018 4-6

 Incident Site (State).

Depending on the incident, report authors may need to modify their fields 

frequently, and at times, pull data from different attributes due to unique or 

temporary changes made within EMRS2 to adjust to a particular situation or 

incident. It is best to ask reporting subject matter experts for advice before 

downloading, analyzing, or reporting from data in EMRS2. Complex reports 

require a thorough understanding of the information within EMRS2—not just the 

Tally Sheet— on when and how data are entered, and the flow of the incident 

response.

4.1.3 Reporting

Both the NIMT/unified Incident Command and ICG issue routine reports. The 

IMT Situation Reports are usually a collaborative effort, overseen by the Situation 

Group Leader and the Disease Reporting Officer or designees. These situation 

reports are typically for ICG and/or APHIS leadership use, and may be distributed 

to the State Animal Health Official and other personnel in the affected State. They 

are also important when a transition is being made between NIMTs. These reports 

are detailed, focusing on the progress of the response, including the status of 

critical activities, size of the response effort in terms of personnel and animals 

affected at that location, local maps of the outbreak, and other relevant items.

Templates of these reports, and procedures for viewing/exporting IMT sitrep data 

from EMRS2, are available to NIMT members.

The IM Section in the ICG takes on the bulk of reporting activities in an FAD 

incident. The IM Section includes both reporting analysts, EMRS2 personnel, and 

GIS staff. Numerous reports are developed and completed each week by the 

National Situation Group. These reports may include materials contributed by 

various other ICG units and groups, such as trade, logistics, and others. As part of 

these responsibilities, the ICG also may use, analyze, and share information to 

respond to requests for information from VS or APHIS leadership, States, and any 

MAC Group that has been established. 

APHIS Legislative and Public Affairs (LPA) also work directly with ICG 

leadership and unified Incident Command to communicate externally. LPA often 

uses the reports created, or information provided, by the unified Incident 

Command and ICG to communicate with stakeholders regarding the incident.

4.1.3.1 MAPS & OTHER VISUALIZATIONS OR TOOLS

In addition to reporting, maps (typically GIS products) and other visualizations 

may be developed to use, analyze, and share the information collected in the field. 

These types of products are typically created by the ICG IM Section, either the 

GIS Mapping Cell, National Situation Group, or other relevant groups. Maps with 

accurate and complete situation information are especially important during an 

FAD incident where spatial awareness of the situation is critical.
February 2018 4-7

This document does not provide detail on mapping procedures; please contact 

IMAS in CEAH for mapping processes and further information.

4.1.3.2 DATA QUALITY ASSURANCE & QUALITY CONTROL

Depending on the tempo of an incident, at least one additional person—beyond 

the report author—from the National Situation Group checks the data and report 

contents prior to submission to the Deputy NIC.

Even when there are automated linkages—such as the GIS Mapping Cell has 

created to the EMRS2 Tally Sheet—all products must be carefully checked for 

quality and accuracy prior to further distribution. During an incident, data entry 

errors and simple mistakes can easily find their way into reports and other 

visualizations; as such, it is important to take as much care as possible through 

standardized procedures to avoid such issues in all steps of the process, from data 

entry to downloading and manipulating the data to reporting.

4.2 INCIDENT COORDINATION GROUP SITUATION 

REPORTING

During a response, the ICG uses sitreps as the primary tool to summarize the 

actions and conditions of an incident. The IM Section, or a designee, is 

responsible for producing and distributing sitreps and updates. The frequency at

which sitreps are released depends on the severity and complexity of the incident, 

but the NIC or Deputy NIC will determine how often is appropriate. The NIC or 

Deputy NIC reviews and approves sitreps and other reports before distributing 

them.

4.2.1 Daily Mini-Situation Report

Depending on the stage of the outbreak and its size and scope, this report may be 

produced daily or two to three times per week. Usually a “cut-off” time is 

identified on the report, so that information does not need to be added at the last 

minute.

When finished, the Daily Mini-Situation Report is distributed as follows:

 By email (usually in text of email not in an attached document) from 

primary point of contact.

 Stored/archived on ICG SharePoint site.

4.2.1.1 INFORMATION REQUIRED IN REPORT

This report may contain the following sections as appropriate for the specific 

FAD incident; it should be as short as possible and to the point:
February 2018 4-8

 Status and number of premises and financial information.

 Disease detection status, by State.

 Table summarizing certain critical activities on premises by State.

 Any critical information for leadership.

4.2.1.2 DATA SOURCE

Most of these data are maintained in the EMRS2 Tally Sheet, which should be the 

primarily source for all situation reports, including the Daily Mini-Situation

Report. As needed during the incident, data for this report can also be sourced 

from States and IMT sitreps, phone calls, and direct communication with States 

and industry partners during the current outbreak. If data points and information 

are not the same between these various types of information and the EMRS2 

Tally Sheet, it is the responsibility of the National Situation Group in the IM

Section to reconcile such inconsistencies. Financial data are managed by the 

Finance/Admin Section and requested as needed. 

Further information is available in Appendix D.

4.2.2 Daily Situation Briefing

The Daily Situation Briefing is an internal update that highlights key situation 

updates, maps, and figures to summarize the status of the response. This report is 

formatted as a deck of slides in order to quickly disseminate the latest visual 

representations of the incident on a daily basis.

4.2.2.1 INFORMATION REQUIRED IN REPORT

The situation briefing will contain the following slides as appropriate for the 

specific FAD incident:

 Map of infected county/counties and State(s)

 Summary of the situation, and whether it has changed

 Confirmed disease detections: dates and locations

 Response and recovery status for affected premises

 Map of Control Areas

 Map of Control Areas and premises response status

 Permitting update, including figure depicting numbers of movements
February 2018 4-9

 Unified Incident Command deployments

 Additional maps as needed that help clarify the incident.

4.2.2.2 DATA SOURCE

Premises data, particularly on presumptive and confirmed Infected Premises, 

should come from the Tally Sheet. Other data in the daily situation briefing come 

from States/IMT sitreps, phone calls and other and direct communication, 

EMRS2, and NPIC or National Situation Group spreadsheets maintained during 

the outbreak. Maps are created and updated by CEAH.

4.2.3 Weekly Situation Report

This report is typically produced each week. During the peak of the outbreak, this 

report may be produced more or less frequently, as resources allow, and as

requested by the NIC or Deputy NIC. Again, usually a consistent “cut-off” time is 

assigned for this report, so that information does not need to be added at the last 

minute: for example, if the report goes out on Friday morning, Thursday at 

3:00pm or 4:00pm may be the “cut-off” time for data in the report.

4.2.3.1 INFORMATION REQUIRED IN REPORT

This report will contain the following sections as appropriate for the specific FAD 

incident:

 Situation Overview

 Key status information on premises, dates, animals, funding, and 

personnel: States affected, dates, totals, depopulation

 Important Updates

 Summary Tables

 Infected Premises2

 Depopulation numbers

 Response/recovery status for premises

 Summary epidemiological information

 

2

In all Infected Premises maps, tables, and reports including data on Infected Premises, a 

decision must be made whether or not to include Dangerous Contact Premises with the Infected 

Premises or in separate sections/maps. Either option may be appropriate; all sitreps, maps, and 

illustrations must clearly delineate whether Dangerous Contact Premises have been identified and 

if they are included/excluded from a given item.
February 2018 4-10

 Status of Control Areas 

 State Declarations of Emergency

 Operational Updates (to be tailored to the incident, as appropriate)

 Appraisals/Herd or Flock Plans

 Biosecurity

 Surveillance

 Depopulation

 Disposal

 Virus elimination

 Health and safety

 Restocking and recovery

 Permitting/Business Continuity

 Administrative (Personnel and Finance) Updates

 Deployment information 

 Headquarters personnel (ICG) assignments

 Financial obligations

 Logistics and Communications Updates

 Planning

 Policy

 Epidemiology & Economic Issues

 Trade

 Further information

 Relevant links (e.g., policy and procedures, biosecurity, wildlife 

information, State websites).
February 2018 4-11

4.2.3.2 DATA SOURCE

Data for this report are sourced from States/IMT sitreps, phone calls and other and 

direct communication, EMRS2, and NPIC or National Situation Group 

spreadsheets maintained during the outbreak. The weekly report requires 

information from sections, groups, and general staff including (but not limited to) 

Logistics, Planning, Communications, and Finance/Admin. All premises data 

(including recovery status) should be sourced and maintained in EMRS2. 

Further information is available in Appendix F.

4.2.4 Summary List of Infected Premises 

This report lists all infected premises by county and by State with specific dates, 

statuses, and information for the benefit of States and internal stakeholders. The 

Daily and Weekly situation reports summarize this information. This report is 

usually distributed weekly, usually alongside the Weekly Situation Report, though 

it may be required more frequently at the height of an outbreak. 

4.2.4.1 INFORMATION REQUIRED IN REPORT

This report contains a single spreadsheet with the following columns: 

 Premises ID

 State 

 County

 Identifier/Referral ID (if used, e.g., company name and number, which 

may need to be removed for external audiences) 

 Flock or herd type (commercial/backyard and species)3

 # in flock or herd 

 Confirmed by NVSL date 

 Subtype, if applicable 

 Infected Premises Quarantine Date 

 Depopulation Complete Date 

3

 The distinction between commercial/backyard premises may be different depending on the 

species in question. In some cases they may be called “hobby,” “non-commercial,” or another 

term rather than backyard. 
February 2018 4-12

 Disposal Method/Status & Date 

 Cleaning & Disinfection Date 

 Control Area Release Date 

 Restock Approval Date 

 Premises Quarantine Release Date. 

4.2.4.2 DATA SOURCE

This information is sourced and maintained in EMRS2. When information 

emerges through NVSL reports, email communication, or teleconferences that is 

not in EMRS2 or is inconsistent with the data in EMRS2, the National Situation 

Group and EMRS2 Specialists work to resolve these issues immediately. 

Appendix G provides an example of this report. 

4.3 SPECIFIC REPORTS

Specific reports provide more detail and data on a specific topic than situation 

reports. The IM Section is responsible for producing these reports. The frequency 

at which these reports are produced depends on the severity and complexity of the 

incident; the NIC or Deputy NIC determine how often is appropriate. The NIC or 

Deputy NIC typically reviews and approves these specific reports prior to 

distribution. 

4.3.1 Epidemiological Report 

The Epidemiology Report provides the epidemiological curves for the outbreak. 

This helps all responders and stakeholders visualize the number of cases that are 

occurring over a period of time. This report is typically distributed weekly; parts 

of it, such as a specific epidemiological curve, may also be requested more 

frequently by the NIC or Deputy NIC. 

4.3.1.1 INFORMATION REQUIRED IN REPORT

This report typically consists of multiple separate epidemiological curves. The 

number and type of graphs will vary depending on the size and complexity of the 

incident. For example, graphs may be split out by species or by premises types. In 

large, multistate outbreaks, it is necessary to split States epidemiological curves 

out into distinct, individual graphs for each State, or at least States with the largest 

numbers of detections. 

Under each graph, there should be a note indicating the following types of 

information: 
February 2018 4-13

 What date is used to construct the epidemiological curve (e.g., date of 

clinical signs, where available, should be used; however, when not 

available, a suspect or presumptive positive status can be a proxy).

 How many detections, if any, have occurred after the end of the graph: the 

graph is likely to end on a different day then the report is created (e.g., if 

today is August 30th, and the graph ends with a complete week on August 

27th; note how many detections have occurred between the 27th and the 

30th).

 Whether the chart includes dangerous contact flocks/herds.

 Any other key information that helps readers interpret the graph. 

4.3.1.2 DATA SOURCE

Data for this report is sourced and maintained in EMRS2. Note that data in this 

report may change from week to week, particularly in the event that the “date of 

clinical signs” is added to a report in EMRS2 or if a presumptive positive case is

confirmed as a negative result. The figures in this report rely on extracting data 

from specific EMRS2 fields into a spreadsheet that the author can use to graph the 

necessary epidemiological information.

4.3.2 Permitting and Movement Report

The Permitting Report provides information on permits and permitted movements 

during the outbreak. This is an important indication of the quantity and type of 

products and animals that were able to continue movement, with the appropriate 

permit, during an outbreak. 

This report is distributed bi-weekly; in some cases, as requested by the NIC or 

Deputy NIC, or as needed for the Daily or Weekly Situation Reports, specific 

permit numbers may be requested for specific movements or certain States.

For comprehensive information on permitting during an FAD incident, please see 

Permitted Movement (FAD PReP Manual 6-0). 

4.3.2.1 INFORMATION REQUIRED IN REPORT

This report contains multiple graphs; reports will vary in which combinations of 

the types of graphs, below, are used, depending on the outbreak.

 Permits: by State of Origin, State of Destination, Reason for Permit, 

Reason for Permit AND Item Permitted, and Reason for Permit AND Item 

Permitted per Destination State

 Movements: by State of Origin, State of Destination, Destination State 

over Time, Movement Reason and Item Moved, Permit Class AND 
February 2018 4-14

Movement Reason per Destination State, and State AND Items Moved out 

of Control Area

 Facilities with High-Volume of Movements: by Movement Reason per 

Facility and Items Moved per Facility Out of Control Area.

4.3.2.2 DATA SOURCE

Permits and movement data are maintained and sourced in EMRS2. These data 

may be entered by EMRS2 Specialists, or by producers thru the EMRS2 

Customer Permit Gateway (these data are reviewed and processed by EMRS2 

Specialists). 

4.3.3 Deployment Report

This report is based on data/mobilization information entered in EMRS2 for 

personnel deployed to the incident (both on-site and virtual). Depending on the 

incident, EMRS2 rotations data may also contain personnel from organizations 

outside of APHIS, such as other USDA groups (e.g., Agricultural Research 

Service), other Federal departments (e.g, U.S. Fish and Wildlife Service), as well 

as State and local contributors. The Deployment Report represents all APHIS 

responders and may also include personnel from other organizations, depending 

on the incident. 

This report is produced weekly or bi-weekly, based on the request of the NIC or 

Deputy NIC. Weekly reports are typically preferred when there are many 

deployments and demobilizations of personnel each week.

4.3.3.1 INFORMATION REQUIRED IN REPORT

This report contains the following sections—primarily represented through 

figures and graphs: 

 Current deployments

 Total number of deployments

 Length of deployments (not including currently deployed)

 Deployments by organization and type.

4.3.3.2 DATA SOURCE

APHIS Dispatch receives deployment requests and issues deployments for 

emergency response personnel utilizing EQS. Deployment reports are generated 

using data reported in EMRS2 Rotations; these data are verified with the APHIS 

Dispatch data in EQS.
February 2018 4-15

4.4 MAPS

The maps listed below are those typically produced during an incident. For shortturn around times (e.g., an hour or less), the EMRS2 Advanced Mapping feature 

is often used to provide the NIC and Deputy NIC with the information they 

require. For more complex mapping requests, including those maps produced on a 

daily or weekly basis, the National Situation Group works with the GIS Mapping 

Cell to produce the necessary maps. It is the responsibility of the National 

Situation Group to QA/QC both the data (from which the maps are based) and the 

maps after production and prior to distribution. All maps must have appropriate 

legends, date/time stamps, title, and any other relevant information.

4.4.1 ICG Maps

ICG maps are used to provide APHIS and State stakeholders with a clear picture 

of the number of Infected Premises, locations of these premises, and other critical 

information (e.g., subtype or size of surveillance zone may also be illustrated). 

These maps also show the progression of the response by indicating quarantine 

and zone releases. The number and specifics of the map vary by incident. 

These maps are often produced daily during the beginning phases of any incident; 

their frequency may be decreased as the pace of the outbreak slows. Typically, 

these maps show the following:

 where each Infected Premises is located on the map: internal maps may 

have the associated Premises ID or Referral ID on the map; external maps 

do not have a Premises ID, Referral ID, or any identifying information.

 a Control Area and/or other zones (e.g., the Surveillance Zone) may also 

be portrayed around each Infected Premises.

4.4.1.1 INFORMATION REQUIRED 

 All positive premises.

 Type of premises (e.g., commercial or non-commercial). 

 Subtype/disease confirmed on the premises.

 Relevant zones (e.g., Control Area and/or other zones, such as the 

Surveillance Zone).

4.4.1.2 DATA SOURCE

These data are sourced and maintained in EMRS2 (in the Tally Sheet). 

Information about the size of the Control Areas and other zones can be found in 

the EMRS2 Advanced Mapping feature; the National Situation Group or designee
February 2018 4-16

also keeps track of the size of the Control Areas as necessary, given the specifics 

of any given incident.4

4.4.2 Standard Map Products

Standard map products include products produced both for the ICG and for other 

internal stakeholders, including the IMT and Trade Policy/Commodity staffs. The 

Standard Map products typically include a set of 5-7 maps, but may be more or 

less depending on incident needs. These maps are typically produced daily or as 

required by the incident/requested by the NIC or Deputy NIC.

These maps include the following (but may include other maps as dictated by 

incident needs):

 Control and Containment Map: this depicts the premises and the Control 

Area, both (premises and Control Area) are color coded by status.

 Affected Counties Map: shows counties with Infected Premises for 

general usage.

 Stages Map: response and recovery status of each Infected Premises.

 Trade Map: requested and directed by trade staff.

 Situation Report Map: requested and directed by the IMT for the IMT 

situation report. 

Standard map products are typically standardized, to the extent possible, prior to 

an outbreak with IMAS (in CEAH), who creates the standard map products. 

IMAS (who staffs the GIS Mapping Cell in any outbreak) has a partially 

automated process to create the products, reducing work time and enabling data to 

flow from the Tally Sheet into processing for a GIS-based map. Modifications to 

the standard map products may be required depending on the specific outbreak 

scenario and disease: these changes are communicated from the National 

Situation Group to the GIS Mapping Cell.

4.4.2.1 INFORMATION REQUIRED 

 All positive premises (can be separated by flock/herd type or primary 

operation type).

 Control Area released (yes/no for each individual premises).

 

4

In some incidents, all Infected Premises may have a standardized, round Control Area; in 

others, Control Area size and shape may differ.
February 2018 4-17

 For the stages map, the most commonly mapped binary (yes/no) statuses:

Depopulated, Disposal Complete, Cleaning & Disinfection Complete, and 

Restock Approved.

4.4.2.2 DATA SOURCE

For the Control and Containment Map, Stages Map, and Affected County Map, 

these data are sourced and maintained exclusively in EMRS2 (in the Tally Sheet). 

For the Trade Map, the Trade Group or Commodity Policy staffs indicate their 

specific needs which may, in some cases, include information not sourced in the 

Tally Sheet. For the Situation Report Map, the IMT or unified Incident Command 

will indicate what information they would like in the map; this is typically 

standardized prior to an incident, but may need modifications to fit a specific 

response scenario. 

4.4.3 Summary Mapbook

The Summary Mapbook is a compilation of maps for a given incident or outbreak.

It primarily reflects the location of Infected Premises at the State and county level, 

detections by species, and other disease-based information. It may be produced 

weekly or only at the end of an incident, and is suitable for public distribution 

because it is at the county-level. In an incident, the GIS Mapping Cell creates 

these maps. The National Situation Group provides a QA/QC function. 

4.4.3.1 INFORMATION REQUIRED 

Certain incidents or outbreaks may require more or less maps depending on the 

disease, spread, species affected, etc. The following describes the basic 

information required for all FAD detections:

 Premises ID (n/a for wild animals)

 Disease and subtype (if applicable)

 Date of NVSL confirmation

 Flock/herd type (or primary operation type)

 Species affected for commercial premises

 County

 State.

4.4.3.2 DATA SOURCE
February 2018 4-18

All premises information is sourced from EMRS2, primarily found within the 

Tally Sheet. Wildlife data are typically captured in a separate spreadsheet since it 

is not associated with a premises ID in most cases, and may be gathered by 

organizations other than APHIS.

4.5 INCIDENT COORDINATION GROUP ACTION PLAN

The ICG Action Plan, produced daily, is used to communicate the overall 

objectives of a response and provide context for operational and support activities.

The ICG Action Plan combines two deliverables used previously: the ICG

Incident Action Plan and the ICG Incident Action Report.

The ICG Action Plan is produced by the ICG Action Plan group in the National 

ICG. Each section of the ICG contributes to the ICG Action Plan by updating the 

ICG on its activities. Depending on the incident, sections may contribute 

information to the ICG Action Plan in writing or verbally on scheduled ICG 

teleconference calls for the ICG Action Plan Group to capture and include in the 

ICG Action Plan.

In particular, the ICG Action Plan should capture elements such as the following:

 ongoing activities,

 issues for any section, group, or cell that require resolution,

 issues from prior action plans that have been addressed and information on 

those resolutions (these do not stay on the ICG Action Plan indefinitely, 

but transition off over the course of the daily iterations), and 

 any item, activity, or problem that requires elevation to a MAC Group or 

other leadership.

Overall, the ICG Action Plan is used to document significant events or actions. It 

may also serve as a mechanism to assign responsibility of tasks or issues and track 

their result. While the ICG Action Plan is succinct, it provides critical day-to-day 

information about the activities of the ICG, documenting how the outbreak 

response is progressing and support and coordination provided to the field (the 

unified Incident Command(s)). When the incident concludes, members or sections 

use the ICG Action Plan for the after-action review session and development of 

the After-Action Report (AAR).
February 2018 4-19

4.6 OTHER REPORTS AND MATERIALS

4.6.1 Question & Answer

A question & answer (Q&A) is an animal disease- or issue-specific fact sheet that 

contains questions and answers common to an incident. Both the ICG and unified 

Incident Command may use the Q&A to disseminate information internally and

externally to stakeholders involved in the incident management and response. 

4.6.2 Other Incident Coordination Group Section Reports

Other ICG sections may also be responsible for reports, analyses, and deliverables 

throughout the incident (and after the incident). Examples of this include (but are 

not limited to) Epidemiologic and Other Analyses (results of epidemiological 

questionnaires and transmission data), Surveillance Reports (summarized 

information on surveillance tests conducted), Risk Analyses (methodology and 

subject as required by the incident), and Resource Reports (information about 

mobilized resources). These reports may be produced in draft form during the 

incident, with preliminary data, but may require finalization or additional 

iterations after the incident. These reports provide important information for 

internal and external stakeholders and, when completed during the incident, 

certain reports and analyses are also useful to inform response activities.

4.6.3 Outbreak-Specific Reports

Other outbreak-specific reports may be required depending on the incident. The 

NIC or Deputy NIC will determine if these specific reports are necessary. Each 

incident is different; flexibility and scalability is key in producing effective, 

accurate, and relevant reports.

4.6.3.1 VACCINATION REPORTS

If emergency vaccination is implemented, a separate vaccination report may be 

requested by the NIC or Deputy NIC or necessitated by the incident. This report 

would draw data from EMRS2 and include information on the species, production 

type, and number of animals that have been vaccinated. It may also describe plans 

for continued vaccination if the outbreak progresses, including protective 

vaccination of at-risk and susceptible animals. The report would potentially 

further outline the number of States that are vaccinating animals, as well as the 

doses of vaccine distributed to those states.

4.6.3.2 CONVEYANCE REPORTS

Reports on conveyance tracking may be needed—conveyances are those 

movements that are tracked, but not permitted. This information would be 

distributed separately from the Permitting Report. The Conveyance Report would 
February 2018 4-20

provide statistics on conveyances from EMRS2, such as what relevant animal or 

animal-business products have been moved into or out of the Control Area, and 

where those movements originated or are destined, by State.
February 2018 5-1

Chapter 5 

Information Management & Reporting After an 

Incident

5.1 POST-INCIDENT REPORTING

At the conclusion of an FAD incident or outbreak, VS conducts an evaluation 

process to capture the events and actions that occurred during the incident.1

Typically, two primary products are produced by the ICG, though their scope and 

detail vary depending on the nature of the incident: a final outbreak report and an 

AAR. The final outbreak report details the “who, what, why, when, and where,”

summarizing much of the incident data, while the AAR focuses on the lessons 

learned, challenges, and successes of the incident. Both reports are critical to 

document the incident and improve preparedness and response planning for 

FADs. Post-incident reporting is often comprehensive; it is of the utmost 

importance that the data in both the final report and the AAR is accurate and 

based on the best available information. 

5.2 FINAL REPORT

Following the conclusion of an FAD incident, personnel—usually from the 

National Situation Group—write a comprehensive report on the outbreak. This 

document discusses all response actions from the field level, to headquarters/ICG, 

to any MAC Group, to leadership or higher-level action. It also provides final, 

summarized data on all critical activities, including number of premises, methods 

of depopulation, methods of disposal, number of permits and movements, and the 

time lag between laboratory confirmation and selected critical activities. 

This report is produced once after each incident. Every attempt is made to ensure 

that all information in the report is accurate to the extent possible: comprehensive 

quality control measures are taken by the National Situation Group to confirm all 

existing data in other reports (such as those discussed in Chapter 4). However, 

occasionally errors are identified after report distribution or additional 

information may need to be added to the report, requiring revision of the final 

report. 

1

 The end of an incident may be signified by the release of all Control Areas, the end of 

APHIS personnel deployments, the end of response activities, the restock approval of all 

previously Infected Premises, or some combination thereof. The NIC typically determines what 

indicates that the incident has concluded and end-of-incident reporting can begin. 
February 2018 5-2

The final report goes through internal and external review. Internally, relevant 

ICG groups may be asked to contribute information or read sections of the report. 

VS Leadership may also request to review the report. The level and extent of 

review typically relates to the size and the scope of the incident. 

Externally, affected States are typically provided the report and asked for 

corrections or desired edits. The intention of the final report is to be as objective 

and transparent as possible. APHIS LPA also reviews and approves the final 

report prior to distribution on the public website (www.aphis.usda.gov/fadprep).

5.2.1 Content

For most incidents, the final report will be broken up into multiple sections. A 

typical framework is as follows: 

 Background: describing the nature of the disease and prior outbreaks in 

the United States, if any.

 Characteristics of the outbreak: providing information on overall case 

numbers, epidemiological data, and any known information on 

introduction and transmission.

 Overview of the response: discussing the regulatory intervention at the 

State and Federal level, financial resources expended, and the economic 

impact (as best known at the time).

 Incident management: describing the incident’s organizational structure 

from the field to the ICG to any MAC Group or higher-level USDA 

involvement, including APHIS personnel deployments to the incident.

 Response activities: stepping through highlights and summarized data of 

response activities, from surveillance to restocking, as well as IM and 

communication. 

 Preparedness/future planning: noting any corrective actions that were 

implemented during the incident and any meetings that have occurred or 

are planned.

 Conclusion: summary of the incident in a quick and easy to read few 

pages.

5.2.2 Audience

The final report is an important historical record for both internal and external 

stakeholders. If there is information in the report that is not suitable to be shared 

publicly, then one final report is produced for APHIS and another “public 

version” of this final report is produced for States and published online. This 
February 2018 5-3

occurs when there may be small numbers of premises or other State-sensitive 

information. In these instances, it is important to remove identifying data and 

have two versions. Any report published on the website 

(www.aphis.usda.gov/fadprep) has been approved for distribution by LPA.

5.3 AFTER-ACTION REVIEW & REPORT

At the conclusion of an incident or outbreak, the Lessons Learned/After-Action 

Group in the IM Section conducts a post-incident process to capture lessonslearned for future incidents. Traditionally, this process includes two methods: the 

after-action review and an AAR. The AAR captures the results and information 

gathered in the after-action review (commonly referred to as a ‘hot wash’) and 

data from other collection methods such as responder surveys, interviews, and 

other means that are appropriate for a given incident. The AAR serves as an 

important historical record of the incident and also can provide a framework and 

specific areas of focus for a corrective action program and/or training and exercise 

priorities.

5.3.1 After-Action Reviews

After-action reviews, commonly referred to as ‘hot washes’, are interactive 

discussions normally occurring immediately after an incident in an open forum. 

The process involves four interrelated steps: planning, coordination, execution, 

and follow-up. Figure 3-1 shows the after-action review process.

Figure 3-1. After-Action Review Process

Follow-up

Determine actionable 

recommendations Determine follow-up actions Identify tasks requiring senior leadership decisions

Execution

Identify and record key 

actions

Assign responsibility for 

actions Establish target dates 

Coordination

Identify venue and confirm 

agenda Decide who facilitates Decide who attends

Planning

Determine date, time, and 

location Decide who will attend Decide who is responsible 
February 2018 5-4

After-action reviews provide a venue for APHIS leadership, affected States, and 

industry participants to openly and honestly discuss the issues and problems 

encountered during the incident. The ICG uses this approach after the incident has 

concluded: the goal is to encourage candid dialogue and elicit frank responses 

from all participants. The keys to a successful after-action review are

 selecting a good facilitator;

 describing the overall objective (what was planned);

 documenting what actually happened;

 discussing the key issues, both successes and failures, and what needs 

improvement; and

 summarizing the key points of the session, including what the organization 

can do better the next time.

Depending on the size and scope of the incident, there may be one large hot wash, 

many smaller hot washes, or some variation of the two. For example, each section 

or branch of the ICG may each hold their own hot wash, with an additional hot 

wash for the entire ICG. Field personnel may also break up into relevant groups 

for hot washes. Hot washes are a critical source of information for the AAR;

however, other sources of information are also important and may include 

responder surveys, interviews, and other means of data collection. The Lessons 

Learned/After-Action Group in the ICG administers these tools during the afteraction review. Once executed, the analyzed data are used to generate 

recommendations in the AAR. 

5.3.2 After-Action Reports

The AAR itself is based on the after-action review and the other data collected 

after the incident has concluded. It is frequently organized by critical activity 

(e.g., IM, biosecurity, depopulation, disposal, etc.), though some modifications 

may be required based on the incident. The AAR documents what went well, 

what did not work, and what needs improvement. An AAR has four main 

purposes:

 Identify the main issues, such as the strengths and weaknesses, in the 

current incident management response plans.

 Make key findings and recommendations to improve them.

 Capture key lessons learned.

 Provide for a corrective action improvement plan.
February 2018 5-5

In some cases, after-action review and AAR are used interchangeably; however, 

perhaps the most important distinction between the two is that the AAR is a more 

comprehensive, deliberate, and explicit process. While after-action reviews occur 

immediately after an incident, involve immediate staff participation, and may last 

from several hours to all day, the AAR process may take many weeks to allow the 

staff and incident participants sufficient time to document lessons-learned and 

develop tangible and actionable recommendations. These recommendations, and 

the AAR itself, may also require leadership review, concurrence, and/or approval. 

The final AAR is typically an internal APHIS document, since its purpose is to 

identify lessons learned and areas of improvement for VS.
February 2018 A-1

Appendix A

Abbreviations

AAR After-Action Report

ADT Animal Disease Traceability

AgLearn Agricultural Learning System

AHPA Animal Health Protection Act

APHIS Animal and Plant Health Inspection Service

CEAH Center for Epidemiology and Animal Health

CFR Code of Federal Regulations

EDI emerging disease incident

EMRS2 Emergency Management Response System 2.0

EMSSD Emergency Management Safety & Security Division

EQS Emergency Qualifications System

FAD foreign animal disease

FAD PReP Foreign Animal Disease Preparedness and Response Plan

GIS geographical information system

HL7 Health Level 7

HPAI high pathogenicity avian influenza

ICG Incident Coordination Group

ICP Incident Coordination Plan

ICS Incident Command System

ID identification

IM information management

IMAS Information Management and Analytic Services

IMT Incident Management Team

IT information technology

LIMS Laboratory Information Management System

LMS Laboratory Messaging Services

LOINC Logical Observation Identifiers Names and Codes

LPA Legislative and Public Affairs
February 2018 A-2

MAC Multiagency Coordination

MIM mobile information management

NAHEMS National Animal Health Emergency Management System

NAHLN National Animal Health Laboratory Network

NFC National Finance Center

NIC National Incident Coordinator

NIMS National Incident Management System

NIMT National Incident Management Team

NPIC National Preparedness and Incident Coordination Center

NRF National Response Framework

NVSL National Veterinary Services Laboratories

OIE World Organization for Animal Health

PDS Professional Development Services

PIN premises identification number

QA/QC quality assurance/quality control

Q&A question & answer

SNOMED Systematized Nomenclature of Medicine

SPRS Surveillance, Preparedness, and Response Services

STAS Science, Technology, and Analysis Services

SOP standard operating procedure

TEP Training and Exercise Program

U.S.C. Code of Laws of the United States of America

USDA U.S. Department of Agriculture

VS Veterinary Services
February 2018 B-1

Appendix B

Example National Incident Coordination Group Structure

Figure B-1. Example National Incident Coordination Group Structure 

Note: The Information Management Section, highlighted in red, is predominately responsible 

for producing routine incident reports. However, other Sections and Branches make important 

contributions to the content of these reports and may also be responsible for other deliverables 

during an FAD incident.
February 2018 C-1

Appendix C

Example Overview Emergency Management 

Response Systems 2.0 Workflow

Figure C-1. Emergency Management Response System 2.0 (EMRS2) Workflow
February 2018 D-1

Appendix D

Sample Daily Mini-SITREP Template

Figure D-1 shows a daily mini-SITREP template similar to one produced during a 

recent HPAI outbreak in the United States. This sample contains many of the 

same components needed for a report during any FAD incident response, but the 

amount and type of information presented may be vary by the specific incident. 

Figure D-1. Sample Daily Mini-SITREP 
February 2018 D-2
February 2018 E-1

Appendix E

Sample Daily Briefing

Figure E-1 shows a sample Daily Briefing presentation based on one produced 

during the 2017 HPAI/LPAI outbreak in the United States. This sample contains 

many of the same components needed for a report during any FAD incident 

response, but the amount and type of information presented may be vary by the 

specific incident. 

Figure E-1. Sample Daily Briefing
February 2018 E-2
February 2018 E-3
February 2018 E-4
February 2018 E-5
February 2018 E-6
February 2018 E-7
February 2018 F-1

Appendix F

Sample Weekly SITREP Template

Figure F-1 shows a sample weekly SITREP based off one produced during the 

2014–2015 HPAI outbreak in the United States. This sample contains many of the 

same components needed for a report during any FAD incident response, but the 

amount and type of information presented may be vary by the specific incident. 
February 2018 F-2

 Figure F-1. Sample Weekly SITREP Format 
Sample SITREP 

February 2018 F-3
February 2018 F-4
Sample SITREP 

February 2018 F-5
February 2018 G-1

Appendix G

Sample Summary of Infected Premises

This report is simply a list of all infected premises, by county and by State, with

specific dates and information. This report was requested due to the interest in 

knowing the status of specific premises by States and internal stakeholders. The 

Daily and Weekly situation reports summarize information found in this report. 

Figure G-1. Sample FAD Summary of Infected Premises