Action Plans that address multiple emergencies A coordination centre may be required to respond to two separate emergencies at the same time. In these cases, the Planning team creates an Action Plan that addresses both emergencies. This is to avoid confusion between two Action Plans, and uncertainty about which arrangements have primacy. A single Action Plan will require the Controller and Planning team to consider both emergencies together, develop response objectives that address both, and prioritise the respective response arrangements. The planning process is followed, although more staff may be required in the Intelligence team to produce a more comprehensive HEA. Key planning relationships Constant communication between response levels, coordination centres, and CIMS functions is extremely important. Planning is a hub within the coordination centre, as it draws together input from all other functions and agencies. The Planning-Intelligence relationship The Planning and Intelligence functions are interdependent. Plans cannot be developed without quality intelligence; similarly, gaps in intelligence are often identified as a result of planning. In some responses, a single person or team may perform both the Planning and Intelligence functions. Where separate teams are activated, Intelligence must have a strong presence in the Planning team. Contribution of Intelligence The Intelligence team contributes to planning by: completing the Hazard and Environment Analysis (HEA), to provide context and the worst case/most likely scenarios for how the hazard may progress providing hazard input into the Options Analysis step of the planning process, and providing the Intelligence Manager or a senior member to take part in the planning process. HEA The most crucial Intelligence output is the Hazard and Environment Analysis (HEA). The Intelligence team conducts the HEA in parallel to (or slightly of) the planning process. The full HEA process is described in Appendix A Hazard and Environment Analysis (HEA) on page 90. Information Requirements An Information Requirement is any piece of response information that is not yet known, and that needs to be collected and processed. The Controller, the Planning team, and any other coordination centre function can create an Information Requirement.
Objective Analysis HEA step one Review of the situation, including hazard development Recommended area of operations and area of interest Significant characteristics of the area of operations and the area of interest. Time available and of detail achievable Information gaps and Information Requirements HEA step two Understanding of the effects of terrain, weather, demographics etc on hazard and response Broad options for how the hazard may develop As much information from HEA steps three and four as possible. Objective Analysis usually commences with the results of HEA steps one and two, but will possibly include step three and ideally step four. At a minimum, the Intelligence staff should provide the input from steps one and two, which provides an analysis of the operational area. Options Development All input from HEA steps one and two Changes to the hazard and environment since the Objective Analysis brief If possible, an analysis of the generic nature of the hazard(s) and how they develop If possible, refined hazard scenarios The planning and intelligence teams must work closely during this step, to ensure that information is passed freely. This enables all staff to fully understand the realities of the response and to reflect this in planning, which can change as information is updated. Options Analysis All steps of the HEA should be complete Refined hazard scenarios (needed for testing response options) Completed hazard scenarios are required for the Options Analysis step of the planning process.
098 Evacuation status of Timaru Operations 20/06 1200 Timaru DC Closed 099 First wave arrival time in Kaikoura Kaikoura DC 20/06 1800 NCMC Overdue 100 Activation status of local EOCs Group Controller 20/06 1930 Operations Closed 101 Is State Highway 1 Kaikoura-Blenheim open Logistics 21/06 0600 NZTA Open 102 Is State Highway 1 Kaikoura-Cheviot open Logistics 21/06 0600 NZTA Open 103 When can Waimakariri DC receive evacuees from other local authorities? Welfare, Logistics 21/06 0800 Waimakariri DC Open The columns of Table 22 are; No.: All Information Requirements within the plan should be numbered, so they can be easily referred to Information: The information requirement question Requester: The function or agency who requires this information and/or who created the Information Requirement. Several agencies or functions may be listed here Date/time required: When the information is needed by Assigned to: The agency or agencies tasked with providing the information Status: Whether the information requirement is open (i.e. the information has not been received), closed (the information has been received) or overdue (i.e. the information has not been received and the deadline is past A coordination centre may also add a prioritisation column if required, to show which information requirements are of particular importance.
Step 1: Define the area of operations [Determine the area that the response will occur in.] Step 2: Define the area of interest [Determine the area where events may influence the response, and which will therefore be of interest.] Step 3: Identify significant characteristics of the environment [Identify characteristics of the environment that require a deeper analysis of their likely effects on the response and the hazard.] Terrain: Weather: Demographics: Infrastructure : Local economy: Other: Step 4: Identify the amount of information required and feasible Time available for completion of the HEA: Staff available for completion of the HEA: Create a timeplan for the HEA: Complete ‘Step 1: Define the operational space’ by: Complete ‘Step 2: Describe the environmental effects’ by: Complete ‘Step 3: Evaluate hazards’ by: Complete ‘Step 4: Determine hazard scenarios’ by: Step 5: Evaluate existing databases List available databases and other information sources: Determine information gaps (compare available databases with ‘Identify significant characteristics of the environment’): Step 6: Collect material
The decision briefing is designed to be given by the Controller and the Planning team together, to enable subject experts to brief listeners on their areas of knowledge. The briefing format template below can be adapted and used as the agenda for a meeting or teleconference. Subject Speaker Ground area of operations area of interest topography watersheds and hydrology (if relevant to the hazard) demographics lifelines weather Intelligence rep Situation- Hazard(s) hazard type(s) hazard locations, intensity hazard consequences to date most likely hazard scenario most dangerous hazard scenario key Information Requirements Intelligence rep Situation- Response agencies and response elements activated response structure response actions to date Operations rep Mission [Read out the confirmed mission statement] Controller Execution- Intent method key endstate Controller Execution- Coordinating Instructions key timings, including phases key locations boundaries Planning rep Execution- PIM media stance and interest key messages community liaison PIM rep Execution- Welfare welfare dependency concept for welfare provision and support Welfare rep Subject Speaker Administration/Logistics concept of logistics support critical resources finance Logistics Rep
Winding down Debriefings The Planning Manager: Ensures all unused resources are stored for BAU use, returned, or disposed of Ensures used resources are replaced Ensures all Planning personnel are debriefed before they return to their BAU duties Participates in CDEM debriefings, and That debrief information is analysed and approved changes made to plans and procedures. Archiving records The Planning Manager: Ensures all Planning records are archived according to the requirements of the Public Records Act 2005 by following the [what] procedure [held where].
Group Emergency Management Office (GEMO) Manager GEMO Manager The person who manages the Emergency Management Office (GEMO). Hazard and Environment Analysis HEA An analytical process designed to forecast how the hazard(s) might develop in the affected area. It is future-focused and a key input to the planning process. incident An occurrence that needs a response from one or more agencies. It may or may not be an emergency. Information Collection Plan A document that gathers a coordination centre’s Information Requirements into a set format and allocates these to agencies for answer. It provides for a structured, targeted, and methodical approach to information gathering. It is managed by the Intelligence function. Information Requirement IR An item of information about the response that needs to be collected and processed in order to meet the Information Requirements of the Controller and coordination centre. implied task A task that a response agency must perform or prepare to perform to accomplish a response objective, but which is not stated in any directive or Action Plan. Initial Action Plan A document that describes how the initial response will be coordinated, the response structure is mobilising and information is being gathered. They may be prepared during readiness. intent A formal statement that gives clear direction on a Controller’s intentions regarding a response. It is normally expressed as a method, key tasks and an end state. Lead agency The agency that manages the response to or recovery from a particular emergency. Some agencies are required by law to lead particular types of emergencies; other types of emergencies will have the lead agency determined by expertise. authority A territorial authority, regional council, or unitary authority. Long-Term Plan A document that describes how the response will manage response objectives that cannot be met in the short term (the current Action Plan) or the medium term (the subsequent Action Plan). They are developed using the planning process and Action Plan format. A Long-Term Plan may be for hours, days or weeks in advance, depending on the response. Ministry of Civil Defence & Emergency Management MCDEM The central government agency responsible for providing leadership, strategic guidance, national coordination, and the facilitation and promotion of various key activities across the 4Rs. It is the lead agency at a national level responsible for coordinating the management of the emergencies listed in Appendix 1 of the National CDEM Plan 2015. National Crisis Management Centre NCMC A secure, all-of-government coordination centre used by agencies to monitor, support, or manage a response at the national