Which General Staff Member Prepares Incident Action Plans

Incident Action Plans (IAPs) are the cornerstone of effective incident management, providing a structured approach to addressing emergencies and achieving specific objectives. The creation and execution of an IAP require a collaborative effort from various members of the General Staff within the Incident Command System (ICS). However, pinpointing the one individual responsible for preparing the IAP is an oversimplification. It's more accurate to understand that the Planning Section Chief bears the primary responsibility, orchestrating a team effort to develop a comprehensive and actionable plan.

Understanding the Incident Command System (ICS)

Before diving into the specifics of IAP preparation, a brief overview of the ICS is essential. ICS is a standardized, on-scene, all-hazard incident management system used by emergency responders across the United States and in many other countries. Its core principles include:

Standardization: Utilizing common terminology, organizational structures, and communication protocols.
Unity of Command: Each individual reports to only one designated supervisor.
Span of Control: Limiting the number of individuals a supervisor is responsible for, typically between three and seven.
Manageable Span of Control: Maintaining a reasonable number of subordinates reporting to a single supervisor.
Modular Organization: The ability to expand or contract the organization as the incident evolves.
Comprehensive Resource Management: Efficiently tracking and utilizing resources.

The ICS organization is structured around five major functional areas:

Command: Responsible for overall incident management. The Incident Commander (IC) leads this function.
Operations: Directly manages tactical operations to achieve the incident objectives. The Operations Section Chief leads this section.
Planning: Supports the incident by preparing and documenting the IAP, collecting and analyzing information, and tracking resources. The Planning Section Chief leads this section.
Logistics: Provides resources and services to support the incident. The Logistics Section Chief leads this section.
Finance/Administration: Monitors costs related to the incident and provides accounting, procurement, time recording, and cost analysis. The Finance/Administration Section Chief leads this section.

The Role of the Planning Section in IAP Development

The Planning Section is the central hub for information and planning during an incident. Its primary responsibilities include:

Collecting and evaluating information about the incident.
Developing and documenting the Incident Action Plan.
Tracking resources assigned to the incident.
Maintaining incident documentation.
Providing technical expertise to the Incident Commander and other staff.

Within the Planning Section, several key positions contribute to the IAP development process:

Planning Section Chief: Oversees all activities within the Planning Section, including the preparation of the IAP. They are the primary point of contact for the Incident Commander regarding planning matters.
Resources Unit Leader: Tracks the status of all resources assigned to the incident, including personnel, equipment, and supplies. This information is crucial for the IAP, ensuring that the plan is feasible and resources are allocated effectively.
Situation Unit Leader: Collects, processes, and disseminates information about the current situation, including the incident's status, weather conditions, and potential impacts. This information is used to develop incident objectives and strategies.
Documentation Unit Leader: Maintains accurate and complete records of the incident, including the IAP, meeting minutes, and other relevant documents. This ensures that there is a clear record of decisions made and actions taken during the incident.
Demobilization Unit Leader: Develops and implements the demobilization plan, which outlines the procedures for safely and efficiently releasing resources from the incident. This is often included as part of the IAP or as a separate annex.
Technical Specialists: Provide specialized expertise in areas such as meteorology, hydrology, or hazardous materials. They contribute to the IAP by providing technical information and recommendations.

The Incident Action Plan: A Detailed Look

The Incident Action Plan (IAP) is a written or verbal plan that outlines the overall objectives, strategies, and tactics for managing an incident. It serves as a roadmap for incident responders, ensuring that everyone is working towards the same goals and using the same methods. A well-developed IAP typically includes the following components:

Incident Objectives: These are specific, measurable, achievable, relevant, and time-bound (SMART) goals that the incident responders are trying to achieve. Objectives should be clearly defined and prioritized. Example: Contain the wildfire within the designated perimeter by 1800 hours tomorrow.
Strategies: These are the general approaches that will be used to achieve the incident objectives. Strategies should be based on a thorough understanding of the incident situation and the resources available. Example: Utilize a combination of direct attack and indirect fireline construction to contain the wildfire.
Tactics: These are the specific actions that will be taken to implement the strategies. Tactics should be detailed and specific, outlining who will do what, where, and when. Example: Engine crews will conduct direct attack on the fire's edge along the western flank, while bulldozer crews will construct a fireline along the northern perimeter.
Organization: This section outlines the organizational structure of the incident management team, including the chain of command and the responsibilities of each position.
Resource Assignment: This section identifies the resources that have been assigned to the incident, including personnel, equipment, and supplies. It also specifies how these resources will be deployed and utilized.
Communications Plan: This section outlines the communication protocols that will be used during the incident, including radio frequencies, phone numbers, and email addresses. It also specifies how information will be disseminated to responders and the public.
Medical Plan: This section outlines the procedures for providing medical care to responders and victims of the incident. It includes information on medical facilities, transportation, and communication protocols.
Safety Plan: This section outlines the safety precautions that will be taken during the incident to protect responders and the public. It includes information on hazards, personal protective equipment, and emergency procedures.
Contingency Plans: This section outlines alternative courses of action that will be taken if the initial plan is not successful or if unexpected events occur.
Maps and Supporting Documents: These provide visual representations of the incident area and other relevant information, such as weather forecasts, resource locations, and evacuation routes.

The Process of Preparing an Incident Action Plan

The process of preparing an IAP typically involves the following steps:

Situation Assessment: The Planning Section gathers and analyzes information about the incident, including its current status, potential impacts, and available resources. This information is used to develop a common operating picture (COP) that is shared with all incident responders.
Incident Objectives Meeting: The Incident Commander, along with the General Staff, conducts a meeting to establish the incident objectives. These objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). The objectives meeting provides a clear direction for the IAP development process.
Strategy Development: Based on the incident objectives, the Operations Section Chief develops strategies for achieving those objectives. These strategies are discussed and refined in consultation with the Incident Commander and other members of the General Staff.
Tactics Development: The Operations Section Chief, in coordination with the Division/Group Supervisors, develops specific tactics for implementing the strategies. These tactics are detailed and specific, outlining who will do what, where, and when.
IAP Preparation: The Planning Section compiles all of the information gathered and developed in the previous steps into a written IAP. This includes the incident objectives, strategies, tactics, organization, resource assignments, communications plan, medical plan, safety plan, contingency plans, and supporting documents. The Planning Section Chief is ultimately responsible for ensuring that the IAP is complete, accurate, and consistent.
IAP Review and Approval: The Incident Commander reviews the IAP to ensure that it aligns with their overall objectives and strategies. Once the Incident Commander approves the IAP, it is disseminated to all incident responders.
IAP Implementation: Incident responders implement the tactics outlined in the IAP. The Operations Section Chief is responsible for overseeing the implementation of the IAP and ensuring that responders are following the plan.
IAP Monitoring and Evaluation: The Planning Section monitors the progress of the IAP and evaluates its effectiveness. This includes tracking resource usage, assessing the impact of tactics, and identifying any areas where the plan needs to be adjusted.
IAP Revision: Based on the monitoring and evaluation, the Planning Section revises the IAP as needed. This may involve adjusting the incident objectives, strategies, tactics, or resource assignments. The revised IAP is then reviewed and approved by the Incident Commander and disseminated to all incident responders.

The Interplay Between General Staff Members in IAP Development

While the Planning Section Chief takes the lead in preparing the IAP, the process is inherently collaborative, involving key contributions from other General Staff members:

Incident Commander: Provides overall guidance and direction, approves the IAP, and ensures it aligns with the overall incident objectives. The IC sets the tone and priorities for the entire operation.
Operations Section Chief: Develops the operational strategies and tactics to achieve the incident objectives. Their input is crucial in defining the "how" of the plan. They work closely with the Planning Section to ensure the plan is realistic and feasible.
Logistics Section Chief: Ensures that the necessary resources (personnel, equipment, supplies) are available to support the IAP. They provide information on resource availability and limitations, which influences the strategies and tactics that can be implemented.
Finance/Administration Section Chief: Provides cost analysis and ensures that the IAP is financially feasible. They track incident-related expenses and provide guidance on cost-effective resource allocation. They also ensure that all financial aspects of the plan are compliant with regulations and policies.

Challenges in IAP Preparation

Preparing an effective IAP can be challenging, especially in complex or rapidly evolving incidents. Some common challenges include:

Time Constraints: IAPs often need to be developed quickly, which can limit the amount of time available for gathering information and developing strategies.
Information Overload: Incident responders may be bombarded with information from various sources, making it difficult to filter out the noise and identify the most relevant data.
Communication Barriers: Effective communication is essential for IAP preparation, but language barriers, technical difficulties, or organizational silos can hinder communication.
Conflicting Priorities: Different stakeholders may have conflicting priorities, making it difficult to reach a consensus on the incident objectives and strategies.
Resource Limitations: Limited resources can constrain the options available for managing the incident and achieving the objectives.
Dynamic Environment: The incident environment can change rapidly, requiring frequent adjustments to the IAP.

Overcoming the Challenges

To overcome these challenges, incident responders can employ several strategies:

Utilize Standardized Templates and Forms: Using standardized templates and forms can streamline the IAP preparation process and ensure that all essential information is included.
Establish Clear Communication Protocols: Establishing clear communication protocols can improve communication and coordination among incident responders.
Foster Collaboration and Teamwork: Fostering a culture of collaboration and teamwork can help to overcome conflicting priorities and ensure that everyone is working towards the same goals.
Prioritize Information: Prioritizing information can help to filter out the noise and focus on the most relevant data.
Develop Contingency Plans: Developing contingency plans can help to prepare for unexpected events and ensure that there are alternative courses of action available.
Leverage Technology: Utilizing technology, such as incident management software and communication tools, can improve efficiency and effectiveness.
Conduct Regular Training and Exercises: Conducting regular training and exercises can help to prepare incident responders for the challenges of IAP preparation.

Key Takeaways

The Planning Section Chief is primarily responsible for preparing the Incident Action Plan (IAP).
IAP preparation is a collaborative effort involving the entire General Staff, including the Incident Commander, Operations Section Chief, Logistics Section Chief, and Finance/Administration Section Chief.
The IAP outlines the incident objectives, strategies, tactics, organization, resource assignments, and other essential information for managing the incident.
Effective IAP preparation requires clear communication, collaboration, and a thorough understanding of the incident situation.
Challenges in IAP preparation can be overcome by utilizing standardized templates, establishing clear communication protocols, fostering collaboration, prioritizing information, developing contingency plans, leveraging technology, and conducting regular training and exercises.

In conclusion, while the Planning Section Chief is the pivotal figure in orchestrating the IAP's creation, the final product is a result of collective expertise, insightful collaboration, and a shared commitment to effective incident management. The contributions of each General Staff member are essential in ensuring that the IAP is a comprehensive, actionable, and ultimately successful roadmap for addressing the challenges at hand. Without this teamwork, even the most meticulously crafted plan can fall short of its intended goals. The incident action plan is truly a testament to the power of unified effort in the face of adversity.