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USER'S GUIDE - Canadian Coast Guard

1. NE 10 km hr Wind Direction Speed 11 PN N 1 knot Current Direction Speed 12 Calm 10 km Part D Site Safety Plan Summary Heat and humidity will be a factor Ensure proper hydration Mosquito and other insect infestation prominent ensure personnel have appropriate insect protection bug Spray netting etc Rocky oil contaminated shorelines present a slip hazard Potential for falls resulting in injuries Part E Messages to Field Sites media visitors etc No special messages to report at this time Attachments Please identify Q photo scat report Canada iv Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Instructions E HARB C EC AAA Official name given to response incident When mission form activities are to be executed Brief outline of the incident at time of IAP form being completed Where product is and where it is going Identified locations where a special awareness of environmentally sensitive issues is needed These locations might dictate objectives where the missions are executed The characteristics behaviour and changes to the product since it was spilled Referenced from of appropriate attached Mission Form Referenced from n of appropriate attached Mission Form Referenced from B of appropriate attached Mission Form Details of the wind at ti
2. gt Equipment Maintenance and Repair Responsible for providing maintenance and repair services for equipment vessels and vehicles and ensuring a constant supply of fuel for all equipment Service Coordination Responsible for coordinating all the service activities related to the response such as accommodations meals household waste management and sanitation needs Reporting to Services Coordination are gt Accommodations Responsible for the location supply and or development and organization of all accommodations camp hotel motel etc and for ensuring that the facilities are safe gt Food Responsible for determining the food requirements for all facilities developing menus coordinating preparation delivery and service providing a supply of drinking water determining the kitchens and service areas for meals required and maintaining the service areas Sanitation Responsible for collecting and disposing of all types of sanitary and or household waste created by the response and ensuring that sanitary facilities are distributed among the different land bases 28 Response Management System User s Guide LOGISITCS CHIEF Logistics Section T SUPPORT SERVICES organisa tion COORDINATION COORDINATION chart COMMUNICATIONS HUMAN RESOURCES SUPPORT RESOURCE STATUS MEDICAL EQUIPMENT AND TRANSPORTATION EE ONSITE STAGING ACCOMODATIONS PPORT EQUIPMENT AND EQUIPMENT FOOD SUPPLIES MAINTENA
3. 65 iwi Fisheries and Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Canada Intervention environnementale Response Mission Objective Health and Safety Plan A GENERAL INFORMATION OBJECTIVE ScoPE amp RESPONSIBILITY DATE amp TIME SITE DESCRIPTION AREA WEATHER B EMERGENCY COMMUNICATIONS EMERGENCY COMMUNICATIONS PROCEDURES EMERGENCY CONTACT NUMBERS C HAZARD ASSESSMENT HAZARD IDENTIFICATION Canada iwi Fisheries and Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Canada Intervention environnementale Response SITE LIGHTING D SAFETY ORGANIZATION STRUCTURE GENERAL SITE SAFETY STAFF E EMERGENCY PROCEDURES GENERAL MEDICAL EVACUATION amp ESCAPE UNSPECIFIED DANGER REPORTED DROWNING PIW Canada iwi Fisheries and Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Canada Intervention environnementale Response F HEALTH CONSIDERATIONS SAFE LIFTING HYGIENE e g Personal Hygiene Contamination Prevention Decontamination Procedures ALCOHOL amp DRUGS FIRST AID PERSONAL PROTECTIVE EQUIPMENT G HEALTH CONSIDERATIONS GENERATORS MOTOR VEHICLE OPERATION DAVIT WINCH OPERATION Canada Safety Violation Correction Booklet Response Management System User s Guide The Safety Violation C
4. Ensures the Planning Section works with the REET representatives to identify and develop appropriate response tactics Ensures that all of achievable mission objectives in the IAP are carried out and Consults with the OSC on draft objectives enters them onto Response Management Mission Forms and initiates the Mission Form process The Planning Section includes 4 subsections They are gt Response Planning Responsible for gathering and assessing information from the other sections and from REET coordinating the development of the IAP ensuring that REET evaluates and recommends response methods managing SCAT activities and evaluating storage and disposal methods used in the response Reporting to Response Planning are Storage and Disposal Responsible for compiling and evaluating information related to the quantity volume type and concentration of waste recommending storage transport and disposal methods ensuring that local laws regarding waste and disposal are followed and developing a storage and disposal plan Shoreline Cleanup Assessment Team SCAT Coordination Responsible for collating and assessing the data from SCAT assessments recommending shoreline cleanup methods and dividing the shoreline into work zones REET Coordination Either the Chair of REET or a person delegated by the Chair of REET this person is responsible for working with the Response Planning Officer in ensuring that all issu
5. The Health and Safety Officer has authority to stop any measures taken to respond to the pollution incident that may be detrimental to the health and safety of personnel The Health and Safety Officer will report to the OSC on behall of a team of safety officers which may be required and stationed in the field Responsibilities under this section include Development and enforcement of the Health and Safety plan Site Security Site Safety Verification of the safety of all RMT personnel Y y v v 3 Regional Environmental Emergency Team REET Environment Canada is responsible for this body of advisors for environmental advice The Chair represents the combined advice of all regulatory and advisory bodies at all levels of government as well from industry or industry cooperative representatives REET will provide advice and guidance to the OSC Particular emphasis will be given to providing advice and guidance during the development of the IAP 19 Response Management System User s Guide Response Staff 4 Legal Provision of legal advice is provided by the Department s Legal Service Unit Legal Counsel must be made aware of pollution incidents to which the department may have an involvement as early as possible Advice from Legal Counsel is especially important when insurance companies the Ship source Oil Pollution Fund or the International Oil Pollution Compensation Fund are involved 5 Liaison Responsible for coordinating
6. Advisory Staff Debrief Incident Action Plan Issue Issues Board Mission Objective Monitoring Staff Operational Period Operations Meeting Planning Cycle Planning Meeting Response Staff Response Management Mission Form Response Management System Response Management Mission Form Process RMS Process Forms RMS Support Forms Group responsible for providing the FMO OSC with advice and other information on a number of issues related to the incident A short meeting used to provide an update on the conduct or execution of a particular event during the RMS process The operational plan that identifies the mission objectives for the operational period Any concern of a social economic or environmental nature arising as a result of an incident that must be mitigated to a state of some predefined level of acceptability Form used to document all issues arising from the incident outcome its priority operational timeframe proposed strategy to mitigate the issue and the mission number assigned to it Description or title of the specific task required to implement or execute the proposed strategy Group responsible for executing and supporting the mission objectives of the Incident Action Plan providing all necessary resources and tracking and accounting all monitoring costs Period the Incident Action Plan is implemented Meeting held at the end of the operational period to summarize the outcome of wor
7. Environmental Response Canada Intervention environnementale Sign in Sign The Sign in Sign out sheet is used to track IMT RMT personnel work schedules out Sheet Canada Response Management System User s Guide Sign In Sign Out Sheet OSCO NAME Sign In Sign Out Location POSITION WORK LOCATION TIME IN TIME OUT 86 Resource Tracking Forms as taken from Appendix E of the CCG Ship Source and Marine Pollution Response Costing Principles and Documentation Standards Response Management System User s Guide Appendix E Resource Tracking Forms of the CCG Ship Source and Marine Pollution Response Costing Principles and Documentation Standards is used by the Logistics and Finance Section to track the use of all resources and associated costs used in the response The Logistics Section fills out the resource description in each form and passes it along with any receipts to the Finance Section The Finance Section then completes the costs associated with those resources 87 APPENDIX E MATERIALS AND SUPPLIES SCHEDULE 1 DAILY SUMMARY Page of Region Actual Estimate Incident Name Activity Code Supplier Total Site 1 Site 7 Site 8 Site 9 Costs Cost Cost Cost Cost L Dieas mum PT TTT TTT ttt yy fe LLLLLLLLIE PE TT LLLLLLLLES On Scene Commander Cost Accountant Date Date Form Design Date May 31 1992 Response Management System User s Guide Situ
8. yy n eR aS Na auae ROSE IMT RMT MEMBERS AND LD TAGS LIST OF RMS FORMS ssssssssssssssssssssssssssnsssscsesessssssssesssssssssessssssesssssnssnsossssssesnsesssessssensnssesosssssesessssesesssessesesossssososssessssesssssnssnsesesssssseseees 47 IRMIS PROGESS EORMS saan em bea PICO MET 48 III Issues Status BOard s ushu te Ineident Action Plam y aS a u S qa ia ua aha Sah Response Management Mission Form Task Board ERREUR URN GR EROS RMS Process Forms Summary for the Operational Period RMS SUPPORT FORMS Health and Safety see cip OE RENTE RO EU ERE D RO GR DE Deere edm Safety Violation Correction Booklet Situation Status Board Forms o E e pe REO ERI ERR NERA Environment Canada Current and Forecasted Weather and Marine Conditions E Spill TraJegtory Map a 2688 Site DIVIsIORS Q seio m devon REO BOO uum uu OS E Sa s 82 Schedule of Meetings Sign in Sign out Sheet Resource Tracking Forms as taken from Appendix E of the CCG Ship Source and Marine Pollution Response Costing Principles and Documentation Standards a ns an nanan nishan as ES E q iii Saa 87 SITUATION STATUS BOARD rnn nescire at GRC a m REPE T GE AREE MERETUR oR Ries 90 IV Definitions
9. CCG as OSC will be used However it should be noted that these processes are equally applied when CCG has assumed the role of the FMO Activation of a Response Response anatomy The following steps describe the actions that would be taken by CCG ER personnel upon receipt of a report of a marine pollution incident For the purposes of describing these steps it is assumed that the incident falls under the mandate of CCG ER and requires assessment and action by the CCG ER Duty Officer Response Management System User s Guide Incident Reporting Incident Assessment RMS No further Required action required Project Phase Cycle Claim Process Lessons Learned 1 Incident Reporting Pursuant to Regional protocol marine pollution incident are reported to either the Regional Operations Centre ROC or Marine Communication and Traffic Services MCTS The report is forwarded to the CCG ER Duty Officer for assessment 2 Incident Assessment The incident is assessed by the CCG ER Duty Officer who may then perform some or all of the following functions e Verification of the incident e Determines polluter s intentions e Obtains initial incident data e Makes recommendation for CCG response activation Should a response be required the RMS is activated Response Management System User s Guide 3 RMS Activation The response is activated upon recommendation from the CCG ER Duty Officer The acti
10. Command or Operations Centre that presents the flow of Incident Action Planss from Next Operational Period to Current Operational Period to Previous Operational Period as well as other incident related information Global or comprehensive description of a body of acceptable mission objectives to satisfy mitigate or otherwise resolve the specific issue Meeting used to determine issues prioritize them and develop appropriate strategies and mission objective List of specific actions to satisfy and support the appropriate mission objective Form used to document all tasks required to be conducted by the IMT RMT during an operational period to satisfy and support the specific mission objective VI List of Acronyms o 0o n oo Ro Nm CCG Canadian Coast Guard ER Environmental Response FMO Federal Monitoring Officer IAP Incident Action IMT Incident Monitoring Team OGD Other Government Department OPS Operations OSC On Scene Commander MCTS Marine Communications and Traffic Services MPIRS Marine Pollution Incident Reporting System MRS Management Reporting System REET Regional Environmental Emergency Team RMS Response Management System RMT Response Management Team ROC Regional Operations Centre SCAT Shoreline Cleanup Assessment Team Response Management System User s Guide INTRODUCTION General The Canadian Coast Guard CCG Response Ma
11. Done Monitor polluter s shoreline cleanup operations in Zone A 4 Considerations i e Safety Weather etc Planning Originator Na me please print Heat and humidity Prevalence of biting insects Ensure proper hydration and protection from sun John Doe Ensure proper bug control measures netting bug repellent etc 9 a 5 ogistics Name please prin John Brown Delivery 12 13 14 16 Date Time Location Time Purchase Est Cost Method July 2 0800hrs 0800hrs July2 0800hrs 0800hrs Water and food 1 pizza July 2 0800hrs Zone A 0800 P O drinks supplied C Part B Operations Resources Required Monitoring staff Tyvek suits E 51 N 2 way radio July 2 0800 0800hrs Juy2 0800 0800hrs 200 20 Portable sanitation units 00 Vehicle 18 Reviewed by Operations please initial _ Safety please initial Part D Operations To be completed at end of day Work performed completion deviation failure rationale 400m of shoreline cleaned REET assessed cleanup and are satisfied with results Approximately 500m remain Name please print Operations Signature Este Time Bob Smith July 2 2200hrs Attachments Please identify safety plan map sketch photo scat report other Canada Bg Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environneme
12. Planning Meeting Operations will contact the Staging Area Managers to determine if any changes to the Mission Form are needed If so the changes are noted and the forms revised accordingly The IAP is presented to the FMO OSC at the Planning Meeting for final approval Once approved a copy of the RMS Mission Forms is given to the Operations Logistics and Finance Section the FMO OSC and the Situation Status Officer The Situation Status Officer puts a copy of the Forms on the Next Operational Period section of the Situation Status Board The copies serve to inform all sections of what will be required of them in the next operational period At the end of the operational period Operations completes Section D of the Mission Forms describing the work that was completed not completed problems encountered in the field etc This information can then be used to determine objectives and priorities for the next IAP and operational period The following is a flow chart describing the flow of the Mission Form through the RMS 59 Response Management System User s Guide Draft Planning Response Management T Mission Form Process x pink eee it safe s Logistics N P Y Copy sent to Staging Area Manager O white E Planning Finance IAP updated and submitted to the FMO OSC at Planning Meeting for final approval Situation Status Board Next Operational Period 60 Tas
13. contracts checking and preparing the list of contractors and suppliers ensuring the availability of funding and renewal as required ensuring that contracts are up to date and that contractual obligations are met and maintaining a hiring system and prepare reports Accounting Responsible for tracking analyzing and evaluating response costs compiling personnel working hours and equipment usage hours establishing and maintaining an invoice processing and tracking system setting up an appropriate on site auditing system and providing financial statements Reporting to Accounting are Invoicing Responsible for gathering and compiling all invoices orders and all data showing the expenses incurred and work done activating the payment process compiling documenting and preparing the cost recovery file for departmental operations maintaining the financial files for the response and issuing invoices Time Sheets Responsible for collecting compiling and verifying the times sheets for all RMT personnel and maintaining a record of hours worked breaks and availability Auditor Responsible for auditing all financial activities related to the incident and ensuring that all financial trans actions meet government contracting and financial guidelines Claims Responsible for directing all 8 party claims involving damaged property associated with or involved with the incident to the appropriate authority 30 Fi
14. have been completed to Operations determine the outcome of each objective The outcome or summary Debrief of work is described on their respective Response Management Mission Form 15 Expenditures All expenditures for the operational period are recorded by Finance Operational Period 16 Total Finance determines total expenditures to date Ends Expenditures 17 Operations This meeting identifies IAP achievements and failures outstanding Meeting mission objectives identified in step 14 and any other emergent issues arising from the days activities 18 Strategy Information from step 17 any new information or issues from Planning Meeting in step 13 and any new emergent or outstanding issues are identified Begins and prioritized The Issues Board is updated and strategies are developed to address these issues New Planning Cycle New Operational Period Begins 19 Initiation of Initiation of the next IAP commences previous day s IAP IAP is implemented Development Back to step 6 O 12 Long Term Plan Response Management System User s Guide The Long Term Plan is an assessment of human and material resources that would be required for long term response operations The Planning Section should begin thinking about the Long Term Plan from at least five days from the beginning of the incident An example of what might be considered for the Long Term Plan includes long term shoreline cleanup operations or cont
15. identified in this stage 6 Completion of The IAP which includes a summary of all mission objectives is IAP Mission completed Each mission objective is identified on a Response Form and Other Management Mission Form The IAP may also include a Health and Sub Plan Safety Plan maps photos sketches scat reports and other supporting Development documentation 7 Form Flow Each Response Management Mission Form is processed to determine Process the resources required to support the conduct of each mission objective please refer to page 59 8 Planning The IAP along with the completed Response Management Mission Meeting Forms and supporting documentation are reviewed and approved by the OSC for implementation during the next operational period An estimate of the total expenditures for the IAP is given to the Finance Section 9 Post IAP A debrief is held to update the IAP to reflect any changes which may Debrief have occurred during the planning process that prohibits the completion of some or all mission objectives An example of this would be the inability to conduct on water recovery operations due to a revised forecast that predicts inclement weather These outstanding mission objectives are relayed at the Operations Meeting to ensure they are addressed during the next Strategy Meeting 10 Task Each RMS section updates their task list to reflect work that must be Identification completed in order to support the completion of the
16. in the field This information is discussed during the operations meeting Mission Form instructions can be found at the back of the form Each Mission Form is numbered in chronological order and in accordance with their work zone the mission objective will be conducted Furthermore each Mission Form MUST have the incident name written in Box 1 and the name MUST be the same for each Mission Form used during the incident An example of the numbering system is as follows Zone A gt Mission Form for Zone A TM Mission A1 gt Next Mission Form for Zone A Mission A2 Zone B gt Mission Form for Zone B TM Mission B1 gt Mission Form for Zone B Mission B2 55 28 Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne n Canada Environmental Response Canada Intervention environnementale Response Management Mission Form OSC Part A Planning To be completed by originator of mission form see back for instructions Incident Name Date Time of Operational Period Location EE Objective EE Mission 6 Description of Work to be Done Conduct shoreline cleanup operations at location specified 500 metres identified for cleanup Considerations i e Safety Weather etc Planning Originator Name please print Heat and humidity Prevalence of biting insects Ensure proper hydration and protection from sun John Doe Ensure proper bug control measures
17. the IAP and the direction and conduct of response operations The responsibilities of the Operations Chief are Organizes the Operations Section to meet the requirements of the IAP and delegates positions Designates directs and supports on site responders Determines field response requirements Works with other section to develop and implement IAPs Identifies operational constraints Obtains regular status reports from the Staging Area Managers and Updates the OSC and RMT on the status and progress of all critical response operations The Operations Section includes 5 subsections They are gt Marine Operations Responsible for determining and coordinating the resources required to conduct on water response operations eg recovery containment vessels storage etc ensuring that the site security rules are being applied that relief teams are briefed on the status of the response and to ensure that the objectives for on water recovery are being met Land Operations Responsible for determining and coordinating the resources required for conducting land operations and shoreline evaluations eg shoreline cleanup transportation SCAT etc ensuring that the site security rules are being applied that relief teams are briefed on the status of the response and to ensure that the objectives for land based operations are being met Marine and Land Operations Sections are responsible for conducting on water
18. today 5 3 Identify Develop Tasks Strategies R 4 Identify Objectives The following diagram depicts the typical progression of the response from its inception to the project phase This diagram also demonstrates the overlap that occurs between each planning cycle and current operational period Each day a new planning cycle begins to develop the IAP for the next operational period At the same time the previous day s IAP is implemented during the current operational period The concept behind this approach can be summarized as follows Response Management System User s Guide gt Plan today Prepare IAP gt Implement IAP during next operational period Planning cycles continue until all issues have been resolved and objectives no longer exist Once the response to the incident has reached this point it enters the Demobilization phase as stated in Step 6 in Activation of a Response jueuissessy pue a2uaJ1n92Q 1uepiou Response Management System PROGRESSION OF RESPONSE TO PROJECT PHASE User s Guide PROJECT PHASE Assignment of 1 Planning Cycle Initiated m HJ the OSC role by the Regional ER Superintendent Identification of team members and resources 1 Operational Period Implementation of Incident Action Identification and Plan from 1 Plannina Cvcle conduct of initial objectives obtained from Initiation of the first RMS Regional and Process Planning Cycle Area conting
19. Board and Health and Safety Plan for the incident Each day information passes from the right of the Situation Status Board to the left The following is a chart showing the layout for the Situation Status Board 90 Response Management System User s Guide SITUATION STATUS BOARD LAYOUT PREVIOUS OPERATIONAL CURRENT OPERATIONAL PERIOD NEXT OPERATIONAL PERIOD PERIODS OLD INFORMATION INFORMATION INFORMATION SITUATION SITUATION STATUS STATUS BOARD BOARD FORMS FORMS MISCELLANEOUS BOARD RMS ORG CHART SCHEDULE ISSUES INCIDENT SIGN IN SCHEDULE OF BOARD HEALTH OUT SHEET OF PERSONNEL MEETINGS AND MEETINGS ASSIGNEMENTS SAFETY PLAN 91
20. Canada RMS Process Forms Summary for the Operational Period Response Management System User s Guide The IAP along with the supporting Response Management Mission Forms becomes the operational plan for the next operational period As previously stated these forms are supported by a number of supporting documents such as a Health and Safety Plan maps photos sketches scat reports or any other information required for the conduct of the IAP INCIDENT ACTION PLAN MISSION OBJECTIVE II HEALTH AND SAFETY PLAN SCAT REPORT Response Management System User s Guide RMS SUPPORT FORMS Health and Safety It is the policy of the CCG that an overall incident specific Health and Safety Plan be developed in accordance with the National Safety Plan and the principals outlined in the Canada Labour Code Part II Occupational Safety and Health guidelines This Health and Safety Plan which addresses health and safety issues for the incident as a whole should be made available to and reviewed by all members involved with the incident A Health and Safety plan may be required for the conduct of certain mission objectives To fulfill this requirement a Mission Objective Health and Safety Plan form should be completed and accompany the appropriate Response Management Mission Form This form outlines mission specific health and safety issues such as hazard assessment PPE requirements emergency procedures and communications
21. E CHIEF ACCOUNTING CONTRACT SERVICES INVOICING TME SHEETS AUDITOR 45 Response Management System User s Guide IMT RMT Members and 1 0 Tags Pre appointment of the IMT RMT RMS I D Tags To facilitate the creation of the IMT RMT during an incident each member should be pre appointed to a position within the team This will ensure that all team members know what positions they will occupy and are familiar with their roles and responsibilities before an incident occurs This also ensures the establishment of the IMT RMT within a short timeframe The pre appointment of positions does not include those for Legal and REET under the Advisory Staff DFO Legal and Environment Canada occupy these positions respectively Throughout the incident each IMT RMT member will wear RMS 1 0 tags These colour coded tags will have a picture of the team member usually their government I D card their name section and unit and will show a brief description of their roles and responsibilities within the team The colour codes for each Section are as follows Green OSC FMO and Advisory Staff Blue Planning Section Red Operations Section Grey Logistics Section Yellow Finance Section o RON An example of an RMS 1 0 Tag for the Planning Section is as follows Front PLANNING CHIEF ADVISORY STAFF OPERATIONS LOGISTICS FINANCE OFFICER OFFICER OFFICER Back PLANNING CHIEF Reports to the
22. FMO OSC Determines monitoring response priorities Develops a clear and accurate understanding of the situation Coordiantes and develops the Incident Action Plan Consults with the FMO OSC on the development of the Incident Action Plan Property of the Canadian Coast Guard Return to your supervisor 46 Response Management System User s Guide LIST OF RMS FORMS RMS Process Forms RMS Support Forms The RMS forms have been designed to document the actions taken by the RMT and to track all incident costs There are 2 sets of forms used in RMS listed as follows 1 RMS Process Forms 2 RMS Support Forms The use of the RMS Process Forms is mandatory They are used during each planning cycle and operational period to track issues identify mission objectives and their results and identify mission specific tasks The RMS Process Forms consist of the following 4 forms Issues Board Incident Action Plan Response Management Mission Form Task Board The RMS Support Forms are not mandatory and are used at the discretion of the FMO OSC and RMT IMT These forms may be used to gather incident information and assist in tracking equipment personnel or other response resource The RMS Support Forms consist of the following gt Health and Safety Plan gt Safety Violation Correction Booklet gt Situation Status Board Forms e Spill Status Spill Waste Shoreline Impacts Wildlife Impacts Safety Status Onsho
23. NCE AND REPAIR DECONTAMINATION SANITATION e 29 Response Management System User s Guide Finance Finance Chief The Finance Chief is responsible for all financial aspects of response operations and must have knowledge of the principles of the department financial Management Reporting System MRS The responsibilities of the Finance Chief are Organizes the Finance Section personnel and assigns tasks Works with Operations and Logistics to ensure that appropriate accounting documentation and cost control systems are in place Directs all 3 party claims to the appropriate authority Consolidates all cost documentation to form the basis of a CCG claim in accordance with the appropriate standards Enforces internal standards for financial authority cost control and expense management and ensures clear audit trails are established Provides cost estimates as requested by the OSC Ensures that all contracts are being maintained and that contractual obligations are met Audits and inventories contractors and suppliers to ensure accuracy Sets up and maintains an invoice processing and tracking system for internal control and cost recovery purposes and Ensures all contracts purchase orders work orders and other documentation are processed promptly The Finance Section includes 4 subsections They are Contract Services Responsible for administering the supply and acquisition of
24. ON Response Management System User s Guide OSC COMMUNICATIONS OFFICER LEGAL HEALTH AND SAFETY OFFICER CHAIR OF REET LIAISON OFFICER OPERATIONS CHIEF LOGISITCS CHIEF FINANCE CHIEF MARINE OPERATIONS SUPPORT SERVICES COORDINATION COORDINATION ACCOUNTING CONTRACT SERVICES SPECIAL OPS WILDLIFE OPERATION COMMUNICATIONS HUMAN RESOURCES SUPPORT INVOICING RESOURCE STATUS MEDICAL TME SHEETS TRANSPORTATION EOE MENT E ONSITE STAGING ACCOMODATIONS dii os EQUIPMENT AND EQUIPMENT FOOD SUPPLIES MAINTENANCE AND REPAIR DECONTAMINATION SANITATION AIR OPERATIONS Response Management System User s Guide ROLES RESPONSIBILITIES AND JOB FUNCTIONS OF THE RESPONSE STAFF Planning Planning Chief The Planning Chief is responsible for the collection and assessment of incident data and for the development of IAPs The Planning Chief works closely with the OSC in establishing issues and developing mission objectives The responsibilities of the Planning Chief are Identifies initial Planning Section priorities and delegates positions in the Planning Section Initiates the first planning cycle Coordinates and develops IAPs Develops a clear and accurate understanding of the situation based on information gathered at or near the incident scene Ensures the immediate and projected impacts of the incident are identified and addressed by the planning units
25. ONS SUPPORT EQUIPMENT AND EQUIPMENT 2990 SUPPLIES MAINTENANCE AND REPAIR DECONTAMINATION 43 Response Management System User s Guide Finance Finance Chief The Finance Chief is responsible for all financial aspects of monitoring operations and tracking the polluter s costs with respect to their limit of liability Knowledge of the principles of the department financial Management Reporting System MRS is required The responsibilities of the Finance Chief are Organizes the Finance Section personnel and assigns tasks Works with Operations and Logistics to ensure that appropriate accounting documentation and cost control systems are in place Enforces internal standards for financial authority cost control and expense management and ensures clear audit trails are established Provides cost estimates as requested by the FMO Ensures that all contracts are being maintained and that contractual obligations are met Consolidates all cost documentation to form the basis of a CCG claim in accordance with the appropriate standards Audits and inventories contractors and suppliers to ensure accuracy Sets up and maintains an invoice processing and tracking system for internal control and cost recovery purposes and Ensures all contracts purchase orders work orders and other documentation are processed promptly The Finance Section includes 4 subsections They are gt Contract Services Respo
26. R 1 WHO SHOULD USE THIS MANUAL MANAGEMENT BY OBJECTIVES ACTIVATION OF A RESPONSE eus ees TE ius PROJECT PHASE CY GUE init REOS NERA NEIN ta o A REO ENS 5 MIU I MHH 9 5 Long Term Plan I oes m Documenting Actions with RMS Forms eerte tete teen Lu q tenen eene mus a SS S S uya 15 Meetings otto nin ee aie RET EI EE tede ete Mat NIRE 16 Debriefs iss POST INCIDENT REVIEW RMS STRUCTURE ROLES AND RESPONSIBILITIES UNDER THE ON SCENE COMMANDER OSC RMS STRUCTURE Advisory Staff Response Staff ona gumagana ROLES RESPONSIBILITIES AND FUNCTIONS OF THE RESPONSE STAFF PLANNING issuance Sq u E A vestita siet q e iss OPERATION LL C NO LOGISTICS PEINANGE REGIE E RR NE E ERNEUT A E OR OU OIN S RMS UNDER THEFMO RMSSTRUGTURE ORE RR ERREUR UE aM enn Advisory Staff Monitoring Staff etai eet tete tege eee tegit ore rie dee i ROLES RESPONSIBILITIES AND JOB FUNCTIONS OF THEMONITORING STAFF PLANNING sua M OPERATIONS LOGISTICS ae T
27. REET and ensuring that the Government of Canada and public s interests are taken into consideration Operations section OPERATIONS organisation MONITORING CHIEF chart OPERATIONS MONITORING GROUPS MANAGEMENT TEAM MONITORING Polluter Response Plan Marine Operations Development Monitoring Montoring Land Operations Monitoring Financial Monitoring Auditor Special Ops Salvage Monitoring Team Wildlife Operations Monitoring Storage and Disposal Operations Monitoring Scat Operations Monitoring Aerial Operations Monitoring 40 Logistics Response Management System User s Guide Logistics Chief The Logistics Chief is responsible for providing facilities services and human and material resources for the conduct of monitoring operations The responsibilities of the Logistics Chief are Organizes available personnel and assigns them positions within the Logistics Section Locates and provides the resources and support services required by the Monitoring Staff Assists in developing the monitoring IAP and ensures it is logistically possible Sources the quickest and or most cost effective suppliers Identifies outfits appropriate staging areas Arranges for transportation communications and other support resources Ensures personnel are clothed sheltered and fed Ensures that documentation is completed and forwarded to the Finance Section and Consults with Operations to ensure adequate levels of serv
28. Response Management System USER S GUIDE Version 3 0 DFO 6249 May 2006 Contact Information For further information or any other inquiries regarding the Response Management System User s Guide please contact the following Manager Environmental Response Canadian Coast Guard 200 Kent Street 5 Floor Ottawa Ontario K1A 0E6 Phone 613 998 1501 Fax 613 996 8902 Revision Record RESPONSE MANAGEMENT SYSTEM USER S GUIDE Section Page Description of Changes Made Initials and Date Incorporated Table of Contents CONTACT INFORMATION i I REVISION RECORD cssssssssssssssssssssssssssssnsessssesessssssesessssssssnsnsessssessesssssesessssosssnsesessesessensnessssssssssusnsessssossssssssusossssssssusossssesesssssnssossssssesesesees II TABLE OF CONTENTS scscssssssssssssssssssscsssscsssssssssssnssssossssssesesovsssesssssnsnsosssscsesnsovsssessesensnnsososssscsesesessesssssnsnnansossssesssssesassssssssnsnnsesosscsesesees DEFINITIONS ssssssssssssssssssscsssesssssssssssesssssssnsevscsesessessnssssssssssnsesessssesssssnssessssssssesnsesesseseessesnesssossssssusesessesessessnnsssosssssscseseassesessensnnsessssssosesesees V LIST OF ACRONYMS VII INTRODUCTION s i 1 GIENEER AT E E 1 PURPOSE OETHIS MANUAED esha endive Per ere E ERI chides ERU erm assasi R
29. SION FORM Operations to monitor polluter s shoreline cleanup operations in impacted areas as outlined in their response plan Operations to monitor polluter s on water recovery operations Day 1 6 _ s Canada Incident Action Plan Response Management System User s Guide The IAP is the operational plan that identifies the mission objectives for the operational period It contains an overview of the situation along with a summary of all mission objectives and other supporting material of relevance to the particular operation ie Health and Safety Plan maps photos sketches SCAT reports etc Development of the IAP is initiated after the Strategy Meeting and approved at the Planning Meeting by FMO OSC The IAP is divided into 5 parts as follows PART A Describes the current situation as well as information on the incident sensitivities and fate and effects PART B Describes each specific mission objective its location and the corresponding Response Management Mission Form PART C Weather forecast information PART D Summarizes site safety details for that particular operational period PART E This section is completed to relay specific messages to staging area managers Instructions for completed the IAP can be found on the back of the form 51 Ew Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention
30. Skimmers Vessels Canada Fisheries and Oceans Canadian Coast Guard P ches Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Situation Status Board Offshore Other Equipment Resources 7 of 8 Incident Name Date Prepared Time Prepared Operational Period Date Time Assigned at Incident Available Out of Service me Po uu MEN LONE GENE MEN EN Canada Eg Fisheries and Oceans Canadian Coast Guard n Canada Environmental Response Situation Status Board Incident Name Date Prepared Organization Total Response Personnel from all Organizations P ches et Oc ans Garde c ti re canadienne Canada Intervention environnementale Personnel Resources 8 of 8 Time Prepared Operational Period Date Time of People Canada Response Management System User s Guide Environment Environment Canada Current and Forecasted Weather and Marine Conditions should be da t requested through REET or Environment Canada The forecast should be for the next 5 anaqa Uurren days and updated for each operational period Current weather conditions should be and Forecasted updated at the beginning of each operational period Weather and Marine Conditions 80 Response Management System User s Guide This is a map of the affected area that shows the current predicted trajectory
31. agement System User s Guide 4 Post Operations Debrief Occurs at the end of the conduct of all mission objectives The goal is to summarize the outcome of each mission objective Please refer to the chart on pg 14 to determine when these meetings and debriefs take place 17 Response Management System User s Guide POST INCIDENT REVIEW The objective of a post incident review is the evaluation of the incident to ultimately improve CCG s spill response effectiveness This requirement is similar to the principles of exercise evaluation As such the review should be conducted in accordance with the principles contained in the National Exercise Program Evaluation Guidelines Chapter 11 This involves six specific tasks namely vy Vv Vv Vv Vv v Brief the evaluation team Brief the response team Evaluate the incident Prepare a summary of key observations Hold an incident debriefing session Prepare an official post incident evaluation report The following elements should be covered when conducting a post incident review vy v v Vv v v v v Notification Assessment Mobilisation Initial Response Activation of the RMS and transition to project phase o RMS structure o RMS process function and meetings Incident Action Plan o Issues o Strategies o Deployment of resources Operations Logistics Health and Safety Media Demobilisation The findings should be documented in the post incident evaluation report whi
32. aging emergency medical services setting up first aid centres obtaining medical aid and transportation for the injured establishing the medical profile required for specific jobs and preparing accident reports and maintaining records 27 Response Management System User s Guide Equipment and Supplies Responsible for obtaining equipment supplies and machinery for supporting operations of Support Coordination ensuring that the resources meet the required specifications and transmitting the contract needs to the Finance Section Onsite Staging Support Responsible for coordinating all response activities receiving and storing equipment supplies and machinery monitoring incoming and outgoing items providing Resource Status with statements on the condition of all response resources and distributing supplies and equipment as necessary Reporting to Field Support are gt Equipment and Supplies Responsible for obtaining equipment supplies and machinery for all monitoring response operations ensuring that equipment resources meet the specifications requested and keeping the inventory up to date gt Decontamination Responsible for providing decontamination for RMT personnel equipment vessels and motor vehicles in the land based sector ensuring compliance with established decontamination procedures setting up decontamination areas obtaining decontamination equipment and developing an equipment decontamination plan
33. and if available purchase boots Response Management System User s Guide 6 IMPLEMENTATION Implementation refers to the execution or conduct of the IAP during the operational period 7 SUMMARY OF WORK PERFORMED This stage occurs at the end of the operational period and documents the results of the mission objectives implemented during the operational period The results of the summary will identify work that was or was not completed and may identify new issues that need to be addressed during the next planning cycle The summary of each mission objective is documented on their respective Response Management Mission form section D Example Shoreline cleanup operations Operations were completed as specified without problems in area A Deflection Booming Deflection booming was employed in area B however some oil escaped the booming and impacted some of parts of the beach Shoreline cleanup operations will be required in this area Planning Cycle Steps 1 5 of the RMS process are conducted in what is known as the Planning Cycle and Operational Each planning cycle determines the response activities of the RMT These activities are Period summarized on the IAP and conducted during Steps 6 7 known as the operational period T Summary 1 Establish of Work Issues Performe 2 Operational Period next operational period Prioritize 6 Implementation Issues Planning Cycle done
34. and maintaining relations and communications with outside agencies community leaders and other interest groups The Liaison officer is the point of contact within the RMS whenever representatives from outside organizations require information regarding the incident The Liaison officer will also coordinate meetings with these individuals to discuss issues or pass on information related to the incident The Response Staff is responsible for executing and supporting the mission objectives of the IAP providing all necessary resources and tracking and accounting all response costs There are 4 sections of the Response Staff each led by a section chief The Response Staff sections are 1 Planning gt Responsible for the collection coordination and assessment of data for the development of the IAP 2 Operations gt Responsible for the direction and conduct of response operations 3 Logistics gt Responsible for providing facilities services and resources for the conduct of response operations 4 Finance gt Responsible for the collection and organization of all financial aspects of response operations The following is an organisation chart showing the RMS structure under the OSC and the job functions under each section 20 RMS ORGANISATION CHART PLANNING CHIEF DOCUMENT SITUATION STATUS COORDINATOR DEMOBILIZATION RESPONSE PLANNING PLANNING STORAGE AND DISPOSAL SCAT TEAM COORDINATION REET COORDINATI
35. and shoreline response operations Their teams work in the field to execute the mission objectives specified in the IAP e g on water recovery shoreline cleanup operations etc The operating environments are broken down into zones for on water and shoreline cleanup operations each managed by a Staging Area Manager The Staging Area Managers are responsible for managing their workers in their respective work zones The Staging Area Managers receive copies of the Response Management Mission Forms which identify the mission objective and the resources they will be receiving The following is the Staging Area organisation chart 24 Staging Area Manager Zone A Workers Response Management System User s Guide MARINE LAND OPS Staging Area Staging Area Manager Manager Zone B Zone C Workers Workers gt Air Operations Responsible for determining the resources required for conducting aerial operations eg CCG helicopter or fixed wing aircraft ensuring that all people onboard aircraft are aware of security regulations establishing an aerial safety perimeter around the landing area and prioritizing aerial surveillance flights gt Special Ops Salvage Responsible for coordinating refloating salvaging and offloading vessels operations in situ burning and dispersant operations and ensuring compliance with applicable standards and regulations gt Wildlife Operations Responsible for supporting wild
36. anning Chief works closely with the FMO in reviewing the polluter s response plan to identify their mission objectives and develop appropriate monitoring IAPs for implementation by the IMT The responsibilities of the Planning Chief are to Identify initial Planning Section priorities and delegate positions Review the polluter s response plan to identify mission objectives Initiate the first planning cycle Coordinate and develop monitoring IAPs Ensure that all of achievable mission objectives are conducted Consults with the FMO on draft mission objectives enters them onto Response Management Mission Forms and initiates the mission form process The Planning Section includes 4 subsections They are gt Monitoring Team Planning Responsible for gathering and assessing information from the polluter s response plan and coordinating the development of the monitoring IAP gt Situation Status Responsible for managing forms on the Situation Status Board for gathering and assessing weather tide wave aerial surveillance and incident site information and developing situation reports using the Marine Pollution Incident Reporting System MPIRS gt Demobilization Planning Responsible for determining the status of monitoring operations being conducted identifying surplus resources and developing a demobilization plan of monitoring resources gt Document Coordinator Responsible for ensuring that expired co
37. ation Status Board Situation Status Board layout Completed RMS Process and Support Forms are posted on a Situation Status Board The use of this board facilitates the conduct of the RMS process since all relevant incident information is available simultaneously for viewing by the IMT RMT Information on this board should be organised in accordance to previous present and next operational periods As such the board should be divided into 3 sections to accommodate this format The NEXT OPERATIONAL PERIOD section displays the IAP Response Management Mission Form and all supporting documentation for the next operational period The CURRENT OPERATIONAL PERIOD section displays the IAP Response Management Mission Form and all supporting documentation for the current operational period The PREVIOUS OPERATIONAL PERIODS section displays all forms gathered from the CURRENT OPERATIONAL PERIOD section from the previous day All information is to be placed on top of each other on the Status Board in chronological order and is to be managed by the Situation Status Officer The purpose of this section is to allow the RMT review old information should it be required and to provide a record of the events that took place during the incident for cost recovery purposes In addition to these sections a MISCELLANEOUS BOARD can be used The MISCELLANEOUS BOARD contains other information such as the meeting schedule IMT RMT members Issues Board Task
38. ch should also outline how they will be incorporated into the relevant areas of RMS The OSC is responsible for the preparation of a post incident evaluation report which will be submitted to the Manager Environmental Response and Regional Director Marine Programs 18 Response Management System User s Guide RMS STRUCTURE ROLES AND RESPONSIBILITIES UNDER THE ON SCENE COMMANDER OSC RMS STRUCTURE Advisory Staff The RMS organisation under a CCG led response is managed by the OSC and consists of 2 groups listed as follows gt Advisory Staff gt Response Staff The Advisory Staff works directly with the OSC and provides advice and information on a variety of issues related to the incident The OSC uses this information during the planning cycle to establish issues and identify the appropriate strategies and mission objectives to address these issues The Advisory Staff consists of 1 Communications Officer The Communications Officer is responsible for setting up the Information Center at which all media sources will be able to obtain the relevant information for their medium The Communications Officer will also be responsible for developing and releasing information about the incident once approved by the OSC to appropriate agencies organizations and the public 2 Health and Safety Officer The Health and Safety Officer is accountable to the OSC for all aspects of health and safety during response operations
39. commences when issues no longer exist and objectives have been completed 7 Project Documentation and Initiation of Claim Process All RMS documentation is consolidated and submitted to the CCG Cost Recovery Officer for cost recovery 8 Lessons Learned If warranted the OSC will convene a debrief session which will focus on the following e Notification evaluation and initiation of the response e Conduct of the response e Problems encountered e Recommendation for improvement Response Management System User s Guide Project Phase Cycle The goal of the project phase is to determine the appropriate response activities and conduct the required functions to support those activities The project phase is a cyclical process involving 3 major steps listed as follows 1 RMS process 2 Documenting actions using RMS forms 3 Meetings and debriefs to facilitate the development and approval of IAPs The process used within the RMS to respond to an incident consists of a step by step approach designed to do the following RMS Process _ Establish issues and identify priorities Develop strategies Develop executable mission objectives Obtain approvals for implementation Document the results The RMS process further refines this approach in the following manner 7 Summary 1 Establish of Work Issues Performed 2 6 Prioritize Implementation Issues 5 3 Identify Develop Tasks Strategies 4 Identify Mission Objective
40. eacting to managing the incident v v v v v v Response Management System User s Guide USING RMS DURING A RESPONSE Management by Objectives Management by objective philosophy RMS organization The RMS is based upon a management by objectives philosophy where objectives are established based upon the needs of the circumstances This embedded philosophy allows for the use of this system in virtually any situation requiring a response regardless of severity With respect to CCG ER this User s Guide applies to the CCG when involved in an incident as either the OSC FMO or resource agency The RMS organisational structure is based upon a network of subordinate sections also known as the Response Management Team RMT under the OSC or the Incident Monitoring Team IMT under the FMO whose goal is to support and execute the established mission objectives of the Incident Action Plan IAP The RMS can be used when CCG has assumed the role of either the FMO OSC or is acting as a resource agency Although the function of the RMS is similar for the OSC and FMO there are some differences regarding job functions roles and responsibilities of the subordinate sections Please see page 19 and 32 for a description of the RMS organisational structure roles and responsibilities under the OSC and FMO respectively For the sake of explaining the process described in this section of the User s Guide the example of the
41. eld Sites media visitors etc No special messages to report at this time Attachments Please identify Q photo scat report Canada Ll Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Incident Action Plan FMO am Incident Name ym Date Time of Operational Period Part A Situation Situation M V RMS has run aground on the west side of Scotch Bonnet Island Lake Ontario The vessel has discharged Bunker C resulting in a slick The oil Summary has impacted some shorelines and oil trajectories indicate that the slick will impact Sandbanks provincial park EE Trajectory Northeast to Sandbanks provincial park 5 ensitivities andbank provincial park Recreational beach during summertime Fate 8 Effects ick continues to spread Very little weathering has occurred due to warm temperatures and little wave action Part B Objectives Summary of Mission Forms ocation Zone A Scotch Bonnet Island referto Monitor polluter s shoreline cleanup operations map Zone B Sandbanks provincial park Monitor polluter s deflective booming operations refer to map refer to map 1 B1 Zone E Polluter Command Centre Review polluter s costs to date to determine when limit of liability is reached E1 Zone C refer to map Monitor polluter s on water recovery operations Part C Projected Weather
42. ency plane Revision of the Initial objectives Update of incident information ned of the first Creation of MPIRS incident I Mona to Project and situation report 10 Activities During RMS Activation Transition and Project Phase INCIDENT OCCURRENCE AND ASSESSMENT PROJECT PHASE Response Management System User s Guide The following is a description of the activities that take place during each phase of the response These activities follow the RMS process described on page 5 and provide some in depth detail of the actions taken to develop and implement IAPs Following this is a chart that demonstrates the flow of these activities within each phase of the response 1 Incident The point at which the incident has occurred and the CCG ER Duty Occurrence Officer is notified p ee 2 Determine The incident is assessed and initial response objectives are identified Initial reference to regional and area contingency plans Objectives 3 Conduct Initial Initial response is conducted as per the objectives identified in 2 Response Operations 4 Initial Strategy All information during the initial stages of the response is collected and Meeting assessed during the Strategy Meeting The goal is to identify and prioritize issues and develop response strategies 5 Initial IAP Development of the first IAP is initiated for implementation during the Development next operational period Mission objectives are
43. environnementale Incident Action Plan OSC am Incident Name PE Date Time of Operational Period Part A Situation Situation M V RMS has run aground on the west side of Scotch Bonnet Island Lake Ontario The vessel has discharged Bunker C resulting in a slick The oil Summary has impacted some shorelines and oil trajectories indicate that the slick will impact Sandbanks provincial park EE Trajectory East to Sandbanks provincial park 5 ensitivities andbank provincial park Recreational beach during summertime Fate 8 Effects ick continues to spread Very little weathering has occurred due to warm temperatures and little wave action Part B Objectives Summary of Mission Forms ocation Objective Zone A Scotch Bonnet Island refer to Shoreline treatment and cleanup A1 map Zone B Sandbanks provincial park Protection Deploy deflective booming to deflect oil to less sensitive areas Zone D B1 refer to map Part C Projected Weather NE 10 km hr Wind Direction Speed 11 a N 1 knot Current Direction Speed 12 Calm 10 km Part D Site Safety Plan Summary Heat and humidity will be a factor Ensure proper hydration of workers Mosquito and other insect infestation prominent ensure workers have appropriate insect protection bug spray netting etc Rocky oil contaminated shorelines present a slip hazard Potential for falls resulting in injuries Part E Messages to Fi
44. es identified by REET are taken into consideration during the development of IAPs gt Situation Status Responsible for managing forms on the Situation Status Board for gathering and assessing weather tide wave aerial surveillance and incident site information and developing situation reports using the Marine Pollution Incident Reporting System MPIRS 22 Planning Section organisation chart Response Management System User s Guide Demobilization Responsible for determining the status of work being conducted identifying surplus resources and developing a demobilization plan Document Coordinator Responsible for ensuring that expired copies of all forms and all documents notes receipts etc generated by the RMT are kept on file and in chronological order This includes information that is no longer needed by the RMT such as expired IAPs Response Management Mission Forms and or old weather and marine conditions forecasts Also responsible for keeping and maintaining all evidence i e documentation samples photos notes etc gathered for prosecution purposes PLANNING CHIEF DOCUMENT SITUATION STATUS COORDINATOR RESPONSE PLANNING DEMOBILIZATION PLANNING STORAGE AND DISPOSAL SCAT TEAM COORDINATION REET COORDINATION 23 Response Management System User s Guide Operations Operations Chief The Operations Chief is responsible implementing the mission objectives as specified by
45. eveloping an equipment decontamination plan gt Equipment Maintenance and Repair Responsible for providing maintenance and repair services for equipment vessels and vehicles and ensuring a constant supply of fuel for all equipment Service Coordination Responsible for coordinating all the service activities related to monitoring operations such as accommodations meals household waste management and sanitation needs Reporting to Service Coordination are gt Accommodations Responsible for the location supply and or development and organization of all accommodations camp hotel motel etc and for ensuring that the facilities are safe gt Food Responsible for determining the food requirements for all facilities developing menus coordinating preparation delivery and service providing a supply of drinking water determining the kitchens and service areas for meals required and maintaining the service areas Sanitation Responsible for collecting and disposing of all types of sanitary and or household waste created by the response and ensuring that sanitary facilities are distributed among the different land bases 42 Response Management System User s Guide LOGISITCS CHIEF Logistics Section SUPPORT SERVICES organisa tion COORDINATION COORDINATION chart COMMUNICATIONS HUMAN RESOURCES SUPPORT RESOURCE STATUS MEDICAL EQUIPMENT AND TRANSPORTATION SUPE TES ONSITE STAGING ACCOMODATI
46. evelopment of appropriate mission objectives Mission objectives can be defined as the description or title of the specific tasks required to implement or execute the identified strategy More than 1 mission objective can be used to execute the strategy The mission objectives are summarized on the IAP which are consequently described in detail on Response Management Mission Forms Please refer to page 51 for a further description on the use of these 2 forms Example gt The following mission objectives were developed based on the strategies determined above Shoreline Cleanup Operations Objective To conduct shoreline cleanup operations in Zone A Deflection Booming Objective To deploy deflection booming in Zone in order to deflect the oil from the beach to the non sensitive shoreline identified in the attached map Zone D 5 IDENTIFY TASKS Tasks are the list of specific actions assigned to individuals or sections to satisfy and support the appropriate mission objective Each RMS section will have specific tasks to conduct in order to execute the objectives identified in Step 4 These tasks are listed on the Task Board Please refer to page 62 for a description on the use of the Task Board Example Logistics Section A task required to conduct shoreline cleanup operations will be to purchase 20 pairs of work boots for personnel Task Contact supplier to determine availability of work boots
47. gs Strategy Meeting Planning Meeting Operations Meeting Meeting Guidlines Debriefs Meetings play a crucial role in any response to any incident With respect to the RMS meetings allow for the exchange of information and play a vital role in decision making during the planning cycle which ultimately facilitates the development of IAPs As indicated in Activities During RMS Activation Transition and Project Phase there are 3 main types of meetings held during the Planning Cycle They are gt Strategy Meeting gt Planning Meeting gt Operations Meeting The Strategy Meeting is the first meeting held during the planning cycle and initiates the development of IAPs The goal of this meeting is to take information from the operational meeting determine issues prioritize them and develop strategies The Planning Meeting is held once the IAP has been completed and all Response Management Mission Form and supporting documentation have been developed The IAP is submitted to the OSC for approval and once approved authority is given to implement the IAP for the next operational period The Operations Meeting is held at the end of the operational period The goal of this meeting is to summarize the outcome of work conducted in the field and identify any outstanding issues from the previous planning cycle This information is then used in the following Strategy Meeting to update the issues board and develop the next IAP T
48. here are certain guidelines that should be followed when holding meetings 1 Meetings should be kept short and to the point 2 Unnecessary meetings or meetings with no real purpose should be avoided 3 The room should be closed and the section heads MUST attend 4 The meeting is chaired by the OSC FMO 5 In a polluter led response the FMO shall participate in the polluters meetings As described in Activities During RMS Activation Transition and Project Phase a number of debriesf will occur throughout the RMS Process The goal of these debriefs is to provide an update with respect to the conduct or execution of a particular event during the RMS process These debriefs are intended for the section chiefs and their staff There are 4 specific debriefs that occur throughout the RMS Process listed as follows 1 Post AP Approval Debrief Occurs after the planning meeting The goal is to update the IAP to reflect any changes which may have occurred during the planning process that prohibits the completion of some or all mission objectives 2 PostLogistics Debrief Occurs after Task Identification and Logistics Facilitation The goal is to identify any outstanding issues by Logistics that prohibits the completion of some or all mission objectives 3 Pre implementation Debrief Occurs at the end of the day or end of the Planning Cycle The goal is to review the IAP prior to implementation the next day 16 Response Man
49. ible for coordinating all activities of the medical units land bases and communications and for coordinating the procurement of human and material resources equipment and transportation Reporting to Support Coordination are Human Resources Responsible for obtaining human resources ensuring that the resources meet the required profile transmitting the contract requirements to the Finance Section and for making recommendations according to the availability of resources Resource Status Responsible for monitoring and providing follow up for the location and condition of equipment Transportation Responsible for determining transportation needs arranging transportation services for RMT personnel equipment machinery supplies meals and fuel transmitting the contract requirements to the Finance Section and establishing and maintaining a transportation plan Communication and Informatics Support Responsible for implementing all informatics requirements such as computer systems software and email applications and developing the communications plan for the use of equipment and the operating frequencies installing checking and repairing communications equipment distributing communications equipment to RMT personnel establishing an internal communications protocol and providing support for the communications centre Medical Responsible for developing an emergency and medical evacuation plan coordinating and man
50. icable standards and regulations and providing advice and guidance as necessary Wildlife Operations Monitoring Responsible for monitoring the conduct of the polluter s wildlife response operations and providing advice and guidance as necessary Storage and Disposal Operations Monitoring Responsible for evaluating the polluter s procedures with respect to storage and disposal providing advice and guidance on storage transport and disposal methods and ensuring that local laws regarding waste and disposal are followed SCAT Operations Monitoring Responsible br monitoring the conduct of the polluters SCAT operations and providing advice and guidance on shoreline cleanup methods where applicable Financial Monitoring Auditor Responsible for monitoring the polluter s overall response costs with respect to their limit of liability Management Team Monitoring Responsible for overseeing the development of the polluter s response plan and ensuring that the Government of Canada s and public s interests are taken into consideration during this process The following operation is conducted under this group 39 Response Management System User s Guide Polluter Response Plan Development Monitoring Responsible for providing advice and guidance to the polluter during the development of their response plan verifying that all mission objectives are developed in accordance with information provided by the FMO
51. ices are being supplied The Logistics Section includes 9 subsections They are gt Support Coordination Responsible for coordinating all activities of the medical units land bases and communications and for coordinating the procurement of human and material resources equipment and transportation Reporting to Support Coordination are Human Resources Responsible for obtaining human resources ensuring that the resources meet the required profile and making recommendations according to the availability of resources Resource Status Responsible for monitoring and providing follow up for the location and condition of equipment Transportation Responsible for determining transportation needs arranging transportation services for IMT personnel equipment machinery supplies meals and fuel transmitting the contract requirements to the Finance Section and establishing and maintaining a transportation plan Communication and Informatics Support Responsible for implementing all informatics requirements such as computer systems software and email applications and developing the communications plan for the use of equipment and the operating frequencies installing checking and repairing communications equipment distributing communications equipment to IMT personnel establishing an internal communications protocol and providing support for the communications centre Medical Responsible for developing an eme
52. imeframe in which the issue must be dealt with Ongoing issues new Issues and any outstanding issues arising from previous operational periods are recorded on this form The IAP is a summary of all mission objectives to be conducted during the operational period Each objective listed on the incident action plan is accompanied by a Response Management Mission Form The IAP may also include a Health and Safety Plan maps sketches photos scat reports and other supporting documentation gt The Response Management Mission Form contains detailed mission information to complete specific objectives outlined in the IAP The purpose of this form is to state the mission objective determine the resources required to conduct the mission objective and provide a report on the work conducted summary of work This form is also used to identify any new issues that may have arisen during the conduct of the mission objective which are then reported to the OSC during the strategy meeting Each objective identified during the planning cycle is supported by a number of tasks which are carried out by the Response Staff The Task Board is used by each RMS section to document the tasks and the results The Task Board is updated after each planning cycle to reflect the new mission objectives identified in the IAP These forms and instructions on their use can be found beginning on page 47 of this guide 15 Response Management System User s Guide Meetin
53. inued monitoring of a specific site to check for re oiling 13 Response Management System User s Guide INCIDENT OCCURRENCE ASSESSMENT 1 Incident occurrence ACTIVITIES DURING RMS ACTIVATION TRANSITION AND PROJECT PHASE 14 PROJECT PHASE ss PS ini um Ue e EE i f ss uuu Sie wa i aa ua Ese it ou st a ke ik Sh eT 9 1 1 iP il ei acs Matec ice ta in i Termination of incident occurs when issues in i and outstanding i objectives no longer i A P 1 19 C y 1 i 1 1 I a th a ad a tm a wiwa la a anat katka et ee me ER S 4 Documenting Actions with RMS Forms Issues Board Incident Action Plan Response Management Mission Form Task Board Response Management System User s Guide RMS forms are used to document all incident related information and actions taken by the RMT during the planning cycle and operational period and track all costs incurred There are 4 main instruments to conduct the RMS process used by the RMT They are gt Issues Board gt Incident Action Plan Response Management Mission Form and other supporting documentation as necessary gt Task Board The issues board is used to record all issues and prioritize them according to the t
54. ironmental Response Canada Intervention environnementale Issues Status Board OSC ISSUE PROPOSED STRATEGY TIMEFRAME MISSION FORM Oil is impacting shorelines along Conduct shoreline cleanup operations in the south side of Scotch Bonnet impacted areas Day 1 Island Lake Ontario Deploy deflection booming to deflect oil to Oil trajectory analysis indicates less sensitive areas for recovery that oil may impact Sandbanks beach within 48 hours Canada Canada Oil has impacted shorelines along Scotch Bonnet Island Lake Ontario Polluter response plan indicates a mission objective to conduct shoreline cleanup operations on the island Oil trajectory analysis indicates that oil may impact Sandbanks beach within 48 hours Polluter s response plan indicates they will be employing deflective booming southeast of Sandbanks Polluter s limit of liability Polluter to conduct on water recovery operations in Zone C refer to map Fisheries and Oceans Garde c ti re canadienne Intervention environnementale P ches et Oc ans Canada Canadian Coast Guard Environmental Response Issues Status Board FMO PROPOSED STRATEGY TIMEFRAME Day1 6 Polluter to use deflective booming to deflect oil to southeast of sandbanks for recovery Operations to monitor polluter s Day 3 deflective booming operations Review the polluter s response costs to determine when their limit of liability may be reached MIS
55. ironmental Response Canada Intervention environnementale Situation Status Board Shoreline Impacts 3 of 8 Incident Name Date Prepared Time Prepared Operational Period Date Time Degree of Oiling Km affected Km cleaned Km remaining to be cleaned Canada Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Situation Status Board Wildlife Impacts 4 of 8 Incident Name Date Prepared Time Prepared Operational Period Date Time 02085 Cleaned Boca Died in Facility Euthanized Other __ j j LL LL mT j j LL Canada Ew i Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Situation Status Board Safety Status 5 of 8 Incident Name Date Prepared Time Prepared Operational Period Date Time Responder Injury Nu BEEN NE 3 Canada Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne 1 Environmental Response Canada Intervention environnementale Situation Status Board Onshore Equipment Resources 6 of 8 Incident Name Date Prepared Time Prepared Operational Period Date Time Type Assigned at Incident Available Out of Service Heavy Equipment Bioremediation Units Sorbent Snare Boom Stationary
56. k conducted in the field and identify any outstanding issues from the previous planning cycle Period used to conduct steps 1 5 of the RMS process resulting in an Incident Action Plan for implementation during the operational period Meeting to seek the FMO OSC s approval of the Incident Action Plan for implementation during the operational period Group responsible for executing and supporting the mission objectives of the Incident Action Plan providing all necessary resources and tracking and accounting all response costs Form containing detailed information for the completion of a mission objective identified in the Incident Action Plan An organization that provides the necessary coordination to facilitate effective and efficient monitoring or response operations to a marine pollution incident Procedure whereby completed Response Management Mission Forms are sent through the RMS organizational structure for processing Mandatory forms used throughout the RMS Process to track issues identify mission objectives and tasks obtain resources and summarize the work performed Non mandatory forms used to gather incident information as well as assist in tracking equipment personnel or other response resources RMS Process Situation Status Board Strategy Strategy Meeting Task Task Board A seven step approach used to perform the functions required in the planning cycle and operational period Board posted in the
57. k Board Response Management System User s Guide The Task Board is used to identify specific tasks required by each section for the conduct of each mission objective The Task Board shows the task required the person assigned to complete the task whether the task was completed and the results of the task 61 Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne 1 Environmental Response Canada Intervention environnementale Task Board OSC Person Responsible Completed Results Contact Mark s Work Wharehouse Eddie Haskell to determine if required number of work boots are available Mission Lunch order Phone Pizza Pizza Eddie Haskell to order 20 pizzas for shoreline cleanup workers Mission Form Phoned store 20 work boots are available for pickup Pizzas ordered and will be delivered 1200 hrs Drinks come with pizza Ld Fans and Oceans Contact supplier to purchase Tyvek suits for monitoring personnel Mission Form A1 Lunch order Phone pizza pizza Eddie Haskell cleanup monitoring team Mission to order 1 pizza for shoreline Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Environmental Response Canada Intervention environnementale Task Board FMO Person Responsible Completed Results Eddie Haskell Phoned supplier Tyvek suits ordered Pizza ordered and will be delivered 1200 hrs Drinks come with pizza
58. life response wildlife assessment count ensuring that personnel are qualified to do the work assisting in coordinating the wildlife rehabilitation centre and ensuring the security regulations are adhered to 25 Response Management System User s Guide Operations Section organisation chart OPERATIONS CHIEF MARINE OPERATIONS SPECIAL OPS SALVAG WILDLIFE OPERATIONY AIR OPERATIONS 26 Logistics Response Management System User s Guide Logistics Chief The Logistics Chief is responsible for providing facilities services and human and material resources for the conduct of response operations The responsibilities of the Logistics Chief are Organizes available personnel and assigns them positions within the Logistics Section Locates and provides the resources and support services identified in the Response Management Mission Form Assists in developing the IAP and ensures it is logistically possible Sources the quickest and or most cost effective suppliers Identifies outfits appropriate staging areas Arranges for transportation communications and other support resources Ensures all personnel are clothed sheltered and fed Ensures that documentation is completed and forwarded to the Finance Section and Consults with Operations to ensure adequate levels of services are being supplied The Logistics Section includes 9 subsections They are gt Support Coordination Respons
59. me of IAP development Details of the current at time of IAP development Details of sea state visibility and general weather conditions at time of IAP development Summary of safety plan and identification of activities within this operational period that require special awareness and attention Special activities out of the normal scope of the work identified by the objective that will have to be dealt with Any documents that will clarify the incident objectives and overall work to be done Canada Response Management System User s Guide Response Management Mission Form Mission form numbering system The Response Management Mission Form contains detailed information for the completion of each mission objective Each mission objective listed on the IAP is listed on a Response Management Mission Form This form is divided into 4 sections as follows PART A PART B PART C PART D Completed by Planning it describes the mission objective and work to be completed Completed by Operations this section describes the resources required to conduct the objective described in Part A Completed by Logistics this section describes the time the equipment will be arriving at the location in Part A the purchase method if necessary and the estimated cost Completed by Operations at the end of the operational period this section provides a summary of work completed not completed and any other problems encountered
60. mission objectives and Logistics Logistics works to obtain and prepare equipment and other resources Facilitation for the next operational period Fw a ee rt ee 11 Post Logistics A debrief is held to identify any outstanding issues by Logistics that Debrief prohibits the completion of some or all mission objectives An example 11 Response Management System User s Guide of this would be the inability to acquire a sufficient number of Tyvek suits for workers to conduct shoreline cleanup operations These outstanding issues are relayed during the Operations Meeting to ensure they are addressed at the next Strategy Meeting 12 Pre A final debrief is conducted at the end of the planning cycle to review Implementation the IAP prior to implementation the next day Field tasks are assigned Debrief at this briefing 13 IAP The IAP is implemented RMS section functions are Implemented Planning Cycle Ends Operational Period Begins Planning Consolidates issues for next IAP Liaise New Planning Cycle with REET special interest groups and Begins OGDs to identify issues Operations Conducts field operations as per the IAP Logistics Supplies staging areas with the required resources identified in the Response Management Mission Forms Repairs equipment from previous operational period Finance Tracks expenditures and arranges contracts 14 Post A debrief is held after the mission objectives
61. monitor the pollution incident that may be detrimental to the health and safety of personnel The Health and Safety Officer will report to the FMO on behalf of a team of safety officers which may be required and stationed in the field Responsibilities under this section include gt Development and enforcement of the Health and Safety plan gt Site Security gt Site Safety gt Verification of the safety of all IMT personnel In the event that the Health and Safety Officer determines that the health and safety of the polluter or his workers is in question or there are problems with site safety the FMO must exercise due diligence and advise the polluter of these deficiencies Further action by the FMO may be necessary depending on the remedial action taken by the polluter 3 Regional Environmental Emergency Team REET Environment Canada is responsible for this body of advisors for environmental advice The Chair represents the combined advice of all regulatory and advisory bodies at all levels of government as well from industry or industry cooperative representatives REET will provide advice and guidance to the FMO who in turn will provide this information directly to the polluter s OSC 4 Legal Provision of legal advice is provided by the Department s Legal Service Unit Legal Counsel must be made aware of pollution incidents to which the department may have an involvement as early as possible 5 Liaison Responsible fo
62. n Status Board forms are as follows Spill Status Spill Waste Management Shoreline Impacts Wildlife Impacts Safety Status Onshore Equipment Resources Offshore Other Equipment Resources Personnel Resources Environment Canada Current and Forecasted Weather and Marine Conditions Forecast o0 gt Please note that the use of all or some of these forms is up to the discretion of the FMO OSC 71 Ew i Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Environmental Response Canada Intervention environnementale Situation Status Board Spill Status Estimated Tonnes 1 of 8 Incident Name Date Prepared Time Prepared Operational Period Mass Balance Oil Budget Last 24 hours Total UM l Evaporation Remaining Potential T NENNEN Burned Rate of Spillage Pli a as a P s Source Status Volume Spilled Total Spilled product accounted for Canada Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne 1 Environmental Response Canada Intervention environnementale Situation Status Board Spill Waste Management Estimated 2 of 8 Date Prepared Time Prepared Operational Period Date Time Oil bbl Oily Liquids bbl Oily Solids tons Solids tons Canada Ew i Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Env
63. nagement System RMS has been designed to aid CCG Environmental Response ER monitor or respond to marine pollution incidents or other natural or manmade disasters It has been accepted as the management system used by CCG in all monitoring response operations to incidents and exercises Purpose of this manual This manual is intended to provide the user with a detailed guide of how RMS works within the CCG management structure Who should use this manual What is RMS The end users of this manual are CCG Federal Monitoring Officers FMO On Scene Commanders OSC and responders involved in the monitoring response operations of a marine pollution incident or other natural or manmade disaster The RMS is an organization that provides the necessary coordination to facilitate effective and efficient monitoring or response operations to an incident It is based upon a structure with clear lines of authority and an appropriate span of control facilitated by common terminology Specifically with respect to CCG ER the RMS is a management system designed to Maximize the efficiency of monitoring or response efforts Manage and execute operational objectives to mitigate the effects of pollution Coordinate and manage human and equipment resources Facilitate effective communications within the RMS structure and to all stakeholders Document the actions of responders and account for their expenditures and Support the transition from r
64. nance Section organisation chart Response Management System User s Guide FINANCE CHIEF ACCOUNTING CONTRACT SERVICES TME SHEETS AUDITOR 31 Response Management System User s Guide RMS STRUCTURE ROLES AND RESPONSIBILITIES UNDER THE FEDERAL MONITORING OFFICER FMO RMS UNDER THE FMO The RMS under the FMO serves 2 functions 1 Monitoring of the polluter s response operations as identified in their response plan and assigning tasks to the Incident Monitoring Team IM T to monitor the conduct of those operations 2 To identify the human and material resources required by the IMT to facilitate the monitoring of the polluter s response operations The FMO uses the same RMS Process used by the OSC described on page 5 of this User s Guide to establish issues and identify and execute mission objectives In this case however the mission objectives refer to the monitoring tasks assigned to the IMT to monitor the conduct of the polluter s response operations The FMO uses the Planning Cycle to develop the monitoring IAP which similar to the IAP used by the OSC is a summary of all mission objectives monitoring tasks that must be conducted by the IMT during the Operational Period The Operational Period is the timeframe the monitoring IAP is implemented and consequently the monitoring is conducted The RMS organisational structure for the FMO is similar to that under the OSC There are however differences in
65. netting bug repellent etc FJ Logistics Name please print John Brown Delivery zr Part B Operations Part C Logistics liu Resources Required 12 13 14 15 16 Time Location Time Purchase Est Cost Method 1 Tyvek suits boots gloves safety 20 each July 2 0800hrs Zone A 0800hrs P O glasses hats 2 Portable sanitation unit July2 0800hrs 0800nrs P O 200 3 Water and food 20 pizzas July2 0800hrs Zone A Os00hrs 400 drinks supplied 5 000 _ NX 18 Reviewed by Operations please initial _ Safety please initial Part D Operations To be completed at end of day Work performed completion deviation failure rationale Unable to clean 500m of shoreline Only 400 m cleaned up 100 m remaining pit Name please print Operations Signature Time July 2 2200hrs Attachments Please identify safety plan map sketch photo scat report other Canada Blue Planning Pink Logistics Yellow Finance White return to Planning 28 Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne n Canada Environmental Response Canada Intervention environnementale Response Management Mission Form FMO Part A Planning To be completed by originator of mission form see back for instructions Incident Name Date Time of Operational Period Location Ed Objective EE Mission 6 Description of Work to be
66. nitoring operations Their teams work in the field to execute the monitoring tasks specified in the IAP The operating environments are broken down into zones for on water and shoreline monitoring operations each managed by a Staging Area Manager The Staging Area Managers are responsible for managing their workers in their respective work zones The Staging Area Managers receive copies of the Response Management Mission Forms which identify the monitoring task and the resources they will be receiving to conduct the monitoring operation 38 Response Management System User s Guide The following is the Staging Area organisation chart MARINE LAND OPS Staging Area Staging Area Staging Area Manager Manager Manager Zone A Zone B Zone C Monitoring Monitoring Monitoring Personnel Personnel Personnel A Air Operations Monitoring Responsible for monitoring the conduct extent and scope of the polluter s aerial operations determining the resources required for conducting CCG aerial operations eg CCG helicopter or fixed wing aircraft ensuring that all people onboard aircraft are aware of security regulations establishing an aerial safety perimeter around the landing area and prioritizing CCG aerial operations flights Special Ops Salvage Monitoring Responsible for monitoring the polluter s offloading vessel and salvage operations in situ burning and dispersant operations ensuring their compliance with appl
67. nsible for administering the supply and acquisition of contracts checking and preparing the list of contractors and suppliers ensuring the availability of funding and renewal as required ensuring that contracts are up to date and that contractual obligations are met and maintaining a hiring system and prepares reports Accounting Responsible for tracking analyzing and evaluating monitoring costs compiling personnel working hours and equipment usage hours establishing and maintaining an invoice processing and tracking system setting up an appropriate on site auditing system to and providing financial statements Reporting to Accounting are Invoicing Responsible for gathering and compiling all invoices orders and all data showing the expenses incurred and work done activating the payment process compiling documenting and preparing the cost recovery file for departmental operations maintaining the financial files for monitoring operations and issuing invoices Time Sheets Responsible for collecting compiling and verifying the times sheets for all IMT personnel and maintaining a record of hours worked breaks and availability Auditor Responsible for auditing all financial activities related to monitoring operations and ensuring that all financial transactions meet government contracting and financial guidelines Finance Section organisation chart Response Management System User s Guide FINANC
68. ntale Instructions Official name given to response incident 23 List attachments such as charts receipts etc When mission form activities are to be executed E Exact area where work is to occur i e Ops 2 CC Zone etc n Health and Safety Command and Control Logistics Public Affairs External Communications Source Identification and Control Spill Tracking Surveillance Containment Protection Recovery 10 Special Tactics 11 Shoreline Treatment amp Cleanup SCAT 12 Waste Management and Disposal 13 Wildlife Rescue and Rehabilitation 14 Monitoring Q gt GQ N Numbering system starting at 1 check for previous numbering Detailed outline of the activities and tasks that are to be executed in order to accomplish the objective identified in section El E Items outside the norm that should be brought to the attention of personnel Planning person responsible for initiating mission form Logistics person responsible for ordering Item that needs to be obtained in order to perform mission form activities and meet objectives Number of individual resources required Date when the resources need to be delivered in order to execute mission form Time when the resources need to be delivered in order to execute mission form Location where the resources need to be delivered in order to execute mission form The time estimated by Logistics when resources will be arriving at sti
69. of monitoring operations The following is an organisation chart showing the RMS structure under the FMO and the job functions under each section 34 Response Management System User s Guide COMMUNICATIONS OFFICER LEGAL HEALTH AND SAFETY OFFICER CHAIR OF REET LIAISON OFFICER PLANNING CHIEF OPERATIONS LOGISITCS CHIEF FINANCE CHIEF MONITORING CHIEF DOCUMENT SA SUE COORDINATOR OPERATIONS MANAGEMENT MONITORING TEAM MONITORING GROUPS ACCOUNTING CONTRACT SERVICES Polluter Response Plan Marine O ti Development Monitoring MONITORING arine Operations DEMOBILIZATION Montorin PLANNING COMMUNICATIONS Land Operations HUMAN DESOURCES SUPPORT Monitoring INVOICING Financial Monitoring Auditor Special Ops Salvage TME SHEETS Monitoring Team AUDITOR RESOURCE STATUSI MEDICAL Wildlife Operations Monitoring EQUIPMENT AND Di Storage and Disposal SUPPLIES Operations Monitoring TRANSPORTATION Scat Operations Monitoring Aerial Operations Monitoring ONSITE STAGING ACCOMODATIONS SUPPORT EQUIPMENT AND EQUIPMENT SUPPLIES MAINTENANCE AND REPAIR DECONTAMINATIO SANITATION 35 Response Management System User s Guide ROLES RESPONSIBILITIES AND JOB FUNCTIONS OF THE MONITORING STAFF Planning Planning Chief The Planning Chief is responsible for the collection and assessment of incident data and for the development of monitoring IAPs The Pl
70. of the oil spill The information for spill trajectories may be provided by REE T Environment Canada or in house and should be updated as necessary Spill Trajectory Map Diflusion sans accord de la Garde c tice canadienne 81 Response Management System User s Guide This is a map that shows the area affected by the incident This area is broken down Area Map and into 2 operating environments on water and shoreline These operating environments are further broken down into Work Zones each managed by Staging Site Divisions Area Manager 82 Response Management System User s Guide Schedule of This form is used to show the schedule of meetings including date time location and type of meeting Meetings 83 Response Management System User s Guide Schedule of Meetings TYPE MEETING COMPLETED PLACE DATE TIME MEETING vas __ C sp U Yes Yes _ O Yes Lu d m Yes x oL e LL Yes Xm Yes a Yes L 3X C j ee Yes C rr Yes _ Yes ae Yes LE qo o C ee Yes e Yes Yes _ j C O Yes a fL ee Yes Co Yes Yes Yes _ C C e Yes 84 Fisheries Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne 1
71. orrection Booklet can be used by the Health and Safety Officer whenever a safety violation has occurred Upon notice of such a violation the Health and Safety Officer will fill out 2 copies of this form and issue one to the offending individual The other copy is kept as a record of the violation This form states the violation as well as the corrective action required and taken The Health and Safety Officer will ensure that the worker s Supervisor signs the form so that he she is aware of the violation that has occurred 69 iwi Fisheries and Canadian Coast Guard P ches et Garde c ti re canadienne Canada Environmental Oc ans Intervention environnementale Response Canada Safety Violation Correction Booklet Name Position Date Time Location Violation Corrective Action Required Signature Safety Officer Corrective Action Taken Signature Supervisor Person in Violation Supervisor Safety Officer Canada Situation Status Board Forms Response Management System User s Guide The Situation Status Board brms are used to provide up to date information on the status of response operations such as the number of response resources currently in use the progress of recovery and shoreline cleanup operations wildlife impacts safety status personnel resources and the amount of oil recovered and still on water These forms are continuously updated as new information comes in The Situatio
72. perations passes the Mission Form to Logistics it is given to Health and Safety to determine whether the objective can be completed safely If the objective cannot be completed safely Operations and Planning wil confer until Health and Safety deems the actions can be completed safely Once approved by Health and Safety it is sent to Logistics Logistics reviews the resource requirements in Part B to determine availability Logistics completes Part C of the form and makes Operations and Health and Safety review and initial the form If the resources are available the Logistics Section will complete Part C and have Operations and Health and Safety review the form and initial it The white copy of the Mission Form is given to the Planning Section the yellow carbon copy is given to the Finance Section and the Logistics Section retains the pink carbon copy Copies of the Mission Form are provided to these sections so they are aware of the operations for tomorrow any changes to mission objectives that may occur throughout the rest of the planning cycle can be tracked and work can begin on sourcing and costing the required resources Operations makes a copy for themselves and also provides a copy of the Mission Form along with any charts safety messages and communications to the Staging Area Manager informing them of the objective s for the next operational period and the resources to be expected in order to carry out the objective s Prior to the
73. pies of all forms and all documents notes receipts etc generated by the IMT are kept on file and in chronological order This includes information that is no longer needed by the IMT such as expired IAPs Response Management Mission Forms and or old weather and marine conditions forecasts Also responsible for keeping and maintaining all evidence i e documentation samples photos notes etc gathered for prosecution purposes 36 Planning Section organisation chart Response Management System User s Guide PLANNING CHIEF DOCUMENT SITUATION STATUS MONITORING TEAM DEMOBILIZATION PLANNING 37 Response Management System User s Guide Operations Operations Monitoring Chief The Operations Chief is responsible for the direction and conduct of monitoring operations specified in the monitoring IAP providing advice and guidance to the polluter during the development of their response plan to verify overall objectives and missions are in accordance with public interest and auditing the functions and finance of the polluter s overall response activities The responsibilities of the Operations Chief are Organizes the Operations Section to meet the requirements of the monitoring IAP and delegates positions Designates directs and supports on site monitoring personnel Implements field monitoring requirements Works with other section to develop and implement IAPs Monito
74. pulated location Method of Payment to use for purchase P O Purchase Order M C Master Card REQ Requisitioned S O Standing Offer 9200 V Visa AMEX American Express Cost quoted at time of ordering item not including tax A N Check appropriate box and initial to indicate the form has been reviewed and passed on to the next step in the Form Flow Process IE A statement describing outcomes of the executed tasks and activities of the mission form Identify problems issues equipment failures weather late starts early completions or personnel issues Name of Operations Officer printed Signature of Operations Officer Date MM DD and time 00 00 of signature Canada Blue Planning Pink Logistics Yellow Finance White return to Planning Response Management System User s Guide Each RMS section is involved in the completion and execution of each Response Management Mission Form This process is described as follows 1 After the Strategy Meeting mission objectives which cover 1 IAP are established Each mission objective listed on the IAP is listed on a Response Management Mission Form The planning section fills out Part A of the Mission Form and keeps the blue carbon copy It is then passed to operations for action Operations reviews the Response Management Mission Form and determines the resources required to conduct the objective These are written in Part B Before O
75. r coordinating and maintaining relations and communications with outside agencies community leaders and other interest groups The Liaison officer is the point of contact within the RMS whenever representatives from outside organizations require information regarding the incident The Liaison officer will also coordinate meetings with these individuals to discuss issues or pass on information related to the incident The Monitoring Staff is responsible for executing and supporting the mission objectives of the monitoring IAP providing all necessary resources and tracking and accounting all monitoring costs There are 4 sections of the Monitoring Staff each led by a section chief The Monitoring Staff sections are 33 Response Management System User s Guide Monitoring 1 Planning Staff gt Responsible for the collection coordination and assessment of data for the development of the monitoring IAP 2 Operations gt Responsible for the direction and conduct of monitoring operations reviewing the polluter s response plan during its development to verify overall objectives and missions are in accordance with public interest and monitoring the functions and finance of the polluter s overall response activities 3 Logistics gt Responsible for providing facilities services and resources to the IMT for the conduct of monitoring operations 4 Finance gt Responsible for the collection and organization of all financial aspects
76. re Equipment Resources Offshore Other Equipment Resources e Personnel Resources e Environment Canada Current and Forecasted Weather and Marine Conditions Spill Trajectory Map Area Map and Site Divisions Schedule of Meetings Sign In Sign Out Sheet vy v v v 47 Response Management System User s Guide RMS Process Forms Issues Status Board The Issues Board is used to document the issues established in step 1 of the RMS process and is updated during each Strategy Meeting Each issue is prioritized according to the timeframe by which the issue must be addressed The proposed strategy is also documented on this form The example on page 6 to describe the RMS process is used here to demonstrate how this form would be utilized during an incident Under the CCG FMO the Issues Board is used to accomplish 2 different tasks The first is to document the mission objectives as identified in the polluter s response plan on the Issues Status Board and identify the proposed monitoring strategy that will be implemented Once this has been completed monitoring tasks are assigned to the IMT The second task is to document any issues that may arise from monitoring operations identified at the end of the operational period or any other issues which arise from the RMS process that may require action by the FMO or other organization 48 Li Fisheries and Oceans Canadian Coast Guard P ches et Oc ans Garde c ti re canadienne Canada Env
77. rgency and medical evacuation plan coordinating and managing emergency medical services setting up first aid centres obtaining medical aid and transportation for the injured establishing the medical profile required for specific jobs and preparing accident reports and maintaining records 41 Response Management System User s Guide Equipment and Supplies Responsible for obtaining equipment supplies and machinery for supporting operations of Support Coordination ensuring that the resources meet the required specifications and transmitting the contract needs to the Finance Section Onsite Staging Support Responsible for coordinating all monitoring activities receiving and storing equipment supplies and machinery monitoring incoming and outgoing items providing Resource Status with statements on the condition of all monitoring resources and distributing supplies and equipment as necessary Reporting to Field Support are gt Equipment and Supplies Responsible for obtaining equipment supplies and machinery for all monitoring operations ensuring that equipment resources meet the specifications requested and keeping the inventory up to date gt Decontamination Responsible for providing decontamination for personnel equipment vessels and motor vehicles in the land based sector ensuring compliance with established decontamination procedures setting up decontamination areas obtaining decontamination equipment and d
78. rs the conduct of the polluter s overall response acitivities Provides advice and guidance to the polluter during the development of their response plan Identifies operational constraints Obtains regular status reports from the Staging Area Managers Updates the FMO on the status and progress of all critical monitoring operations The Operations Section includes 2 subsections They are gt Operations Monitoring Groups Responsible for the implementation and conduct of the mission objectives specified in the monitoring IAP The following operations are conducted under this group and may include any or all of the following functions but not limited to Marine Operations Monitoring Responsible for determining and coordinating the resources required to conduct on water monitoring operations ensuring that the site security rules are being applied that relief teams are briefed on the status of monitoring operations and ensuring that the objectives for on water monitoring operations are being met Land Operations Monitoring Responsible for determining the resources required for conducting land monitoring operations ensuring that site security rules are being applied that relief teams are briefed on the status of monitoring operations and ensuring that the objectives for land based monitoring operations are being met The Marine and Land Operations Sections are responsible for conducting on water and shoreline mo
79. s Response Management System User s Guide RMS Process description 1 ESTABLISH ISSUES Prior to conducting any response actions the RMT must determine the main issues resulting from the incident occurrence Issues can be of a social economic and or environmental nature Examples of issues can include e Source control Containment Municipal water intake concerns Beach closings affecting tourism Shoreline impacts Oiled wildlife e Impacts on local fisheries and aquaculture sites Etc Issues are assessed at the beginning of each planning cycle Some issues will be reoccurring issues whereas new issues may arise as the situation changes Issues are listed on the Issues Status Board Example gt For purposes of explaining the RMS process in this section examples or issues will be used to demonstrate the steps that would be taken to address these issues Issue Shoreline impacts Issue Beach closing Issue Source control 2 PRIORITIZE ISSUES The next step in the RMS process is to prioritize the issues identified in step 1 Some issues may not have to be dealt with immediately and may be of lower importance whereas other issues may be required to be addressed immediately The importance of the issue will have to be determined by the OSC and the RMT during the appropriate meetings However it should be noted that the importance of the issue can change as the incident progresses The priori
80. the roles and responsibilities of the RMS which are documented in this section In addition to the operational support functions of the IMT for the conduct of monitoring operations pursuant to FMO Directive 0 3030 2002 01 the FMO may also required to determine if the polluter s response management system is functioning properly in addressing the issues identified in the incident It should be noted that not all RMS positions are required to conduct these functions RMS STRUCTURE Advisory Staff The RMS organisation under the FMO consists of 2 groups listed as follows gt Advisory Staff gt Monitoring Staff The Advisory Staff works directly with the FMO and provides advice and information ona variety of issues related to the incident The Advisory Staff consists of 1 Communications Officer The Communications Officer is responsible for setting up the Information Center at which all media sources will be able to obtain the relevant information for their medium The Communications Officer will also be responsible for developing and releasing information 32 Response Management System User s Guide about the incident once approved by the FMO to appropriate agencies organizations and the public 2 Health and Safety Officer The Health and Safety Officer is accountable to the FMO for all aspects of health and safety for monitoring operations The Health and Safety Officer has authority to stop any measures taken to
81. tization of issues is determined by the timeframe by which the issue must be addressed Example gt incident occurred in an economically sensitive area There are many beaches in the area that are a big economist boost during the summer for the local community Issue Shoreline impacts Day 1 6 Shorelines have been impacted by the oil Issue Beach closing Day 3 The slick is expected to impact the beach in the next 72 hours Issue Source control Not an issue at this time as the source has been contained No action required Response Management System User s Guide 3 DEVELOP STRATEGIES Once the issues have been established and prioritized the RMT must begin to determine which strategies will be employed to address the issues Strategies can be defined as a global or comprehensive description of a body of acceptable mission objectives to satisfy mitigate or otherwise resolve the specific issue Example gt After an assessment of the situation it has been determined that 2 strategies will be employed to deal with these issues They are Shoreline cleanup operations in the impacted areas To mitigate the impacts of the oil on shorelines already impacted by the oil Deflection Booming This strategy will be employed to attempt to deflect the remaining floating oil from the beach to other non sensitive areas for recovery 4 IDENTIFY MISSION OBJECTIVES The strategies form the basis for the d
82. vation of the RMS requires the following steps e Assignment of the OSC role by the Regional Superintendent of Environmental Response e Identification of team members and resources e Identification of initial objectives Conduct of initial response operations e Update of incident information e Creation of MPIRS incident and situation report The identification of initial objectives is facilitated by referencing the appropriate sections of regional and area contingency plans The information obtained from these plans will assist responders in determining the initial response priorities while the OSC and RMT gather information about the incident to develop the initial operational objectives and tasks Please note that the number of team members within the RMT would be based on an assessment of the incident situation by the OSC The number of team members may increase or decrease depending on the situation 4 RMS Development The appointed OSC assumes the overall management of the incident The steps taken in this stage are e Initiation of the first Planning Cycle e Revision of the initial objectives e Development of the first formal IAP e Transition to Project Phase 5 On Scene Response Project Phase Cycle Once the initial operational tasks have been completed the first IAP is implemented At this point the response enters the project phase until termination 6 Demobilization Demobilization of the RMT and all resources

USER'S GUIDE - Canadian Coast Guard

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