EPA Resource Ordering and Tracking Process in an ICS Structure

1. EPA Resource Ordering and Tracking Process in an ICS Structure

2. Why Develop an EPA Resource Ordering and Tracking Process? • EPA needs a process for ensuring the documentation and tracking of all resources ordered and utilized during responses • A system was required and designed to deal specifically with the way EPA functions during a response

3. EPA Process for Ordering and Tracking Resources • EPA has developed a process to ensure an organized system for ordering and tracking resources • All resource orders must be documented through completion of the ICS form 213RR-EPA

4. Resource Ordering and Tracking • Importance of properly documenting • and tracking resources: • Financial accountability • Ensure required sections of the IMT are involved in the resource ordering process to maintain proper accountabilityof resources

5. EPA Resource Ordering and Tracking Workgroup • Workgroup established in 2007 and comprised of EPA representatives trained in Logistics, Operations, Finance, and Resources and includes representatives from ERT and HQ • Workgroup has developed the EPA resource ordering and tracking flowcharts, as well as form 213RR-EPA for ordering resources

6. EPA Resources Ordering and Tracking Flowcharts • Why develop flowcharts? • To ensure that information is getting to the appropriate sections within the IMT and to prevent gaps in documentation and tracking requirements • To ensure consistency across the regions when ordering and tracking resources during EPA responses

7. Who is Part of the EPA Ordering Process? • Operations Section Chief (OPS) • Logistics Section Chief (LSC) • Supply Unit Leader (SPUL) • Resources Unit Leader (RESL) • Finance Section Chief (FSC) • Procurement Unit Leader (PROC) • Demobilization Unit Leader (DMOB) • Anyone requesting a resource

8. Operations Finance Planning Logistics Resource Ordering: Information Flow Between ICS Sections

9. Compliance with Resource Ordering and Tracking EPA ICS position-specific workgroups will be responsible for ensuring compliance with the new system within their respective Job Aids. Environmental Protection Agency Incident Command System Operations Section Chief Job Aid July 2009

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15. Resource Ordering and Tracking Flowcharts

16. Resource Requesting Process Note: Purchase card and warrant must be used in accordance with the Incident Procurement Plan • Resource request is received by LSC. Non-tactical • LSC determines if resources are on-hand or need to be ordered. • Initial Need • Any staff may complete ICS Form 213RR-EPA to request equipment and personnel. • All requests for tactical resources must be made through OPS. • ICS Form 213RR-EPA must be signed off by a Section Chief or Command Staff. • Order • LSC initiates ordering process. (See Resource Ordering Process Flowchart) • For all personnel and tactical equipment requests, LSC must forward copy of processed/completed ICS Form 213RR-EPA to RESL. Tactical • LSC checks with RESL to determine if resources are on-hand or need to be ordered. • On-hand • RESL reassigns resource to requestor via ICS Form 210-EPA and forwards a copy to FSC and LSC. ICS Form 213RR-EPA is now complete and filed by LSC. (See Resource Tracking Process Flowchart) • On-hand • LSC reassigns resource to requestor via ICS Form 210-EPA and forwards a copy to FSC. (See Resource Tracking Process Flowchart). ICS Form 213RR-EPA is now complete and filed by LSC.

17. Resource Ordering Process Note: Purchase card & warrant must be used in accordance with the Incident Procurement Plan Determine Source • LSC determines if resource can be provided from within EPA/UC. • Procurement • LSC-SPUL & FSC-PROC determine appropriate vehicle/method. • FSC-PROC initiates Incident Procurement Process. Outside EPA/UC Within EPA/UC • Order EPA/UC Resource • EPA Equipment/Personnel. • Equipment/Personnel from other organizations. • Notification • FSC-PROC notifies RESL and originator of ICS Form 213RR-EPA when order is placed. • Received • RESL/LSC-SPUL follows check-in and tracking procedures. (See Resource Tracking Process Flowchart) • Notification • LSC-SPUL notifies RESL and originator of ICS Form 213RR-EPA when order is placed. • Final Processing • All ICS Forms 213RR-EPA retained by LSC before forwarding to Documentation Unit. • LSC-SPUL signs off on all requested/ procured goods and services as “received”. • LSC-SPUL sends notification of receipt to FSC-PROC (for payment). • LSC-SPUL assigns ID number/decal for equipment, provides resource to requestor. • LSC and FSC must coordinate with Property Accountability Officer (PAO).

18. Check-in • All non-tactical equipment checked in by RESL and then forwarded to LSC-SPUL for processing and tracking. • LSC-SPUL sends notification of receipt to FSC-PROC. • LSC-SPUL assigns ID number and decal. Resource Tracking Process Non-Tactical Equipment • Assignment • LSC-SPUL assigns equipment to section, as requested. • Equipment remains under authority of appropriate section as assigned by LSC-SPUL. • LSC-SPUL completes ICS Form 210-EPA and provides copy to FSC. yes Reassignment • LSC-SPUL determines if equipment can be reassigned. • End of Assignment • Appropriate Section Chief notifies LSC-SPUL when equipment is no longer required. no Important Note: Initial responding FOSC is responsible for checking in and documenting any resources received prior to IMT setup and notifying RESL, FSC and LSC when those positions are established. • Demob • LSC notifies FSC tostart demob process in accordance with Demob Plan.

19. Check-in • RESL fills in ICS Form 211E-EPA and makes T-card. • RESL provides copy of ICS Form 211E-EPA to LSC and FSC as requested. • Equipment is forwarded to OPS. Resource Tracking Process Tactical Equipment • Assignment • RESL assigns equipment to section, as requested. • RESL moves T-card from staging/unassigned to appropriate section on T-card rack. • Equipment remains under authority of appropriate section as assigned by RESL. • RESL Completes ICS Form 210-EPA and provides copy to FSC and LSC. yes Reassignment • RESL determines if equipment can be reassigned. • End of Assignment • Appropriate Section Chief notifies RESL when equipment is no longer required. • RESL tracks change in status on T-card rack. no Important Note: Initial responding FOSC is responsible for checking in and documenting any resources received prior to IMT setup and notifying RESL, FSC and LSC when those positions are established. • Demob • RESL notifies FSC and LSC to start demob process in accordance with Demob Plan.

20. Check-in • All personnel signed-off as “arrived” by RESL. RESL assigns ID number and badge then sends personnel to LSC and FSC for processing. • Personnel must provide copy of Travel Authorization/Order number to RESL. • RESL fills in ICS Form 211-EPA and makes T-card. • RESL provides copy of ICS Form 211-EPA to LSC and FSC as requested. • When check-in process is complete, return to RESL for assignment. Resource Tracking Process EPA/UC Personnel • Assignment • All personnel assigned by RESL. • RESL moves T-card from staging/unassigned to appropriate section on T-card rack. • Personnel remain under authority of appropriate section as assigned by RESL. • RESL Completes ICS Form 210-EPA and provides copy to FSC and LSC. yes Reassignment • RESL determines if personnel can be reassigned. • End of Assignment • Appropriate Section Chief notifies RESL when personnel is no longer required. no • Demob • RESL notifies FSC and LSC to start demob process in accordance with Demob Plan. Important Note: Initial responding FOSC is responsible for checking in and documenting any resources received prior to IMT setup and notifying RESL, FSC and LSC when those positions are established.

21. Ordering of START and ERRS Resources • To prevent disruption of operations, OPS can order resources directly from START and ERRS in accordance with established regional procedures • For resources ordered directly from START and ERRS by OPS, a 213RR-EPA form must be completed and submitted to the LSC within 24hrs to document the order

22. Ordering of START and ERRS Resources • OPS needs to include TO and/or TDD number on form 213RR-EPA • When OPS submits form 213RR-EPA to LSC, the form will be routed as outlined in the Resource Ordering Flowchart • RESL and FSC need info on START and ERRS resources for check-in and tracking purposes

23. Ordering of START and ERRS Resources • OPS will determine how to comply with form 213RR-EPA submission requirements (i.e. setting deadlines for DIV/GRP to submit their daily ERRS/START orders, etc.) • Process developed by OPS for submitting form 213RR-EPA to LSC may vary by incident

24. Emergency Use of Purchase Card • After the IMT has been set up, the purchase card & warrant may not be used without appropriate IC or IMT approval • If a situation exists where operations needs resources immediately and has received approval from the IC and/or IMT to use the purchase card, OPS must approve all purchase card orders

25. Emergency Use of Purchase Card • For purchase card orders, form 213RR-EPA must be completed and submitted to the LSC within 24hrs of purchase for documentation and processing per the Resource Ordering Flowchart • Follow directions for purchase card ordering in accordance with the Incident Procurement Plan

26. Ordering Equipment from an EPA Warehouse • Form 213RR-EPA must be filled out and submitted to LSC for any equipment which is ordered from an EPA warehouse • Equipment order and delivery methods will be determined by FSC and LSC based on established regional procedures • When form 213RR-EPA is submitted to LSC, the form will be routed as outlined in the Resource Ordering Flowchart

27. Tracking Equipment From Outside Agencies (not purchased) • Resources from outside agencies will be referred to RESL upon check in to determine if resource is needed • RESL will confer with LSC, OPS, FSC and LNO to determine if resource was requested prior to checking it in to the incident and to determine responsibility and liability for the resource

28. Resource Ordering: ICS Form 213RR-EPA

29. Resource Ordering: ICS Form 213RR-EPA

30. Resource Ordering: ICS Form 213RR-EPA

31. ICS Form 213RR-EPA: Copy Distribution

32. ICS Form 213RR-EPA Routing Flowchart for Copy Distribution On-site Initial Need Request Received • LSC receives request and verifies with RESL/OPS if resources needed are tactical or non-tactical. • LSC keeps PINK copy. Non-tactical • LSC reassigns resource to requester. • LSC keeps WHITE copy. • Remaining copies of ICS form 213RR-EPA are filed as “complete”. • Requester submits ICS Form 213RR-EPA to LSC. • Requester keeps GREEN copy. • LSC determines if resources are on-site or need to be ordered. Order Tactical • LSC submits ICS Form 213RR-EPA to FSC to initiate ordering process • Once the order is placed, FSC-PROC keeps YELLOW copy. If tactical, FSC-PROC gives the GOLDENROD copy to RESL. • Remaining copies of ICS Form 213RR-EPA are given to the LSC to further distribute as necessary. • RESL determines if resources are on site or need to be ordered. On-site • If the resource requested is available, RESL reassigns resource and keeps GOLDENROD copy. • Remaining copies of ICS form 213RR-EPA are given to LSC to further distribute as necessary or file as “complete”. Received • Once the resource is received, LSC keeps WHITE copy and gives FSC BLUE copy.

33. 213RR-EPA EXERCISE

34. CONCLUSION • Form 213RR-EPA must be completed for all resource requests during EPA responses where an IMT has been established; • The Resource Ordering and Tracking Flowcharts were developed to ensure accountability and proper documentation of resources during EPA responses; • The system can be used for incidents of regional, as well as national, significance: size doesn’t matter! • Agency rules and regulations still apply.