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Building an Effective Type 3 INCIDENT Communications Plan BEFORE YOU NEED IT

By Jack Cobb, COML Colorado Division of Emergency Management & Mark Hall, COML/COMC Jefferson County Incident Management Team. Building an Effective Type 3 INCIDENT Communications Plan BEFORE YOU NEED IT. Know What You Have. Who, What, How, When and Where? Use the P. - PRIMARY

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Building an Effective Type 3 INCIDENT Communications Plan BEFORE YOU NEED IT

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  1. By Jack Cobb, COML Colorado Division of Emergency Management & Mark Hall, COML/COMC Jefferson County Incident Management Team Building an Effective Type 3 INCIDENT Communications Plan BEFORE YOU NEED IT

  2. Know What You Have • Who, What, How, When and Where? • Use the P. - PRIMARY A. - ALTERNATE C. - CONTINGENCY E. - EMERGENCY Principal

  3. Know What You Have • Begin with an inventory of what you have within your response region. Include all players including public safety, public works, health departments, NGO’s, etc. Include: • Common Radio Systems • Common Channels • Cache Radios • Interoperability Equipment (gateways, patches, etc.)

  4. Know What You Have • Sources for this information include: • The Tactical Interoperable Communications Plan (TICP) • Local Mobilization Guides • Existing Resource Plans • Working with your partner agencies

  5. Find The Common Paths

  6. Know What You Have • Conventional, Trunked or Both? • Conventional repeater system allows everyone to hear the conversation but creates a “stovepipe” in the network • Trunked radio systems can accommodate a large number of users, but overloads create busies and busies slow down your response. • What channels or talkgroups do you have in common?

  7. Know What You Have • Analog, Digital, or Both? • Can all users find common ground? • Do you need to run secure/encrypted? • If so, does everyone have the same standard?

  8. Cache Radios • Cache radios (swap radios): A cache of radios maintained as a shared regional resource; the radios are fully charged, include extra batteries and chargers, and are labeled with the owner agency name, frequencies, band and system.

  9. Interoperability Gateways • A gateway is any device that allows for the patching of various radio networks into a common talk path. These include familiar things like console patches, ACU-1000’s, ICRI’s., etc. • Pros include: • Gateways provide a connection between unlike audio sources or radio systems • Gateways can make interoperability a reality, with quality audio and clean signals • Properly configured gateways will allow all radios to hear all the traffic, taking system delays, etc., into consideration • Fixed gateways can be engineered, tested, and exercised

  10. Interoperability Gateways • Cons include: • Incorrectly managed, joined audio sources can create major operational problems • Mobile Gateways are not “plug and play” and have the potential to cause connected communications networks to fail • Failure to adjust audio levels correctly will result in difficult-to-understand audio from different sources • Not fully understanding the methodology used in the gateway can result in the “ping-pong” effect and other issues that make a combined system unusable • Gateways require knowledgeable personnel with the skills to troubleshoot problems at all times • Gateways must be used as a part of a coordinated plan at an incident; knowing where they are and what they are patching is essential for the COML

  11. Interoperability Gateways Portable Cross-connect Fixed Cross-connect Used on a temporary basis to link two more radio nets Transportable Cross-connect Used on either a permanent or a temporary basis to provide real-time on-demand communication interoperability Used on a temporary basis to link two more radio nets (turn-key solution)

  12. Communications Plans • The ICS217A Communications Resource Availability Worksheet • This is a complete inventory of all channels and frequencies and talkgroups you have available to you for incident use. • This is always prepared in advance of the need and represents a “pick list” approach to building your incident radio communications plan.

  13. ICS Form 217A

  14. 800 MHz Conventional Channels

  15. Colorado 800 MHz Interoperability Talkgroups

  16. Colorado VHF Interoperability Channels

  17. The Incident Radio Communications Plan – ICS205 • It provides a road map for all resources working an incident that allows for defined talk paths for Command, Operations, Logistical, and Tactical needs. • Pre-planned, responders can get to work sooner with a reduced risk of compromising the radio networks due to improper use.

  18. The Incident Radio Communications Plan – ICS205 • Answer The Following: • WHO is here at the incident? • HOW is the incident organized? • WHAT are the roles of the assigned resources? • WHERE are they working? • WHEN are the working?

  19. The Incident Radio Communications Plan – ICS205 • “Copy” an available resource from the pre-filled ICS 217A • “Paste” the resource to be used from the ICS 217A to the line on the ICS 205 which designates how the channel or talkgroup will be used during the incident

  20. The Incident Radio Communications Plan – ICS205

  21. The Incident Radio Communications Plan – ICS205 • Considerations and Guidelines • 1) There is ONLY ONE Command net. You may patch/gateway separate channels to create this network, but there is only one Command net – ever. • 2) You may have more than one Operations net, as needed • 3) Provide as many tactical channels as you need to accomplish your objectives. • 4) Use fewer repeated channels and/or talkgroups than more to reduce the risks of system overload. • 5) Generally, IAPs become public information and radio programming information may become compromised through general distribution of the IAP beyond incident personnel. You may need to limit distribution of the 205 to incident personnel only, if security is a concern.

  22. Make Your Life Easier • Identify at least one person to fill the COML role within your region as soon as possible. • Have them take the L969 Communications Unit Leader course offered through FEMA/EMI. • Build your communications staff with local resources (local agency techs, amateur radio operators, etc.) before you need them and practice and exercise with them quarterly.

  23. Make Your Life Easier • Take the time to build your large incident I205’s before you ever need them and gain buy-in from all stake holders.

  24. Practice Building a Large Incident ICS-205 • Scenario • Dead of winter; -20F and calm • Early morning train derailment • Propane, ethanol, polyethylbadstuff burning • Massive explosion blows out windows for a mile away • Electricity out for 20,000 people

  25. Practice Building a Large Incident ICS-205

  26. Questions?

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