CRISIS TEAM GUIDE TO RESPONSE IN US WATERS

Transcription

1 CRISIS TEAM GUIDE TO RESPONSE IN US WATERS 24-Hour Emergency Assistance O Brien s HR: inquiry@wittobriens.com 1

2 TABLE OF CONTENTS INTRODUCTION... 3 YOUR PARTNERS IN RESPONSE... 3 INCIDENT COMMAND SYSTEM (ICS)... 3 RESPONSE SEQUENCE... 4 COMMUNICATING WITH THE QUALIFIED INDIVIDUAL... 5 SUGGESTIONS / COMMENTS / CLARIFICATIONS... 6 APPENDIX APPENDIX GOTOMEETING INSTRUCTIONS... 7 APPENDIX FILE TRANSFER PROTOCOL (FTP) INSTRUCTIONS... 8 O Brien s HR: inquiry@wittobriens.com 2

3 INTRODUCTION Incident response in the US follows a well-established pattern. Government regulations require the use of the Incident Command System (ICS) for the management of all incidents. O Brien s is a worldwide leader in incident management of all types. O Brien s has developed CommandPro, a proprietary software developed by responders for responders to effectively and efficiently implement the ICS processes. The purpose of the Guide is to assist your Crisis Team to be better prepared to cope with an incident in US waters. This Guide should be read in conjunction with the Master s Guide to Compliance in US Waters. Information designed to save you time and effort is present in red italics. YOUR PARTNERS IN RESPONSE USCG regulations require your company to have a Qualified Individual (QI) in the QUALIFIED INDIVIDUAL US. Essentially the QI has two main responsibilities: 1 The QI is your company s main communications point from the beginning to the conclusion of an incident. The QI has several regulatory responsibilities involving: 2 INCIDENT COMMANDER Commencement of response activities. Management of response activities until an Incident Commander (IC) establishes a Incident Management Team (IMT) acting in accordance with the Incident Command System (ICS). See below for more information about ICS and the ICS 207 Incident Organization Chart Form in Appendix 1. Notification of agencies as required by federal, state and local regulations. The Incident Commander (IC) is the leader of the Incident Management Team (IMT) along with the Federal On-Scene Coordinator (FOSC), represented by the USCG and State On-Scene Coordinator (SOSC). These three individuals form the Unified Command (UC). 1 The IC is responsible for all aspects of the response activities. 2 He/She is responsible for the implementation of the Incident Command System (ICS) process. INCIDENT COMMAND SYSTEM (ICS) Government regulations require all incident response activities in the US to utilize the Incident Command System (ICS). O Brien s uses our CommandPro software to assist in this process. CommandPro helps to manage the process and automates many of the forms that document the ICS process. Many of these forms will be of use to your Crisis Team and will be made available to you by the QI and IC. See our website for additional information: INCIDENT MANAGEMENT HANDBOOK The USCG Incident Management Handbook is the definitive guide used by all responders in the US. It may be useful for your Crisis Team to have a copy. You may purchase a copy of the Incident Management Handbook from O Brien s. It can also be downloaded at: ICS TRAINING All incident managers in the US must be trained in ICS. 1 Basic training is available on-line at: 2 We recommend the IS-100.b (ICS 100) Introduction to Incident Command System course: O Brien s HR: inquiry@wittobriens.com 3

4 RESPONSE SEQUENCE MANDATORY NOTIFICATION The USCG must be notified if there is a discharge of oil in/on the water or if there is a substantial threat of a discharge into the water. The USCG defines the following as a substantial threat including: 1 Grounding or stranding even the slightest touch of the bottom 2 Collision and allision including a hard bump by a tug or a hard landing at a dock 3 Spill on deck any quantity that is enough for the oil to flow toward the rail 4 Hull Failure 5 Excessive List 6 Containment system failure 7 Submerged and foundered 8 Wrecked and stranded 9 Hazardous vapor release Machinery / Equipment malfunctions steering, auxiliaries, fire pump, life boat, radar, radio, compass, 10 cargo handling gear, etc. 11 Explosion 12 Fire US law says that a Person in Charge of a vessel must notify the USCG if any of these situations exist. This Person in Charge can be the Master, the owner/operator, the DPA, the QI or another person who your company policy says is in charge of your ship. The regulations say that this person must make notifications as soon as possible (without delay). Note: It is well established that the Qualified Individual may make the required notifications on behalf of the Master. So you should contact O Brien s if you are in doubt and we ll help determine whether the USCG and other agencies should be notified. Our contract with you requires us to ensure compliance with all laws and regulations. Please allow us to do this for you. WHAT THE QI NEEDS TO KNOW In order to provide the help you need, the QI will ask you for some important information. This includes: 1 Your Name (Vessel Master) 2 Telephone number, fax, or other means of communication 3 Vessel Name and IMO Number 4 Vessel Owner/Operator 5 Type of Incident 6 Time and date of incident 7 Exact location (latitude/longitude if anchored or underway; port, slip and berth if in port) 8 Type of oil spilled (try to be as specific, but knowing if it is clear or black is enough for the QI to get started). Estimated Quantity we know this is difficult we are looking for your best estimate. It is important for us to 9 know if this is a very small spill, a very large spill, or something in between. Is the source controlled / secured? Yes No 10 Brief description of the situation (any other information or concerns you have). 11 Death / Injuries to the crew 12 Damage (extent to the vessel, facility, pier, other vessels, etc.) 13 Confirm P&I Club membership 14 Local Agents and their phone number O Brien s HR: inquiry@wittobriens.com 4

5 ICS PLANNING PROCESS The purpose of the ICS planning process is to move the incident response from an emergency response to a project management. The ICS planning process is objectives based and uses a series of formal meetings to produce an Incident Action Plan (IAP). The IAP provides specific direction to responders in the field. It is a compilation of a variety of different forms and topic specific plans (i.e. Safety Plan, Disposal Plan, Decontamination Plan, etc.). The IAP and supporting documents will be available to your Crisis Team. Information about these many documents can be found in Appendix 1. INITIAL INCIDENT BRIEF (ICS 201) As the incident response progresses the QI will be creating the Initial Incident Brief (ICS- 201) form. This document is the basis for updates and briefings on the situation status. It is a living document and is used to document the response activities until the IMT is established and the UC is ready to assume management of the response. The QI will then provide a formal briefing to the UC. The UC will then assume response management and commence the ICS planning process. INITIAL RESPONSE After receiving notification of an incident many groups will be conducting an initial AND ASSESSMENT response and assessment. These include: 1 Your Crisis/Emergency Response Team 2 Qualified Individual 3 Salvage and Marine Firefighting (SMFF) Resource Provider 3 USCG 4 State Agencies If the initial assessment indicates that this may be a significant incident the QI will assemble the SMT, the UC is formed and a Command Post established. The QI will have a representative at the scene of the incident and also at the Command Post. COMMUNICATING WITH THE QUALIFIED INDIVIDUAL TELEPHONE Emergency calls should go to our Command Center at our 24-hour number: The QI will contact your Crisis Team by the telephone numbers listed in the Vessel Response Plan. Once communications are established be sure you know: 1 The name of the QI. 2 A primary and secondary telephone number for the QI. If you have special telephone numbers for use by your Crisis Team be sure to pass them to the QI. As the incident progresses the QI will also use to communicate with your Crisis Team. Inform the QI if you have established a special address for your Crisis Team. The QI will typically send two special messages to your Crisis Team that will provide you access to additional information. They are a GoToMeeting Request and File Transfer Protocol (FTP) website instructions. GOTO MEETING The QI has the ability to initiate briefings held via web conference for your Crisis Team. In the GoToMeeting you will see the QI s display. This allows the QI to provide a prepared briefing and to bring up other information as you might request. Appendix 2 has GoToMeeting information. O Brien s HR: inquiry@wittobriens.com 5

6 FTP SITE In this the QI will provide instructions giving you access to a File Transfer Protocol (FTP) website. At this website you will be able to access and download the documents being created by the SMT using the ICS planning process; other documents, pictures, video etc. being accumulated by the SMT as well as other items you might request from the QI. Appendix 3 has Client Access information. SUGGESTIONS / COMMENTS / CLARIFICATIONS CONTACT VESSEL SERVICES This document is intended to be a helpful guide for your Crisis/Emergency Response Team. Please help us make it more useful for you. If you have questions, comments or concerns please contact us at: inquiry@wittobriens.com. LIST OF APPENDICES 1 ICS Forms 2 GoToMeeting Instructions 3 File Transfer Protocol Instructions APPENDIX 1 Below is a partial list of the ICS forms that you may encounter. Those with important ICS FORMS information for the Crisis Team are highlighted in red. A copy of the ICS forms may be downloaded here Incident Report Form ICS 201: Incident Briefing ICS 202: Incident Objectives ICS 203: Organization Assignment List ICS 204: Assignment List ICS 205: Incident Radio Communications Plan ICS 205a: Communications List ICS 206: Medical Plan ICS 207: Incident Organization Chart ICS 208: Site Safety Plan ICS 209: Incident Status Summary ICS 232: Resources at Risk O Brien s HR: inquiry@wittobriens.com 6

7 APPENDIX 2 GOTOMEETING INSTRUCTIONS As a response develops the QI will create the Incident Brief (ICS-201) form. Once this document is ready the QI will send the Crisis Team an with the subject GoToMeeting Invitation Meet Now. This provides instructions on how to participate in the GoToMeeting. Contact the QI by telephone or to arrange the specific time you would like to receive the Incident Brief from the QI. The you receive will look similar to the example below: Internet access is required to conduct the GoToMeeting. Click on the link in the and you will be directed to the GoToMeeting website. The website is simple to use but requires that you download software each time you attend a GoToMeeting. You may need to contact your IT staff if your system will not allow you to download the software. Here s what the GoToMeeting screen will look like: You must run the software in order to join the GoToMeeting. Once you have run the software you should be able to see the QI s computer screen. The QI will then provide the Incident Brief. This meeting is being conducted to pass information to you. Be sure to ask the QI any questions you may have. At the end of the GoToMeeting you can disconnect by navigating away from the website. O Brien s HR: inquiry@wittobriens.com 7

8 Crisis Team Guide to Response in US Waters 2016 Revision 0 APPENDIX 3 FILE TRANSFER PROTOCOL (FTP) INSTRUCTIONS As a response continues the QI and the SMT will create documents including videos, photographs, maps, press releases and other documents required by the Incident Command System. These documents will be made available to the Crisis Team via a File Transfer Protocol (FTP) website. The QI will send an with instructions for accessing the FTP site. Internet access is required to access files on the FTP website. Open the instructions provided by the QI. They will contain your login ID and password specific to the incident. Click on the link in the and you will be directed to the O Brien s website. You may need to contact your IT staff if your system will not allow you to access the website. See the instruction that follow: 1) Go to: FTP Access 2) Click on CLIENT LOGINS at the bottom of the page in the footer. 3) Choose Client Download Site. O Brien s HR: inquiry@wittobriens.com 8

9 Crisis Team Guide to Response in US Waters 2016 Revision 0 4) Choose File Portal. 5) Enter Login Credentials. Once you have logged into the FTP site click on the name to access the available files. See the example on the following page: O Brien s HR: inquiry@wittobriens.com 9

10 Crisis Team Guide to Response in US Waters 2016 Revision 0 6) Click on File. The next screen will give you a listing of the available documents. 7) Download the Documents. Click on the folder or files you want to access and follow the instructions to either download or view the file. If you download a large file or a file folder the system may provide them as a zip file. This will require the use of WINZIP software to open the files. If you do not have WINZIP it is available at: It is intended that the FTP site be secure. You should not share the login ID or password with persons outside your company. If you would like others to have access please contact the QI. He/She may permit you to allow access by sharing the current login and password, create a new FTP login or take some other action to provide access and still maintain security. O Brien s HR: inquiry@wittobriens.com 10