Statewide GIS Support for Emergency Managers

UMETT Response Statewide GIS Support for Emergency Managers Josh Groeneveld, Utah DEM Talsan Schulzke, SLCo EM Kate Smith, UGIC Board

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An original goal of UMETT was to begin developing procedures and utilize training to establish a volunteer group that can assist other jurisdictions in Utah during an emergency UMETT Response is intended to provide mapping support for all hazard types and all incidents UMETT can respond to localized incidents handled by a single jurisdiction or large scale disasters involving multiple jurisdictions

Goals • • • •

Establish procedures on how this resource will be requested and managed Where possible, standardize GIS products and methods to improve service to decision makers Clarify the responsibilities and expectations of responding GIS personnel Be awesome!

Standard Operating Guide (SOG) Outline 1.Incident Procedures 2.Incident Responsibilities 3.Data Catalog 4.Standard Map Products 5.Membership and Training

Member Expectations •

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UMETT members must meet minimum training requirements and credentials to become a responder

Becoming a responder and completing training are voluntary Responding to an event is not mandatory and will depend on member availability

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Members decide when and where they are willing to respond

Members may receive assistance within their own jurisdiction by requesting UMETT support through the established process; however, jurisdictions are not required to have UMETT members in order to receive response support

1. Incident Procedures UMETT Coordinating Board • • • • •

Board made up of one chair and two directors

Maintains list of UMETT membership, training, and response eligibility Coordinates quarterly meetings and other trainings Serves as first point of contact for response requests and assigns members for deployment Supports UMETT participation in drills and exercises

1. Incident Procedures Initiating a Request • Local emergency manager contacts UMETT (coordinating board) and provides incident and request details, including

• Location • Incident type • Number of UMETT responders requested

• Response type requested (on-site or remote)

• Expected length of event • Expected length of assignment

• GIS resources currently available/in-use

• GIS resources needed

1. Incident Procedures Responding to a Request • • • • •

UMETT coordinating board acknowledges request by responding to confirm receipt of the request Coordinating board contacts UMETT members via email Board assesses member interest and makes assignments accordingly Board notifies the requesting EM of mission acceptance and responding GIS personnel Selected team members respond to the incident and maintain contact with the board, who in turn maintains contact with the local EM

EM contacts UMETT Coordinating Board

UMETT Board acknowledges request

Board notifies UMETT members

Board maintains contact with EM and deployed members

Assigned members report to the incident

Board assigns interested members to respond

1. Incident Procedures ICS Standards • •

GIS response team members will adhere to ICS standards such as chain of command, unity of command, and proper documentation protocols.

Emergencies are handled by local jurisdictions; therefore, local GIS personnel of the affected jurisdiction has the primary responsibility and are in charge.

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If there are no local GIS personnel and a member is serving in a lead GIS role, that member is still accountable to the local supervisor.

2. Incident Responsibilities Ambassadors of GIS • • •

Deliver the highest standard of work and professionalism in the most efficient manner possible Take care of the data and projects you’re entrusted with

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Remember you are on an incident and some data may be sensitive

Follow ICS protocols, including checking-in and -out of an incident

2. Incident Responsibilities Responding / Checking-In •

When members are confirmed for a deployment, they receive the following information:

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Incident Type Travel Authorization

Specific Job Assignment Name and Phone Number of Supervisor Reporting Location and Expected Time of Arrival Transportation Arrangements (if other than personal vehicle)

Contact Procedures During Travel Expected Duration of Assignment Expected Working Conditions

2. Incident Responsibilities Accountability • • •

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Check-in to the incident ASAP The ICS-211 (Incident CheckIn List) may be at a different location Provide as much information as possible Remember to check-out when you are demobilized

2. Incident Responsibilities BYOT • •

Members should bring their own equipment—or “toys”—to an incident Assembling a “Go-Bag” or “Go-Kit” helps members be ready to “go”

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Laptop with sufficient processing and graphics (for Esri software) Up-to-date/supported version of ArcGIS for Desktop or ArcGIS Pro An external mouse, external hard drive, and USB drive Headphones and/or bluetooth headset Mi-Fi device or other mobile hotspot capability Charge cords and adapters for your devices A notepad, writing instruments (markers, highlighters, colored pens, etc.)

Blue painters tape, Scotch tape, stapler, paper clips, manilla folders, etc.

2. Incident Responsibilities Duties and Performance • •

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Members represent not only their home agency but UMETT also

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By extension, therefore, they also represent UGIC

Members should always be courteous, professional, mindful of your duties, ethical, and honest

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Make a good impression!

Members should report to one supervisor only!

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Unity of Command

Requests should come down through the appropriate channels

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Chain of Command

Document the work you perform

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ICS-214 (Activity Log)

2. Incident Responsibilities Logging Activities

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Helps track tasks and assignments Can be used within a team (Unit Log) Provides a point of reference for hotwashes, after-action-reports (AAR), and other post-incident analysis

2. Incident Responsibilities Clarifying Requests •

Members should ensure they understand the request by satisfying the following:

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Determine feasibility of the request Verify the request against available data Identify restrictions or security issues related to the request Make sure you understand the request (communicate directly with the requestor if needed) Confirm the time frame for the request (prioritize, request additional resources as needed, and communicate an adjusted deadline if needed

2. Incident Responsibilities Additional Considerations •

Members should think about the following when completing a request:

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What data is needed?

Does the request require analysis or is it data compilation and map creation?

Does the map or information product (i.e. statistics, tables, reports) include sensitive or restricted data? (i.e. For Official Use Only (FOUO)) Does the map or information product need to be reviewed in draft form prior to printing/distributing?

Are there any special instructions regarding delivery of the final product?

2. Incident Responsibilities Briefing Incoming Members • •

Multiple operational periods and/or additional resources requested Critical that incoming members are briefed!

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Current status of the incident Name of supervisor and contact information Status of any open work requests Folder location of all incident data and files Name and location of any specialized data that is being used or has been collected Summary of maps or information products created thus far (referencing the 214) Overview of any map templates being used

2. Incident Responsibilities Check-Out Procedures •

Successful completion of a deployment includes performing the following tasks:

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Complete demobilization forms Return all equipment that does not belong to you personally Sign off on all completed assignments and report these to their supervisor Pack up any personal items Sign out of the incident on the same ICS-211 you signed-in on Return to home agency

Other thoughts on our responsibilities

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Be adaptable (shouldn’t be difficult for GIS personnel)

3. Data Catalog Best Data Available • •

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During an incident, members should have access to accurate base layers and incident data It’s equally important for members to have an effective way to manage the data they currently have as well as data that will be collected or created during the incident When possible during a UMETT response, members should try to integrate with the data and file management of the jurisdiction they are supporting

3. Data Catalog Recommended Standards • When managing incident data, members should have: •

A project folder with the incident name

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A file geodatabase within the project folder

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MXDs intuitively named with accompanying date, timestamp, and page size Exported maps organized by date created

3. Data Catalog Utah Data •

The State of Utah maintains an active database (clearinghouse) of statewide data layers, which can aid members when responding to different parts of the state.

gis.utah.gov

3. Data Catalog Metadata • •

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Members should make reasonable effort to maintain metadata for the incident data they create, understanding that it may not be possible to perfectly document everything in the middle of an incident https://www.fgdc.gov/standards/projects/metadata/basemetadata/v2_0698.pdf

Other members or users of the data might need to look at what has been collected or created (during or post-incident), and they need to be able to understand what they are looking at

4. Standard Map Products Adaptability • Incidents are highly variable, always changing, and will require flexibility in meeting specific mapping needs

• Primary use and audience should drive the focus of the maps

• The UMETT Coordinating Board is working on producing map templates

4. Standard Map Products Common Map Requests • • • • • • •

Common Operating Picture / Status Map Incident Action Plan Map Briefing Map Situation Report Map Damage Assessment Critical Infrastructure Transportation Status

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Air Operations Land Ownership Public Information Fire Perimeter Incident Progression Facilities

4. Standard Map Products Cartography • Symbology: UMETT encourages the use of NAPSG incident symbology • USNG: UMETT encourages the use of the United States National Grid • Cartographic Elements •

Scale, Author, Date/Time, Logos, Title, North Arrow, Data Sources (attribution)

• Review everything prior to distribution to ensure: •

Data is current, features are correctly located, scale is accurate, map is clear and communicates intended message.

• Map Request Forms

5. Membership Requirements General • • • •

Take basic FEMA Incident Command System courses plus some optional courses Get added to the UMETT distribution list Attend at least one UMETT quarterly meeting per year Provide documentation of professional GIS employment

5. Membership Requirements FEMA Independent Study (Required) • • • •

IS-100: Introduction to the Incident Command System IS-200: ICS for Single Resources and Initial Action Incidents

IS-700: National Incident Management System (NIMS) - An Introduction IS-800: National Response Framework - An Introduction

5. Membership Requirements FEMA Independent Study (Recommended)

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IS-103: Geographic Information Systems Specialist IS-922: Applications of GIS for Emergency Management

5. Membership Requirements Additional Useful Training (Classroom) •

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ICS-300: Intermediate Incident Command System for Expanding Incidents

ICS-400: Advanced Incident Command System for Command and General Staff - Complex Incidents E/L 964: All Hazards Incident Management Team: Situation Unit Leader (SITL) https://dem.utah.gov/training-and-exercise/training/

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These trainings are free, and this calendar is updated regularly

5. Membership Requirements UMETT e-mail Distribution List •

umett@googlegroups.com

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Ask Talsan, Kate, or Josh to be added to the list

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This list is where we provide info on upcoming meetings and will notify the group about response requests

5. Membership Requirements UMETT Quarterly Meetings • • •

Attend at least one UMETT quarterly meeting Participate in our 90-minute workshop at the UGIC Conference

Quarterly meetings are a great place to hear lessons learned from people who have been through it and learn best practices for GIS in emergency management

5. Membership Requirements Credentials •

Members must do GIS in a professional capacity (private, public, nonprofit, etc.)

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An employer endorsement is required and kept on file

They do NOT need to be a certified GIS Professional (GISP) No minimum experience requirement (number of years) Employer permission is not required to be a responding member

5. Membership Requirements Response Levels • • • •

Level I (able to respond to any incidents within the state) Level II (able to respond locally within their home region, as defined below) Level III (able to respond only within their local jurisdiction or county) Level IV (able to lend assistance remotely but not respond onsite)

UMETT Regions

How Do I Request GIS Assistance?

• Send an email to

umett.response@gmail.com • Provide as much detail regarding the incident and type of request as possible (i.e. number and type of resource needed).

• Be sure to include a phone number so that UMETT can contact the requestor directly to coordinate response.

ugic.org/umett