In this lesson, you will learn about
the various EOC general staff positions, their responsibilities, and how
their teams can expand to support an EOC's response effort.
EOC General Staff
Much
like the Management Staff functions, the EOC Manager/Director will also
assign personnel to General Staff positions when the needs of the event
requires. General Staff are the Section Chiefs that lead the
Operations, Planning, Logistics, and Finance and Administration
Sections. The Section Chief's will then be responsible for expanding other parts of their sections depending on operational need.
đź’ˇ Did You Know?
General
Staff or Section Chiefs are considered part of the EOC's Management
Team along with the EOC Manager/Director and the various Officer
(Management Staff) roles.
The
Operations Section is the EOC’s direct link to site or field personnel,
and lower level EOCs. The section is led by the Operations Section
Chief. Those working in Operations may be distinguished by red vests or
identification. The
section coordinates and supports specific projects and the efforts of
responding departments and agencies, and has representatives from most
departments and assisting agencies, or a link to their department or
agency Operations Centre if one has been activated. Operations
also gathers situational information from the site and field operations
or from lower level EOCs and shares it with the Planning Section and
other EOC staff. This helps all EOC personnel develop a good sense of
how response efforts are progressing and what challenges might be
occurring. A
big part of the Operations section is managing resources and resource
requests. They work closely with the various departments and agencies
and the Logistics Section to get these needs addressed. If
you need to contact someone at the site or field level or in a lower
level EOC, always go through Operations. This helps us manage downward
demands on personnel, so they can continue to focus on their primary
goals.
Key Responsibilities
1. Maintains awareness of operational activities within the EOC's area of responsibility.
2. Maintains
ongoing communications with operational resources in the field/site,
other EOC Operation Sections, and the EOC Planning Section.
3. Manages
response measures and secondary consequences that are outside the scope
of site/field personnel, and within the EOC's area of responsibility.
4. Coordinates departments, agencies, and organizations providing operational support.
5. Manages and assigns operational resources with the support of EOC Logistics.
6. Conducts operational briefings and provide status report for the EOC Management Team.
Building the Operations Section
Building the Operations Section
The
organizational structure in Operations is more dynamic than the other
sections. The section needs to be responsive to the operational
requirements of each event. It's organization is typically structured
around the needs of the event and the organization’s current operational
activities. When building this section, consider using one or a
combination of different approaches to reflect your operational
activities.
Agency/Department
Branches or Units in Operations can be created to represent any of the
internal departments or external agencies that are directly involved
with the response. Here is a general health example that might be
applicable at a regional delivery level.
Functional Groups
Functional groups are established to support a specific response
activity. They may draw on personnel from across departments or agencies
to combine the required expertise. Some functions may be the same as
departments, but they may bring together different expertise to address
the specific needs of the incident. An example of this may include:
Geographics Divisions
Some regional or higher level EOCs may choose to establish divisions to
support and/or coordinate the operations in specific geographical
regions/areas of their organization or jurisdiction. These unit could
consist of coordinators to liaise with business units or other EOC's
within their geographical area.
Special Operations
One or more Special Operations Branches may be established to help
coordinate and support a self-contained site resource. These resources
are usually very specialized in nature and usually come complete with
their own management and support structure. An example of this might be a
military field hospital, air operations, or a self-contained medical
resource from out of country.
Planning Section
The
Planning Section's led by the Planning Section Chief and is all about
information! The section collects, analyzes and shares all types of
information to keep the EOC functioning effectively. The
Planning section is identified by the colour blue. They'll be involved
in collecting, processing, evaluating, and displaying various types of
situational and operational information. One of their goals is to keep
all EOC personnel informed so that sound decision-making can occur. The
Section also develops Action Plans and Situation reports, and may track
the status of resources, in collaboration with Logistics and
Operations. As needed, Planning will conduct advance planning, and work
on recovery and demobilization planning. The
Planning Section consists of personnel who can effectively organize and
analyze large amounts of data, facilitate technical experts, and engage
with other specialists to develop plans. They'll be busy writing
concise and effective reports, and will oversee geographical and
information management systems in the EOC.
Key Responsibilities
1. Collects, analyses, and disseminates information.
2. Displays/reports on key information to foster improved situational awareness.
3. Facilitates the development of Action Plans and Situation Reports.
4. Tracks status of resources/personnel with Operations and Logistics, if necessary.
5. Guides planning and development of advanced plans.
6. Coordinates utilization of Technical Experts when assigned.
Situation Unit
The Situation Unit collects, organizes and analyzes situation
information, prepares situation reports/action plans, and liaises with
Operations.
Resources Unit
The Resources Unit maintains resource status boards and coordinates with
Ops and Logistics to centralize resource tracking information.
Documentation Unit
The Documentation Unit collects and organizes EOC forms and other documentation relating to EOC activities.
Advance Planning Unit
The Advance Planning Unit develops plans to address potential issues
likely to occur beyond the next operational period, and for the longer
term.
Demobilization Unit
The Demobilization Unit develops the EOC demobilization plan and
monitors changing work assignment and workload to identify functions
that are no longer required as the EOC deactivates or returns to a
routine level of operation.
Recovery Unit
The Recovery Unit assesses the need for disaster recovery direction and
assistance for the organization, its personnel, stakeholders, and
community - as needed. The Unit can also guide in the integration of, or
transition to, recovery activities for the organization.
Technical Specialists Unit
The Technical Specialists Unit obtains and coordinates technical
specialists and experts who have unique knowledge, perspective, and
recommendations to share with the EOC. The specialists are often linked
to other functions in the EOC, so this unit monitors and coordinates
these efforts to ensure efficient and effective use of these resources.
Summary
When establishing the structure for Planning, the Section Chief will
evaluate operational needs and assign personnel to activate the required
units. Each unit may require one or more personnel to function
effectively. Units not staffed remain the responsibility of the Section
Chief.
Logistics Section
The
Logistics Section is led by the Logistics Section Chief and identified
by the colour yellow. Logistics is all about making sure everyone has
the resources they need to do their job effectively. Most
resource requests come from Operations, but Logistics can also receive
them from other functions in the EOC. The section acquires personnel,
equipment, supplies, and transportation resources. They may also
activate branches to manage various types of information and
communications technology, and EOC facility support services such as
food services and security. When
you're first deployed to the EOC, it'll be Logistics’ job to provide
your safety and facility orientation. If you need equipment or supplies,
you can complete a resource request, have it approved, and send it to
Logistics for sourcing. Logistics
personnel are familiar with purchasing processes and the requirements
for obtaining external resources. They also have skills to organize and
track information, manage electronic resource data, and support human
resource management.
Key Responsibilities
1. Arranges EOC support services for personnel (food, lodging, and transportation).
2. Ensures EOC communication and computer systems are operational.
3. Equips
EOC and other necessary facilities with required furnishings,
food/refreshments and services, including security and clerical support.
4. Acquires and delivers supplies, materials, or equipment not available through mutual aid or normal department/agency channels.
5. Recruits, screens, tracks and supports personnel acquired through the EOC.
6. Acquires and arranges transportation resources for personnel, evacuees, and goods.
Information Technology Branch
The Information Technology Branch ensures communication and computer systems are supported and maintained. When
required additional unit can be activated in the Branch to support
specific aspects of information technology such as computer systems
(hardware/ software) and communication systems.
EOC Support Branch
The
EOC Support Branch ensures the EOC and other facilities have required
furnishings, food/refreshments and services, including security and
clerical support.
Additional unit can be activated under the support branch as needed to address these services.
Supply Unit
The Supply Unit oversees acquisition and delivery of supplies,
materials, or equipment not available through normal department/agency
channels.
Personnel Unit
The Personnel Unit recruits, screens, assigns, tracks and supports personnel acquired through the EOC.
Transportation Unit
The Transportation Unit acquires and arranges transportation resources for personnel, evacuees, and goods, as required.
Summary
Much
like Planning, when establishing the structure for Logistics, the
Logistics Section Chief will evaluate operational needs and assign
personnel to activate the required branches or units. Units/branches not
staffed remain the responsibility of the Section Chief.
Branches
are used to organize a set of units under one supervising function. If
the Branches are activated without units, they can be referred to as
units.
Finance & Administration Section
The
Finance and Administration Section is led by the Finance and
Administration Section Chief and can be identified by green signage or
vests in the EOC.
Finance
tracks response and recovery costs, monitors the expenditure process,
and provides cost estimates, forecasting and financial reporting. This
includes employee and contractor time records, contract commitments, and
any related claims or compensation requirements.
The
Section will monitor sign-in and sign-out records in the EOC to
forecast employee costs – so always sign-in and out during your shift.
They'll set-up financial tracking numbers and practices so response
costs can be separated from regular business expenses. When needed, they
can also arrange appropriate financial signing levels and budgets so
the EOC has the financial capacity to respond.
Finance
and Admin staff have a knowledge of financial management and accounting
practices, and an operational understanding of the organization's
financial policies and procedures.
Key Responsibilities
1. Monitors the expenditure process.
2. Tracks response and recovery costs and time.
3. Ensures suitable procurement practices are being utilized.
4. Manages compensation and claim issues.
5. Calculates and reports on financial estimates.
Time Unit
The Time Unit tracks, records, and reports daily on regular time, overtime and estimated staffing costs.
Contract Administration Unit
The Contract Administration Unit administers and monitors expenditure
control processes, including contract administration practices.
Compensation & Claims Unit
The Compensation & Claims Unit processes worker injury claims;
tracks, investigates and reports on organizational losses or damage.
Cost Accounting Unit
The Cost Accounting Unit calculates daily, total event cost estimates and tracks expenditures.
Summary
When establishing the structure for the Finance and Administration
Section, the Section Chief will evaluate operational needs and assign
personnel to activate the required units. Units not staffed remain the
responsibility of the Section Chief.
Position Checklists
All
EOC positions should have a Position Checklist or a position
description that provides key information on their role,
responsibilities, and duties.
These checklists should be adapted
to the specific agencies or organizations needs, and can be very helpful
especially during the early stages of activation when staff are new to
their roles and under pressure to function effectively.
đź“„ Resources
These
Position Checklists can be used as a starting point when developing
specific version for your agency or organization. The document will open
in a new tab and can also be accessed from the Course Resources page on the main course site.
Expanded EOC Organization
Having a number of pre-defined EOC functions, allows for quick
expanstion when the incident requires. For smaller EOC's the functional
areas help to clarify the scope of assigned personnel - recognizing that
one staff person can assume one or more EOC function.
Summary
1. General Staff consist of the Section Chiefs who lead the Operations, Planning, Logistics, and Finance and Administration section.
2. Operations is responsible for supporting lower level EOCs or site/field operations, and managing response/recovery activities within their area of responsibility.
3. The Ops structure should be developed around the unique needs of each incident, whereas other sections have a relative consistent structure.
4. Planning manages situational information, documentation, and technical specialists; and engages in various planning activities.
5. Logistics acquires supplies, materials, and human resources; and provides technology and facility supports.
6. Finance and Administration monitors and reports on financial related matters.
7. All personnel should have a written position checklist or similar job aid which outlines their role and responsibilities.
