GOI- UNDP CLIMATE RISK MANAGEMENT PROJECT, SHIMLA
Training Report
Basic & Intermediate Course on Incident Response System (IRS)
Hotel Combermere, Shimla 22-25 September, 2014
Trainer- Mr. Rajesh Bhatiya and Mr. Balaji Singh
PROGRAMME SCHEDULE
Day 1
Time Session Theme
09:30 – 10:00 Registration, Welcome & Course Introduction
10:00-10:30 Inauguration of the course
10:30-10:45 Tea Break
10:45 – 13:00 Module A:-Principles & Features of IRS
13:00 – 14:00 Lunch Break
14:00 -15:15 Module A:-Principles & Features of IRS (Continued...)
15:15-15:30 Tea Break
15:30-17:30 Module A:-Principles & Features of IRS (Continued...)
Day 2
Time Session Theme
9.30 – 9.45 Review/Questions
9.45 – 11:00 Module B:-Organisation & Staffing
11:00-11:15 Tea Break
11:15 – 13.00 Module B: - Organization & Staffing (Continued...)
13.00-13.45 Lunch Break
13:45-15:15 Module C:- Incident facilities
15:15-15:30 Tea Break
15:30-17:30 Module D:- Incident Resource & Resource Management
Day 3
Time Session Theme
9.30 – 9.45 Review/Questions
9.45 – 11:00 Module D:- Incident Resource & Resource Management
(Continued...)
11:00-11:15 Tea Break
11:15 – 13:00 Module E:- Organizing for Incidents & Events
13:00-13.45 Lunch Break
13.45-15:30 Module E:- Organizing for Incidents & Events (Continued...)
15:30-15:45 Tea Break
15:45-17:30 Module F:- Incident & Event Planning
Day 4
Time Session Theme
9.30 – 9.45 Review/Questions
9.45 – 11:30 Module F:- Incident & Event Planning
11:30-11:45 Tea Break
11:45 – 13.00 Simulation Exercise on EQ Scenario : Role Playing by IRT
Members
13:00-13.45 Lunch Break
13.45-15.30 Simulation Exercise on Flood Scenario : Role Playing by IRT
Members
15:30-15:45 Tea Break
15:45-16:30 Simulation Exercise on Flood Scenario : Role Playing by IRT
Members
16.30-17.00 After Action Review
17.00-17:30 Valediction/Certificate Distribution
Five Day Basic & Intermediate Course On
Incident Response System (IRS)
Period of Course: 26th to 30th May 2014
Venue: Hotel Combermere, Shimla
The four day Basic & intermediate course on ”Incident Response System” was jointly
organized by UNDP; Municipal Corporation, Shimla from 22-25 September, 2014 at
Hotel Combermere. 32 officers representing Municipal Corporation of Shimla and
other state /departments participated in the four day course. The main objective of
the course was to strength capacities of all responders involved in emergency
management to adapt to an integrated and organizational structure.
Assistant Commissioner, M C Shimla, gave
Welcome Speech. He welcomed Sh. Sanjay
Chauhan, Honourable Mayor, Sh. Tikender
Panwar, Dy Mayorof Shimla City, Sh Rajesh
Bhatiya and Sh. Balaji Singh, Trainer of Incident
Response System. He had explained the brief
concept about the IRS course moduleand resource
persons was introduced.
Hon’ble Mayor Adv. K. Chandrika gave the
inaugural addres. He emphasized the there
should be proper distribution of resources at the
time of disaster and also there is a need of proper
coordination among the decision makers at the
time of disaster. He also mentioned that Nagar
Nigam should ready to manage the disastes as
Shimla is prone to different disasters. He focused
that there must be last mile connectivity at the
time of disaster and this training will give an
insight to set the incident response system.
Dy Mayor, key note address, focused how city
should be resilient. He explained the brief history
of the Shimla city. He also opined that city should
be having master plan according to the terrain of
the area and thus it is needed to replace the
system. He suggested it should be incorporate in
the City Disaster Management Plan.
Day 1
The objective of this session was to introduce
theconcept of IRS and how it helps in inculcating
a culture of preparedness through quick response,
strategic thinking and prevention mechanisms.
The Session was handled by Mr. Rajesh Bhatiya
and Mr. Balaji Singh.
The four day schedule was discussed and an
introduction to Indian Disaster Management
System & Background for development of IRS
was given by Sh.Rajesh Bhatiya. The need and
importance of IRS and key features of IRS
guidelines were also shared. Disaster profile of
India and the journey to IRS was discussed with
participants. The formal session began with
Module A dealing with Features & Principles of
IRS. Mr. Rajesh Bhatiya described the
institutional strengthening mechanism and role
of community in disaster preparedness and
response. Giving the example of Kumbh Mela
2013, he emphasized on the importance IRS in
not only the disaster event but the planning for
any kind of event .He also discussed the different
nature of action plan for immediate 24hrs,one
day, one week and so on. He discussed the
importance the common terminology when
responding to any event. In this session
terminology like Organizational Elements:
Section, Branch, Division , Group , Units, Position
Titles: Section Chief, Branch Director, Division/
Group supervisor, Unit leader, Safety/ Liason/
Information Officer etc., Resources : Kind, Types;
Resource Status etc. and Facilities: ICP, Base,
Camp, Staging Area, Helibase, Helipad, Relief
Camps were also introduced briefly . Resource
types, area command and team building was also
briefly discussed. The Module I ended with
questions and answers and a scenario exercise
facilitated by Sh. Balaji with an aim to familiarize
participants on the importance of team building.
A briefing on the scenario exercise was done
before the closure of the programme on day one.
Session-1
The group exercise for Session 1 involved the
participants having to make priority listing for a
problem based on lunar expedition. 15 numbers
of critical items are given to each team and asked
them to rank according to Individual & Group
priority. Then based on the expert ranking of
critical items, difference in ranking is measured.
The participants are divided into 3 groups and
were asked to do the priority listing. The
outcome of the exercise is that participants were
able to see their ability in decision making both at
individual and team level.
Session Outline
IRS a multi agency function
Best Practices in the World: ICS, SUMA, EOC, ESF,
FOG’S,DRN, Specialised Teams (SAR, HAZMAT)
ICS a Management System
How ICS can be effectively used in
managing a disaster/organizing an
Event
Output of IRS
How ICS became IRS?
Group exercise
The group exercise for Session 1 involved the
participants having to make priority listing for a
problem based on lunar expedition. 15 numbers
of critical items are given to each team and asked
them to rank according to Individual & Group
priority. Then based on the expert ranking of
critical items, difference in ranking is measured.
The participants are divided into 4 groups and
were asked to do the priority listing. The
outcome of the exercise is that participants were
able to see their ability in decision making both at
individual and team level Outcome of the
session/discussion
Helped to identify the strength of each individual
in a team and understood how to use the expert
wisdom in group for tackling a situation.
Session-2
The objective of this session was to present, the
features & principals of IRS.
Collectively, this feature identifies the unique
quality of IRS as an incident or event
management system. The Session was delivered
by Sh. Balaji Singh.
Session Outline
Management by Objectives
SMART objectives
Five Major Functions
Functional Responsibility
Incident Operation Organization
Accountability through Incident Briefing
(IRS001), Incident Status Summary (IRS
002)
Options for using resources
Incident Action Plan
Outcome of the discussion
Incident Response team is required at M C
Shimla
No proper infrastructure to management
situation like City Emergency Operation
Centre
Day-2
Session- 3
This was followed by the presentation and
discussion on Module B on IRS Organisation and
Staffing by Sh. Balaji Singh. The organisation
chart of the Incident Response System was
described. The officers of Command Staff and
General Staff with roles and responsibilities were
discussed in detail. Mainly the aspect of the
proper flow of information and transfer of
command were emphasized upon. The whole
module was followed by a scenario exercise on
Initial Response. IRS Form 001 was introduced to
the teams and the exercise ended with the group
presentations, comments and discussion by
trainers and other groups.
Group Exercise
An earthquake scenario was given to the
participants. In small groups, they were required
to discuss how they would organize the
earthquake incident using the principles of IRS.
Along with that they have to complete the
Incident Briefing Form IRS 001, brief the
supervisor in charge, and present their briefing to
the class using their completed IRS 001.
Outcome of Discussion and Group Exercise
Major Incidents should be ward wise
divided.
All syndicates have allocated the
resources well in planning exercise but
needed to be done as per the original
requirements
Session-4
Module C on Incident Facilities by Sh. Balaji S
Chowhan. The session focused on the
principal facilities used in conjunction with
IRS with explanation, purpose and use of each
facility. Various facilities like Incident
Command Post, Staging Areas, Base, Camps,
Helibase, Helipads and Relief Camps were
discussed. The Module also discussed on
proper identification of the facilities which
may be located together at an incident or
event. The management and use of various
incident facilities to support an incident or
event was also covered. The participants
were also made aware of the appropriate
map symbols associated with incident
facilities.
Session Outline
Incident Response System facilities
Guidelines for establishing ICP
Designations for IRS facilities
Illustration of Incident facilities
Group Exercise
In the given earthquake scenario, after 2
hrs of the incident, member of each
syndicate is required to act as a logistics
section chief, and identifies facilities that
would needed to contain it. They have to
list out facilities in anticipatory which
would be needed to effectively manage
the incident and identify important
capabilities and characteristics.
All the four syndicates divided their
resources based on capabilities, kind &
Type, Use of resources, Strike Team &
resource status.
All of them selected location of base
camp as the place of
Some of them choose more than one base
which is not permitted in IRS, since it may
create more logistics problem.
Normally, up to five task forces, only one
division in the area is permitted. If the
terrain & accessibility are poor, then it
can be varied accordingly.
While dividing the region based on the
intensity & nature of incident logical
reasoning should be applied.
Session-5
Module D on Incident Resources and Resource
Management. The Module focused on the need for
proper incident resource management. The
purpose of resource typing and ways of managing
resources in any situation was explained. Another
important aspect was the ways was how resource
status is changed, how notification of changes is
made, and how status is maintained at an incident
or event. The contents of Operational Planning
Worksheet (IRS Form 015) were also thoroughly
discussed. The session also dealt with basic steps
involved in managing incident resources and
identification of the key considerations associated
with resource management like Safety, Personnel
Accountability, Managerial control, Adequate
Reserves and Cost. The whole session followed the
scenario exercise to test the Incident Resource
Management & Planning Process by the groups.
This was followed by group presentations and
discussion on the exercise.
The seession was handled by Sh. Balaji Singh
Session Outline
Resources by kind and type
Options for using resources on an
incident- single/task force/strike teams
Resource status
Resource Management
Operational Planning Worksheet
Resource Ordering
Resource Assignments
Demobilizing resources
Demobilization Plan
Group Exercise
Plot for the Group exercise was the same
earthquake affected area. As a resource leader all
teams are assigned to prepare their resource
tracking system.
They have been provided by a checklist with
resources that are available & yet to be arrived
and are requested to develop an Incident Action
Plan for next day’s operational period (IRS 015)
Outcome of the Discussion & Group Exercise
They have a well planned action plan with most
of the resources were identified/ordered.
Syndicate 1 Mr. J. C. Sharma though
utilized the service of air effort; they are
requested to assign nodal officers for
loading & unloading in their plan.
Mr. Rajesh Kashyap from Syndicate 2
presented the operational plan. Though
they used services of NDRF, CRPF, Hazmat
Vehicle & VHF units while preparing the
plan, they didn’t have any movement
plan.
Additional special equipments apart from
the holdings needed to be mentioned in
the action plan of syndicate 2.
Mr. Ramesh Chand from Syndicate 3
presented the Operation plan.
Though they have covered each item in
detail, they didn’t have any movement
plan as well as any safety security
instructions for the plan.
Moment plan should be present
Bottom to Top Planning approach in the
worksheet is essential
Management by Objective is required
If any rumours are there it should be
initially ruled out. Drop off place should
be mentioned in the transportation plan.
Safety instructions should be mentioned
Presentation should be short and quick
Day-3
Session- 6
Module E on Incident & Event Management was
also introduced before the closing of Day 3 After
the recap and review of the previous modules and
exercises the day began with the continuation of
Module E. The Module focused on the
understanding of the steps in transferring and
assuming incident command and the major elements
included in the incident briefing. The fact that
incidents can best be managed by appropriate and
early designation of primary staff members and by
proper delegation of authority was discussed with
the help of examples. The importance of Unified
Command functions in a multi jurisdiction or multi-
agency incident was also briefed to the participants
by Sh. Rajesh Bhatiya. The module briefing was
followed by the scenario exercise by groups on
Organizing IRS Response (with modifications to
suit different kinds of incidents, events). The usual
group presentations and discussed followed the
exercise.
Session Outline
Event & incident Management
Organizing incident Operations
Considerations for organizing unplanned
events
Transfer of Command
Mutual Aid Response Group
How to Divide an Incident
Unified & area Command
Group Exercise
The team members were divided into two
syndicates and were given two different
scenarios. One is to organize an epidemic event
(Swine flu) using IRS system in preparation for an
outbreak in India. Second scenario is to organize
a major flooding event that has taken place in
two Districts. They were given an hour to develop
an organization chart or schematic organization
chart to display their results. Then each group
presented their organizations in the class for
discussion
Outcome of the Discussion & Group Exercise
Mr. Rajesh Kashyap, Assistant Engineere
presented syndicate 2 & 3, presented the swine
flu scenario very well, in which they performed
airport screening & Quarantine activity as
preparedness measures.
They didn’t mention the post of IC in their
schematic diagram which is a short fall in their
planning process.
Session-7
After the exercise the final Module F on Incident
and Event Planning was discussed. The Module
focused on steps involved in the planning
process, identification of the IRS titles of
personnel who have responsibilities in
developing the Incident Action Plan and listing of
their duties. The clarity in identifying the incident
objectives and development of appropriate
strategies and tactics to meet incident objectives
for a simulated scenario were also discussed in
detail. The concept and understanding of the
Operational Periods in the planning process, and
how Operational Periods are derived were also
discussed with the help of the Operational
Planning Worksheet (IRS Form 015) and other
forms which may be used in preparing the
Incident Action Plan. Issues like the criteria for
determining when the Incident Action Plan
should be prepared in writing, identification of
the kinds of supporting materials included in an
Incident Action Plan (IAP) and the demobilization
plan were shared and discussed with the
participants. The major scenario exercise for the
next was briefed to the participants with the
scenario and purpose. The exercise was aimed at
Incident Planning which included the preparation
of the Incident Action Plan; Planning Meeting and
Operational Briefing .The demobilization plan
was another important component of the
exercise which included the release priorities and
procedures of demobilization plan. The IRS titles
of personnel who have responsibilities in
developing the Incident Action Plan and list of
their duties were given to the participants.
Group Exercise
The given exercise was Incident Action Plan
Development Scenario for the earthquake during
twelfth hour of the incident. Each group was
assigned the task of developing an IAP with the
team members acting as IRT’s and were require
to do operations briefing at the end of the
simulation exercise.
Outcome of Discussion & Group Exercise
All team members performed their respective
roles well, but need to follow the planning
meeting protocol.
Briefing should be crisp.
Demobilization unit should know where the
resources are located.
Resource unit should identify the need and
available resources.
Day 4
Session-8
Final day began with the continuation of the
scenario exercise by the groups. As part of an
exercise the groups divided into the Command
and general staff were supposed to identify
incident objectives and describe appropriate
strategies and tactics to meet incident objectives
for a simulated scenario. The groups explained
the use of Operational Periods in the planning
process, and how Operational Periods are
derived. Function of the Operational Planning
Worksheet (IRS Form 015) and other forms were
also used and discussed while preparing the
Incident Action Plan. The trainers appreciated the
effort put in completing the exercise.
Group Exercise-
Simulation Exercise based on earthquake
scenario in Shimla City has been given and the
whole participants are divided into Planning,
Operational & Logistics Section with section
heads leading each team. An incident was given
and team members were asked to respond to the
situation based on
IRS principles they learned during previous day’s
class. The thread of the incident goes like this;
the Assistant Commissioner who is in charge of
the Responsible Officer calls the Assistant
Commissioner and gives instructions to deal with
the situation. He was asked to take in charge of
Incident Commander of earthquake operations.
The Municipal Engineer then call plan meeting of
all section head chief under the IRS operational
guidelines. Then the section heads of logistics,
operational and planning teams conduct group
meetings and objectives were set up for their
action plan. As an incident Response Team they
are required to:
1) Establish Incident Objectives and make section
chief assignments (By IC)
2) Develop IRS Organization (draw organogram)
3) Conduct Command and General Staff meetings
and start preparation for planning meeting
4) Develop Incident Maps and Hold Pre-planning
(Develop IRS 015)
5) Conduct planning meeting.
Apart from this, Liaison Officer, Safety
Officer, Media officer were also established for
the smooth functioning of the IRS system. Each
team is required to do a specific task and was
assigned to fill the IRS 015 planning worksheet
accordingly and to map the affected areas in a
wall map of Municipal Corporation Shimla. Apart
from this during the simulation exercise some
injects were also given by the trainers to the
teams to make their task much more
complicated. After the completion of their task,
all the team members were called by the Incident
Commander and asked to debrief their operation
procedure.
Lessons drawn from Discussion & Exercise
Mr. Rajesh Bhatiya and Mr. Balaji Singh were the
observers of the session. They made following
comments regarding the simulation exercise.
During planning meeting, operation
section chief took the charge of IC while
he was briefing the plan, which was
against the operational procedure of IRS.
Incident Commander did not divide the
responsibility according to the impact of
earthquake in ward wise.
Incident Commander didn’t took the
Contact details of Responsible Officers
Liaison Officer didn’t ask to coordinate
with the NGOs.
Meeting has to be convened by the
planning section chief & he must have the
operational authority, which was not
there.
In the closing session Assistant Commissioner,
MC Shimla was present .The feedback from the
participants as well as from trainers were taken
.
Assistant commissioner thanked UNDP for
conducting the IRS Training. He also appreciated
Municipal Corporation’s effort in taking the IRS
seriously.
List of Participants
Sr. No
Name Department Contact Detail
1 Mohinder Singh Chauhan General Branch, M.C.Shimla 9418015367
2 Paras Ram A.P.Branch, M C Shimla 9418344254
Ram Singh Health Department, M C Shimla 9418029908
O P Verma Junior Engineer [email protected]
Surinder Kumar A.P.Branch M C Shimla 9816588002
Asha Ram R & B Branch, M C Shimla 9816131000
Pawan Narwan General Branch, M C Shimla 9418626191 [email protected]
Sandeep Kumar Genral branch, M C SHimla 9817039330
Suresh Rana Tax Department, M C Shimla 9418646787
Ashok Mangla Health Department, M C Shimla 9418491011
D. P. Thakur Estate Branch, M C Shimla 9816778511
Vinod Kumar Junior Engineer, M C Shimla 9418462458
Suraj Bhatt Account Branch, M C Shimla 9459361030
Smt Usha Chauhan Health Department, M C Shimla 9816897969
Praveen Verma Assistant Engineer, M C Shimla 9418052696
Vinod Kumar General Branch, M C Shimla 9418217967
Gopesh Behl Junior Engineer, M C Shimla 8894698971
Prahlad Singh Account Branch, M C Shimla 9816641118
Rramesh Chand IMD, Shimla 9459348185
Amar Chand General Branch, M C Shimla 9817574334
J. C. Shimra DFO, Fire Department, Shimla 9418028191
Jai Parkash General Branch, M C Shimla 9816060021
Madan Gopal Health Department, M C Shimla 9418108555
Neelam Kumari Health Department, M C Shimla 9882399565
Kanta Suyal Councillor, M C Shimla 9418366688
Rajesh kashyap Assistant Engineer, M C Shimla 9418474747 [email protected]
Arun Sirkeck Health Department, M C Shimla [email protected]
D S Parmar General Branch, M C Shimla [email protected]
Ahok Gulala PWD, Department 9418011181
Rajesh Thakur R & B Branch, M C Shimla 9418158702
Datt Ram R & B Branch, M C Shimla 9418182386
Devinder Chopra R & B Department, M C Shimla 9418882740
Dalip Narwal General Branch, M C Shimla 9418842500
Dharmender Thakur General Branch, M C Shimla 9817316524
Bharat Bhushan Health Department, M C Shimla 9418014593
Ram K Thakur General Branch, M C Shimla 9816019879
Devender Kumar General branch, M C Shimla 9418075358