joint organisational learning guidance october 2017 docs/jol_guidance_octob… · joint...
TRANSCRIPT
JointOrganisationalLearning
Guidance
October2017
ContentsJointOrganisationalLearning(JOL)......................................................................................................................4
Introduction.......................................................................................................................................4
TheImportanceofLearning...............................................................................................................5
Debriefing..........................................................................................................................................5
WhatwillJOLAchieve?......................................................................................................................5
HowwillJOLwork?............................................................................................................................6
Scope.................................................................................................................................................7
Governance........................................................................................................................................8
JOLOnline.............................................................................................................................................................8
JOLProcess........................................................................................................................................9
Step1-Inputs..................................................................................................................................10
JESIPMultiAgencyDe-BriefTemplate.............................................................................................10
.....................................................................................................................................................10
JOLSinglePointofContact..............................................................................................................10
SharinginformationviaJOLOnline..................................................................................................11
PublishResponses............................................................................................................................11
Step2–Monitoring,Analysis&Development................................................................................12
AnalysisofLessonsIdentified..........................................................................................................13
AssessmentStage1-InitialAssessment.........................................................................................13
AssessmentStage2-FurtherAnalysis............................................................................................14
AssessmentStage3-DevelopmentofRecommendations.............................................................15
Step3-Implementation&Assurance.............................................................................................15
Implementation...........................................................................................................................15
NationalImplementation.............................................................................................................15
SectorInteroperabilityLeads(FireandRescueService,PoliceServiceandAmbulanceService)16
LocalImplementation..................................................................................................................17
Trackingyourinputs........................................................................................................................18
FireandRescueService-NationalOperationalLearning................................................................18
AmbulanceService/NARU-LessonsIdentifiedDatabase................................................................18
PoliceService-NationalPoliceCoordinationCentre(NPoCC)........................................................19
Assurance.........................................................................................................................................19
TheJOLImplementationStructure..............................................................................................19
ProgressReportingonJOL...........................................................................................................20
Communicationwithstakeholders..............................................................................................20
NotablePractice.................................................................................................................................................21
APPENDIXAJointOrganisationalLearning–ImpactBasedAssessmentProcess..............................................22
Introduction.....................................................................................................................................22
AimsoftheImpactAssessmentProcess..........................................................................................22
Objective..........................................................................................................................................22
HowwillweassessLessonsIdentified?...........................................................................................22
AssessmentCriteria.....................................................................................................................23
ProtocolsforRiskBasedAssessmentProcess.............................................................................23
Likelihood.........................................................................................................................................24
LikelihoodScoringMatrix............................................................................................................24
Impact..............................................................................................................................................25
ImpactGradingCriteria................................................................................................................25
ImpactAssessmentMatrix...........................................................................................................26
OverallImpactRating..................................................................................................................27
DeterminingtheOverallImpactRating.......................................................................................27
OverallAssessmentRating...............................................................................................................28
OverallAssessmentRatingMatrix...............................................................................................28
Todeterminetheoverallassessmentrating...............................................................................28
ActingonIssues...............................................................................................................................29
RecommendationsforAction......................................................................................................29
Glossary.......................................................................................................................................29
APPENDIXB-JESIP-MultiAgencyDebriefTemplate........................................................................................31
APPENDIXC–NotablePracticeAideMemoire...................................................................................................37
DocumentControl..............................................................................................................................................39
TableofFiguresFigure1-JESIPGovernanceStructure...................................................................................................8Figure2-JOLprocess:Steps1-3........................................................................................................10Figure3-SingleandDoubleLoopLearning(Bryant2009)..................................................................15Figure4-TheJOLDeliveryStructure...................................................................................................19
JointOrganisationalLearning(JOL)Introduction
This guidance document provides information for responder agencies about JointOrganisationalLearningincludingtheprocessandsystemforrecordingandsharinglessonsviaJOLOnline.JESIPhavebeensuccessfulinproducingaclearsetofprinciplesforjointworkingwhichareexplained indetailwithin the JointDoctrine: The Interoperability Framework. JOLOnlinehasbeendevelopedtoensurethatlessonsareidentifiedandlearntbyresponderagencies1in accordancewith those principles. Additionally, responder agencies have the facility torecordlessonsidentifiedacrossarangeofnationalresiliencecapabilities.A significant challenge in the past for responder agencies, voluntary organisations andmilitary responders in their provision ofMilitary Aid to the Civil Authorities (MACA) hasbeentheabilitytoidentifyissueswhenworkingwithotheragenciesthat,ifaddressedinaconsistent and standardised format at a national level, would improve multi-agencyresponseincludinginteroperabilityandnationalresiliencecapabilities.JOLOnlineprovidesthisconsistentandstandardisedmethodforagenciestoachievethis.Areviewof32publicinquiriesandreviewswascarriedoutbyDrKevinPollockonbehalfofJESIPand theCabinetOffice in2013.This review identifiedanumberofcommon failureswhichimpactedonmulti-agencyinteroperabilityandtheseweredocumentedinthePollockreport2.Thereportidentifiedthatthecommoncausesoffailurewere:
• Poorworkingpracticesandorganisationalplanning• Inadequatetraining• Ineffectivecommunication• Nosystemtoensurethatlessonswerelearnedandtaught• Lackofleadership• Absenceofnoblameculture• Failuretolearnlessons• Nomonitoring/auditmechanism• Previouslessons/reportsnotactedupon
Thereportrecommendedthat:
In order to learn lessons from incidents, training, testing and exercisingandotherexternalsources,acommonrecordingandreportingprocedureshouldbeadoptedbyalloftheemergencyservicesandotherCategory1andCategory2responders3.
1‘Responderagency’describesallcategoryoneandtworespondersasdefinedintheCivilContingenciesAct(2004)andassociatedguidance.Responderagencyalsoincludesanyvoluntaryagency,UKArmedForcesororganisationwhichmayplanandrespondtoacivilemergency2ReviewofPersistentLessonsIdentifiedRelatingtoInteroperabilityfromEmergenciesandMajorIncidentssince19863Category1andCategory2respondersasdefinedintheCivilContingenciesAct2004
In addition, the Civil Contingencies Act 2004 places requirements, through statutory andnon-statutory guidance that Local Resilience Forums and Category 1 responders mustcollectively:
- Learnandimplementlessonsfromexercises- SharelessonslearnedfromemergenciesandexercisesinotherpartsoftheUK- Makesurethatthoselessonsareactedontoimprovelocalarrangements
Developing a national strategy for all levels of command, ensuring lessons identifiedprogresstolessonslearntandultimatelytoproceduralchangeremainsakeyobjectiveforJESIP.JOLOnlinehasbeendevelopedbetweenJESIPandtheCivilContingenciesSecretariatin response to report findings and recommendations. It relates to two main areas foridentifying lessons. Those lessons identified specifically to the learningof interoperabilitylessonsandthosespecificallyagainstnationalresiliencecapabilities.
TheImportanceofLearning
Theresponsibilitiesforlearningareinmanywaysculturalandwherelessonsareidentifiedand notable practice is shared with partners across the responder community, we willcontinuetosuccessfullydevelopandimprovejointworking.ThekeymessagetoresponderagenciesisthatJOLisnotabout“who”butabout“what”and“why”.
These responsibilities are further reflected in legislationand sector standards andare setoutinthefollowing:
• Health,SafetyandWelfareetc.Act1974• ManagementofHealthandSafetyRegulations1999• CivilContingenciesAct2004• HumanRightsarticlesincludingArticles2,6&8
Debriefing
It cannot be emphasised enough that debriefs are a critical source of capturing lessonsidentified.Responderagenciesmustembedwithintheirlocaldebriefprocesses,thefacilitytocapturelessonsrelatingtointeroperabilitybetweenanyorganisations,theapplicationofJESIPPrinciples for joint working andmodels and national resilience capabilities. Only byadoptingthislocallycanweensure lessonsare identified,captured,sharedandeffectivelylearntacrossallUKresponderagencies.
WhatwillJOLAchieve?
ThecaptureofJOLviaJOLOnlinewillprovideaconsistentandaccountablemechanismtoensurelessonsfromincidents,training,exercisingandotherexternalsourcesareidentifiedandactedupontocontinuallyimproveinteroperabilityandnationalresiliencecapabilities.
Lessonsidentifiedwillbecapturedfromresponderagencies,thenmonitoredandanalysedby the JOL secretariat, shared with responder agencies and where required,recommendations for action will be made to the Interoperability Board. TheInteroperability Board may issue a JOL Action Note with a directive towards agenciesaffectedtoimplementlocally.
TheuseofJOLOnlinebyresponderagencieswillconvert“lessonsidentified”into“lessonslearnt”throughouttheplanning,responseandrecoveryphaseofincidents.
Effective JOL will provide assurance to Government departments, Chief Officers, ChiefExecutivesandultimatelythegeneralpublic,thatresponderagenciescandemonstratetrueprogressinJointOrganisationalLearningandshowourcommitmenttolearnfromincidentsandcontinuallyimproveourmulti-agencyresponsetofutureincidentsandemergencies.
HowwillJOLwork?
JOL has a number of components, these are described in detail later in this guide but insummarytheyare:
1. JOLOnline–adatabasethatishostedonResilienceDirectandcapturesandrecords lessonsidentifiedandnotablepractice.Itisthesystemresponderagencieswillusetoreport anyJOL.
2. JOLProcess–Inputs,Analysis,Implementation&Assurance3. JOLStructure–Theinterrelationshipbetweenresponderagencies,emergencyservices,
OrganisationalPointsofContact,InteroperabilityBoardanddeliveryagents.
Each organisation or LRFmust have a named individual at strategic level who holds theresponsibility for sharing information onto JOL Online and a JOL Single Point of Contact.Strategic leads are also accountable and responsible for the local implementation andassuranceofallJOLActionNoteswhichhavebeenapprovedbytheInteroperabilityBoard.
JOLOnlinewillbeunderpinnedbyregularmonitoringandevaluationprocedurestoensurerecommendations issuedare implementedbyresponderagencies leadingto lessonsbeinglearntandpracticebeingimproved.
Scope
The current scope of JOL Online is limited to two categories and emergency respondersshouldinputtheirlessonsidentifiedintoJOLOnlinewhenthereare:
1. LessonsIdentified:
• Thelessonidentifiedmayhaveanimpactonresponderagenciesinteroperability measuredagainstJESIPPrinciples for joint working;
• Thelessonidentifiedmayhaveanationalimpact;
• Thelessonidentifiedmayimpactonyourorganisationsnationalstandards;
• Thelessonidentifiedmayimpactoneffectivenessofyoursectorscurrentnational operationalguidance,approvedprofessionalpracticeordoctrine;
• Thelessonidentifiedmayimpactoneffectivenessofcurrentnationalresilience capabilities;
• Youwanttoshareyourlessonsidentifiedwithotheremergencyresponderagencies topromotelearning;
• Thelessonidentifiedislowimpactbuthighfrequency(trend).
This is not adefinitive list and if organisations feel that a lesson shouldbe recordedon JOL, theyshoulddoso.
2. NotablePractice
• Activitiesthatyouhaveidentifiedthatmaypositivelyimproveresponders interoperability,measuredagainstJESIPPrinciples for joint working;
• Activitiesthatyouhaveidentifiedthatmaypositivelyimprovenationalresilience capabilities;
Activities that have a positive impact on the normal activities of responderagencies. Interoperability lessons identified or notable practice captured from multi-agencydebriefs,byresponderagenciesshouldideallyberaisedanddiscussedthroughtheirrespectivelocalmulti-agencygroups/forumswhohaveresponsibilityforlessons.Theselocalgroups/forumsshould have a standing agenda for discussion and approval of any JointOrganisational Learning. Once approved there should be a standing agreement aroundwhich lead agency will submit respective lessons or notable practice onto JOL Onlineon behalf of the multi-agency group/forum. This does not preclude any organisationfrom submitting JOL on an individual basis if lessons are captured through a singleagencydebrief.
GovernanceMinisterialOversightremainsinplacefortheJESIPteamandInteroperabilityBoardduring2015 – 2018. This includes Government Departments holding responsibility for theemergencyservicesandcivilcontingencies.
OrganisationalPoints of Contact (OPoCs) and the JOL Secretariatwill oversee JOLOnline,including the management and analysis of inputs and will provide updates to theInteroperabilityBoardalongwithanyrequestsforrecommendationsforaction.TheOPoCswillcontinuetoprovideregularupdatesonJOLtoInteroperability.
AdiagramshowingtheGovernancestructureisshownbelow:
Figure1-JESIPGovernanceStructure
JOLOnlineJOL Online is the single repository for the capture and collation of multi-agency lessonsarisingfromincidents,training,testingandexercisingandotherexternalsources4.
It will allow the JOL secretariat and OPoCs to monitor lessons identified and notablepracticeandanalysethemtoidentifyanyissueswhichmayneedto be addressed.
4Althoughthislistisnotexhaustivethesemayincludepublicinquiries,healthandsafetyreportsorPreventionofFutureDeathreports(e.g.regulation28)
This may then lead to recommendations for change to policies or procedures, or to training or testing and exercising to improve joint working and national resilience capabilities.
There is a requirement for responder agencies to implement any actions that have been submitted via a JOL Action note. The JOL Action note will be sent to each emergency service and LRF strategic lead and bespoke JOL mailbox from the JOL secretariat. It is the responsibility of each organisations JESIP strategic lead to report back to the JOL secretariat via JOL Online on how they have implemented any respective JOL Action notes. JOL Online will provide the facility to create reports on progress regarding implementation, ultimately providing the level of assurance required by the Interoperability Board.
JOL Online will support the embedding of the Joint Emergency Services Interoperability Principles. It will be the mechanism to facilitate and promote the sharing of interoperability lessons and learning across responder agencies to achieve the JESIP aim of continually improving interoperability.
JOL Online is hosted on Resilience Direct and provides the security classification of Official-Sensitive.
JOL Process The steps below make up the JOL process. Behind each step are a number of activities to be completed by responder agencies or JOL Secretariat. The process is supported by JOL Online
Identify what needs to be learnt
Act on what needs to be learnt
Share what needs to be learnt and check change has
occurred
1) Inputs2) Monitoring,
Analysis &Development
3) Implementaon �
& Assurance
The processes that sit behind each step are detailed on the following pages.
Figure2-JOLprocess:Steps1-3
Step1-Inputs
Inputs are the Lessons Identified or Notable Practice which may come from responderagencies through theirexistingdebriefprocesses.Lessons Identifiedmayalsocomefromother external sources such as national exercisedebriefs, public enquiries, PreventionofFutureDeathreportsorHSErecommendations.InputswillbeenteredontotheJOLOnlineinastandardisedandconsistentformat.
JESIPMultiAgencyDe-BriefTemplate
AttachedtothisguidancedocumentisaJESIP–MultiAgencyDebrieftemplate.(SeeAPPENDIXB-JESIP-MultiAgencyDebrief).
JESIPencourages responderagencies touse themulti-agencydebrief template tocaptureand record interoperability Lessons Identified and notable practice as part of their localdebrief procedures. It should be used to support all single service and multi-agencydebriefs where responder agencies have attended an incident, exercise or trainingevent. It isdesignedtoenhanceandsupportexistinglocalde-briefprocedures/templates.
By using this template, responder agencies will find it much more efficient to transferinformationrelatingtointeroperabilityandnationalresiliencecapabilities,capturedduringdebriefs,ontoJOLOnline.
Debriefsarethesourceforcapturinglessonsandallmulti-agencydebriefsshouldincorporateinteroperabilityasacoretheme.
ALL lessons identified or notable practice from emergency responder agencies SHOULD be agreed and authorised within their service and/or LRF before being inputted onto JOL Online. Emergency responder agencies should have a generic JOL mailbox to support effective communications between the JOL Secretariat and JOL SPoCs.
PersonSpecificationThose taking the role of the JOL SPoC should:
• Be in a role within their organisation or LRF that has responsibility for capturinglessons from single service or multi-agency debriefs from incidents, exercises andtraining
• Have responsibility for managing their organisations generic JOL mailbox.• Have an awareness and understanding of the Joint Doctrine: The Interoperability
Framework and be able to identify relevant lessons or notable practice from de-briefs that fall within the scope of JOL
• Have appropriate delegated authority and influence to ensure that where JOL Actionnotes and other JOL information is communicated to organisations or LRFs then itcan be effectively implemented
• Have basic IT ability and confidence in using web based applications• Input Lessons Identified and Notable Practice on behalf of their organisation• Have access to Resilience Direct
Where any responder agency changes their JOL SPoC, they must inform the JOL Secretariat with their contact details. This will ensure the contact database remains current.
Sharing information via JOL Online
The concept of JOL is to learn lessons and improve practice. Through JOL Online we are providing the emergency response sector with the opportunity to publish information in a secure environment but that will facilitate the sharing of best practice and learning.
The inputs provided from services are automatically protected as all data on the application will be marked as Official-Sensitive in line with the Governments Security Classifications 2014. JESIP are members of a number of organisational learning boards across the emergency services and government network and will share lessons identified/notable practice with these boards as part of stakeholder engagement and to ensure work is not duplicated.
JOL Single Point of Contact
Each emergency service and each LRF has nominated a JOL Single Point of Contact (SPoC) who will be responsible for entering inputs onto JOL Online on behalf of their service or LRF.
JOL Online provides the facility for organisations to share lessons and notable practice from a variety of incident types. However, there may be concerns from organisations about thesharing of sensitive or commercial informationwith others. Information that is inputtedonto JOL Online is managed in accordance with Official-Sensitive guidelines and thesecretariatwillafterconsultationwithkeystakeholders6makeaninformeddecisionaroundhow much information is shared with other organisations. Information which hasgonethrough this process may then be shared with the JOL SPoC closed group or withwiderResilienceDirectusers.
Before information is published through JOL Online the JOL Secretariatwill redact anypersonal and may redact any sensitive data and will moderate any free text answersto ensure no comments are published inappropriately. This also applies to any files youupload,iftheyarelikelytobepublishedwithyourinput.
Oncecompletedthesecretariatwillpublishthefollowing:
SharelessonswithallRDusers-Theinformationyouprovidewillbepublishedandvisibletoothersiteusers;SharelessonswithJOLSPoCs-TheinformationyouprovidewillbepublishedandvisibletootherJOLSPoCsonlySharelessonswithotherapprovedclosedgroups–Theinformationwillbepublishedandvisibletoapprovedclosedgroupsonly
Wherelessonsornotablepracticehavebeeninputtedthatarebelievedtobesensitive(forexample CT) JOL Onlinewill automatically prevent this lesson from being published untilfurtherauthorisationisreceivedfromkeysyakeholders5.
Step2–Monitoring,Analysis&Development
TheJOLSecretariatmonitorandanalyseLessonsreceivedtoidentifywhereissuesraisedfallwithinthescopeofJOLOnline.
Lessons Identified will be reviewed and an overall assessment rating applied. This ratingdetermines the next steps. Thismethodology provides a clear rationale for determiningwhichissuesshouldbesubjecttoconsiderationatthenationallevel.
6NCTPOrganisationalDevelopmentUnit(ODU)BusinessPartnersForum,Prepare-MTFAJOPworkinggroup
Whilstlessonsidentifiedandnotablepracticewillbecontinuallymonitoredandanalysed,itisimportantthatconsiderationatanational leveldoesnot replace localanalysisandplans toimplementlessonslearned.
Publish Responses
AnalysisofLessonsIdentified
As part of the analysis, the JOL Secretariat teamwill adopt an impact based assessmentprocess in considering next steps. The results of this analysis may lead to one of twoactivities:
1. Feedingbacktotherelevantorganisationandconfirmingthatthelessonsidentifiedwillnotatthisstagebesubjecttofurtherconsiderationatthenationallevel;
2. Escalation of lessonswhichmay require commissioning further detailed analysis wherebyactions and/or recommendations may be submitted to the Interoperability Board forconsiderationandapproval.
AssessmentStage1-InitialAssessment
TheJOLSecretariatwilluseanimpactbasedassessmentprocesstoeachLessonIdentified.Thiswillinformanyfurtheraction.(SeeAPPENDIXAJointOrganisationalLearning–ImpactBasedAssessmentProcessformoredetails).Theimpactassessmentprocesshastwoareas:LikelihoodThe first assessment is thenatureof the lesson identified and the likelihoodof the issueoccurringagain.This assessment may involve discussion with relevant subject matter advisors and otherstakeholders.AstheamountofinputsontoJOLOnlinegrows,lessonsidentifiedwillbeindexedandlinkswill beestablished tohelpuseasily identify reoccurrencesof issues. Thiswill inform thelikelihoodassessmentprocess.ImpactGrading Thesecondpartof theassessment is the relative impact thataneventhadon responderagenciestakingintoaccountthevaryingnatureofimpacts.OverallAssessmentFromboth the Likelihoodand Impact, anoverall assessment ratingwill be applied to thelesson identified.Aspartof theanalysis,national trendsmaybe identified, in thesecaseswewillautomaticallytriggerstage2oftheanalysisprocess.
AssessmentStage2-FurtherAnalysis
If the rating is medium or above, the lesson will be escalated where a more thoroughanalysisoftheLesson(s)Identifiedwillbecarriedout.TheJOLSecretariatwill:
• Facilitateadditionaldiscussionsandoutcomesfromtheinitialassessmentwithrespective OPoC’sandotherstakeholderswherenecessary;and/or,• Clarifyifworkalreadyexistslocallyornationallytoaddresstheissue.
Outcomes from this further analysis may result in the JOL Secretariat liaising with theoriginators of the lesson identified to find an appropriate resolution. This may includesharing of information with other services or a degree of further engagement withoriginatorstosupport/assist/guidetheminfindinganappropriateresolution.Ifasuccessfulcourseof action is agreedand implemented, informationmay thenbe sharedwithotherresponderagencies.
Alternatively,theoutcomeoffurtheranalysismaydictatethecommissioningofataskandfinishgrouptofurtheranalysethelessonidentifiedanddeveloprecommendationsforaction.
It may be that wider scale change is identified whichmay lead to recommendations foractionbeingproposedtotheInteroperabilityBoardforapprovalandthenimplementation.TohelpwiththisassessmenttheJOLsecretariatwillutilisetheSingleLooplearningprocess‘whatwedo’andDoubleLooplearningprocess‘whywedowhatwedo’.
By utilising this methodology, we can ensure we consider both the most efficient andeffective process for developing action plans even if this may mean larger scalecultural/behaviouralchangesnecessarytoachievelessonslearned.
Singlelooplearningistoimproveefficiency–“doingthingsbetter”or
Doublelooplearningtoimproveeffectiveness–“doingbetterthings”
Figure3-SingleandDoubleLoopLearning(Bryant2009)
AssessmentStage3-DevelopmentofRecommendations
FollowingStage2,ifitisdecidedthatalessonidentifiedrequiresactiontobetaken,theJOLSecretariatandOPoC’swillformulatepotentialactionstoaddresstheissueraised.The recommendations developed may have both national and local impacts and mayinvolve a number of activities such as doctrine review,multi-agency training, testing andexercisingoracombinationofthese.
Dependant on the nature of the lesson identified,work to develop actionswill either bycarried out by the JOL Secretariat andOrganisational Points of Contact independently orwithaTaskandFinishgroupifonehasbeenestablished.Where recommendations are required the OPoC’s will submit a JOL Action Note to theInteroperabilityBoardforapproval.
Step3-Implementation&Assurance
Implementation
Itisenvisagedthatanylessonsidentifiedandsubsequentrecommendationsforactionarelikelytofallintothefollowingareas:
• Doctrine• Training• Testing&Exercising• NationalResilienceCapabilities• Safetyofthepublicandemergencyresponderstaff
Thereisalsolikelytobetheneedforcommunicationandengagementwiththoseaffectedbytherecommendedchangeswhothenbecomerecommendationowners.National Implementation
OncearecommendationforactionisapprovedbytheInteroperabilityBoard,therelevantrepresentativeswillbetaskedwithinstigatingtheimplementationprocess.
Sector Interoperability Leads (Fire and Rescue Service, Police Service and Ambulance Service)
FortheemergencyservicestheSectorInteroperabilityLeadsarethoseholdingthenationalportfolio for interoperability fortheirsector (Sector InteroperabilityLeadsaremembersofthe Interoperability Board). Depending on the nature of the action to be taken, otherorganisations may be involved in implementing JOL recommendations. The otherorganisationswhichmaybeinvolvedinimplementationinclude,butarenotlimitedto:
• CivilContingenciesSecretariat• DCLGREDResilienceAdvisors• HerMajesty’sCoastguard(HMCG)• MinistryofDefence(MOD)• BritishTransportPolice(BTP)• CivilNuclearConstabulary(CNC)• LeadGovernmentDepartment
SectorInteroperabilityLeadsmayliaisewithotherbodiesororganisationstocarryoutworktosupportimplementationoftherecommendation.Forexample,forDoctrinerelatedactions,thesemayinclude:
• CollegeofPolicing(APP)• Central ProgrammeOffice(Fire&Rescue)• NationalAmbulanceResilienceUnit(Ambulance)• CivilContingenciesSecretariat
Thislistisnotexhaustiveandmaydependonthenatureoftheactionsrequired.
Local Implementation
Local implementationofJOLrecommendationswillbetheresponsibilityoftheemergencyservicesortheLRFs.ServiceJESIPStrategicLead
Each emergency service has a Service JESIP Strategic Lead. They are responsible forinteroperability within their service or organisation. They are accountable for both theirservice inputs onto the JOL application and the implementationof any recommendationscomingfromJOLwithintheirlocalservice,forceortrust.
EachemergencyserviceJESIPStrategicLeadwillberesponsibleforreportingtheiragenciesactivity in response to any JOL action notes that have been issued to their respectiveOrganisational Point of Contact. This feedbackwill be regularlymonitored to assess howrecommendations are being implemented. Progress reports on implementation will beprovidedtotheInteroperabilityBoard.
ServiceJOLSinglePointofContact(JOLSPoC)
ItistheresponsibilityofeachemergencyserviceJESIPStrategicLeadtonominateoneormoreSinglePointofContact(s)forJOLwithintheirorganisation.ThesepeoplewillhaveaccesstoJOLOnline,thegenericJOLmailboxandbetrainedinitsuseandberesponsibleforinputtinglessonsidentifiedornotablepractice.
LocalResilienceForum(LRF)–JOLSinglePointofContact(JOLSPoC)
Eachofthe42LocalResilienceForumsinEnglandandWalesshouldnominateaJOLSPoC(s)whowillhaveaccess to JOLOnline,be trained in itsuseandbe responsible for inputtinglessonsidentifiedornotablepracticeonbehalfoftheirLRF.ShouldanyrecommendationsorJOLactionnotesaffectLRFs,theJOLSecretariatwillshareinformationaboutwhatactionisrequiredwithLRFsthroughthisnetworkofJOLSPoCs.LRFsshould direct any feedback in respect of implementation and embedding ofrecommendations through their respective LRF JOL SPoC who will update the JOLSecretariat.Thisfeedbackwillberegularlymonitoredtoassesshowrecommendationsarebeingimplemented.ProgressreportsonimplementationwillbeprovidedtotheInteroperabilityBoard.
Trackingyourinputs
JOLOnlinewillprovidethepersonsubmittingthelessonidentifiedornotablepracticewiththeabilitytotracktheirinput.Thiswillfallintoanumberofphaseswhichtracksthecompletelifecycleoftheinput:
• Received–TheJOLSecretariathasreceivedaninputfromanenduser• Initialanalysiscomplete–Theinputhasbeenanalysedandimpactassessed
o Animpactassessmentmaynotbeundertakenfornotablepracticebutwillbeanalysed
• Escalated–Theimpactassessmentindicatesthattheinputisescalatedtostage2where:o Ataskandfinishgroupmaybeestablishedforfurtheranalysiso Furtherstakeholderengagementisbeingundertaken
• Published–TheJOLSecretariathaspublishedtheendusersinputo ThismaybewithJOLSPoCsorallRDusers
• FinalStage–Theenduserwillbeprovidedwithinformationaboutwhattheoutcomeoftheirinputis,whichmaybe:
o AreferraltoaLeadGovernmentDepartment(identifywhichone)o ProductionofaJOLActionNoteo ReferraltoaprofessionalAssociation–(NPCC,NFCC,AACE,HMCG)o Nofurtheractionafterescalation
• Closed–therespectiveinputhasbeencompletedandclosedbytheJOLSecretariatonbehalfoftheOrganisationalPointofContact
FireandRescueService-NationalOperationalLearning
LessonsidentifiedornotablepracticearecapturedthroughUKFRSNationalOperationalLearning(NOL)andtheNationalOperationalLearningUserGroup(NOLUG)wherelessonsarereviewedonabi-monthlybasis.TheNOLUGsecretariatwillregularlyconsultwiththeJOLsecretariattosharelessonsacrossrespectiveforums.TheFireandRescueServiceOrganisationalPointofContactisamemberoftheNOLUG.
AmbulanceService/NARU-LessonsIdentifiedDatabase
AmbulanceServiceTrustsentertheirlessonsontoLessonsidentifiedDebrief(LiD).Thoseenteringlessonsmaysharetheirlessonsinternallyorexternally(nationally).TheseexternallessonsarereviewedonamonthlybasisbyNARU’sCentralManagementTeambutitisenvisagedthatinthenearfuturetheselessonswillbeautomaticallymergedwithJOLOnline.TheAmbulanceServiceOrganisationalPointofContactisamemberofNARU’sCentralManagementTeam.
PoliceService-NationalPoliceCoordinationCentre(NPoCC)
NPoCCfacilitatenationallytheco-ordinationofstructureddebriefswithinpolicing,lessonswillbeidentifiedfromtheseandsharedwiththeappropriateNationalPoliceChief’sCouncil(NPCC)lead.TherewillbeanassumptionthattheselessonswillbesharedonPOLKAandJOLOnlineunlesstheinitiator/NPCCleadstatesotherwise..ThePoliceServiceOrganisationalPointofContactisamemberofNPoCC.
AssuranceTocontinuallysupporttheimplementationofrecommendationsfromlessonsidentified,anevaluationofhoweffectiverecommendationshavebeeniskey.
The JOL Implementation Structure
TheprocessflowdiagrambelowillustrateshowinformationwillpassbetweenthedifferentorganisationsinvolvedandhowtheywillinteractwitheachotherinrespectofJOL.Itshowsthekeyworkstreamsthatlessonsidentifiedwillimpacton(Doctrine,TrainingandTesting&Exercising) and the organisations that may be involved in either developingrecommendationsforactionorimplementingrecommendations.
Figure4-TheJOLDeliveryStructure
The Interoperability Board is at the heart of the JOL process as it is here that anyrecommendations for actions that have national effect will be proposed, considered andapprovedforimplementation.
TheOrganisationalPointofContactandtheJOLSecretariatwill facilitateactivitybetweentheInteroperabilityBoardandotherorganisations.
Progress Reporting on JOL
TheJOLSecretariatwillcontinuallymonitor inputsonJOLOnlineandwill regularlyreviewthe status of recommendations and JOL ActionNotes. Itwillworkwith organisations toensurereportinginformationiscurrentandactivitiesarerecorded.AttheInteroperabilityBoardtheprogressofrecommendationsorJOLActionNoteswillbeindicatedbythreestatusstatements:
• Recommendation/ActionOpen-recommendations/actionsareconsideredtostillrequireaction/implementationtomovetocompleted.(regularupdateswillberequiredfromrecommendationowners)
• Recommendation/ActionClosed-recommendations/actionshavebeencompletedand
responderagenciesreportedbacktotheJOLsecretariat.
• AwaitingAllocation–recommendation/actionhasbeenidentifiedandallocationofownernotyetidentified
The JOL Secretariat will collate updates from responder agencies and submit a quarterlysummary review of recommendations to the Interoperability Board. This summary willprovidetheInteroperabilityBoardwithinformationextractedfromJOLOnlinewithregardstothenumberoflessonsidentified,newrecommendationsproposedsincethelastquarter,currentrecommendationsandtheiractivitystatusandanyrecommendationsproposedforclosure.This informationwillprovidekeydatatothe InteroperabilityBoardmemberstoallowtheassessment of how JOL is impacting organisations and benefiting joint working ‘on theground’.AquarterlyupdateofnotablepracticewillbeprovidedtoInteroperabilityBoard.Communication with stakeholders
The JOL Secretariatwill produce regular communication to the responder agencies abouttheprogresswithJOL,specificallywherewehavemaderecommendationsforaction.Aswithall JOLcommunications,theJOLSecretariatwillseektoensureatwowayflowofinformationfromorganisations,encouraging feedbacksothatwecancontinually improveJOLOnlineandhighlightareaswherewecancontinuallyimprovejointworking.
NotablePracticeAspartofJOLOnline,responderagenciescanalsoinputanyNotablePracticewithregardstointeroperabilitytheyfeelwouldbebeneficialnationally.
This may include how they have adopted and embedded JESIP and the Principles for joint working of co-location, coordination, communication, joint assessment of riskand shared situationalawarenessandhowthismayimprovenationalresilience.
Notablepracticeiswhereanorganisationhasobservedaneffectiveandusefulwayofdoingsomethingtoimproveinteroperabilityresultinginapositiveoutcome.
InrespectofJOLandinteroperability,notablepracticemayalsobedescribedasamethodor technique that has consistently shown results superior to those achieved with othermeans, and that isusedasabenchmark. Itmayalsobeused todescribe theprocessofdeveloping and following a standardway of doing things thatmultiple organisations canuse.
Wheninputtingnotablepractice,anorganisationcancategorisethenotablepracticebasedonthefollowingthreecategories:
1. Whereanotablepracticehasbeenidentifiedandhasbeenimplementedwithinanorganisation.
• This identifiesanalternativewayofdoingsomethingandprovidesevidencethat jointways of working have been enhanced which provide recognised and beneficialimprovements to Joint Emergency Services Interoperability or national resiliencecapabilities
2. Whereanotablepracticehasbeenidentifiedbuthasnotbeenimplementedwithinanorganisation.
• This may be due to a number of barriers or factors that may have preventedimplementation and improvements to Interoperability and national resiliencecapabilities. However, the benefits and implementation of such a notable practicewouldprovideabeneficialoptionofjointworkingiftheycouldbeovercome.
3. Whereanotablepracticehasbeenidentifiedandisintheprocessofbeingimplemented.
• The end user can provide details of how the notable practice is being implemented,whatstageitisatandanypotentialimplementationdate.Thissectionwillprovidetheenduserwiththeopportunitytoidentifyspecificareaswhereimplementationhasbeensuccessfulandwheretherehaveorarelikelytobebarriers
Notablepractice informationsubmittedbyorganisationsorLRFSwillbeavailabletootherSPoCsviaJOLOnline.Itwillbeaneasilyaccessiblenotablepracticehubforservicesandbean excellent repository for those wishing to research diverse and effective ways of jointworkingtheymaynotyethaveconsidered
APPENDIXAJointOrganisationalLearning–ImpactBasedAssessmentProcessIntroduction
Thisprocessenableslessonsfromincidents,training,testing&exercisingandotherexternalsourcestobeaccuratelyassessedagainstpredeterminedcriteriaandprioritisedforactioninacomprehensiveandconsistentway.
IndeterminingtheassessmentmethodologyforJOL,researchwasundertakenandvariousassessmentmethodologieswereconsidered. This included the methodologyadoptedbytheHSE,NCTPOrganisationalDevelopmentUnit,MinistryofDefence,EmergencyServicesandotherresponderagencies.
Themethodology has been chosen as it allows the impact to be graded over a range ofcategoriesthathavebeeninformedbythestrategicprinciplessetoutintheJointDoctrine:TheInteroperabilityFramework.
AimsoftheImpactAssessmentProcess
• ToassessanylessonsidentifiedwhichrelatetotheJointEmergencyServices InteroperabilityPrinciples;
• Toprioritiseanyissuesthathaveanationalimpactandmeetthecriteriaforactionto betaken;
• Toproposeanyrecommendationsforaction(JOLActionnote)totheInteroperability Boardforapproval.
• ToidentifylessonsthatmaynotberelatedtoPrinciples for joint working,butimpact onjointworkingacrossarangeofresponderagencies
• ToidentifylessonsthatwillsupportthecontinuingdevelopmentofNational capabilities
Objective
Toensureaninclusiveandconsistentapproachtoassessmentandprioritisationoflessonsidentified,whichwillleadtorecommendationsforactionandtheimplementationofthoseactions.
HowwillweassessLessonsIdentified?
Lessons Identified will be analysed and assessed (using the methods described in thisdocument)andanoverallassessmentratingapplied.Thisoverallratingwilldeterminethenextstepstobetaken.Thismethodologyprovidesaclearrationalefordeterminingwhichissuesshouldbesubjecttoconsiderationatthenationallevel.
TheprocesswewillgothroughforeachLessonIdentifiedisasfollows:
Assessment Criteria
• LessonsIdentifiedwillbeprimarilycategorisedontheJointEmergencyService InteroperabilityPrinciplessetoutintheJointDoctrine:TheInteroperabilityFramework.Ifthe lessonisnotrelatedtoInteroperabilityPrinciples for joint working,itwillstillbeimpactassessedandactions logged
• TheissuesraisedintheLessonIdentifiedwillbescoredasfollows:
- LikelihoodxImpactrating=OverallAssessmentRating
• The“Likelihood”willbeascertainedthroughdatacollection
• The“Impact”willbeascertainedthroughassessmentagainstgradedcriteria
- Aclearrationaleforoverallassessmentratingwillbeapplied
- Eachlessonidentifiedwillbeassessedagainsteachofthefourimpactgrading criteriaidentified
Protocols for Risk Based Assessment Process
Incarryingouttheimpactbasedassessmentprocess,theprotocolsbelowwillbefollowed:• Proportionate:wecontinuetoregardtheimportanceofjointorganisationallearningtoour
workandwewillalwaysseektoensurethatlessonsidentifiedbecomelessonslearnedandthattheseareembeddedacrossallservicessotheimpactoncommunitiesisminimised.
• Learning and performance focussed:wewill adapt flexibly to lessons identified and learnfromourownexperience,andfromothers,toimproveourperformance.
• Valueformoney:wewillensurethatjointorganisationallearningisdemonstrablyefficientandeffectiveandwewillensureitssustainabilityinthelongerterm.
• Collaboration:wewillwork incollaborationwitharangeofstrategicanddeliverypartnerstomaximisethebenefitandeffectivenessofouractivity.
• Equality:wearecommittedtoensuringfairnessandequalityinallthatwedo.
• Diversity:wewill continue to develop aworkforce that reflects, and has the trust of, thediversecommunitiesweserve
• Transparency: we will seek to make as much information as practicable available tocolleaguesandpartnersindeterminingkeypolicydevelopments.
Likelihood
The firstpartof theassessmentprocess is to identify the issuethathasoccurredandthelikelihoodofthisissueoccuringagain.
Lessons which impact on interoperability are identified by JESIP as the Principles for joint working(Co-Location,Communication,Co-ordination,JointUnderstandingof Riskand Shared Situational Awareness). Lessons not directly impacting on interoperabilitybutrelatedtonationalresiliencecapabilitieswillbeimpactassessed. Thisallows issuestobe indexedandlinkstobe identifiedtohighlighthowmanytimesanissuehaspreviouslyoccurredandallowaninformedjudgementonthelikelihoodofanissueoccurringagaintobemade.However,itmustbeborneinmindthatthedifferencewiththemethodologyforassessingJOListhatunliketraditionalriskassessmentwhereyouarepreparingtomitigatetherisk.WithJOLthesecretariatwillbeassessingthemajorityofissuesretrospectively.Thelessonsidentified may have already been realised whether in a live incident, when testing andexercising a capability, during training or may come from a number of other externalsources. JOL will be about assessing the likelihood and the impact of the issueoccuringagain.
Theassessmentofthelikelihoodoftheissueoccuringwillbedoneusingthematrixbelow:
Likelihood Scoring Matrix Level Category Description
5 ProbableOccurringconsistently
Willcontinuetooccurnationallyandregularlyunlessactionistaken
4 PossibleGreaterthan50%probabilityofoccurring.
Maycontinuetooccurnationallyand/orregularlyunlessactionistaken
3 Unlikely Greaterthan30%probabilityofoccurringIssuemaybelocalwithlittleevidenceofoccurringnationally
2 RareLessthan30%probabilityofoccurring,occurs
infrequentlyIssuemaybelocalwithnoevidenceofoccurringnationally
1 Tolerable Mitigatingfactorsapparent.Unlikelytooccuragain
Impact
Thesecondpartoftheassessmentistherelativeimpactthataneventhadontheresponderagencies.
Impact Grading Criteria
Wewillassessthe impactonbasedaroundfourdescriptorswhichaimtotakeaccountofthevaryingnatureofimpactsthatanissuemayhave.
Abilitytorespond–thisrelatestotheimpactontheemergencyservicesandwiderresponders’ ability to respond to an incident. It showswhether capabilitieswereproportionate to an incident and whether the impact on our communities couldhavebeenminimised.Financial/Legal–thisrelatestoanyfinancialorlegalimplicationsoftheissuearising.By assessing the financial and legal implications the JOL Secretariat are able toevidence the financial and legal implications and suggest recommendations toimproveourefficiencyandeffectivenessensuringoursustainabilityandthatweareachievingvalueformoney.Health&Safety(Public)–thisrelatestotheimpactofanissueoccurringintermsofourabilitytoprotectthepublic.Health & Safety (Emergency responder) – this relates to the impact of an issueoccurringintermsofourabilitytoprotectemergencyresponderstaffOrganisationalReputation – this relates to the impactan issue couldhaveon thereputationoftheemergencyservicesandresponderagencieswithourcommunitiesandourkeypartners.CommunityImpact–thisrelatestotheimpactanissuecouldhaveoncommunitiesasadirectconsequenceofanevent
Impact Assessment Matrix
1 2 3 4 5
Descriptor Tolerable Minor Moderate Major Critical
Abilitytorespond
Nonoticeableimpactonresponse
Responseandrecoveryarrangementsthatcouldbemanaged
locallybysingleserviceorcollaborativeinterventions
Responseandrecoveryarrangementsrequiringalternativemethodsto
beusedtoenabledutiestobecarriedouttoachieveincident
objectives
Significantfailureincapabilitytorespondtoincidentswhichwill
preventjointworking,hinderlifesaving
activitiesandefficientrecovery
Criticalfailureincapabilitytorespondtoincidentswhichwill
preventjointworking,preventlifesaving
activitiesandefficientrecovery
Financialand/orlegalimplications
Nofinancialorlegal
implications
Additionalcostsorlowlevelmitigationclaimthatmaybemanaged
byservices
Legalimplicationoradditionalcostsincurredrequiringsupportfrom
professionalbodies
Legislativebreech/additionalcostsrequiringinterventionfromgovernmentdepartments
Subjecttolitigationandrequiresachangeofdoctrine,policy,
procedure,trainingandpotentialintroductionof
newlegislation
HealthandSafety(Public)
Nohealth,safetyorwelfareissues
apparent
Minorinjurywouldbesustainedorwelfareconcernsthatdonotrequireongoing
support
Incidentrequiringtreatmentbyamedicalprofessionalbutnotlife
changinginjury/disability.
Welfareconcernsthatrequirespecialisthealth
careandmedicalsupport
Majorinjury/disability7isprobableifnoor
limitedactionistaken
Fatalityofpublicisprobableifnoactionis
taken
HealthandSafety
(Emergencyresponder)
Nohealth,safetyorwelfareissues
apparent
Minorinjurywouldbesustainedorwelfareconcernsthatdonotrequireongoing
support
Incidentrequiringtreatmentbyamedicalprofessionalbutnotlife
changinginjury/disability.
Welfareconcernsthatrequirespecialisthealth
careandmedicalsupport
Majorinjury/disability8isprobableifnoor
limitedactionistaken
Fatalityofresponderisprobableifnoactionis
taken
OrganisationalReputation
Nonoticeableimpact
Negativeregional/localmediacoverage
managedbysingleserviceormulti-agency
communicationdepartments
Negativenationalmediacoverage,
strategicleadslackofconfidenceincurrentcapabilitytoworktogethereffectively
Negativenationalmediacoverage.
Politicalimpactandlackofconfidenceincurrent
capabilitytoworktogethereffectively
Negativeinternationalnewscoverage,
internationalattackonabilityforemergency
servicestoworktogethertosavelives
CommunityImpact
Nonoticeableimpact
recoveryarrangementshavingashortterm9impactonlocalcommunity
reassurance
recoveryarrangementshavingamedium10termimpactonlocalcommunityreassurance
recoveryarrangementshavingalongtermimpactonUKcommunity
reassurance
Recoveryarrangementshavingamedium/ongterm11
impactonUKcommunityreassurance
7AsdefinedundertheHealth&safetyatWorkAct19748AsdefinedundertheHealth&safetyatWorkAct19749Shorttermimpactoverweeksupto1month10Mediumtermimpactover1monthupto1year11Longtermimpactover1yearupto5yearsormore
Overall Impact Rating
Tocalculatetheoverallimpactratingaweightedscoringsystemisusedthatplacesgreateremphasis on more extreme impacts. The sums of these scores across all four impactgradingcriteriaarethenaveragedtogiveanoverallimpactrating.However,whereanyONEofthedescriptorsontheimpactassessmentmatrixareassessedandidentifiedasCriticalthiswillautomaticallydirectthelessonidentifiedtostage2andfurtheranalysiswillbeundertaken.Themethodologyhasbeenchosenasan issuemayhave impact inanumberofdifferentways,anyorallofwhichhavebeendeterminedtohaveanimpactontheeffectivenessoftheJointEmergencyServiceInteroperabilityPrinciples.
Determining the Overall Impact Rating
1. Identifytheimpactscoreforeachofthefourimpactgradingcriteria2. Addthefourimpactscoresanddividebythenumberofimpactgradingcriteria(6)3. Thefigureidentifiedwillbetheoverallimpactrating.
OverallImpactRating-1> Tolerable
OverallImpactRating-2> Minor
OverallImpactRating-3> Moderate
OverallImpactRating-4> Major
OverallImpactRating-5> Critical
OverallAssessmentRating
Theoverallassessmentratingisthesumofthelikelihoodxtheimpactrating.Oncethesetwo figures have been determined they are plotted against a matrix to give an overallassessmentrating.
The overall assessment rating will determine the action to be taken in relation to theidentifiedlessonbytheJESIPteam.Thosewithaveryhighratingwouldreceiveimmediateprioritisation, whereas those with a lower scoringmay not be considered further at thenational level.Thiswouldbeconfirmedtotheoriginatingorganisations/LRFviaJOLOnlinetrackerprogress.
Overall Assessment Rating Matrix
Impa
ctRating
Critical(5)
Major(4)
Moderate(3)
Minor(2)
Tolerable(1)
Tolerable(1)
Rare(2)
Unlikely(3)
Possible(4)
Probable(5)
Likelihood
To determine the overall assessment rating
Thescorefor“Likelihood”xthescorefor“ImpactRating”willdeterminetheoverallassessmentratingwhichwillbeoneofthefivecategoriesbelow:
Tolerable Low Medium High VeryHigh
Logged
Additionally,wheretherearelessonsthatdonotrelatetothefiveJESIPPrinciples for joint workingthesewillbeloggedandactionedaccordinglyandwillbecategorisedintheformatbelow:
ActingonIssues
The categories of overall assessment rating (Tolerable through to Very High)will help usidentifyhowserioustheissueisintermsofnationalimpactandwithinthescopeofJOL.Thecategorieswillhelpusdecidewhetherworkshouldbeundertakencentrallytoidentifyandimplementcontrolmeasureswhichwillmitigatetheissueandimprovepractice.WithintheJOLSecretariatteamthereisnoexplicitstatedpolicyinrelationtoappetiteandtoleranceofissues.However,useofthismethodologyistohelpprioritiseissuesagainstnationalimpact.Thisprocessalignedwithprofessionalassessmentofeachlessonprovidesathoroughandrobustimpactassessmentprocess.
Recommendations for Action
Following the completion of the overall assessment rating a response option will beconsidered. It is anticipated that any issuewith a rating of tolerable or lowwill not beconsideredfurtheractionbytheJOLSecretariatandOrganisationalPointsofContact.TheJOLSecretariatandOPoCswillactonanyissueratedatmediumoraboveasdescribedinthesection:Analysisoflessonsidentified”
Glossary
Thedefinitionsbelowareusedthroughoutthisdocument:
theframeworkinstigatedbyJESIPwhichallowresponderagenciestohaveanationallyconsistentandcoordinatedwayofidentifyingandlearninginteroperabilityandnationalresiliencecapabilitylessonsfromincidents,training,testing&exercisingorotherexternalsources.
responderagencieswhowilluseJOLONLINEtoinputLessonsIdentifiedorNotablePracticethedatabasewhichishostedonResilienceDirectwhichprovidesenduserswithasystemforinputtingandsharingallJointOrganisationalLearning.
JointOrganisationalLearning(JOL)
EndUsers
JOLOnline
InteroperabilityBoard
Nationalstrategiclevelboardwhichprovidesoversightandstrategicdirectionaspartofanongoingmulti-agencygovernancestructureforinteroperabilityandnationalresiliencecapabilities.Itprovidesassurancetocentralgovernmentthatissuesaffectingeffectiveinteroperabilityandnationalresiliencecapabilitiesarebeingaddressedbyresponderagencieseffectively
LessonIdentified Alessonidentifiedisanissuecapturedbyanyemergencyresponderthatnegativelyimpactsoninteroperabilityand/ornationalresiliencecapabilities
Issue
Lessonsanalysis
Observation
Lessonlearned
NotablePractice
JOLSinglePointofContact(SPoC)
OrganisationalPointofContact(OPoC)
Thecircumstancesanddetailsofwhathappenedwhichledtoalessonbeingidentified
AformalimpactassessmentprocessoflessonsidentifiedcarriedoutbytheJOLsecretariatandOrganisationalPointsofContact.
Anobservationisastatementthatisbasedonsomethingthatonehasseen, heardor noticed. It is something that canbe analysed tohelpproducepotentialsolutions
Alessonlearnedisalessonthathasbeenresolvedthroughtheimplementationofnecessarychangewhichhasapositiveimpactonresponderagenciesinteroperabilityand/ornationalresiliencecapabilities.Alessonlearnedmeanspracticehasbeenimproved.Notablepracticeiswhereanemergencyresponderhasidentifiedanissuebutfoundaproven,effectiveandusefulwayofdoingsomething.Notablepracticedoesnotalwaysnecessitateessentialchangethroughoutasector,butitissomethingwhichresponderagenciesmaywishtoadoptasithashadapositiveimpactoninteroperabilityand/ornationalresiliencecapabilitiesinanotherareaofthecountry.PersonnelwhohaveaResilienceDirectaccountandwillinputlessonsidentifiedornotablepracticeonbehalfoftheirorganisationsontoJOLonline.Additionally,JOLSPoCsfromanyorganisationcaninputlessonsornotablepracticeontoJOLonlineonbehalfofanyforumorgroup.JOLSPoCswillbenominatedbytheirrespectiveservice/trust/forceorLRFandwillberegisteredonJOLonlinewithappropriatesecuritypermissions.
SubjectMatterAdvisorsrepresentingeachoftheemergencyservicesandCivilContingenciesSecretariat.OPoCswill:
• ProvidesectoradviceandguidancethroughouttheJOLprocess,• Approveallanalysisoflessonsidentified,• BeresponsibleforallJOLcommunicationstoresponderagencies,• Supportmembershipoftheinteroperabilityboardand• Submitanyrecommendationstotheinteroperabilityboardfor
approvalandsubsequentJOLActionNotesasappropriate• Betheindividualswhoareembeddedwithintheirownsectors
nationalstructuresforcapturingandlearninglessons,thusbridginganypotentialgapsbetweenJOLandsinglesectorsystemsandprocesses.
JOLSecretariat IsresponsibleforinitialanalysisoflessonsidentifiedonceinputtedbyendusersandthedaytodaymanagementofJOLonline.TheJOLsecretariatwillworkwithandsupporttheInteroperabilityBoard,OrganisationalPointsofContactandbetheinitialpointofcontactforJOLSPoCsandotherendusersforissuesregardingJOL.
DeliveryAgent Thosebodieswhohavenationalresponsibility forrelatedworkareasonbehalfoftheirsector.Forexample:
• NPCC-TheCollegeofPolicing(CoP)AuthorisedProfessionalPractice(APP)
• NFCC–CentralProgrammeOffice• AACE-NationalAmbulanceResilienceUnit(NARU)• LeadGovernmentDepartment
Recommendationowners
Whererecommendationshavebeenidentifiedrecommendationownerswillberesponsibleandaccountableforimplementationwithintheirorganisation.AtalocallevelthisisthecurrentJESIPStrategicLead.RecommendationownerswillberequiredtoreportbacktotheirrespectiveOrganisationalPointofContactviaJOLOnlineregardingimplementationandassuranceofJOLrecommendations
JOLActionNote AJOLactionnotewillbeissuedtoallrespectiveresponderagencies/LRFsfromtheInteroperabilityBoardwherethereisaspecificrecommendationtobeimplemented.JOLactionnotesmaybeforactionorinformation.Whereforaction,thentherelevantJESIPStrategicLeadhasresponsibilityandaccountabilitytoensuretheactionisimplementedacrosstheirorganisation/LRF.Whenforinformation,thentheStrategicLeadhastheresponsibilityandaccountabilitytoensurerespectivestaffaremadeawareoftherelevantJOLactionnote.TheJESIPstrategicleadwillalsoprovideassurancestotheOrganisationalPointsofContactthatanyrecommendationsorinformationsharedhasbeencompleted.
APPENDIXB-JESIP-MultiAgencyDebriefTemplate
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
Co-locationissues:Werecommanderseasilyidentifiable?(Tabards)Whatcommandstructureswhereinplace?DidCommandersmeetfacetoface?WasaFCPestablished?DidCommandersidentifytimelyon-scenebriefings?
Details:
CommunicationWascommonterminologyused?WasanAirwaveinteroperabilitytalkgroupused?Wasrelevantinformationsharedacrossallservicesandcontrolroomsthroughouttheincident?WasMETHANEusedtopassinformationtocontrol?Waseffectivecommunicationsestablishedbetween:Operational&tacticalCommanders;Commandersandcontrolrooms;CommunicationContinuedEmergencyserviceCommandersandotherrespondingorganisations;
Details:
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
Localemergencyservicecontrolrooms;Emergencyservicecontrolroomsandnationalco-ordinatingcentres.
Co-ordinationissues:DidCommandersusetheJDMassingledecisionmodelWereCapabilitiesidentifiedResponsibilitiesidentifiedWerejointdecisionsonprioritiesmadeandifso,howweretheprioritiesarrivedatandagreed?Wereactionsjoinedupandthereforeefficientandeffective?WereALLonsceneresourcesusedappropriately?Wasthereanunderstandingthecapability,capacityandlimitationsofeachother’sassets?Didsomeonetaketheleadco-ordinatorsroleduringMulti-Agencymeetings?
Details:
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
JointlyUnderstandingRisk:Werethreatsandhazardsidentified,understoodandtreateddifferentbyeachemergencyservice?Werelimitationsandcapabilitiesofpeopleandequipmentidentified?Wasajointunderstandingofriskachievedbysharinginformationaboutthelikelihoodandpotentialimpactsofthreatsandhazards?e.g.sharingofriskassessments
Details:
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
SharedSituationalAwarenessDidCommandershaveacommonunderstandingofwhathashappened,whatishappeningnowandtheconsequencesofevents?Dideachoftheemergencyservicesunderstandtheirrolesinresolvingtheemergency?WastheJointDecisionModelutilisedidentifying:Situation:Whatishappening?Whataretheimpactsandrisks?Whatmighthappenandwhatisbeingdoneaboutit?Direction:Whatendstateisdesired?Whatistheaimandobjectiveoftheemergencyresponse?Whatprioritieswillinformandguidedirection?Action:Wereactionsdecided?Whatneededtobedonetoachieveapositiveendstate?WasMETHANEregularlyusedtoprovideaCommonOperatingPicture(CoP)
Details:
DEBRIEFTEAMNAMES:
LOCATION: DATE:
INCIDENTTYPE:(Exercise,LiveIncident,Other)
OBJECTIVES
LEARNING/RECOMMENDATIONS
Otherinformation/issues:
Details:
APPENDIXC–NotablePracticeAideMemoireThis aide memoire may be helpful as an aide to gather information prior to submittingNotablePracticeontotheJOLApplication.Summaryofissue
Background
KeyIssues
Whatyoudid/whatshouldbedone
Themaintitleorheadingoftheissueincludingabriefsummaryoftheissue
Thesemayincludeissuesrelatedtointeroperabilityorimprovementofnationalresiliencecapabilitiesand
encompassanyoralloftheJESIPPrinciples for joint working
Detailthekeyissuesandanyinitialproblemsaroundwaysofjointworkingpriortotheidentificationofthis
notablepractice
Takingintoconsiderationtheissue,backgroundandkeyissues–whatdidyouactuallydo(orshouldbedone)to
successfullyimplementthisnotablepractice?
Outcomes/expectedoutcomes Detailtheoutcomesoftheimplementationofthisnotablepractice.Identifytherealbenefits‘ontheground’for
beneficialandimprovedinteroperabilitybetweenservicesinvolved.
Resourcerequirements Providedetailsofresourcesrequiretoidentifyandimplementthisnotablepractice.Thisincludestime,
people,cost,consultationetc.
Otherserviceswhereinvolved Providedetailsofhowandwhatotherserviceshadonthedesign,developmentandimplementationofthisnotable
practice
Wherethereanybarriersandifsohowweretheyovercome
Wherethereanybarrierstotheimplementationofthisnotablepractice.Thismayincludeculture,current
workingpractices,finance,capacityand/orcapabilitytoimplement
Criticalsuccessfactors Themaincriticalsuccessfactorsmayincludegettingorganisational‘buyin’,continuousengagementwithpartners,sharingofinformation/intelligenceprotocols,jointlocaldoctrine,consistentlytrainingandexercisingwithpartnersandmeasuringeffectiveness‘onthe
ground’
DocumentControl
AmendmentHistoryVersion Date Reasonforchange AmendedbyV1.0 30/03/2015 GuidanceDocumentapprovedandsignedoffat
InteroperabilityBoard23/03/2015BWelsh
V1.1 17/04/15 AppliedJESIPbrandingandstandardformatting JFlanaganV1.2 24/4/15 MinoramendmentsbasedonfeedbackfromJOL
workshopsJFlanagan
V1.3 10/06/15 AmendmentsbasedonfeedbackfromJOLlaunch.Additionofprocessforsharinginformationofsensitivenatureonrequest.MinoramendmentstoDe-BriefTemplate.
BWelsh
V2.0 30/10/17 Version2producedduetonewJOLOnlinedatabaseandalignmentofJOLandlessonsDirect
BWelsh
Activedate Reviewdate
Author Role Publisher
30/03/15 1/12/2015 BrianWelsh JESIPSeniorUser JESIP