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 opvermashimla@gmail.com

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 pawannarwan@gmail.com

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 rajeshkashyapiph@gmail.com

Arun Sirkeck Health Department, M C Shimla vphomcshimla@gmail.com

D S Parmar General Branch, M C Shimla daljct_nova@yahoo.com

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