Developing an Incident Management Task
Force:Keys to Succeed
May 6, 2009
DVRPC WORKSHOP
Welcome and Introductions
DVRPC WORKSHOP
Introductions
Delaware Valley Regional Planning CommissionChris KingLaurie Matkowski
Meeting Logistics
Welcome & Introductions
Delaware Valley Regional Planning Commission
MPO for nine-county Philadelphia regionCreated in 1965Planning for “orderly growth & development”of the regionTransportation, land use, open space, housing, economic development, demographic forecasting, long-range planning, safety, transportation operations
Welcome & Introductions
Attendee Introductions
Who Are You? NameOrganizationRoleWorkshop Expectations
Welcome & Introductions
Today’s Agenda
DVRPC and Incident ManagementWhy are Incident Management Task Forces Important?Break Out #1: Identifying Possible Task Force ParticipantsLocal Success: NJ 42/ 55, I-76 / 676 / 295 IMTFRunning the First MeetingsBreak Out #2: Establishing An Action PlanImplementing a Successful Action PlanWrap Up
Welcome & Introductions
Workshop Outcomes
Understand the goals of Incident Management
Recognize the importance of an Incident Management Task Force (IMTF)
Understand the steps to develop an IMTF
Welcome & Introductions
DVRPC and Incident
Management
DVRPC WORKSHOP
Causes of Traffic Congestion
Source: FHWA Operations Website
Bottlenecks40 %
Traffic Accidents25 %
Adverse Weather Conditions
15 %
Other5 %Special Events
5 %
Work Zones10 %
DVRPC and Incident Management
What is an Incident?
An incident is any non-recurring event that impacts the transportation system.
An incident includes:crashesdisabled or abandoned vehiclesdebris in the roadwaywork zonesadverse weatherother events and emergencies
DVRPC and Incident Management
Primary Goals of Incident Management
Reduce time for incident detection and verificationReduce response timeExercise proper and safe on-scene management of personnel and equipment, while keeping as many lanes open to traffic as possibleRescue clearance timeProvide timely, accurate information to the public to enable them to make informed choices
DVRPC and Incident Management
Purpose of Task Forces
Improve Coordinated Incident Management (IM) Response
Foster Interaction Among IM Stakeholders
Identify and Address Critical IM Needs
Give Other Organizational Perspectives
DVRPC and Incident Management
How We Got Started
PennDOT asked DVRPC to form a Prototype Incident Management Corridor
Meeting since 1999
Provide a casual atmosphere away from the scene of an incident for emergency responders to build relationships with each other
DVRPC and Incident Management
DVRPC’s Incident Management Task Forces
DVRPC Task ForcesI-476 / I-76 Crossroads (Established January 1999)
NJ 42 / 55, I-76 / 676 / 295 (Established June 2002)
Philadelphia (I-95, I-676, I-76) (Established August 2007)
Delaware County (I-95, I-476) (Established January 2008)
DVRPC and Incident Management
Other Established Task Forces
PA 309 (GVF Transportation)
US 422 (GVF Transportation)
Atlantic City Expressway
(SJ Transportation Authority)
DVRPC and Incident Management
Future Vision
Continuation of Current Task ForcesContinue DVRPC Staff SupportPotential to Add Other Critical Corridors
DVRPC and Incident Management
Transportation Operations Master Plan - IMTF Vision
DVRPC and Incident Management
DVRPC and Incident Management
Keys to Succeed
Communication
Coordination
Cooperation
DVRPC and Incident Management
National Perspective
Tom MartinDVRPC WORKSHOP Why Incident
Management Task Forces are
Important
National Perspective
Captain Tom MartinOperations Program CoordinatorI-95 Corridor [email protected]
www.i95coalition.org
Why Incident Management Task Forces are Important
Incident Management Overview
William F. Jenaway, PhD, CFPS, CSPChair, Upper Merion Fire & Rescue Services BoardExecutive Vice President VFIS
Why Incident Management Task Forces are Important
National Perspective
Tom MartinDVRPC WORKSHOP Break Out
Session #1
Task: Identify Possible Task Force Participants
Split into 3 groupsAssign a recorder and spokespersonReview scenarios and develop a list of stakeholders to inviteAnswer follow-up questionsReport back to the other groups
ScenariosUrban SettingSuburban / Rural SettingConstruction / Work Zone
Break Out Session #1
Local Police DepartmentsLocal Fire, Ambulance & EMS State PoliceDOT Traffic Operations DOT Maintenance DivisionsTurnpike AuthoritiesBridge AuthoritiesHAZMAT AgenciesDept of Environmental ProtectionTowing AgenciesState Towing Associations
County 911 CommunicationsCounty Department of Public Safety OfficesCounty Coroner / Medical Examiner’s OfficeLocal State Legislators OfficesFederal Highway AdministrationCounty Planning/Engr DepartmentsTransportation Management AgenciesMunicipal Public Works DeptMPO
Typical Stakeholders for IMTF’s
Break Out Session #1
Same Stakeholders as IMTF’sPLUS…
DOT Project ManagerDOT Construction UnitDesign ConsultantsConstruction ContractorConstruction On-Site Project ManagerContracted Towing Agencies
Additional Stakeholders forConstruction / Work Zone IMTF’s
Break Out Session #1
1. How do you know you need an IMTF?
2. How do you define a corridor?
3. Who should facilitate the IMTF?
4. How do you get the stakeholders involved?
5. What happens when a major construction project begins after an IMTF has been established in the corridor?
Follow-up Questions
Break Out Session #1
Video
The Many HATS of Incident Management
Break Out Session #1
National Perspective
Tom MartinDVRPC WORKSHOP Local Success
National Perspective
Tom MartinDVRPC WORKSHOP Running the First
Meetings
When to Establish an IMTF
Major Incident
Construction
Media
Public Perception
Other?
Not an easy answer!
Running the First Meetings
Pre-Meeting Activities Define a geographic region of task force
Focus on interstateCountyConstruction zone
Buy-in from state DOT & state policePre-meeting may be necessary with major stakeholders
Define stakeholdersCreate stakeholder mapMeeting location – important to hold within the corridorInvitation letter
Running the First Meetings
Establish Contact List
Develop initial contact list prior to first meetingInclude:
Contact NameTitleAgencyAddressPhoneE-MailAlso Include Station Contact Number
At first meeting - identify missing stakeholders
Running the First Meetings
Typical 1st Meeting Agenda
Welcome & IntroductionsBackground
Meeting purposeRole of Incident Management Task Force
Special Presentation DOT or State Police Current activities
Issues & NeedsKnow background information in advance to help spur the conversation
Running the First Meetings
Future Meeting Activities
2nd Meeting Review issuesEstablish priorities
3rd MeetingDevelop an Action Plan (Break Out Session #2)
Potential meeting topicsStakeholder special presentation Tour of local facilitiesInformal post incident debriefingConstruction updates
Running the First Meetings
IMTF Administration
Define frequency of meetingsQuarterly Construction related
Elect chairperson(s)Provides buy-in from stakeholders
Rotate meeting venueKeep maps and contact lists currentMeeting coordination: notices, agendas, minutes
Running the First Meetings
National Perspective
Tom MartinDVRPC WORKSHOP Break Out
Session #2
Defining an Action Plan
High-level documentDefines purpose of task forceUse as a performance measure
Documents Needs and IssuesIdentifies prioritiesEstablishes timeframe (if applicable)Assigns agency responsibilitiesIdentifies potential funding sources
Break Out Session #2
Defining an Action Plan
Review Needs and Issues from first meetingsConduct a survey to establish prioritiesPut it down on paper!Example…NEED: TrainingPRIORITY: HighDESCRIPTION: Offer training for incident responders and 9-1-1 CenterACTIONS & RESPONSIBILITIES:
Seek possible training courses – MPO, DOT, IMTF MembersIdentify potential funding sources – MPO, DOT, FHWA
Break Out Session #2
Task: Establish an Action Plan
Split into 3 groupsAssign a recorder and spokespersonReview identified needs of the IMTF (given)Develop an Action Plan
Identify actions – minimum of 3Assign responsibilitiesNo need to prioritize for this exercise
Report back to the other groups
Break Out Session #2
An Action Plan: Giving it Life!
Address Action Plan items at IMTF meetings Tackle short-term actions firstCelebrate early successesReevaluate and modify the Action Plan throughout the yearsSecure funding
Incorporate into construction projectsApply for Federal grantsShare resourcesBe creative!
Break Out Session #2
National Perspective
Tom MartinDVRPC WORKSHOP Implementing a
Successful Action Plan
DVRPC Experiences & Successes
Building RelationshipsProvide Support ServicesProvide Training OpportunitiesConsultant CoordinationExamples of Project SuccessesNew Activities
Implementing a Successful Action Plan
Building Relationships
Inter-agency CoordinationProvide forum to discuss issues Enhance communicationsShare resources
Implementing a Successful Action Plan
Building Relationships
Implementing a Successful Action Plan
Post Incident ReviewsTo identify deficiencies, lesson learned, and areas for improvement to apply to future incidents Helps to maintain and strengthen the lines of communications between incident responders Multi-agency debriefing Formal or informalMeeting agenda item
Building Relationships
Operational Scenario WorkshopPhiladelphia IMTFMock incident scenario on I-95 30 stakeholders involvedCommunication gaps identifiedTraining needs identified
Note: 2 weeks later, I-95 shut down for emergency construction repairs for several days in the same location as scenario
Implementing a Successful Action Plan
Provide Support Services
DVRPC Support ServicesMeeting Materials
Agenda, Notice, MinutesWebsiteContact ListsFHWA Self AssessmentSurveys
Implementing a Successful Action Plan
Provide Training Opportunities
Training13 IM Courses in Last 6 Years
Incident Command System 200NHI Incident Management (3)I-95 CC Incident Management (2)NJDOT / NJSP Incident Management Workshop (3)Highway Safety - Train-the-TrainerI-95 CC Quick Clearance Program (2)
Over 600 participants
Implementing a Successful Action Plan
Provide Training Opportunities
National Highway InstituteUsing the Incident Command System at Highway Incidents Managing Traffic Incident and Roadway Emergencies
National Incident Management System (NIMS)ICS-100 Introduction to the Incident Command System ICS-200 ICS for Single Resources and Initial Action Incidents IS-700 National Incident Management System – Introduction
Emergency Management Institute (EMI)The EMI, located at the National Emergency Training Center in Emmitsburg, MD, offers a broad range of NIMS-related training.
Implementing a Successful Action Plan
Examples of Project Successes
Policy and Procedures Manual / Traffic Incident Operating Guidelines“Provide responders uniform operational guidelines for safe operations at the scene of an incident.”
Goal: Improve overall traffic IM process, which will then:Improve emergency responder safetyReduce secondary incidentsMinimize the amount of apparatus and personnel responding to the incident
Implementing a Successful Action Plan
Ramp Designation Signs - PADeveloped in 2000 and updated in 200760 locations (120 signs) Signs mounted back-to-back on a single postDistance approximately 320’ apart
Implementing a Successful Action Plan
Examples of Project Successes
Examples of Project Successes
N
0476E
0076
2000
2004 2007
Implementing a Successful Action Plan
Ramp Designation Signs - PA
Examples of Project Successes
Noise Wall AccessAllowed for municipality inputInfluenced location and designEstablished current practice of integrating municipalities into the process
Implementing a Successful Action Plan
Implementing a Successful Action Plan
IDRuM - Interactive Detour Route Mapping
Simple, easy to use, “point-and-click” application
4-clicks to map!
Centralized location for all Official DOT detours for PA & NJ
Formats used: Macromedia Flash & Adobe PDFBoth are FREE
Examples of Project Successes
Examples of Project Successes
Towing & Recovery Association of America (TRAA) Vehicle Identification CardsInformation needed to correctly dispatch towing and recovery units5000 copies printedDistributed to responders throughout the region
Implementing a Successful Action Plan
Consultant Coordination
Final Rule on Work Zone Safety and MobilityEstablishes requirements and provides guidance for:
Addressing work zone safety and mobility impactsDeveloping strategies to manage those impacts
Applies to all Federal-aid highway projectsRequires the development and implementation of Transportation Management Plans (TMPs) with Incident Management Plans (IMPs)
In many DOT projects - consultants conduct the TMPsand IMPs
Implementing a Successful Action Plan
Consultant Coordination
Different levels of consultantsWorking as DOT Project ManagersWorking as designersWorking to develop the TMP and IMP
Need for coordination with local emergency respondersConsultants will probably not run an IMTF long-termWeave construction items into main agendaIMTF meeting dates need to be flexible with regard to activation or scheduling of construction stages
Implementing a Successful Action Plan
New Activities
Delaware County Detour Protocols
Vehicle Apparatus Positioning Guide
Corridor Construction Coordination
Implementing a Successful Action Plan
National Perspective
Tom MartinDVRPC WORKSHOP Wrap Up
Lessons Learned
Identify a FacilitatorMPO, County Planning, TMA
Engage a Wide Range of Stakeholders
Identify Needs
Develop an Action Plan
Share Resources
Wrap Up
Tool Box Contents
Sample Incident Management Task Force Meeting MaterialsSample invite letters, agendas, minutes, stakeholders
DVRPC Incident Management DocumentsPolicy & Procedures Manual, IM Report, Ramp Signage, Response boxes
Video – The Many Hats of IMResource Documents
NIMS, Series of FHWA Primers on IM, Post Incident Review, Towing Guide, List of Training Courses, IM web links
Wrap Up
Workshop Presentation
A copy of the Workshop Presentation will be made available on our Website.
Incident Management Webpagewww.dvrpc.org/transportation/operations/incidentmanagement.htm
Wrap Up
Keys to Succeed
Communication
Coordination
Cooperation
Wrap Up
Thank You!Contact Information
Name: Laurie Matkowski
Email: [email protected]
Phone: 215.238.2853
Name: Chris King
Email: [email protected]
Phone: 215.238.2849
DVRPC WORKSHOP