Animal Health Functional Plan

5. Emergency Management: Structure and Roles and Responsibilities

Part 1

This section describes the CFIA's FAD emergency response structure, based on the ICS, at the Field (District), Regional, Area, and National levels.

Below is a generic ICS organizational structure diagram applicable to any incident response. The concept of ICS is based on functions. A number of functions can be performed by one person. The only mandatory function that must be filled is "Command," who as Incident Commander (IC) may then perform all other functions.

The ICS modular structure can be expanded to include more functions and levels. The structure may then be contracted, or as the incident ends, collapsed and moved towards recovery. Generally, within the ICS structure, there are five functional sections: Command, Operations, Planning, Logistics, and Finance. In each section, there may be several branches, within which there can be a number of units. Functional sections are colour coded according to the international standard. Commanders are green, Command positions supporting the Commander are red, Operations are orange, Planning positions are blue, Logistics are yellow, and Finance positions are grey. This colour standard is reflected in the following diagrams.

Each section is responsible for functional tasks as part of the management of an incident situation. ERTs address the functional needs through the ICS structure.

The tasks, roles, and responsibilities of the ERT will be described in detail in the discussion of the AERT later in this section (see Table of Contents on next page). The detail of the operational functions of each ICS section is described in detail in subsection 5.3. These details are assumed to be functional activities at the Field and Regional levels rather than the coordinating roles described in subsection 5.3. These functional activities will be carried out by the Field Emergency Response Team (FERT), but various levels of coordination may be assumed by the RERT and the AERT.

Figure 5-1: Generic ICS Structural Diagram

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Diagram - Generic Incident Command System Structural

5.1 Field (District) Emergency Response Team

The Field Emergency Response Team (FERT) delivers disease control and response activities at incident sites. It also coordinates all activities within its span of control, not usually exceeding seven active sites. If the control and response activities go well at the Field level, the other levels will largely fall into place.

The DV will likely be the first professional involved in the investigation of a suspected FAD in the field. Established AHRTs may be deployed to respond at the incident site. However, this would not be practical in a multi-site or multi-regional response.

Figure 5-2: FERT Structure

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[Flowchart - Field Emergency Response Team Structure

5.1.1 Field Incident Commander

GREEN
Field Incident Commander

The Field Incident Commander (FIC) is responsible for overall management and delivery of the tactical response within the geographic control area for a designated Field Emergency Operations Centre (FEOC). Commanders set immediate priorities, establish an appropriate organization, approve the IAP for a designated operational period for the FEOC, coordinate command and general staff, ensure staff safety, coordinate with key local people and officials, and consult with the next level of leadership on issues beyond existing approved incident strategy, policy, and decisions.

The IAP is developed at the FEOC and contains objectives reflecting the overall strategy and specific actions and supporting information for the next operational period (generally 24 hours) for the FERT. The plan may be oral or written.

5.1.2 Field Command Positions

RED
Field Command

Field command positions include Liaison Officer, Safety Officer, and Communications Officer; however, the Communications and Liaison officers may not be applicable at this level. For example, the Communications Officer function will likely be filled at the Regional level or by the FIC.

5.1.2.1 Field Liaison Officer

RED
Field Command

The Liaison Officer is responsible for establishing and maintaining interagency contact, keeping field-based support agencies aware of the incident status, and monitoring incident operations to identify current or potential problems.

External Field Liaison Officers are the contact for the personnel assigned to the incident by support agencies.

5.1.2.2 Field Safety Officer

RED
Field Command

The Safety Officer is responsible for developing and recommending measures for ensuring personnel safety, assessing and anticipating hazardous and unsafe situations, exercising authority to stop and prevent unsafe acts, and investigating accidents. The Safety Officer also liaises with the Employee Assistance Program (EAP) contact.

The Safety Officer position may be staffed from outside the District Office, with the assistance of the Inspection Manager or Regional Director.

Field General Sectional Positions

Field sectional positions include Operations, Planning, Logistics, and Finance and Administration. The levels at which Logistics, and Administration and Finance activities will be activated should be determined by the Area Management Team (AMT) or AERT. Duties may be that of coordination or activity, depending on the nature of the disease outbreak and emergency level or levels activated.

5.1.3 Field Operations Section

ORANGE
Field Operations

The Operations Section is responsible for the following tasks:

• Managing tactical field operations;
• Developing the operations portion of the IAP;
• Requesting resources to support tactical field operations;
• Maintaining close communication with the FIC; and
• Ensuring safe tactical field operations.

There are three branches that may be established within the Operations Section:

• Control Branch
• Response Branch
• Enforcement and Investigation Services (EIS) Branch

5.1.3.1 Field Control Branch

ORANGE
Field Operations

The Control Branch directs and coordinates all tactical control activities in support of the strategic priorities established by Command. The Control Branch can include the following units: Surveillance and Diagnostics; Epidemiology and Tracing; Permits and Movement Control (including quarantine); Biosecurity and Biocontainment; and Treatment and Vaccination.

Field Surveillance Teams monitor the Infected, Restricted, and Security Zones as planned, in order to detect new outbreaks and prevent further dissemination of the infectious agent. To gather data, the teams conduct surveillance activities as directed. These activities include, but are not restricted to, clinical examinations, and taking samples as per the HSP.

Field Diagnostic Teams investigate premises that have been identified as having sick animals and investigate premises identified as being of high risk by the Epidemiologists or Tracing Specialists. Prompt investigation is essential to controlling the disease and limiting its spread.

Upon detection of disease, the Field Surveillance and Diagnostic Teams complete an epidemiology questionnaire for submission to the appropriate EOC Situation Branch Epidemiology and Tracing Unit. A species-specific questionnaire (e.g., Avian Disease Premises Investigation Questionnaire [ADPIQ]) may be available as part of a disease HSP. If such a questionnaire doesn't exist, the Premises Investigation Questionnaire (PIQ) in Appendix C is to be used.

5.1.3.2 Field Response Branch

ORANGE
Field Operations

The Response Branch is responsible for directing and coordinating all tactical response activities (e.g., evaluation, destruction, disposal, and C&D) in support of the strategic priorities established by Command.

5.1.3.3 Field Enforcement and Investigation Services Branch

ORANGE
Field Operations

The Enforcement and Investigation Services (EIS) Branch is responsible for directing and coordinating all tactical enforcement activities in support of the strategic priorities established by Command.

5.1.4 Field Planning Section

BLUE
Field Planning

The Field Planning Chief is responsible for the following tasks:

• Supervising the collection, evaluation, dissemination, and display of information for incident sites within its span of control;
• Developing IAPs for each operational period (usually 24 hours);
• Conducting long-range planning and developing plans for demobilization at the end of an incident;
• Maintaining resource status information on all equipment and personnel; and
• Maintaining incident documentation.

There are five branches within the Planning Section that may be activated as necessary:

• Situational Assessment Branch
• Advance Planning Branch
• Resource Planning Branch
• Documentation Branch
• Demobilization Branch

5.1.4.1 Field Situational Assessment Branch

BLUE
Field Planning

The Situational Assessment Branch is responsible for the following tasks:

• Maintaining and completing a timely Epidemiology Report;
• Verifying CEMRS/FADERS inputs made at FEOCs;
• Situation reporting, which includes maintaining, completing, and submitting a timely situational report;
• Mapping incident intelligence information; and
• Verifying Area Global Information Systems (GIS) display, when required.

5.1.4.2 Field Advance Planning Branch

BLUE
Field Planning

The Advance Planning Branch is responsible for analyzing data and developing relevant scientific studies to ensure that strategic level decisions could be made in a timely manner. The Branch recommends policy changes as well as making 72-hour and 7-day projections for progress of the incident.

5.1.4.3 Field Resource Planning Branch

BLUE
Field Planning

The Resource Planning Branch is responsible for maintaining the status of all resources and personnel.

5.1.4.4  Field Documentation Branch

BLUE
Field Planning

The Documentation Branch is responsible for collecting and maintaining official incident documentation files (e.g., inspection reports, permits, paper files related to the incident sites, and electronic data).

5.1.4.5 Field Demobilization Branch

BLUE
Field Planning

The Demobilization Branch is responsible for developing and implementing the incident demobilization plan.

5.1.5 Field Logistics Section

YELLOW
Field Logistics

The Logistics Section is responsible for locating and accessing all incident support needs, including equipment, supplies, facilities, services, specially trained personnel, and other resources.

Two branches may be established within the Field Logistics Section:

• Service Branch
• Support Branch

5.1.5.1 Field Services Branch

YELLOW
Field Logistics

The Services Branch includes four units: Training, Orientation, and Debriefing; Information Technology (IT); Medical; and Food.

5.1.5.1.1 Field Training, Orientation, and Debriefing Unit

YELLOW
Field Logistics

The Training, Orientation, and Debriefing Unit is responsible for acquiring, training, providing orientation to, assigning, and debriefing personnel.

5.1.5.1.2 Field IT Unit

YELLOW
Field Logistics

The IT Unit is responsible for advising on communications and IT capabilities and limitations, distributing and maintaining communications and IT equipment, and establishing telephone and computer links.

5.1.5.1.3 Field Medical Unit

YELLOW
Field Logistics

The Medical Unit is responsible for addressing staff medical requirements and first aid.

5.1.5.1.4 Field Food Unit

YELLOW
Field Logistics

The Food Unit is responsible for supplying food.

5.1.5.2 Field Support Branch

YELLOW
Field Logistics

The Support Branch may include four units: EOC Manager and Facilities; Supplies; Vehicles; and Travel and Accommodation.

5.1.5.2.1 Field Emergency Operations Centre Manager and Facilities Unit

YELLOW
Field Logistics

The EOC Manager and Facilities Unit is responsible for the set up, maintenance and demobilization of all incident support facilities (i.e., EOC management).

5.1.5.2.2 Field Supplies Unit

YELLOW
Field Logistics

The Supplies Unit is responsible for ordering, receiving, processing, and storing all incident-related resources (quartermaster role).

5.1.5.2.3 Field Vehicle Unit

YELLOW
Field Logistics

The Vehicle Unit is responsible for the maintenance, service, and fuelling of all mobile equipment and vehicles.

5.1.5.2.4 Field Travel and Accommodation Unit

YELLOW
Field Logistics

The Travel and Accommodation Unit is responsible for transporting personnel and arranging personnel accommodation. This function is more likely done at the Regional level.

5.1.6 Field Finance and Administration Section

GREY
Field Finance and Administration

The Finance and Administration Section is responsible for supervising all financial and administrative issues critical for tracking emergency costs and reimbursement accounting.

Two branches-Time and Expenses and Procurement-may be established within the Field Finance and Administration Section.

5.1.6.1 Field Time and Expenses Branch

GREY
Field Finance and Administration

The Time and Expenses Branch is responsible for ensuring accurate recording of personnel time and expenses, forwarding all personnel time and expense claims for processing, and providing advances for personnel.

5.1.6.2 Field Procurement Branch

GREY
Field Finance and Administration

The Procurement Branch is responsible for handling vendor contracts and leasing, and handling fiscal agreements.

5.1.7 Incident Site Case Officer

The Incident Site Case Officer oversees the Incident Site Team, which is responsible for conducting both control and response activities at the premises of interest (see Figure 5-3).

Figure 5-3: Infected Site Control and Response Activities

Flowchart - Infected Site Control and Response Activities

5.2 Regional Emergency Response Team

The Regional Emergency Response Team (RERT) coordinates regional resource requests, and ensures the Area Operational Strategy is implemented at various FEOCs within the region. It incorporates the Area communication plan into local Regional communication plans, and interfaces with Regionally based federal and provincial departments (through FADES plans) and stakeholder groups.

If more than one FERT has been activated, the RERT coordinates FEOC response efforts. In Regions or Areas comprising only one province, and in smaller disease events involving only one district, the RERT most likely won't be activated. Technical specialists may be deployed by the Area Incident Commander (AIC) to the Regional level and the Regional Incident Commander (RIC) may decide to deploy technical experts forward to a FEOC as required.

The RERT structure is shown in Figure 5-4. Details of RERT functions may be found in 5.3 (AERT section) and applied at the Regional level as required.

Figure 5-4: RERT Structure

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Flowchart - Regional Emergency Response Team Structure

5.2.1 Regional Incident Commander

GREEN
Regional Incident Commander

The Regional Incident Commander (RIC) is responsible for the overall coordination of support to an incident within the jurisdiction of a designated REOC.

More specifically, the RIC is responsible for the following tasks:

• Setting immediate Regional priorities and establishing an appropriate organization;
• Approving the Regional IAP for a designated operational period;
• Coordinating activity for Regional command staff and general staff;
• Ensuring safety;
• Coordinating with key Regional people and officials; and
• Consulting with Area and National leadership on issues beyond existing approved incident strategy, policy, and decisions.

5.2.2 Regional Command Positions

RED
Regional Command

Regional command positions include Liaison Officer, Safety Officer, and Communications Officer. The roles and responsibilities of each of these positions are outlined below.

5.2.2.1 Regional Liaison Officer

RED
Regional Command

The CFIA Liaison Officer is responsible for establishing and maintaining interagency contact, keeping Regionally based support agencies aware of the incident status, and monitoring incident operations to identify current or potential problems.

External Regional Liaison Officers are the contact for the personnel assigned to the incident by support agencies.

5.2.2.2 Regional Safety Officer

RED
Regional Command

The Safety Officer is responsible for developing and recommending measures for ensuring personnel safety, assessing and anticipating hazardous and unsafe situations, exercising authority to stop and prevent unsafe acts, and investigating accidents. The Safety Officer also liaises with the EAP contact.

5.2.2.3 Regional Communications Officer

RED
Regional Command

The Regional Communications Officer is responsible for coordinating the release of information about the incident to the news media, local public, incident personnel, and other appropriate agencies and organizations.

5.2.3 Regional Operations Section

ORANGE
Regional Operations

The Operations Section is responsible for the following tasks:

• Ensuring consistency by coordinating operations between the regional FEOCs;
• Developing the regional operations portion of the IAP;
• Requesting regional resources to support field operations; and
• Maintaining close communication with the RIC.

Note: The AIC may direct the Regional Operations Section to conduct operations functions as detailed in 5.3.6.3, Area Operations.

5.2.4 Regional Planning Section

BLUE
Regional Planning

The Regional Planning Chief is responsible for the following tasks:

• Coordinating collection, evaluation, dissemination, and display of information;
• Developing Regional IAPs for each operational period;
• Conducting long-range Regional planning and developing plans for Regional demobilization at the end of an incident;
• Maintaining Regional resource status information on all equipment and personnel;
• Maintaining Regional incident documentation;
• Collecting and processing situation information about the incident;
• Supervising preparation of the IAP;
• Providing input to the RIC and Regional Operations Chief in preparing the IAP;
• Reassigning out-of-service personnel already on-site to ICS organizational positions as appropriate;
• Establishing information requirements and reporting schedules for branches in the Planning Section;
• Determining the need for any specialized resources in support of the incident;
• If requested, assembling and disassembling strike teams and task forces not assigned to operations;
• Establishing special information collection activities as necessary (e.g., epidemiological, weather, environmental, and toxin information);
• Assembling information and proposing alternative strategies;
• Providing periodic predictions on incident potential;
• Reporting any significant changes in incident status;
• Compiling and displaying incident status information; and
• Overseeing preparation of the regional incident demobilization plan.

Six branches may be established within the Regional Planning Section:

• Situational Assessment Branch
• Policy and Science Support Branch
• Advance Planning Branch
• Resource Planning Branch
• Documentation Branch
• Demobilization Branch

5.2.4.1 Regional Situational Assessment Branch

BLUE
Regional Planning

The Situational Assessment Branch is responsible for the following tasks:

• Maintaining and completing timely Epidemiology Report;
• Verifying CEMRS/FADERS inputs made at FEOCs;
• Situation reporting, which includes maintaining, completing, and submitting timely situational report;
• Mapping incident intelligence information; and
• Verifying Area GIS display when required.

5.2.4.2 Regional Policy and Science Support Branch

BLUE
Regional Planning

Personnel provide special technical skills. These functions are more likely to be held at the Area level; however, the AIC may deploy technical specialists, such as risk assessment specialists, training specialists, strategic epidemiologists, or FAD Program Officers, forward to REOCs as the situation demands.

5.2.4.3 Regional Advance Planning Branch

BLUE
Regional Planning

The Advance Planning Branch is responsible for the following tasks:

• Conducting analysis of data and developing relevant scientific studies to ensure that strategic level decisions could be made in a timely manner; and
• Recommending policy changes as well as making 72-hour and 7-day projections for progress of the incident.

5.2.4.4 Regional Resource Planning Branch

BLUE
Regional Planning

The Resource Planning Branch is responsible for the following tasks:

• Maintaining resource status information on all equipment and personnel.

5.2.4.5 Regional Documentation Branch

BLUE
Regional Planning

The Documentation Branch is responsible for the following tasks:

• Collecting and maintaining official incident documentation files;
• Filing management of inspector reports; and
• Managing electronic data systems.

5.2.4.6 Regional Demobilization Branch

BLUE
Regional Planning

The Demobilization Branch is responsible for developing and implementing the incident demobilization plan for the Region.

5.2.5 Regional Logistics Section

YELLOW
Regional Logistics

The Logistics Section is responsible for coordinating all Regional incident support needs, including equipment, supplies, facilities, services, specially trained personnel, and other resources.

Two branches may be established within the Regional Logistics Section:

• Regional Services Branch
• Regional Support Branch

5.2.5.1 Regional Services Branch

YELLOW
Regional Logistics

The Services Branch has four units: Staffing, Training, Orientation, and Debriefing; IT; Medical; and Food.

5.2.5.1.1 Regional Staffing, Training, Orientation, and Debriefing Unit

YELLOW
Regional Logistics

The Staffing, Training, Orientation, and Debriefing Unit is responsible for acquiring, training, orientation, assignment and debriefing of personnel.

5.2.5.1.2 Regional IT Unit

YELLOW
Regional Logistics

The IT Unit is responsible for

• advising on communications and IT capabilities and limitations;
• distributing and maintaining communications and IT equipment; and
• establishing telephone and computer links.

5.2.5.1.3 Regional Medical Unit

YELLOW
Regional Logistics

The Medical Unit is responsible for addressing staff medical requirements and first aid.

5.2.5.1.4 Regional Food Unit

YELLOW
Regional Logistics

The Food Unit is responsible for supplying food.

5.2.5.2 Regional Support Branch

YELLOW
Regional Logistics

The Support Branch has four units: EOC Management and Facilities; Supplies; Vehicles; and Travel and Accommodation.

5.2.5.2.1 Regional Emergency Operations Centre Manager and Facilities Unit

YELLOW
Regional Logistics

The EOC Manager and Facilities Unit is responsible for setting up, maintaining, and demobilizing all incident support facilities.

5.2.5.2.2 Regional Supplies Unit

YELLOW
Regional Logistics

The Supplies Unit is responsible for ordering, receiving, processing, and storing all incident-related resources (quartermaster role).

5.2.5.2.3 Regional Vehicle Unit

YELLOW
Regional Logistics

The Vehicle Unit is responsible for maintaining, servicing, and fuelling of all mobile equipment and vehicles.

5.2.5.2.4 Regional Travel and Accommodation Unit

YELLOW
Regional Logistics

The Travel and Accommodation Unit is responsible for transporting and arranging accommodations for personnel.

5.2.6 Regional Finance and Administration Section

GREY
Regional Finance and Administration

The Finance and Administration Section is responsible for the following tasks:

• Coordinating all Regional financial and administrative issues that are critical for tracking emergency costs and reimbursement accounting; and
• Supervising all financial and administrative issues that are critical for tracking emergency costs and reimbursement accounting.

Four branches may be established within the Regional Finance and Administration Section:

• Regional Time and Expenses Branch
• Regional Procurement Branch
• Regional Compensation and Claims Branch
• Regional Cost Accounting Branch

5.2.6.1 Regional Time and Expenses Branch

GREY
Regional Finance and Administration

The Time and Expenses Branch is responsible for ensuring accurate recording of personnel time and expenses, forwarding time and expense claims for processing, and providing advances for personnel.

5.2.6.2 Regional Procurement Branch

GREY
Regional Finance and Administration

The Procurement Branch is responsible for handling vendor contracts and leasing, and fiscal agreements.

5.2.6.3 Regional Compensation and Claims Branch

GREY
Regional Finance and Administration

The Compensation and Claims Branch is responsible for handling all compensation claims, investigating all claims involving property associated with or involved in the incident, and forwarding all claims for processing.

5.2.6.4 Regional Cost Accounting Branch

GREY
Regional Finance and Administration

The Cost Accounting Branch is responsible for providing all incident cost analysis.

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