Joint Field Office (JFO) Field Operations Guide (FOG), Study Guides, Projects, Research of Logistics

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Joint Field Office Field Operations Guide UNCLASSIFIED JOINT FIELD OFFICE (JFO) FIELD OPERATIONS GUIDE (FOG) June 2006 Joint Field Office Field Operations Guide UNCLASSIFIED i Table of Contents TABLE OF CONTENTS Chapter 1 Introduction Chapter 2 Common Responsibilities Chapter 3 Multiagency Coordination System Chapter 4 Executive Agent for Joint Field Office Activation and Support Chapter 5 JFO Coordination and Support Cycle/Meetings/Briefings Chapter 6 Key Decisions/JFO Coordination Objectives Chapter 7 JFO Coordination Group Chapter 8 JFO Coordination Staff Chapter 9 JFO Operations Section Chapter 10 JFO Planning Section Chapter 11 JFO Logistics Section Chapter 12 JFO Finance/Administration Section Chapter 13 Intelligence [RESERVED] Chapter 14 JFO Organizational Guides Chapter 15 National Response Plan Chapter 15 Planned JFO Activations Chapter 16 JFO Safety Coordination Chapter 17 JFO Security Chapter 18 Plans, Reports, and Records Chapter 19 Glossary & Terms Joint Field Office Field Operations Guide UNCLASSIFIED 2-1 Chapter 2 Version 2.3 Common Responsibilities CHAPTER 2 COMMON RESPONSIBILITIES JFO Personnel Requirements Personnel reporting for duty at the JFO must be fully trained in the appropriate incident management doctrine and procedures and be knowledgeable in the operations of the agency they represent. Consistency in personnel is an essential factor in the ability of the JFO to be able to function properly. Subject matter expertise is lost and the efficiency in work flow is disrupted when JFO representatives are replaced without proper notification or transition time. While there is no mandatory length of assignment for staff assigned to the JFO, departments and agencies should be prepared to designate representatives who can remain members of the JFO for as long as possible. When a rotation in personnel is required, the PFO Chief of Staff must be notified of the person’s proposed departure and a sufficient transition period with the replacement must be identified to ensure that new personnel understand the operations in the JFO. Required Preparatory Training Given the activities and responsibilities assigned to the JFO, the appropriate personnel must be assigned to support the structure. All personnel reporting to the JFO, including those in leadership positions must: • Be capable of successfully completing a minimal security background check. • Understand and execute NIMS and NRP principles. Joint Field Office Field Operations Guide UNCLASSIFIED 2-2 Chapter 2 Version 2.3 Common Responsibilities Certification of this requirement is through the mandatory completion of the following Independent Study courses offered on the FEMA Emergency Management Institute web page (IS-100, IS-200, IS- 700 and IS-800 (or agency equivalent training on the NIMS and NRP)). Members are also encouraged to complete IS-300, IS-400, and any additional ICS position-specific training. • Departments or agencies supplying representatives to the JFO must certify to DHS that their personnel have complied with the requisite NIMS and NRP training. Any individual who is assigned to the JFO and appears to be non-compliant with the NRP and NIMS will be asked to take an immediate re-fresher course or a trained replacement will be requested by the JFO Coordination Group. • JFO personnel must be familiar with Annex F of the JFO SOP (Security Procedures) as well as information related to information security. • Individuals assigned to JFO leadership or staff positions may be required to work long hours under stressful, unfavorable, strenuous and non-sedentary conditions. These conditions may include adverse weather conditions, exposure to the elements, limited food, water supplies and shelter options. DHS/FEMA will establish a certification process that will allow agencies to pre-certify individuals to the extent possible, with an additional procedure to allow certifications to be provided during an incident if needed. For agencies that provide agency-specific training on the NRP and NIMS, DHS/FEMA Joint Field Office Field Operations Guide UNCLASSIFIED 2-3 Chapter 2 Version 2.3 Common Responsibilities will establish required standards for equivalency. Deployment and Reporting Because incoming JFO personnel will not typically have local support, DHS/FEMA, under its ESF #5 responsibilities, will establish a NIMS ICS-compliant check-in process, including arriving personnel accountability procedures, at both the interim and JFO sites. Arriving members may not depart the JFO until they have completed an ICS-211 check-in form, network access user agreement, and emergency contact information form; have received a JFO badge; and have completed any other centrally located check-in (berthing/hotels, meals, etc.). An orientation typically follows before work in the JFO begins, but may be scheduled at check-in for a later time. The following is a checklist applicable to all personnel in an ICS organization: a. Receive assignment from your agency, including: • Job assignment (e.g., designation, position, etc.). • Resource order number and request number. • Reporting location. • Reporting time. • Travel instructions. • Any special communications instructions (e.g., travel, radio frequency). • Monitor incident related information from media, internet, etc., if available. • Assess personal equipment readiness for specific Joint Field Office Field Operations Guide UNCLASSIFIED 3-1 Chapter 3 Version 2.3 Multiagency Coordination System CHAPTER 3 MULTIAGENCY COORDINATION SYSTEM A JFO is one part of the Federal Multiagency Coordination System. A multiagency coordination system is a combination of facilities, equipment, personnel, procedures, and communications integrated into a common system with responsibility for coordinating and supporting domestic incident management activities. The primary functions of multiagency coordination systems are to support incident management policies and priorities, facilitate logistics support and resource tracking, inform resource allocation decisions using incident management priorities, coordinate incident related information, and coordinate interagency and intergovernmental issues regarding incident management policies, priorities, and strategies. Direct tactical and operational responsibility for conducting incident management activities rests with the Incident Command. A multiagency coordination system provides the architecture to support coordination for incident prioritization, critical resource allocation, communications systems integration, and information coordination. The components of multiagency coordination systems include facilities, equipment, EOCs, specific multiagency coordination entities, personnel, procedures, and communications. The systems assist agencies and organizations to fully integrate the subsystems of NIMS. Joint Field Office Field Operations Guide UNCLASSIFIED 3-2 Chapter 3 Version 2.3 Multiagency Coordination System A Multiagency Coordination Entity functions within a broader multiagency coordination system. It may establish priorities among incidents and associated resource allocations, deconflict agency policies, and provide strategic guidance and direction to support incident management activities. Joint Field Office Field Operations Guide UNCLASSIFIED 4-1 Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support CHAPTER 4 Executive Agent for Joint Field Office Activation and Support The ESF #5 Annex to the NRP identifies core management and administrative support to the NOC- National Response Coordination Center (NRCC), RRCC, and JFO. ESF #5 supports all Federal departments and agencies across the spectrum of domestic incident management activities from prevention to response and recovery. When activated by DHS/FEMA pursuant to a Stafford Act declaration, or at the request of another Federal agency, ESF #5 carries out alert and notification, deployment and staffing, coordination of operations, logistics and material, direction and control, and other key functions. The SOP for ESF #5 details the specific tasks that ESF #5 performs, including but not limited to setting up, staffing, and managing the JFO. Typically the ESF #5 Team Leader as well as the Finance/Administration and Logistics Section Chiefs will coordinate with the requesting agency(ies) on pre- deployment conference calls, site searches, composition of site-search team, need for a JFO, design and build-out of additional JFO space, and transition plans between RRCC and JFO as necessary. Joint Field Office Field Operations Guide UNCLASSIFIED 4-4 Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support Figure 4-3: Sample JFO organization for Federal to Federal Support Joint Field Office Field Operations Guide UNCLASSIFIED 4-5 Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support Figure 4-4: Sample JFO organization for National Special Security Events Joint Field Office Field Operations Guide UNCLASSIFIED 5-1 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing CHAPTER 5 JFO Coordination and Support Cycle/Meetings/Briefings The JFO Coordination Cycle incorporates the principal functions of information sharing, resource and operational support, and strategic guidance. The coordination process (see Figure 5-1) defines a sequential pattern of meetings, information exchange, planning, logistics, and finance/administration activities generating a Coordination Plan consistent with the NIMS (see tab 8 to appendix A of the NIMS). The JFO coordination process provides: Current information accurately describing the incident situation, the situation in the area outside the incident, and the resource status; A prediction of the probable course of events; Critical Information, Support, and Coordination Objectives, along with strategies to achieve them; and An accurate, realistic Coordination Plan for the next coordination period (roughly analogous to the Incident Operational Period but focused on coordination timeframes). Figure 5-1: Planning Cycle Joint Field Office Field Operations Guide UNCLASSIFIED 5-4 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings When: New JFO Coordination Group, PFO/FCO/FRC; staff briefing as required Facilitator: Current Federal incident coordinator(s) (e.g., DHS/FEMA, FBI, DHS/USSS, other) Attendees: JFO Coordination Group; JFO Coordination Staff (equivalent to the Unified Command Staff) and JFO Section Chiefs (equivalent to the Unified Command General Staff). • Agenda. Using the Situation Briefing and/or Coordination Plan template as an outline, include: Consolidated situation from all agencies/Incident Commanders (note territory, exposures, safety concerns, etc.; use map/charts). Synopsis of current agency and Incident Commander objectives. National strategy and areas of concern from the Incident Advisory Council (IAC). Synopsis of all agencies’ and Incident Commanders’ strategies in effect, including on-scene response strategy (from collected ICS Form 201s or Coordination Plans). Readily apparent gaps, seams, and overlaps in consolidated Objectives and Strategies. Tactical/Response Resources requested from the JFO, en route and/or ordered. Summary all known Agency and Incident Commander Resource assignments (recognizing this will be incomplete initially). Current JFO coordination and support organization. Facilities established (particularly COOP sites or candidates for the JFO). General Tasks JFO CG Obtain coordination brief. Assess organizational and support requirements and objectives. Consider future coordination requirements and objectives. JFO OSC Obtain briefing from lead coordinator State, Federal, tribal, and local EOCs. Conduct operation support in current coordination period as requests arise. JFO PSC Brief Situation, Coordination Plans in effect. Consider available Contingency Plans. Document, evaluate, and develop strategies. JFO LSC Brief Resource Requests. Consider available resources. JFO FSC Brief Funding Expenditures and Ceiling. Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing Joint Field Office Field Operations Guide UNCLASSIFIED 5-5 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Initial JFO Coordination Group Meeting This meeting provides the JFO Coordination Group with an opportunity to discuss and concur on important issues prior to coordination and to support incident action planning. The meeting should be brief and important points documented. Prior to the meeting, JFO Coordination Group members should have an opportunity to review and prepare to address the agenda items. Planning Meeting participants will use the results of this meeting to guide coordination and support efforts prior to the first Strategy Meeting. Joint Field Office Field Operations Guide UNCLASSIFIED 5-6 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings When: Typically this meeting occurs immediately after the first Coordination Briefing to the JFO Coordination Group. Facilitator: PFO/FCO/FRC or designee Attendees: Only JFO Coordination Group members • Agenda. Identify JFO Coordination Group members and potential members, based on NRP criteria. Identify JFO Coordination Group agency and Incident Commander support and coordination objectives. Present jurisdictional limitations, concerns, and restrictions. Develop a collective set of support and coordination objectives. Establish and agree on JFO Coordination Group consolidated support and coordination priorities. Verify that Incident Commanders, Area Commands, EOCs, and coordinating agencies have been informed they can “outsource” technical assistance requests to the JFO rather than importing redundant tech specialists to each ICP/operations center (i.e., avoid unnecessary competition for scientific and other technical resources). Agree on basic JFO section organization structure. Agree on JFO Coordination Staff and JFO section personnel designations and operations, planning, logistical, and financial agreements and procedures. Agree on unified logistics approach to resource ordering (support) procedures to follow. Agree on cost sharing/mission assignment or authorization procedures. General Tasks JFO CG Identify additional JFO CG members. Negotiate/facilitate JFO participation. Clarify JFO CG roles and responsibilities. Negotiate and agree on coordination organization, facilities, and support. Synchronize Coordination Period length/start time. JFO OSC (if requested) Brief JFO CG members on current coordination and operational support. JFO PSC (if requested) Brief JFO CG members on current situation, planning coordination, and technical support. JFO LSC (if requested) Brief JFO CG members on current coordination and logistical support. JFO FSC (if requested) Brief JFO CG members on current coordination and logistical support. Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing Joint Field Office Field Operations Guide UNCLASSIFIED 5-9 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings • Agenda Review coordination and support objectives from JFO operations, planning, logistics, and finance unlikely to be completely attained in the current Coordination Period and thus carried over to the next. Identify issues, concerns, and improvements allowing attainment of coordination and support objectives within targeted timeframe. Review, consider, and prioritize requests for support for next Coordination Period. Review consolidated list of agency “trigger points” and criteria for engaging or altering operations. Review interagency information flow in view of these critical information requirements. Review and identify operational gaps, seams, and overlaps in consolidated national response to the incident. Identify objectives for the next Coordination Period (clearly stated and attainable with the resources available, yet flexible enough to allow coordinating agencies, Incident Commanders, and Section Chiefs to choose strategies). Objectives will typically focus on closing gaps, eliminating overlaps, and smoothing transitions at seams in the response. Review any open agenda items from initial/previous meetings. • Agency Perception of the Problem and Priorities. Solicit from each agency, department, or organization a clear definition of the role that each plays in wide-area operations. The understanding of operating principles, legal issues, shortage of capabilities, points of contact, emergency management organization, Presidential/IAC direction (if applicable), and issues or tasks that cannot be undertaken may well affect mission success. An excellent starting point is to consider what types of information would cause a given agency to change or adapt its wide-area operations/strategy in view of the incident. This information helps build the information-sharing process within the JFO and clearly indicate the agency’s view of the problem. • Obstacles to Unity of Effort. Identify potential obstacles to the collective effort arising from conflicting departmental or agency priorities. Early identification of potential obstacles and concurrence as to solutions by all participants is the first step toward resolution. History demonstrates that obstacles are frequently identified too late in the process and become nearly insurmountable for the on-scene incident commander. Too often these obstacles are assumed to have been addressed by another agency, department, or organization. Once identified, if the obstacles cannot be resolved at Joint Field Office Field Operations Guide UNCLASSIFIED 5-10 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings the JFO level, they must immediately be elevated for expeditious resolution. • Gaps, Seams, and Overlaps. While there is absolutely no authority within the NRP to force or coerce any member agency in the JFO to change or adapt its priorities or objectives, agencies typically adapt willingly when clear gaps in the overall objectives are identified, when seams (i.e., transitions in responsibility) are found problematic, and where overlapping objectives/priorities are apparent. This is the essential purpose of producing unified objectives within the coordination and support framework. Accordingly, the creation of JFO Coordination Group unified coordination and support objectives is more than a cataloging of various agency priorities: it is also a substantive analysis (and correction) of gaps, seams, and overlaps in objectives and priorities to produce the best and most agile and effective national response possible. • Continuity of Operations, Transition of Responsibilities, and “Exit Strategy.” The safety, security, continuity of operations, and (eventual) transition of responsibilities and demobilization of the JFO should be an immediate concern of the JFO Coordination Group. During massive response operations, such priorities will often appear to be secondary, but excessive delay in tasking the Section Chiefs with specific objectives in these areas may place the continuity of the national response in jeopardy and/or unnecessarily tax national resources with inefficient operations. • Interagency Information Management. Nongovernmental, private- sector, and regional and international organizations may possess considerable information that may be essential to the success of the coordination and support operation. Relief workers have a comprehensive understanding of the needs of the population and can offer effective assistance to disabled, non-English speaking, and “special needs” individuals. Working closely with local communities, they understand local culture and political organizations. As a consequence, nongovernmental and private-sector organizations are an important source of information regarding the following: Historical perspective and insights into factors contributing to the situation at hand. Local political structure, political aims of various parties, and the role of key leaders. Security situation. Handled properly, nongovernmental and private-sector organizations will be active participants in the interagency team seeking to resolve the crisis. Handled improperly, these organizations can be alienated Joint Field Office Field Operations Guide UNCLASSIFIED 5-11 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings by a perception that, contrary to their organization’s mission, they are considered no more than an information source by the Federal Government. Prepare for the Strategy Meeting This period of time allows the staff to create and evaluate a series of strategy options (courses of action) for strategic deployment, operations, and support during the next coordination period. It is not a meeting. In preparation for the Strategy Meeting, the JFO Planning Section Chief and JFO Operations Section Chief review the unified JFO Coordination Group coordination and support objectives, the first stage of coordination and support operations and/or the current Coordination Plan situation status information as provided by the Situation Unit to assess work progress against the current coordination period’s objectives. At the strategic level (where the JFO functions), strategies will be implemented by being translated first into coordinated plans and then into tactical action. The translation into tactical action plans occurs at the IC level, and the JFO Coordination Group monitors strategic implementation. Following up on this two-step agency and/or Incident Commander implementing process is important to monitoring the implementation of JFO coordinated strategy. The JFO Operations Section Chief/Planning Section Chief will jointly develop primary and alternate strategies to meet coordination and support objectives for selection and development Joint Field Office Field Operations Guide UNCLASSIFIED 5-14 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Prepare a draft of ICS Form 215 (used in planning meeting) to identify JFO-internal resources that should be ordered through JFO Logistics. Prepare for the Planning Meeting This is not a meeting but a period of time to prepare for the presentation of the Coordination Plan at the Planning Meeting. Each Section Chief is responsible for ensuring that his/her Planning Meeting responsibilities are met. The JFO Planning Section Chief should facilitate this to the greatest extent possible to ensure that the material, information, resources, etc., to be used or discussed in the Planning Meeting are organized and prepared. There are to be no surprises in the Planning Meeting. Joint Field Office Field Operations Guide UNCLASSIFIED 5-15 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings When: After the Strategy Meeting Facilitator: JFO PSC General Tasks JFO CG: Provide guidance/clarification. Monitor ongoing strategic execution (progress in “operationalizing”). JFO OSC: Continue current-period Coordination and Support. Prepare for Planning Meeting. JFO PSC: Facilitate JFO Coord staff and attendees’ preparations for Planning Meeting. Publish/distribute meeting schedule and ensure attendees know roles. Allow no surprises. JFO LSC: Prepare for Planning Meeting. Verify support requirements. JFO FSC: Prepare for Planning Meeting. Verify financial and administrative requirements. Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing Joint Field Office Field Operations Guide UNCLASSIFIED 5-16 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Planning Meeting This meeting defines coordination and support objectives, strategies (both wide-area operations and incident support), and resource needs (both JFO internal and on-scene support) for the next coordination period. Depending on incident complexity, this meeting may require some time to explain the strategy fully to the JFO Staff. This meeting fine-tunes objectives and priorities, identifies and solves “alibi” problems, and defines work assignments and responsibilities on a JFO task tracking tool or completed ICS Form 215 (Operations Planning Worksheet). Displays in the meeting room should include objectives for the next coordination period, large sketch maps or charts clearly dated and timed (again, focused on wide-area operations, not on-scene incident tactics), a poster-sized ICS Form 215 for JFO- internal resource needs (such as technical specialists, etc.), a large support resource needs summary (based on the resource tracking tool in place at the JFO), a current consolidated resource inventory prepared by the Resource Unit, and current consolidated situation status displays prepared by the Situation Unit. After the meeting, ICS Form 215 (when used) and the support resource needs tracking summary are used by the JFO Logistics Section Chief to prepare the national-level logistical resource orders, and used by the JFO Planning Joint Field Office Field Operations Guide UNCLASSIFIED 5-19 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings large number of coordinating agencies in the JFO Coordination Group, the Coordination Plan cover must allow for concurrent signatures, and management of the JFO Coordination Group must assure necessary signatories will be present. Whenever possible, the PFO/FCO/FRC must agree with the JFO Coordination Group early in the process on which members will be Coordination Plan signatories. When: Immediately following the Planning Meeting, the JFO PSC assigns the deadline. Facilitator: JFO PSC General Tasks JFO CG: Review, approve, and sign the plan. JFO OSC: Provide required information for inclusion into Coordination Plan. Communicate coordination and support status changes. JFO PSC: Facilitate JFO Staff’s Coordination Plan input. Ensure assignments and expectations are clear. Provide completed Coordination Plan to JFO CG for review/approval. Print and distribute completed Coordination Plan. JFO LSC: Provide logistics information for Coordination Plan. Verify resources ordered. JFO FSC Verify financial and administrative requirements for Coordination Plan. Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing Joint Field Office Field Operations Guide UNCLASSIFIED 5-20 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Common Components Primary Responsibility 1. Incident Objectives (ICS Form 202 or equivalent) JFO Resources Unit 2. Organization List/Chart (ICS Forms 203/207 or equivalent) JFO Resources Unit 3. Assignment List (ICS Form 204 or equivalent) JFO Operations Section 4. Information-Sharing Procedures JFO Situation Unit 5. Incident Map JFO Situation Unit 6. Safety Plan JFO Safety Coordinator, Worker Safety and Health Annex Coordinator Coordination Meeting This short meeting presents the Coordination Plan to the oncoming shift of the JFO organization. After this meeting, offgoing supervisors should be interviewed by their relief and by the JFO Operations Section Chief in order to further confirm or adjust the course of the oncoming shift's Coordination Plan. Branch/Group supervisors may initiate shifts in strategy regarding matters that fall within their respective purviews. Similarly, a supervisor may reallocate resources within that division to adapt to changing conditions. Joint Field Office Field Operations Guide UNCLASSIFIED 5-21 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings When: About an hour prior to each shift change Facilitator: JFO PSC Attendees: JFO Coordination Group, Coordination Staff, Branch Directors, Group Supervisors, Unit Leaders, others as appropriate. Agenda Item Primary Responsibility 1. Review JFO Coordination Group objectives and changes to Coordination Plan. JFO PSC 2. Discuss current strategy and last shift’s “operationalizing” progress. JFO OSC 3. Review forecast/expected situation in next period. JFO SUL 4. Branch/Group and Air Operations assignment. JFO OSC 5. Transport, communications, and supply updates. JFO LSC 6. Safety message. JFO SC, Worker Safety and Health Annex Coordinator General Tasks JFO CG: Provide guidance/clarification. Provide leadership presence. JFO OSC: Provide Coordination Briefing for next operational period. Ensure ICS-204 or equivalent tasking is clear. JFO PSC: Facilitate Coordination Staff and attendees briefing responsibilities. Resolve questions. JFO LSC: Brief transportation, communication, and supply issues. JFO FSC: Brief administrative issues and provide financial report. Execute Plan & Assess Progress New Coord Period Begins Initial JFO CG Meeting Incident/Event NRP Activation Interim JFO Coordination & Support Coordination Briefing Coordination plan Prep & Approval Preparing for the Planning Meeting Strategy Meeting Prepare for Strategy Meeting JFO CG Objectives Meeting Planning Meeting Coordination Briefing Joint Field Office Field Operations Guide UNCLASSIFIED 5-24 Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings Section Chief, JFO Cost Unit Leader, JFO Logistics Section Chief, JFO Situation Unit Leader, and JFO Documentation Unit Leader. News Briefing This meeting briefs media and the public on the most current and accurate facts. It is set up by the External Affairs Officer, moderated by a JFO Coordination Group spokesperson (usually the External Affairs Officer), and features selected spokespersons. This briefing must be held away from the JFO. Spokespersons should be prepared by the External Affairs Officer to address anticipated issues. The briefing should be well planned, organized, and scheduled to meet the media’s needs. Joint Field Office Field Operations Guide UNCLASSIFIED 6-1 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives CHAPTER 6 Key Decisions/JFO Coordination Objectives The Federal Coordinating Officer (FCO) or Federal Resource Coordinator (FRC) is responsible for providing direction and guidance to the JFO Coordination Group. The FCO/FRC must analyze the overall requirements of the incident and determine the most appropriate direction for the JFO Coordination Group to follow during the response. This is accomplished by making key decisions, setting priorities, developing response objectives and assigning work (tasks) to primary staff within the JFO Coordination Group. This chapter can be used by the FCO/FRC to help facilitate their responsibilities. The information/examples provided can be used as is or modified in response to specific incident types. Example Decisions: - Organizations that will be represented in JFO - Support facilities and locations (JOC, JIC, MACC etc.) - Coordination period and hours of operation - Issuing delegation of authority to staff - Critical information reporting process - Staffing of primary positions (Section Chiefs, JFO Coordination Staff, etc.) - Incident Coordination Priorities Joint Field Office Field Operations Guide UNCLASSIFIED 6-2 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Example Incident Priorities: - Safety of responders and the public - Threat to National Security - Minimize adverse impact on the environment - Restoration and protection of Critical Infrastructure - Minimize further loss of property - Investigation and apprehension of those responsible (for terrorist events) - Reduce/prevent further threat/attack Example Incident Objectives SAFETY: - Provide for the safety and welfare of citizens and response personnel. - Provide for the safety and security of responders as well as maximize the protection of public health and welfare. - Identify safety and risk management factors and monitor for compliance for both the public and responders. - Conduct Operational Risk Assessment and ensure controls are in place to protect responders and the public. SEARCH AND RESCUE: - Account for and provide temporary shelter for displaced passengers and crew. - Complete accountability for all passengers and crew. - Locate and evacuate all passengers and crew. Joint Field Office Field Operations Guide UNCLASSIFIED 6-5 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives challenges required to support the incident response. - Identify all appropriate agency/organization mandates, practices, and protocols for inclusion in the overall response effort. - Identify and minimize social, political and economic adverse effects. - Implement a coordinated response with law enforcement and other responding agencies including State and local EOC(s). - Evaluate all planned actions to determine potential impacts on social, political and economic entities. - Identify competing response activities (LE and Mitigation) to ensure that they are closely coordinated. - Identify and establish incident support facilities to support interagency response efforts. - Keep the public, stakeholders and the media informed of response and recovery activities. - Establish appropriate financial accounting practices are established and adhered to. - Establish internal/external resource ordering procedures are established and adhered to. - Establish an incident documentation system. - Establish an appropriate structure to facilitate communications with stakeholders and agency/organization coordination facilities. JFO personnel expect to be assigned specific tasks based on the unique characteristics of an incident. Joint Field Office Field Operations Guide UNCLASSIFIED 6-6 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Common tasks that are normally performed by the staff during response should not be addressed as tasks. The Operations Section Chief normally receives tasks (work assignments) from command in the form of incident objectives. Example of Common Tasks (work assignments): Safety Coordinator: - Develop a site safety plan, including support facilities and monitor for compliance. - Report any serious incidents, accidents, or injuries immediately to command. - Work closely with Logistics to ensure that appropriate communications is in place to support the response effort. Public Information Officer: - Develop a media strategy, locate and establish a JIC. Review strategy with the JFO Coordination Group prior to implementation. - Provide talking points to Senior Federal Officials (SFOs) for press briefings, VIP visits and town hall meetings. - Keep the FCO/FRC informed of any potential adverse political, social, and economic impacts. Liaison Officer: - Develop a plan to ensure communication and coordination with appropriate stakeholders. - Keep the FCO/FRC informed of any stakeholder adverse feelings/relationships that may develop. Joint Field Office Field Operations Guide UNCLASSIFIED 6-7 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Intelligence Officer: - Identify critical intelligence needs and develop intelligence flow plan and brief the JFO Coordination Group. - Ensure that all requests for information (RFIs) are sent. - Be central point of coordination for all interagency intelligence organizations: Field Intelligence Support Teams, Joint Terrorism Task Forces, Intelligence Fusion Centers, etc. - Screen intelligence information for OPSEC/Security Sensitive Information (SSI) classification. Planning: - Ensure that all off-site information reporting is approved by External Affairs prior to release. - Develop a contingency plan for sustaining long- term JFO staffing. - Brief JFO personnel on document control system, including handling and storing secure documents. - Provide all documents that need review or approval by the JFO Coordination Group. Finance/Admin: - Provide the JFO Coordination Group with a summary daily cost estimate. - Establish a claims system and brief the JFO Coordination Group on the process. - Advise the JFO Coordination Group of unusual high-cost specialized equipment use. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-10 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Socio-economic/ Impacts Number of homes affected Potential/estimated population affected Number of shelters open/population Potential shelter requirements Predictive modeling Geographic Information System (GIS) Remote Sensing/Aerial Reconnaissance Assessment Teams Community Relations Reports State Liaison/ERT-A/FCO Reports JFO Planning Section/XXX Unit Situation Report Status Briefing Summary of Impacts Maps Daily Intelligence Summary Jurisdictional Profile Initial estimate NLT 12 hours following event Updated as new information becomes available or at least daily. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC External Affairs Socio-economic/ Impacts Number and type of businesses affected Predictive modeling GIS Remote Sensing/Aerial Reconnaissance Assessment Teams News Medial and other open sources JFO Operations Section Situation Report Inputs SBA Reports and Text Items Summary of Impacts Maps Initial estimate NLT 12 hours following event Updated as new information becomes available or at least daily. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC External Affairs Socio-economic/ Impacts Congressional Districts Impacted GIS Database Congressional Liaison Officer JFO Planning Section/XXX Unit Congressional Boundaries Map overlaid with disaster boundaries NLT 12 hours following event NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Congressional Liaison Officer Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-11 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Hazard Specific Information What are the characteristics of the disaster What are the special hazards associated with the event What are the short and long term impacts of the event Is this a short term or long term event NOAA Reports USGS Reports Other sources as appropriate JFO Planning Section Situation Briefings Situation Reports Special reports and presentations NLT 4 hour after event. Updated as needed NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Seismic and/or Other Geophysical Information Are there any ongoing seismic hazards Are there any geophysical conditions or elements that impact the disaster or event USGS Reports COE Reports Remote Sensing Information JFO Planning Section Situation Briefings Situation Reports Special reports and presentations NLT 4 hour after event. Updated as needed NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Weather Conditions / Forecasts Are there any weather impacts occurring or forecast for the disaster or emergency area NWS reports JFO Planning Section Situation Briefings Daily Intelligence Summary Per forecast schedule appropriate to event. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Historical and Demographic Information Has a similar event occurred in the past and what were the outcomes, response problems and impacts Mitigation Reports NWS Reports NEMIS JFO Planning Section Special reports NLT 12 hours following event NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-12 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Historical and Demographic Information What are the demographics of the area What are the specific numbers of individuals enrolled in government programs or receiving assistance based on age and/or disability What is the unemployment rate of the area Mitigation Reports NWS Reports NEMIS JFO Planning Section Jurisdictional Profile Regional Write Ups NLT 24 hours following event NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Predictive Modeling Impact Projections Who is coordinating predictive modeling What data inputs are being used What programs are being used What are the program biases Where are predictive modeling outputs available State Local Government MAC EPA DTRA JFO Planning Section/ NOAA GIS Products and outputs showing areas of impacts, concentrations, and damage zones. NLT 3 hours following event or sooner if possible NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Initial Needs and Damage Assessments Have there been PDA requests What is the status of the PDA What is the status of the RNA What are the findings of the PDA What are the findings of the RNA State Liaison State Emergency Management PDA Teams RNA Teams NEMIS JFO Operations Section Impacts Map Situation Report Jurisdictional Profile Daily Intelligence Summary NLT 3 hours post request or gathering of information NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-15 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Status of Energy Systems Status of electrical power generation and distribution facilities Reports from ESF #3 & ESF #12 State Reports Media Open Sources Primary Operations Supporting State ESF #3 and #12 inputs to the situation report and/or verbal reports GIS products Initial estimate NLT 12 hours following event Updated as new information becomes available or at least daily. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Resource shortfalls What are the actual or potential resource shortfalls of the affected State What are the anticipated requirements for Federal resources What are potential or actual Federal shortfalls What are potential sources for resource shortfalls What resources are available and where are they located Priorities: water, food, power, medical, heat, communications State Liaison State Coordinating Officer RST EST Logistics Reports Assessment Team reports Community Relations field reports ESF reports Civil Rights (CRCL Liaison) JFO Logistics Section Territorial Resource Center Inventories Time-Phased Deployment Lists Status Briefing Agency/ESF Reports Daily Intelligence Summary Initial estimate NLT 12 hours following event Updated as new information becomes available or at least daily. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-16 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Status of declarations Has the Governor Requested Assistance and for what and where Is the Governors request a normal or expedited one Who is completing the Regional Disaster Summary and Analysis and Recommendation Is there a Presidential Declaration and if so what type Which jurisdictions are included Which types of assistance are authorized Are there special cost-share provisions for Direct Federal Assistance Governor’s Request Letter Regional Disaster Summary Regional Analysis and Recommendation NEMIS Entries Notice of Disaster Declaration JFO Operations Section Disaster Fact Sheet GIS products showing declared counties and type of assistance Within 1 hour following official announcement NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Status of ESF Activations Which ESFs are activated in the JFO? Are sufficient numbers of ESF representative available to staff required JFO sections? Mission Assignment Logs Operations Section JFO Operations Section Ops input to situation report and/or verbal report Mission Assignment lists Within 3 hours of activation NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Major issues/activities/Mi ssion Assignments of ESFs/OFAs What operations and assessments are agencies conducting under their own authorities What mission assignments have been issued What is status of Mission Assignments Mission Assignment logs ESF/Agency situation reports Functional plans RRRCC/ERT-A JFO Operations Section Situation Report, displays, Action Plan Initial estimate NLT 12 hours following event Updated as new information becomes available or at least daily. NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 6-17 Chapter 6 Version 2.3 Key Decisions/JFO Coordination Objectives Critical Information Requirement Possible Essential Elements of Information Proposed Methodology/Sources Responsible Elements Deliverable Collection Suspense On Arrival Distribute To Status of key personnel Who and where is: ERT-A Team Leader PFO/FCO SCO & FCOs RRCC Director FEMA liaison to State JFO Section Chiefs Key Support Staff Regional Response Coordination Center Initial Operating Reports State Liaison/ERT-A/FCO JFO Operations Section Initial Operating Report Disaster Fact Sheet Upon Activation of the FRP Within 4 hours following Disaster Declaration NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Status of remote sensing operations What Remote Sensing Mission have ESFs undertaken under their own authority What remote sensing missions have the State and Local governments undertaken under their own authority What remote sensing missions have been already tasked by RST, ERT & EST What are the available assets to provide remote sensing data What format and when will information be available Who is providing interpretation of incoming data How will data be shared Operations Section and ESF Reports State Liaison and State Reports CAP Reports Mission Assignment Logs JFO Planning Section Remote Sensing imagery derived products Text interpretive reports On-going NOC FEMA Ops Center Assessment Teams PFO/FCO SCO & FCOs JFO/JOC JFO/MACC Priorities for Response What are the Federal operational priorities RRCC Director Principal Federal Official Federal Coordinating Officer JFO Coordination Group JFO Planning Section JFO Coordination Plan Situation Report Status Briefing As established Every C-Period NOC FEMA Ops Center PFO/FCO SCO & FCOs JFO sections Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 7-1 Chapter 7 Version 2.3 JFO Coordination Group CHAPTER 7 JFO Coordination Group Utilizing the NIMS principle of Unified Command, JFO activities are directed by a JFO Coordination Group, which may include the PFO, SFLEO, FCO/FRC, or other SFOs with primary jurisdictional responsibility or functional authority for the incident. Figure 7-1: JFO Coordination Group The JFO Coordination Group also includes a limited number of principal State, local, and tribal officials (such as the SCO), as well as NGO and private- sector representatives. The JFO Coordination Group functions as a multiagency coordination entity and works jointly to establish priorities (single or multiple incidents) and associated resource allocation, resolve agency policy issues, and provide strategic guidance to support Federal incident management activities. Generally, the PFO, in consultation with the FCO/FRC and SFLEO, determines the composition of the JFO Coordination Group. The exact composition of the JFO is dependent on the nature and magnitude of the incident, and generally includes the personnel described in the following subsections. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 7-2 Chapter 7 Version 2.3 JFO Coordination Group The JFO Coordination Group provides strategic guidance and resolution of any conflicts in priorities for allocation of critical Federal resources. If policy issue resolution cannot be achieved between JFO Coordination Group members, issues can be raised to the IAC or through the appropriate agency chain of command for consideration by higher authorities. Once the decision to establish a JFO is made, the JFO Coordination Group organizes as soon as practical by teleconference or in person to determine which departments and agencies have primary jurisdictional responsibility or functional authority. Those specific agencies, if not already identified, are invited to provide a Senior Federal Official (SFO) to join the JFO Coordination Group. All SFOs designated for the incident assemble and consolidate their personnel to establish the JFO sections and Coordination Staff. ESF #5 coordinates the activation of the other ESFs and personnel from departments and agencies with responsibilities outlined in the NRP Support or Incident Annexes to provide additional staff support required for the JFO. Members of the JFO Coordination Group work together to accomplish their programmatic responsibilities. As the need for full-time interagency coordination at the JFO ceases, the JFO Coordination Group plans for selective release of Federal resources, demobilization, and closeout. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 7-3 Chapter 7 Version 2.3 JFO Coordination Group Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-3 Chapter 8 Version 2.3 JFO Coordination Staff matters as required. Legal counsel from other appropriate Federal departments may also be consulted as necessary. The Equal Rights Officer serves to promote a discrimination-free workplace and equal access to recovery programs and benefits. The JFO Security Officer is responsible for safeguarding JFO personnel and JFO facility security and may be responsible for security issues regarding personnel assigned to other Federal sites. When these duties are not assigned elsewhere, the Security Officer also is responsible for information security and operational security, ensuring that sensitive information of all types (e.g., classified information, sensitive law enforcement information, proprietary and personal information, or export-controlled information) is handled in a way that not only safeguards the information but also ensures that it gets to those who need access to it so that they can effectively and safely conduct their missions. A DHS representative, under the guidance and oversight of the DHS Office of Security, serves as the JFO Security Officer and coordinates security issues with the FBI, DHS/USSS, DHS/ICE/FPS, or DHS/FEMA, as appropriate. The Security Officer works with ESF #13 – Public Safety and Security and reports to the PFO Chief of Staff. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-4 Chapter 8 Version 2.3 JFO Coordination Staff Depending on the specific needs of a JFO or the incident for which a JFO is established, the JFO Security Officer may determine it is necessary to assign one or more Deputy Security Officers and delegate various security responsibilities. Section 5.1 of the JFO SOP includes some of the DHS and non-DHS agencies that may be tasked to support the JFO Security Officer, including the staffing of a Deputy Security Officer position. The four possible Deputy Security Officer positions include: JFO Deputy Security Officer – Information: If the JFO Security Officer determines an appointment is warranted, a Deputy Security Officer for Information Security will be identified and appointed for the JFO. The DHS Office of Security will provide an individual to serve as the Deputy Security Officer for Information Security, or a JFO-assigned individual who has been trained in information security procedures may be appointed. The JFO Deputy Security Officer for Information Security is responsible for safeguarding all classified and sensitive information of all types (e.g., sensitive law enforcement information, proprietary and personal information, or export-controlled information) and ensuring that it is handled in a way that not only safeguards the information Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-5 Chapter 8 Version 2.3 JFO Coordination Staff but also ensures that it gets to those who need access to it so that they can effectively and safely conduct their missions. This also includes the proper disposal, sanitization, and destruction during and at the conclusion of the JFO operation. The JFO Deputy Security Officer for Information Security should also coordinate specific information security issues with the FBI, DHS/USSS, DHS/ICE/FPS, and DHS/FEMA, as appropriate. JFO Deputy Security Officer – Physical: If the JFO Security Officer determines an appointment is warranted, a Deputy Security Officer for Physical Security will be identified and appointed for the JFO. The DHS Office of Security will provide an individual to serve as the Deputy Security Officer for Physical Security or a JFO-assigned individual who has been trained in physical security procedures may be appointed. The JFO Deputy Security Officer for Physical Security is responsible for ensuring the physical and technical security of the JFO and any additional facilities required by the JFO. When a MACC or JOC is established as part of the JFO, the JFO Deputy Security Officer for Physical Security should also coordinate specific physical security issues with the FBI and DHS/USSS, as appropriate. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-8 Chapter 8 Version 2.3 JFO Coordination Staff External Liaisons serve as the points of contact for assisting and coordinating activities with various agencies and groups, and are assigned as needed. The Infrastructure Liaison, designated by the DHS/Preparedness Directorate, serves as the principal advisor to the JFO Coordination Group regarding all national- and regional-level Critical Infrastructure/Key Resources (CI/KR) incident-related issues, which are based on the National Strategy tasked under HSPD-7 and the specific needs of the situation. The Infrastructure Liaison: Acts as liaison between the national- and regional-level CI/KR, the private sector, and JFO activities; Coordinates CI/KR and ESF issues between the JFO Coordination Group and Preparedness Directorate representatives located at the IAC and NOC-NRCC; Provides situational awareness concerning the affected CI/KR and provides periodic updates to the JFO Coordination Group; and Communicates information to the Preparedness Directorate representatives at the IAC, NOC-NRCC, NOC-National Infrastructure Coordinating Center (NICC), and NOC-Operational Planning Element (NOC-Planning). Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-9 Chapter 8 Version 2.3 JFO Coordination Staff The External Affairs Officer provides support to the JFO Coordination Group in all functions involving communications with external audiences. External Affairs includes Public Affairs, Community Relations, Congressional Affairs, International Affairs, State and Local Coordination, and Tribal Affairs when appropriate. Resources for the various External Affairs functions are coordinated through ESF #15 – External Affairs. The External Affairs Officer also is responsible for overseeing operations of the Federal JIC established to support the JFO. When a PFO is involved in the incident, the External Affairs Officer works closely with the PFO’s Press Secretary. Appointed by DOD, the Defense Coordinating Officer (DCO) serves as DOD’s single point of contact at the JFO, with the exception of U.S. Special Operations Command (USSOCOM) and U.S. Army Corps of Engineers (USACE) assets. Generally, requests for Defense Support of Civilian Authorities (DSCA) originating at the JFO will be coordinated with and processed through the DCO. The DCO may have a Defense Coordinating Element (DCE) consisting of a staff and military liaison officers in order to facilitate coordination and support to activated ESFs. Specific responsibilities of the DCO (subject to modification based on the situation) include processing requirements for military support, Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 8-10 Chapter 8 Version 2.3 JFO Coordination Staff forwarding mission assignments to the appropriate military organizations through DOD- designated channels, and assigning military liaisons, as appropriate, to activated ESFs. Requests for DSCA originating at the JFO will be coordinated and processed through the DCO with the exception of requests for USACE support, National Guard forces operating under State Active Duty or Title 32 statutes (i.e., not in Federal service), or, in some circumstances, DOD forces in support of the FBI. Based on the magnitude, type of the incident, and the anticipated level of resource involvement, DOD may utilize a Joint Task Force (JTF) to coordinate military activities in support of the incident. If a JTF is established, its command and control element should be collocated with the JFO to ensure a single common operating picture for the entire Federal response that increases situational awareness and eliminates redundancy. A JTF commander exercises operational control of all allocated DOD resources (excluding USACE resources, National Guard forces operating in State Active Duty or Title 32 status, and, in some circumstances, DOD forces in support of the FBI). The co-location of the JTF command element will not replace the requirement for a DCO/DCE as part of the JFO Coordination Staff and it will not coordinate requests for assistance. Rather, the JTF Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 9-2 Chapter 9 Version 2.3 JFO Operations Section Section Chief may change over time as incident priorities change. Law Enforcement Investigative Operations (JOC) Branch. The JOC Branch is established by the SFLEO (e.g., the FBI Special Agent in Charge (SAC) during terrorist incidents) to coordinate and direct law enforcement and criminal investigation activities related to the incident. The JOC Branch ensures management and coordination of Federal, State, local, and tribal investigative/law enforcement investigative activities. The emphasis of the JOC is on prevention as well as intelligence collection, investigation, and prosecution of a criminal act. This emphasis includes managing unique tactical issues inherent to a crisis incident (e.g., a hostage situation or terrorist threat). When this branch is included as part of the JFO, it is responsible for coordinating the intelligence and information function (as described in NIMS), which includes information and operational security, and the collection, analysis, and distribution of all incident-related intelligence. Accordingly, the Intelligence Unit within the JOC Branch serves as the interagency fusion center for all intelligence related to an incident. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 9-3 Chapter 9 Version 2.3 JFO Operations Section All intelligence collected on-scene and through the investigation is gathered at the Intelligence Unit. Additionally, intelligence collected throughout the Intelligence Community that may directly relate to the incident is sent to the Intelligence Unit after being assessed and verified at the Strategic Information and Operations Center (SIOC). The Intelligence Unit gathers this intelligence, declassifies it as necessary, and distributes to members of the JFO as appropriate. (See the NRP Terrorism Incident Law Enforcement and Investigation Annex for more information on JOC functions.) The Response and Recovery Operations Branch coordinates the request and delivery of Federal assistance and support to the affected State. This branch is comprised of five groups: Emergency Services, Human Services, Infrastructure Support, Community Recovery, and Mitigation. This branch typically coordinates all of the disaster response and recovery program authorities through the Stafford Act, in situations that do not involve Presidential disaster or emergency declarations involving the Stafford Act, this branch would coordinate the relevant functions as required for the incident. Security Operations Branch (MACC). The Security Operations Branch (MACC) is established by the DHS/USSS Special Agent-in- Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 9-4 Chapter 9 Version 2.3 JFO Operations Section Charge (SAIC) during NSSEs to coordinate and direct operational security design, planning, and implementation. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 10-3 Chapter 10 Version 2.3 JFO Planning Section and JWICS for classified information). The Information and Intelligence Unit coordinates closely with the JFO/Situation Unit to enter unclassified information into the JFO’s unclassified information management system (principally HSIN/JFOnet), even when the information originated with the Information and Intelligence Unit. Through this filtering mechanism, the Situation and Information and Intelligence Units ensure that only current and relevant information is disseminated to the Joint Field Office. See section 4.4.1 of the JFO SOP and section 2.2 of Annex E for details. Unless an Intelligence Operations Center (IOC), JFO Intelligence Section, or Security Operations Branch (MACC) is established, the Information and Intelligence Unit also manages the collection, analysis, archiving, and dissemination of relevant and valid investigative and strategic intelligence. It fuses historical intelligence from a variety of sources with new intelligence specific to the threat, incident, or event. The unit also disseminates intelligence products and situation reports (coordinated with the JFO/Situation Unit) to all JFO sections, branches, and units, and the JFO Coordination Group. During a terrorist incident, the Law Enforcement Investigative Operations Branch (JOC) Intelligence Unit performs the intelligence and Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 10-4 Chapter 10 Version 2.3 JFO Planning Section law enforcement information sharing functions outlined above for the Information and Intelligence Unit. When the JOC has been activated, the JOC information management system serves as the repository for law enforcement restricted and classified information (LEO for law enforcement restricted information, SIPRNET and JWICS for classified information). The JOC Intelligence Unit vets incoming information and intelligence products and after implementing appropriate security safeguards shares unclassified information with the JFO Situation Unit; the two units coordinate closely to enter the information into the JFO’s unclassified information system. See section 4.4.1 and Annex E of the JFO SOP for details. The Deployable Situational Awareness Team (DSAT) provides timely and accurate information to the Secretary and Departmental Leadership when directed by the Secretary. DSAT personnel are under the tasking authority of DHS Office of Operations and administrative control of DHS/ICE. Although the DSAT is one of the field assets that reports information to the Planning Section Situation Unit, the DSAT is ultimately responsible only to the Secretary. For additional detail on the DSAT, see section 3.3.6.3 of the JFO SOP. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 10-5 Chapter 10 Version 2.3 JFO Planning Section A NOC representative may be assigned to the JFO Documentation Unit to aid in the development of reports for the NOC and IAC. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 11-3 Chapter 11 Version 2.3 JFO Logistics Section and ensuring the interoperability and optimal use of all assigned communications capabilities. The JFO Communications Unit Leader should attend all coordination process Strategy Meetings to ensure that the communication systems available to the JFO Coordination Group can support coordination and support strategies planned for the next coordination period. The Medical Unit coordinates all medical activities for Federal workers assigned to the JFO. This includes: developing the JFO Medical Plan (for JFO personnel); supporting Federal, State, and local Incident Command structures, when requested, in developing their Incident Medical Plans; developing procedures for handling any major medical emergency involving JFO personnel; providing continuity of medical care, including vaccinations, vector control, and coordinating for acquisition and mental health services for JFO personnel; providing transportation for injured JFO personnel; ensuring that JFO personnel patients are tracked as they move from origin to care facility to final disposition; assisting in processing all paperwork related to injuries or deaths of incident assigned personnel, and coordinating personnel and mortuary affairs for JFO personnel fatalities. The DHS/FEMA DSO/SC will provide coordination assistance to the Logistics Section for medical services at the JFO. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 11-4 Chapter 11 Version 2.3 JFO Logistics Section The Support Branch ensures that resource requirements are met, coordinated and moved among the various DHS/FEMA response organizations, other Federal partners, departments and State logistics operations in the incident area. The Support Branch serves as the liaison with the Planning and Operations Sections and the NOC-NRCC to ensure tracking and accountability data on critical resources in support of the Coordination Plan. The Supply, Facilities, Ground Support, and Air Operations Support Units make up the Support Branch. The Supply Unit orders, receives, stores, and processes all resources, personnel, and supplies. Once established, the Supply Unit also has the basic responsibility for all ordering. The Supply Unit provides the support required to receive, process, store, and distribute all supply orders. The unit also handles tool operations, which includes storing, disbursing to Incident Commanders, and servicing of all tools and portable, nonexpendable equipment. The Facilities Unit sets up, maintains, and demobilizes all facilities used in support of the JFO Coordination Group. The unit provides facility maintenance and security services required to support the JFO Coordination Group and its support activities. The Facilities Unit sets Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 11-5 Chapter 11 Version 2.3 JFO Logistics Section up the JFO, logistics base, camps, and mobilization centers, as well as trailers and/or other forms of shelter requested by the JFO Coordination Group. The logistics base and camps are often established in areas having existing structures, which may be used in their entirety or only in part. The Ground Support Unit is responsible for: transportation, maintenance, and repair of equipment, vehicles, and mobile ground support equipment used by the JFO Coordination Group; recording usage time for all ground equipment (including contract equipment) assigned to the incident; supplying fuel for all mobile equipment; providing transportation in support of the JFO Coordination Group (except aircraft); developing and implementing the JFO Traffic Plan (if one is needed), and maintaining a transportation pool, which consists of vehicles (e.g., staff cars, buses, pickups) that are suitable for transporting JFO personnel. The Air Operations Support Group maintains and repairs equipment and aircraft used by the JFO Coordination Group; records usage time for all aviation equipment (including contract equipment) assigned to the incident; supplies fuel for all mobile equipment; provides transportation by aircraft in support of the JFO Coordination Group, and supports, upon request, Federal, Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 12-2 Chapter 12 Version 2.3 JFO Finance/Administration Section functions, only a qualified Comptroller should be appointed as the Finance/Administration Section Chief. As needed, each participating JFO Coordination Group member agency will provide a deputy. The Time Unit is primarily responsible for ensuring proper daily recording of personnel time, in accordance with the policies of the relevant agencies. The Time Unit also ensures that the JFO Logistics Section records or captures equipment usage time, through the Ground Support Unit for ground equipment and through the Air Operations Support Group for aircraft. The Ground Support and Air Operations Support Units are described in chapter 11. The Procurement Unit administers all financial matters pertaining to vendor contracts, for the JFO, and as requested, in support of the Incident Commanders. This unit coordinates with various entities to identify sources for equipment, prepares and signs equipment rental agreements, and processes all administrative requirements associated with equipment rental and supply contracts. Although authorized credit card holders in the Supply Unit within the Logistics Section may make approved purchases with the card, all requirements resulting in a subsequent procurement must be coordinated through the Comptroller. The Procurement Unit Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 12-3 Chapter 12 Version 2.3 JFO Finance/Administration Section will also work closely with local cost authorities. The Compensation and Claims Unit handles JFO injury compensation and claims (and upon request, claims from Incident Commanders). The specific activities are, of course, varied and may not always be accomplished by the same person. The individual handling injury compensation ensures that all forms required by workers’ compensation programs and local agencies are completed. This individual also maintains files on injuries and illnesses associated with the incident, and ensures that all witness statements are obtained in writing. Since the Medical Unit may also perform certain of these tasks, close coordination between the Medical and Compensation and Claims Units is essential. The claims function handles investigations of all civil tort claims involving property associated with or involved in the JFO Coordination Group. The Compensation and Claims Unit maintains logs on the claims, obtains witness statements, and documents investigations and agency follow-up requirements. The Cost Unit provides cost analysis data for the JFO Coordination Group. This unit must ensure that equipment and personnel for which payment is required are properly identified, obtain and record all cost data, and analyze and prepare estimates of JFO expenditures and other funding Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 12-4 Chapter 12 Version 2.3 JFO Finance/Administration Section information such as current allocations, commitments, and obligations. The Cost Unit also provides input on cost estimates for resource use to the JFO Planning Section. The Cost Unit must maintain accurate information on the actual costs of all assigned resources. Upon request of the Incident Commanders, the JFO Cost Unit may support the on-scene Incident Logistics Cost Units. Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 14-2 Chapter 14 Version 2.3 JFO Organization Guides Figure 14-1: NSSE-related JFO Conceptual Layout Si tu at io n D is pl ay LE Investigative Operations (JOC) Branch Security Operations (MACC) Branch Response & Recovery Branch O P S M tg R oom JFO Joint Intelligence (IOC) Section JFO Planning Section JFO Logistics Section JFO Finance Admin Section Common Briefing Area Visitor Center And Joint Information Center (JIC) JFO Coordination Group Executive Area Press Briefing Room JFO Coordination Staff Si tu at io n D is pl ay O P S M tg R oom Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 14-3 Chapter 14 Version 2.3 JFO Organization Guides Figure 14-2: JFO Coordination Group Executive Area JFO C G B oard R oom Situation Display PFO & Deputies 150 ft2 PFO Support Staff S ta te R ep s D H S /U S S S S A IC FB I S AC FE M A FC O M un ic ip al R ep PFO Admin Assistant 1 person 50 ft2 To JIC & Visitor CenterTo JFO 3 persons 150 ft2 3 persons 150 ft2 DHS SCIF 5 persons 250 ft2 JFO C G B oard R oom S ta te R ep s D H S /U S S S S A IC FB I S AC FE M A FC O M un ic ip al R ep Joint Field Office Field Operations Guide FOR OFFICIAL USE ONLY 14-4 Chapter 14 Version 2.3 JFO Organization Guides Figure 14-3: JFO Coordination Staff Area Situ ati on Disp lay JFO Liaisons D efense C oord Elem ent JFO S ecurity 9 DHS-related Liaisons 450 ft2 4 DHS-related Security Personnel 200 ft2 4 DHS-related External Affairs 200 ft2 JFO E AO JFO Liaisons D efense C oord Elem ent JFO S ecurity JFO E AO