Documentation (FEMA/ESF-5)

MISSION: To produce and maintain documentation to support ERT activities and requirements.

Note:   Navy color "Hot" buttons in tables are FEMA/DFO intranets and cannot be accessed from the internet. All other linked information is in the public domain on the Internet.

 

HOME

Response!

ERT Ops!

Library

FEMA Intranets

ESF-5 Section

SITSTAT

Planning

Tech Services

Documentation

IOR Fact Sheet SITREP Public Assist Individual Assist
Emergency  Svcs Mitigation Public Affairs Small Business EEI
Geo Locations & Resources
Region I Region II Region III Region IV Region V
Region VI Region VII Region VIII Region IX Region X
Puerto Rico Virgin Islands  Am Samoa Guam Marianna Is
Marshall Is Micronesia R&R Directorate NEMIS NEMIS Ref Library

 

FEMA Outlook Basics

CFDA link graphic file

Interactive Weather Information Network (NWS)

URL: HTTP://EMDATA.CRH.NOAA.GOV 
USERNAME: storm
PASSWORD: hail
NWS Doppler Radarr

NWS Doppler Radarr

NOAA Storm Watch 

Hoisington, KS Damage Survey  http://www.crh.noaa.gov/ict/april21/april21.htm 

Organization: The Documentation Branch consists of five designated functional positions:  Branch Chief, Reports Specialist, Briefing Support Specialist, Documentation Specialist and a Clerical Specialist.

Functions: Production of recurring documents (e.g. Situation Reports and SITREP updates, Situation  Briefings, chronologies.) Production of ad hoc documents (e.g. talking points, position papers, special briefings, briefing books).  Maintenance of an up-to-date records management system.

 

Documentation EEI
Note: Information and Planning is required to submit an Initial Operating Report (IOR) as soon a possible after a disaster declaration.  The IOR is usually a one-time report sent to the FEMA Operations Center (FOC) at Mt. Weather with a 3 hour deadline after the DFO reaches operational status.

FEMA Federal Register Notices  (New Public Access - 10-20-00)

 

Initial Operating Report Format

 
Disaster: FEMA-XXXX-DR-XX

Date of Declaration:

Date of Report:

1. Disaster Field Office

   a. Date Opened:

   b. Hours of Operation:

   c. Communications:  
          Primary DFO  Phone Number:
          Primary DFO Fax Number:
          Information and Planning Section:
          Operations Section:
          Logistics Section:
          Administration Section:
          Intake Registration:
          Helpline:

   d. After Hours Contacts:

2. Organization: (Org Chart - Key State and Federal Personnel)

3. Key Personnel: (Identify key ERT and State personnel, by name and position)

4. Status of FEMA/State Agreement: (Report most current informantion)

SITREP Reporting Times (Based on an Operational Period): No later-than-times the ERT SITREP will be disseminated.

 

Disaster Fact Sheet Format

1. Disaster Number:   FEMA-XXXX-DR-XX

2. State:

3. Type Disaster:

4. Date of Declaration:

5. Incident Period:

6. Designated Counties:

County (City)

Declaration Dates

  Individual Assistance

Public Assistance Categories

    A B C D E F G
                 
                 

 

7. DFO Location And Telephone/Fax Numbers:

              Federal Coordinating Officer (FCO):   (Name and DFO Phone Number)
              State Coordinating Officer (SCO):      (Name and DFO Phone Number)
              Other Key Positions:                            (Name and DFO Phone Number)

8. Activated Emergency Support Functionns:

9. Mobilization Center location, address and telephone numbers:

10. Satellite DFO Location, Address, Telephone Numbers:

11. Disaster Recovery Centers (DRCs): (Locations, hours of operation, facility managers)

12. Red Cross Facilities: (Type of faciltiy, location and hours of operation)

13. Small Business Administration Workshops: (Locations, hours of operation)

 

SITUATION REPORT (SITREP) FORMAT
SITREP/Declaration ID:  e.g. SITREP#, FEMA-XXXX-DR-XX

Operational Period:  e.g. 1800 May 3 to 1880 May 4, 2001 CST

1. SITUATION:

   A. Background:   Brief overview of original disaster emergency situation.

   B. Current: Brief characterization of current operational situation.

   C. Casualties:

       (1) Dead: Number of confirmed disaster-related deaths.

       (2) Injured: Number of confirmed injuries requiring hospitalization.

       (3) Missing: Number of individuals who have not been located or whose status remains     
                             unresolved.

2. PLANNING:

   A. FCO/SCO Priorities: Identify the current response and/or recovery priorities of the FCO   
                                              and SCO.

   B. Operational Objectives for the last operational period: List each ERT Operational 
        Objective for the last OPeriod and report the progress of actions to meet those objectives.

   C. Operational Objectives for the next operational period:  List each ERT Operational
        Objective for the upcoming OPeriod.  If the objective requires Region or EST support, 
        identify that requirement. (Or attach ERT Action Plan for the next OPeriod and state   
        "Action Plan attached.")

3. WEATHER FORECAST: 

   A. Next Operational Period:  Weather forecast for disaster area/response area.

   B. Operational Impact: Response activities likely to be impacted by weather forecast.

4. SEVERITY OF IMPACT ON LOCAL JURISDICTIONS:

   A. Jurisdictions Affected: Identify counties or other substate political jurisdictions impacted 
        by the event (regardless of declaration status.

   B. Impact on Individuals: Identify the numbers of people evacuated, sheltered, and/or 
       geographically isolated by the event. Other impacts include unemployment and 
       community trauma.

   C. Impact on Businesses: Provide business and economic impacts.  Identify if critical 
        commercial enterprises (Gas stations, grocery stores, banks, etc.) are operating.

   D. Utilities:  In each category below identify damages, assess impacts (to include numbers of 
        customers affected), and projected restoration times.

        (1) Water Treatment Plants: Primary Source - ESF 3

        (2) Electric Power Generation and Distribution System: Primary Sources - ESF 3/12

        (3) Gas Pipelines: Primary Sources - ESF 3/12

        (4) Telephone and Telecommunications Facilities Service: Primary Source - ESF 1

         (5) Sewage Treatment Plants: Primary Sources: ESF 3

         (6) Other: Primary Sources: As appropriate.

   E. Road/Transportation Status:  ESF 1 is the primary source of information for the following 
        categorical information: 

         (1) Airports: Identify closed airports and projected restoration time(s).  Note any unusual 
               landing and takeoff restrictions, as well as reductions in operating hours.

          (2) Railways: Identify interruptions in rail service and projected restoration time(s). 
                Identify operational impacts

          (3) Interstate Highways: Identify road closures and projected restoration times, as well 
               as operational impacts.

          (4) Bridges: Identify all bridges rendered or judged unfit for travel by the event.  Provide 
                projected restoration time(s). 

           (5) Other: identify significant impacts to other transportation systems, e.g. Intrastate 
                 roadways, Intracoastal waterways, etc.

   F.  Housing Status: Provide overall housing (for single and multifamily dwellings, both 
        private and public) damage assessment.   

   G. Other Critical Facilities: In each category below identify damages, assess impacts (to 
        include numbers of customers affected) and projected restoration times.  The primary 
        sources of information is/are indicated.

           (1) Hospitals: Primary Source - ESF 8

           (2) Schools:  Primary Sources: ESF 5 and State

           (3) Hazardous Material Production/Storage Facilities:  Primary Sources - ESF 10/12

           (4) Other: Primary Sources - As appropriate.

5. STATUS OF DECLARATION:

    A. Information and Planning Section: Overview of section activities, initiatives, 
        accomplishments and problems.

    B. Logistics Section: Overview of section activities, initiatives, 
        accomplishments and problems.

    C. Administration Section: Overview of section activities, initiatives, 
        accomplishments and problems.

    D. Operations Section: Brief overview of section activities, initiatives, accomplishments, and 
         problems. Provide more expansive and detailed information in the appropriate 
         categories below.

           (1) Defense Coordinating Element: Overview of DOD actions, activities, and missions 
                in support of response operations.  Include Guard activity.

           (2) Operations Support Branch: 

                 (a) ESF 1 Transportation:  Overview of ESF activities, initiatives, accomplishments, 
                       and problems. Identify any new mission assignments.

                 (b) ESF 2 Communications: Overview of ESF activities, initiatives, accomplishments, 
                       and problems. Identify any new mission assignments.

                 (c) ESF 7 Resource Support:  Overview of ESF activities, initiatives, accomplishments, 
                      and problems. Identify any new mission assignments.

            (3) Infrastructure Support Branch:

                 (a) ESF 3 Public Works & Engineering:  Overview of ESF activities, initiatives, 
                      accomplishments, and problems. Identify any new mission assignments.

                 (b) ESF 12 Energy:  Overview of ESF activities, initiatives, accomplishments, 
                       and problems. Identify any new mission assignments.

                  (c) Public Assistance:  Overview of PA activities. Ensure public assistance matrices at 
                       attachment are updated.

            (4) Human Services Branch:

                  (a) ESF 6 Mass Care:  Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

                  (b) ESF 11 Food: Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

                  (c) Voluntary Agencies: Overview of VOLAG activities. Identify supporting VOLAGS.

                 (d) Donations: Overview of Donations activities.

                 (e) Individual Assistance: Overview of HS activities. Ensure individual assistance 
                      matrices at attachment are updated.

             (5) Emergency Services Branch:

                  (a) ESF 4 Firefighting: Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

                  (b) ESF 8 Health & Medical: Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

                  (c) ESF 9 Urban Search & Rescue: Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

                  (d) ESF 10 Hazardous Materials: Overview of ESF activities, initiatives, 
                        accomplishments, and problems. Identify any new mission assignments.

    E. Mitigation: Overview of mitigation activities, initiatives, accomplishments, and problems.

    F.  Finance/Comptroller: Overview of financial activities, initiatives, accomplishments, and 
         problems.

    G. Congressional and Legislative Liaison: Overview of CLL activities, initiatives, 
          accomplishments, and problems. Identify any upcoming visits to response area by VIPs
          or DVs

    H. Public Affairs: Overview of Public Affairs activities, initiatives, accomplishments, and 
         problems.

    I. Community Relations: Overview of CR activities, initiatives, accomplishments, and 
        problems.

    J. Small Business: Overview of SBA, initiatives, accomplishments, and problems. Ensure SBA 
        Activity Matrix at attachment is updated.

    Attachments: Recovery Programs Summary Charts/Matrices

   Mass Care Activity
   Registrations and Contacts
   Disaster Unemployment Assistance
   Disaster Housing Program (Registrations, Inspections, and Assistance Checks)
   Individual and Family Grant Program
   Small Business Administration Activity
   Requests for Public Assistance (RPAs) Received
   Project Worksheet Summary
   Project Status Reports
   Infrastructure Support Summary

 

INFRASTRUCTURE & PUBLIC ASSISTANCE

FEMA Application form  for Public Assistance

Public Assistance Equipment Rate Schedule (FEMA)

Gramts: SF Form 424 and SF Form 424D (CFR-44 Public Assistance)

FEMA Map Service Center (Q3 Flood Data)  

INFRASTRUCTURE SUPPORT MATRICES FOR SITREP

REQUESTS FOR PUBLIC ASSISTANCE (RPAs) RECEIVED

   As of:            

 From local governments

0
From the State 0
From special districts/jurisdictions 0
From private nonprofit organizations 0
From other sources 0
TOTAL 0

REQUESTS FOR PUBLIC ASSISTANCE (RPAs) RECEIVED

   As of:            

PROJECT WORKSHEETS

Since Last Report

TOTAL

Number projected 0 0
Number entered 0 0
Number obligated 0 0
Number unobligated 0 0
Number suspended 0 0

PROJECT STATUS REPORTS

   As of:            

 Number of applicants

0
Number of applicants/PAC 0
Number of applicants formulating Small Projects 0
Number of Small Projects-Projected 0
Number of Small Projects-Received 0
Number of Small Projects-Obligated 0
Number of Small Projects-Validated 0
%Varience among validated Small Projects (1st Sample) 0
%Varience among validated Small Projects (2nd Sample) 0
Number of Large Projects-Projected 0
Number of Large Projects-Formulated 0
Number of Large Projects-Obligated 0
Number of applicants receiving 406 Hazard Mitigation Funds 0
Number of 406 Hazard Mitigation Projects 0
Total Obligated for 406 Hazard Mitigation Projects $0.00
Number of applicants with insurance 0
Number of Projects with insurance 0
Amount of anticipated insurance recovery $0.00
Percent applications closed TBD
Projected date for 100% closure of applications 0

PROJECT STATUS REPORTS

   As of:            
Category      Initial $
 Estimate
Current $
 Estimate
Eligible Project
Worksheets Total $
$ Obligated
for Federal Share
$ Pending
Approval
$ Suspended
A-Debris Removal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
B- Protective  Measures $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C- Roads and Bridges $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
D- Water Control Facilties $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
E- Public Buildings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
F-Public Utilities $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
G- Recreational or Other $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total of above $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Grantee Administrative Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Sub-Grantee Administrative Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
State Management Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Grand Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

 

HUMAN SERVICES

Disaster Assistance Information. Individual Assistance is available through  the FEMA Teleregistration number, 1-800-462-9029 or  TTY 1-800-462-7585. To establish eligibility for assistance individuals must call   Some types of assistance available are:  grants, loans, tax relief, unemployment benefits, legal assistance, help from voluntary agencies and more.  

Human Services Information Reference

American Red Cross Chapter Locator

Standard Emergency Messages and Disaster Information Guide

FEMA Disaster Recovery Centers

FEMA Application Form for Food & Water

Disaster Victim Information Service (DVIS) (NACEC)

Military Family Flash Mail (NACEC)

Armed Forces Emergency Services (American Red Cross)

Missing Kids
Protecting Our Kids from Disasters (IBHS)

HUMAN SERVICES MATRICES FOR SITREP

MASS CARE ACTIVITY

As of:    

Meals served since last report 0 Meals served to date 0
Shelters open as of report time 0 Total shelters open to date 0
Persons sheltered as of report time 0 Total persons sheltered to date 0
Service Centers open as of report time 0 Total service center activations to date 0
Cases open 0 Total mental health contacts to date 0
REGISTRATIONS & CONTACTS   As of: 
 

 Telregistrations

HELPLINE Contacts
Since Last Report 0 0
Culmative 0 0

DISASTER UNEMPLOYMENT ASSISTANCE

As of: 

CLAIMS

Since Last Report

TOTAL

Claims filed 0 0
Claims approved 0 0
Claims denied 0 0
Claims paid 0 0
Dollars disbursed $0.00 $0.00

DISASTER HOUSING PROGRAM

As of:   

REGISTRATIONS

Since Last Report

TOTAL

Registrations received 0 0
Registrations approved 0 0
Registrations ineligible 0 0
Registrations withdrawn 0 0
Registrations pending 0 0
Approved eligible amount $0.00 $0.00

INSPECTIONS

0  
Issued for inspection 0 0
Inspections completed 0 0
Inspections outstanding 0 0

ASSISTANCE CHECKS

   
Number recommended for issuance 0 0
Dollar amount of above $0.00 $0.00

INDIVIDUAL AND FAMILY GRANT PROGRAM

As of:  

REGISTRATIONS

Since Last Report

TOTAL

Registrations received 0 0
Registrations received by State 0 0
Registrations pending decisions 0 0
Registrations eligilble 0 0
Approved eligible amount $0.00 $0.00
Registrations ineligible 0 0
Registrations withdrawn 0 0
Number of registrations disbursed 0 0
Total disbursed amount $0.00 $0.00

 

EMERGENCY SERVICESESF-8  (Medical, Mental Health and Veterinary)

Animals and Emergencies (FEMA)

International Critical Incident Stress Foundation

Children, Stress and Disasters

GriefNet (PTSD)

 

MITIGATION
Multi-Hazard Maps (GIS) and Information  (ESRI & FEMA)
Build custom area maps online

Community Rating System (National Flood Insurance Program)

The National Flood Insurance Program (Revised 2000 Final Rule)

FEMA Mitigation

Riverine Hazards (FEMA) Association of State Flood Plain Managers
Community NFIP (Floods) Status Book (FEMA)
Multihazard Mitigation Council Community & Family Preparedness Pubs (FEMA)
Community Emergency Repsonse Teams (CERTS) Hurricane Training for CERT Members Checklists for Emergency Preparedness (FEMA)
Community Preparedness Web Project (Prepare Now) Community Preparedness Programs (NAEM) Institute for Business & Home Safety (IBHS)
Performance Assessment Teams PROJECT IMPACT Communities    FEMA PT&E

 

FINANCE COMPTROLLER

 

CONGRESSIONAL AND LEGISLATIVE LIAISON

FEMA Congressional Liaison Office

 

PUBLIC AFFAIRS

FEMA Disaster Recovery Times

MEDIA LINKS (American Journalism Review)

Insurance Information Institute

    FEMA's Fax-on-Demand system     (202) 646-FEMA      

FEMA News Room

FEMA Radio Network

Disaster Relief News

e.journal

Desk References On Line

Public Affairs

 

COMMUNITY RELATIONS

 

Four Pillars of Community Response: Academia, Business, Government, and Volunteers

 

SMALL BUSINESS ADMINISTRATION
SMALL BUSINESS MATRIX FOR SITREP
SMALL BUSINESS ADMINISTRATION ACTIVITY

As of:

LOAN APPLICATIONS HOME BUSINESS ECONOMIC INJURY (EIDL) TOTAL
Number Issued 0 0 0 0
Number Accepted 0 0 0 0
Number Declined 0 0 0 0
Number Withdrawn 0 0 0 0
Number Approved 0 0 0 0
Dollars  Approved $0.00 $0.00 $0.00 $0.00
Number Pending 0 0 0 0

 

DISASTER AREA ELEMENTS OF ESSENTIAL INFORMATION (EEI)

Boundaries of Disaster Social & Economic Impact Seismic/Geophysical Info
Access Points Political Impact

Special Events (DOMS)

Jurisdictional Boundaries Historic/Demographic Info

Reserved

 

Natural Disaster Information Sources (EEI)

Storm 00 (Tropical)

Warn Net

Winter Storm
U.S. Weather Threat Assessments (Experimental)

Current Seismic and Tropical Events Tracker

Central US Earthquake Consortium Mid America Earthquake Center
Multidisciplanary Center for  Earthquake   Engineering Research (MCEER) Western States Seismic Policy Council Reserved Reserved

 

Quick Refrerence Weather Resources (EEI)

National Weather Service Boise Fire Weather
6-10 Day Forecasts 8-14 Day Forecasts 90 Day Climate Outlook
Weather Watchers On Line Live weather Radar sites CNN Weather

Weather Channel 

Storm Display™ (NBC 4) Dr. Gray's Forecast

Reserved Reserved

 

Man Made Disaster Information Sources (EII)

Radiation Protection and Emergency Response

Federal Radiological Preparedness (FEMA)

NRC Emergency Response

NUREGs (NRC)

Nuclear  Utility Links (NRC)

HAZMAT National Response Team (NRT)

Hazardous Materials Emergency Preparedness

Hazardous Materials Guide for First Rsponders

 

ASSESSMENT (EEI)

Impact Models/Prediction Damage Assessment Communications Status
Transportation Status Operating Facilities Energy Systems
Critial Resources Water Systems Waste Treatment

 

RESPONSE AND RECOVERY (EEI)

Disaster Declarations

Key Personnel Recovery Program Stats

ESF Activations

Remote Sensing Donations
FCO/SCO Priorities Activities & Events

Action Planning
County Census Data Bases:   Choose State, County, then Tables.  Enter retrival matrices - P3, P5, P9, P10, P13, P16, P29, P60, P69, P80, P80A, P86, P90, P91, P92, P107, P107A, P108, H3, H4, H5, H20, H21, H23, H24, H25, H25A, H30, H43, H43A, H44, H51, H52, H52A, H55, H58, H61, H61A, H64

 

FEMA Intranets (FEMA/DFO Access Only)

Microsoft Outlook Basics

Reserved

 

ESF-5 Resource Library

Desk References On Line

First Aid Guide