Northwest Center Manager Meeting October 26-27, 2011 Northwest Coordination Center - Portland, OR Attendees: Jada Altman – Dispatch Representative Roberta Runge – Coastal Valley Becky Monroe – Roseburg BLM Susan Taylor – Puget Sound Rette Bidstrup – Northeast Washington Lynn Kenworthy – Dispatch Represe Tammy Wodarczak – Klamath Falls Mike Leach – Lakeview Steve Arasim – Columbia Cascade Donna Snyder – Umpqua National Forest Dave Quinn – NWCC Albert Kassel – Washington DNR Gary Moberly – Medford Sherry Kessel – Eugene Mark Hayes – Central Washington Renae Crippen – Blue Mountain Valerie Reed – Central Oregon Brett Amick – Vale BLM Teri Youmans – John Day Gina Papke - ROSS Veronica Nee – Colville Agency April Marchand – Colville Dan O’Brien - NWCC Kathi May – NWCC, Note Taker October 26, 2011 Dan started the meeting off by welcoming everyone and listing 3 tools for everyone to use for the next 3 days: Speak our values – Speak from the heart Listen – to others Be here – cell phones off, be engaged Bobbie Scopa – Assistant Director of Operations Has been in her position for 5 months Spent a lot of time at NWC this summer to learn what NWC does in relation to the units – still learning Thanked Dispatch for a tough job Budgets are shrinking, currently don’t have the actual percentage of cuts Forest Service policy is changing, currently a Draft Fire Doctrine is out o Use best judgement regarding 10 & 18 o All about doctrine o Interagency Cooperation o Cohesive Strategy Physical changes with the Forest Service and BLM – Ken Snell is retiring at the end of the year and Carl Gossard has taken a new position as the New Mexico State Director and will also be leaving at the end of the year PNWCG is looking for leadership from this group in Dispatch and Coordination combinations which could o Improve service o Fix deficiencies o Help with budgets Change in team use this year – trying to be more efficient , looking at how best to deploy teams in an efficient manner Ben McGrane – Fire Procurement 2012 preseason IBPAs must be done in VIPR, alternatives EERAs, Master Lists in ITEAM, Credit Card or Commercial Hire o Trying to stay out of VIPR if the item is more commercialized such as computers, copiers. Items that can easily be procured locally with a credit card. Payment Location – The vendor will be paid for travel to and from the incident from the equipment city and state they designated in their offer. Vendor must meet needed date and time. Drive time will follow Federal driving limitations when driving to and from an incidents Rental Cars – change is needed, a group is being formed to make recommendations. VIPR has rental car templates but the northwest won’t do since it’s commercialized – current agreement will be going away. Rental of computers will also being going away. Fixed Wing Agreements – 2012 will be year 3 of 4 IBPA & VIPR Change Boards o Policy Boards to manage “Change Requests” o National Board with Field Representation o IBPA Terms, clauses, clarifications, payments, etc. o VIPR Program structure, format of reports, IBPs, etc. Committee Updates o New Committee Reps o Equipment Rates Committee Re-tasking as Contract Equipment Committee Phasing out “Rate Guide” in favor of “Field” or “Estimate” guide New Position o ICPI – Incident Contract Project Inspector Approved position Replacing CRNW – grandfathered qualifications Scope covers all contract/agreement resources – VIPR, National, ODF Training – Task Book in development Road shows again this Spring Questions/issues o AD’s and rental cars, who rents? Do they need a car? CiCi responded they will be working on the rental car issue in November, looking into GSA rentals which come with a GSA credit card for fuel. In this case AD’s can drive these vehicles. o With DNR more agreements means more convoluted dispatch o Vale BLM doesn’t have local Contracting Officers to sign agreements if resources are not in VIPR o Need to get the word out to the field (FMO/AFMO) as to how/why to order contract resources CiCi Chitwood – Incident Business 2012 Incident Business Management/Procurement Meeting will be in Yakima, WA May 1 thru May 3, 2012. Team Meetings will be April 30 thru May 2, 2012. They are combining Procurement/Incident Business and Dispatch meetings the same weeks in the future since the audience is the same for both meetings. After Action Review 2011 Fire Season – AAR Positive Support to other centers – others called and offered help to a center EIC got 6 task books signed DSL works well in some areas Platypus/Smartsource computers worked well Social Media Communication WildCad worked well Shadow Lake Collaboration between COC & EIC CPC & JDC Collaboration Cache ordering in ROSS Dedicated ACDP if you have aircraft on your unit Aircraft Coordinator Daily call was better SW Oregon had a call once a week with ODF units – ODF relations were better BMC used Tri Region Agreement CCC Interagency Task Force – bugs were worked out and worked well IHC Rotation DNR/FS T2 Helicopter Agreement Using an Apprentice when busy - provides exposure to field personnel Preseason ROSS Practice session worked well In/Out Board worked well Incident within an incident plan in place – Snowgate FLA Needs Improvement W - Work Group T – Task Group R – Ranting S – Shelf 1 solve today , 2 if time solve today, 3 solve in the future Rental Cars – AD’s protocol Finding and acknowledging you need help Computer access W/T3 IPADs – New Technology KFC had hard $$ but couldn’t get approval to procure extra computers Computer fire lab computers were a nightmare IT not understanding Dispatch/Fire needs BLM approval for WildCad updates Lack of documentation on resource orders W1 Mobilization of contract resources – need to get folks on the ground educated Medical team ordering W1 Caches – shipping resupply Team Configurations Dan will work on Daily NW Conference Call – redundancy – call form needs to be updated W1 Weather on the daily call needs to be looked at Available resources FMO & AFMO needs more education on dispatch/resources, pay process, inspections and shift tickets Contract Group needs to be on the same page – some inconsistencies KFC FMO/AFMO’s won’t use National T2IA crews LFC has issues with National T2IA crews IHC rotation IHC days off IHC availability status Task Force in ROSS needs to be added, will need NWCG approval Critical Incident Support – incident notification to GACC W/T Staffing and filling positions Communicating staffing and Organization administrative funding Need to pick up the phone W1 Orders UTF’d with no documentation and no phone calls Computer speed – IT services to fire Keep GACC in the loop on Accidents/Incidents Aviation work group Dan will work on Working relationships with PNWCG doing things thru appropriate channels Reporting standards DMS W-T2 Web Status W-T2 CWN vs ARA Aircraft W1 BLM In/Out board Jason Steinmetz – NIMS Jason explained his job in the Washington Office – he is the Liaison for Forest Service NIMS working with FEMA and other agencies Looking at All Hazard T3 Task Books, T1 & T2 Task Books and a NIMS Qualification Guide FEMA likes ROSS and the IQCS system Moving as a nation to have one guide o still have each agencies own guides under the National Guide Use the same mnemonics but have endorsements attached o working on this issue and/or massive database to include fire mnemonics and all hazard emergencies ICS would have core competencies Trying to get forms to work for all agencies and incidents Working on crosswalks for courses Fire is under ESF4 how will this change? Jason passed around a handout Gina Papke – ROSS ROSS is upgrading existing host computer centers this will allow ROSS to be hosted at multiple host sites, much faster processing and more storage Application Reengineering o All ROSS screens are being reengineered, JAVA Client is removed ROSS Phase 2 Development o New Module for reporting support for Incident Prioritization and o Resource drawdown, reengineered Contracts and Agreements screens Security Changes– Federal Agencies must meet the requirements of the Federal Information Security Management Act (FISMA) o This will affect ROSS users o Accounts will serve multiple applications o Standard Account – password expiration – 60 days o Privileged Account – password expiration – 30 days o Users will be given 5 attempts to login and then receive a 15 minute pause. After 2 groups of 5 failed attempts, they are lock out. Annual self assessments, audits, risk assessments and certification and accredidation Specific Dispatch Issues Canadian Airtankers - Jada Altman Jada handed out an information paper on the Canadian Airtankers Rette Bidstrup brought up an issue this summer of Air Attack terminology, Albert Kassel will send a briefing paper to Dan O’Brien after the Spring Northwest Compact meeting to share with everyone Standards to Facilitate Reporting Dan O’Brien would like to make reporting more efficient – the aviation report Isaiah Hirschfield posts to the NWCC website each morning takes quite a bit of work, seems there should be an easier way Albert Kassel said Jeannie Abbott has created a web site everyone can edit their own data Name Requests FMO/AFMO not understanding, NICC has stated a justification in the “special needs” block on the resource order is needed to process name requests Dan O’Brien will take to the Coordinating Group to get the word out Aircraft Ordering – CWN vs ARA The ordering process needs to be cleaned up – What’s the best way to do business, everyone Should be doing it the same way AD Utilization – Dan O’Brien Are we using them effectively, training agency employees to some day replace AD’s? Extension Requests – Dave Quinn Length of extensions – NWC stance is if the extension is for an AD and an agency employee is available – deny the request for the AD Which form to use? Nationally an electronic version of the extension request form is being looked at Units would like NWC to fax a copy of the form back to the home unit if request is denied Document extension approved or denied on the resource order form Dan O’Brien will send direction out in the spring with processing procedures Incident Replacement New procedure this year – needs to be a topic at the following meetings so everyone knows IHC, Rappellers and Smokejumpers October 27, 2011 Reviewed the day before and looked at the agenda for today Selkirk Demo - Jerry Garrett & Dale Guenther After the positive comments by the group Dale will proceed with an RFQ If implemented in the Northwest it needs to be all the GACC and not just a few PNWCG would have to approve and support with budgets Work Groups: #1 #2 #3 #4 #5 #6 #7 ROSS Documentation Incident Replacement CWN vs ARA Daily NW Conference Call Medical Mobilization DMS (if time) Web Status (if time) Tammy, Teri, Mike, Rette, April Val, Bret, Susan, Jeannie Jada, Steve, Mark, Lynn Sherry, Gary, Donna, Veronica, Becky Teri, Becky Jada, Steve, Mark, Lynn #1 ROSS Documentation Issue: Lack of ROSS Documentation Why: Lack of training, laziness, not convenient, ROSS is slow Resolution: Improve training, accountability, ROSS Change Board to create documentation Pop-up when cancelling or UTFing a request. Training should be integrated in ROSS practice and monitored by the Center Managers to Dispatchers, integrated more into D-310. Issue: Lack of Travel Documentation in ROSS Resolution: Submit change requests to the ROSS Change board to add a mandatory pop-up documentation box. Issue: Lack of communication when creating a New Request, Cancelling a Request, UTFing a request and faxing pertinent documentation (manifest, etc). When should dispatchers pick up the phone? Resolution: We need to change our behaviors. Kathi says NWC doesn’t need a call each time, but some IA Centers would like the GACC to call them with new requests, etc. Issue: Keep the GACC in the loop on incidents, activities and accidents Resolution: GACC to provide direction of specific issues and time frames for expected notification by the Centers. Centers should notify the GACC when other Managers are notified. COC shared their Run Card/Notification they use. #2 Incident Replacement The letter dated July 8, 2011 issued by NICC was passed out and discussed. Bret and Val are continuing to work on this topic with a due date to Dan O’Brien by November 21, 2011. #3 CWN vs ARA Aircraft Direction is already written for CWN aircraft. Anyone can order from AMD with a courtesy call to the closest host unit. Both agreements are in ROSS. The GACC will follow up with NICC and provide better direction to the units. #4 Daily NW Conference Call A new form was presented for comments. Once final editing is done the form will be submitted to Dave Quinn, who will send to all units for use in the 2012 fire season. #5 Medical Mobilization Issue: Lack of national direction for dispatching Incident Medical Specialist (IMS) personnel and EMT’s. Resolution: Verbiage in the NW Mob Guide needs to be cleaned up regarding the ordering of teams vs individual resources. Issue: Lack of clarification /direction on the difference between dispatching and AD hiring of IMS vs Emergency Medical Personnel. Issue: Significant difference between the AD rate of IMS Members/Managers and Paramedics. Resolution on the last 2 issues: The issues will be elevated by Terri to CiCi Chitwood the IBA. #6 DMS Issue: With the current DMS issues range from Spam, each user must maintain their own address list, change passwords every 60 days and you can’t tell when someone else in the office has already taken care of an email. Resolution: One solution is to set up a Gmail account for each center. Mailing lists can be created with greater ease, detailers can access the account and the account can be accessed from anywhere. Each center should maintain at least one DMS account in order to access the ROSS archived data. To provide everyone with access, NWC will add a page to Chapter 50 of the Mobilization Guide that shows the addresses for each center on one page to use for a mailing list. Jada will send out info on how to setup a Gmail account. #7 Web Status Issue: With contractors if they have issues with passwords or password reset they call the GACC to reset the password. At times the GACC doesn’t have time to do this. Are the units willing to manually status them or does this cause more issues? Resolution: Units can and do status them manually with no problems. October 28, 2011 Reviewed previous day and the agenda for today. Would like to get out a little earlier than 12 if possible. Task Groups IT Services to Dispatch (Gary, Rex K, Jada) Critical Incident Support (Katie, Sherri, Renae) ROSS Reporting Standards (Isaiah, Lynn, Jeannie) Communication Plan (Dan) Mobilization 101 for Ops Folks (Val, Rette) PNWCG Tasking Can we streamline our organization, attending to attributes that we desire, careerladders, full-service staffing for example without degrading the quality of services we provide? Models best serving the Northwest area Customer needs Create a Task Group (Strategic Thinking Group) and take time to fully discuss, don’t rush, fully research – Dan O’Brien, Renae Crippen and Steve Arasim Spring Meeting Center Manager and Assistants, max attendees 2-3 per center Agenda Items o Dispatch Services o PNWCG Tasking o 2012 Preparedness o Leadership Workshop 3 full days – Tuesday thru Thursday Dates – the week of April 2 thru 6, 2012 Location to be determined No Conference Call for November, next call will be December 1, 2011. Attendees voted on the new Vice Chair who is Steve Arasim. The charter needs to be edited to reword “staggered vice chair/chair”. Needs more explanation. Need to add the Dispatch Representatives to the charter. Items to be followed up: Teri will get with CiCi about the Medical personnel Kathi will follow up with NICC on the ARA aircraft Val & Brett will follow up on Incident Replacement Sherry will follow up with a new Conference Call form Follow up in the Spring – entering vendors in ROSS Dan passed out a white paper from Mac Heller/R5 regarding IFPM requirements on entry level Forestry Technician, Fire Dispatch positions. The Center Manager Committee agrees with part of the issues but not all in order to support the letter from Mac. It was agreed Dan O’Brien will take the Northwest issue of hiring entry level Forestry Technician, Fire Dispatch positions to the National Coordinators meeting in November. Recognition of Individuals and Achievements Dan thanked Donna Snyder for her work this summer with all the activity the Umpqua had this summer. Renae thanked everyone for all the work that was accomplished this week. Dan thanked Val and Susan for all the work since their centers don’t have center managers.