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JOINT FIELD OFFICE (JFO)

FIELD OPERATIONS GUIDE (FOG)

June 2006

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

1- Chapter 1 Version 2.3 Introduction

JFO personnel can come from any component of the Department of Homeland Security (DHS) or other Federal, State, local, tribal, nongovernmental and private-sector organizations. Personnel should have a basic understanding of ICS/NIMS, the NRP, and the JFO SOP to ensure they can effectively operate within the JFO organization and properly use and understand this FOG.

2- 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.

2- 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

2- Chapter 2 Version 2.3 Common Responsibilities

incident and climate.

• Review JFO FOG.
• Take advantage of available travel to rest prior to arrival.
• Upon arrival at the JFO, check in at the designated check-in location. b. Receive briefing from immediate supervisor. c. Agency representatives from assisting or cooperating agencies report to the Liaison Officer (LNO) at the ICP after check-in. d. Acquire work materials. e. Participate in JFO meetings and briefings as appropriate. f. Ensure compliance with all safety practices and procedures. Report unsafe conditions to the JFO Safety Coordinator. g. Supervisors shall maintain accountability for their assigned personnel with regard to exact location(s) and personal safety and welfare at all times, especially when working in or around incident operations. h. Organize and brief subordinates. i. Know your assigned communication methods and procedures for your area of responsibility and ensure that communication equipment is operating properly. j. Use clear text and ICS/NIMS terminology (no codes) in all communications. k. Complete forms and reports required of the assigned position and ensure proper disposition of incident documentation as directed by the Documentation Unit. l. Ensure all equipment is operational prior to each work period. m. Report any signs/symptoms of extended incident stress,

3- 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.

3- 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.

4- Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support

Figure 4-1: Sample JFO organization for natural disasters

4- Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support

Figure 4-2: Sample JFO organization for terrorism incidents

4- Chapter 4 Version 2.3 Executive Agent for JFO Activation and Support

Figure 4-4: Sample JFO organization for National Special Security Events

5- Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings

Execute Plan& Assess Progress

CoordNew BeginsPeriod Initial JFO CGMeeting

Incident/Event

NRP Activation

Coordination &Interim JFO Support

CoordinationBriefing

Coordinationplan ApprovalPrep &

Preparing forthe Planning Meeting StrategyMeeting Prepare forStrategy Meeting

ObjectivesJFO CG Meeting

PlanningMeeting

CoordinationBriefing

Execute Plan& Assess Progress

CoordNew Execute Plan& Assess BeginsPeriod Progress

CoordNew BeginsPeriod Initial JFO CGMeeting

Incident/Event

NRP Activation

Coordination &Interim JFO Support

CoordinationBriefing

Coordinationplan ApprovalPrep &

Coordinationplan ApprovalPrep &

Preparing forthe Planning Meeting

Preparing forthe Planning Meeting StrategyStrategyMeetingMeeting Prepare forStrategy MeetingPrepare forStrategy Meeting

ObjectivesJFO CG Meeting ObjectivesJFO CG Meeting

PlanningMeeting

CoordinationBriefing

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:

ƒ Current information accurately describing the incident situation, the situation in the area outside the incident, and the resource status;

ƒ A prediction of the probable course of events;

ƒ Critical Information, Support, and Coordination Objectives, along with strategies to achieve them; and

ƒ 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

5- Chapter 5 Version 2.3 JFO Coordination and Support Cycle/Meetings/Briefings

situation report function as the Coordination Plan for initial coordination and support and remain in force and continue to develop until the coordination effort ends or the JFO Planning Section generates the first Coordination Plan. The coordination briefing and situation report are also suitable for briefing individuals newly assigned to the JFO Coordination Staff as well as needed assessment briefings for the staff.

The required situation report documents coordinated “wide-area” coordination objectives, incident support objectives, situational awareness, resource requests and deployment, and significant actions taken. This form is essential for future planning and the effective management of initial response activities.

5- 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: ƒ Consolidated situation from all agencies/Incident Commanders (note territory, exposures, safety concerns, etc.; use map/charts). ƒ Synopsis of current agency and Incident Commander objectives. ƒ National strategy and areas of concern from the Incident Advisory Council (IAC). ƒ Synopsis of all agencies’ and Incident Commanders’ strategies in effect, including on-scene response strategy (from collected ICS Form 201s or Coordination Plans). ƒ Readily apparent gaps, seams, and overlaps in consolidated Objectives and Strategies. ƒ Tactical/Response Resources requested from the JFO, en route and/or ordered. ƒ Summary all known Agency and Incident Commander Resource assignments (recognizing this will be incomplete initially). ƒ Current JFO coordination and support organization. ƒ 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

CoordNew BeginsPeriod

Initial JFO CGMeeting

Incident/Event

NRP Activation

Coordination &Interim JFO Support

CoordinationBriefing

Coordinationplan ApprovalPrep &

Preparing forthe Planning Meeting

Strategy Meeting Prepare forStrategy Meeting

ObjectivesJFO CG Meeting

Planning Meeting

CoordinationBriefing

Execute Plan & Assess Progress

CoordNew Execute Plan BeginsPeriod & Assess Progress

CoordNew BeginsPeriod

Initial JFO CGMeeting

Incident/Event

NRP Activation

Coordination &Interim JFO Support

CoordinationBriefing

Coordinationplan ApprovalPrep &

Coordinationplan ApprovalPrep &

Preparing forthe Planning Meeting

Preparing forthe Planning Meeting

Strategy Meeting

Strategy Meeting Prepare forStrategy MeetingPrepare forStrategy Meeting

ObjectivesJFO CG Meeting ObjectivesJFO CG Meeting

Planning Meeting

CoordinationBriefing