Learn how to create easy access to the various Standard Operating Procedures (SOPs) that your organization will use during incident responses, Daily Log events, or injury/illness occurrences, whether you add them as Emergency records or link existing plans to the Emergency module.
For instruction on developing SOPs, click the following links or use the scroll bar to scan the page.
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To ensure that every task in an incident response is completed and is performed within government and industry guidelines, emergency response teams use standard operating procedures (SOPs). These procedures guide response teams step-by-step, typically in a checklist format. Checklists can minimize the number of tasks that may be forgotten otherwise. Each SOP provides a list of procedures that must be completed before a response can be closed. Establish SOP checklists for the federal, civil, military, or corporate plans prepared for incidents likely to be encountered, such as closing an oil refinery during an emergency, notifying media contacts, or gearing up for the hurricane bearing down on your jurisdiction. The Essential Emergency SOP Information form is used to develop SOPs, which can be set up for specific incident types or for individuals with specific responsibilities. A section is available to link SOPs already established in third-party applications, such as Microsoft Word.
Your command center staff can use multiple checklists for a single incident. Also, one checklist may be assigned to more than one incident, Daily Log event, or injury/illness occurrence at the same time. When an SOP is used for multiple incidents at one time and all procedures are completed for one of the incidents, the SOP is complete for that one incident only; the other incidents are not affected.
Click Data Entry > Plans and Procedures > SOPs in the Navigation Tree (or use the shortcut menu) to access the SOPs list.
Click the New
button.
The SOP Information form is
displayed.
Enter the name of the Checklist.
Select a Type
and Status for the SOP from
the list in each field.
If the value is not listed, click the Ellipsis
button next to the field and add it.
Select the ICS
Section, Branch, Unit, and/or Position
the SOP applies to from the list in each field.
If the value is not listed, click the Ellipsis
button next to the field and add it.
Click Save.
The Activate
SOP button, Procedures
section, and Attachments
section are displayed.
Add checklist procedures or attach existing SOPs from third-party applications and click Save.
Repeat steps 2 through 7 to add other SOP plans.
SOPs use checklists to detail responsibilities for staff. An SOP checklist includes the procedures that must be completed to ensure that a response is handled properly. Steps can include who to contact, where to find supplies, and specific directions on how to deploy them. Checklists must adhere to local, state, and federal guidelines for operating procedures.
When all resource information has been established, use the SOP Information form to add procedures to your SOP checklists or link procedures that exist in third-party applications, such as Microsoft Word.
To add SOP checklist procedures
Locate the SOP on the SOPs list, click the SOP link to open the SOP Information form, and expand the Procedures section if necessary.
Click Add Procedures to display the SOP Procedures with Notifications form.
Enter the Procedure.
Enter the Order number that represents the procedure's position in the list of procedures for the checklist.
Select a Status
for the procedure from the list.
If the applicable status is not listed, click the Ellipsis
button and add it.
Expand the Notification section when necessary, click Add Notification, and follow the guidelines below to complete Notification form fields. Otherwise, skip to step 7.
Enter the Order number that represents the contact's position in the list of contacts to be notified for the procedure.
Select the Name of the contact from the list. The remaining fields are populated with the information entered for the contact on the Contacts and Personnel form. If the contact is not listed, click the Ellipsis button and add the contact to the list. If the contact is listed and you have additional or more current contact information, use the Contacts and Personnel form to update the contact's record.
Click Save. The contact is displayed as a line item in the Notifications section. Edit existing notification information using the buttons adjacent to the line item.
Click the Save button on the SOP Procedures with Notifications form.
Add files from third-party applications in the Attachments section when applicable. Refer to Adding and Viewing Reference Documents for additional information.
Click the Save
button on the SOP Procedures with
Notifications form.
The procedure is displayed in the Procedures
section on the SOP Information
form. Click the order number link to edit the procedure, including
the procedure's position in the list.
Repeat steps 2 through 9 to add other procedures.
Click the Save button on the form.
Once you have saved an SOP checklist, you can use the Notification section on the SOP Procedures with Notifications form to add personnel notification information to the checklist’s procedures, making the contact information accessible through the procedure itself.
To add notification information
Locate the SOP on the SOPs list, click the SOP link to open the SOP Information form, and expand the Procedures section if necessary.
Open the SOP Procedures with Notifications form by clicking Add Procedure or an order number link for an existing procedure.
Expand the Notification section when necessary and click Add Notification.
Enter the Order number that represents the contact's position in the list of contacts to be notified for the procedure.
Select the Name
of the contact from the list.
The remaining fields are populated with the information entered for
the contact on the Contacts and Personnel
form. If the contact is not listed, click the Ellipsis
button and add the contact. If the contact is listed and you have
additional or more current contact information, use the Contacts
and Personnel form to update the contact's record.
Click Save.
The contact is displayed as a line item in the Notifications
section. Edit existing notification information using the buttons
adjacent to the line item.
Add other notification information by clicking Add Notification and repeating steps 4 through 6.
Click the Save button on the form.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to an SOP plan or procedure:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema).
Each attachment is displayed as a line item in the Attachments section on the SOP Information or SOP Procedures with Notifications form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description of the document and the Document Location field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Tip: The attachment that is added first is displayed in the
Site Map section of the ICS 208 Site Safety and Control Plan.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
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