We write requirements documentation for database projects all the time, of course, but one of the more challenging requirements we’ve had to deal with in a FileMaker application is that it function well in a disaster response environment.

John Newhoff, Senior Partner

What is the Incident Command System?

The Incident Command System (ICS) is a structured approach to managing natural and man-made disasters that evolved out of California wildfire response in the 1970s and has since been adopted nationwide and is used to manage disasters of all kinds.

At Portage Bay, we’ve been working for quite a few years with a variety of businesses who work with the ICS primarily in oil spill incident response. It’s a fascinating industry in my opinion and the decision making structure of the ICS really appeals to my sense of organization.

One of the key aspects of the ICS is proper reporting and accountability. In furtherance of these goals, the system defines a number of forms that are used to plan, manage, and report on an incident. One of the key documents is known as the ICS 213 Resource Request form, shown below. 

ICS Resource Request Form

While the ICS 213 is a relatively simple form, the requirements for how it is completed and approved, in a live disaster environment, make for a situation ripe for a Claris FileMaker solution!

We write requirements documentation for database projects all the time, of course, but one of the more challenging requirements we’ve had to deal with in a FileMaker application is that it function well in a disaster response environment.

Challenges of an incident response environment

In a disaster response situation, you have numerous users all coming together on short notice, with many likely never having used your software before.

Often there may not be a knowledgeable person accessible to train respondents or answer questions. It’s critical that the software allows someone to ‘self start’ if it’s going to work effectively. Any problems or glitches encountered will push people very quickly back to using paper forms.

Easy213 app – an easy-to-use ICS 213 solution 

The Easy213 app that we’ve created using Claris FileMaker addresses many of the shortcomings of paper forms or Excel workbook approaches to completing the 213 resource requests requirements of the Incident Command System.

Some of the advantages of Easy213 include…

• Easy to use
• No more lost paper forms
• Simplified reporting
• Better adherence to approvals process (can digitally ‘sign’ the form)
• Integration with the WRRL (Worldwide Response Resource List)
• Real-time burn rate information

In addition to the above, Easy213 improves situational awareness of incident staff by managing the flow of requests through Section Chief, Resource Unit Leader, Logistics, and Finance.

Integration with each user’s email ensures that responders see requests and approval requirements as quickly as possible. This screenshot from the Orders Request section of the app shows how streamlined and intuitive the application has been designed to be – critical in a crisis situation when seconds and minutes need to be spent wisely.

Live exercise experience

As of this writing, Easy213 has been used on-site at two drills – one in Concord, CA and one in Portland, OR. Feedback has been positive and we have made improvements based on real-world experience. 

The biggest area of improvement has been in making it even easier for responders to get logged in and process requests. Our first take on this turned out to have a couple of areas where we could improve and make it faster and more straightforward.

We’ve also added better burn rate feedback and streamlined the generation of PDFs from the completed ICS 213 forms. FileMaker’s strengths as a rapid, agile development environment has allowed us to make these changes quickly, occasionally even in real-time during the drill!

Next up for Easy213

What’s next for Easy213? We’re really looking forward to continued use during exercises to further fine-tune the process for getting new users logged in quickly, without intervention by any support staff.

In addition, we will be looking at tighter integration with the WRRL and integration with an ICS 201 solution (for incident briefing) that we have under development.

Interested?

If you’d like to see a demonstration of the Easy213 app, or talk about any of the work we are doing related to the ICS, please send us a note, or schedule a call via our Calendly link.