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INSARAG Coordination and Management System (ICMS)

Large, complex USAR operations result in heavy workloads for national and international teams. The potential for loss of situational awareness is high if the information gathered is not managed properly. To assure a coordinated response of multiple international USAR teams, information management therefore becomes a critical issue across the whole USAR coordination mechanism and at all stages of the response cycle. A USAR coordination and management system (ICMS) is needed to ensure successful field coordination in USAR operations. Such a system underpins efficient and effective collection, processing, dissemination of information and tasking of large-scale coordination efforts.

Management is the allocation of resources towards a goal and objectives. As the UCC does not have command and control over the teams, the UCC coordinates with the teams, under the direction of LEMA. The ICMS therefore refers to a coordinated activity of allocating resources towards saving as many lives as possible from collapsed structures.

The INSARAG network has developed an information management and coordination system: ICMS. ICMS is a web based digital data collection and information tool and display, which must be used in the coordination of USAR operations: planning, tasking and reporting. ICMS is used as a coordination tool for entities involved in disaster management in the affected area. It is managed by the Information Management Technical Support Team (IMTST), which is responsible for creating an “virtual incident” and supporting of the ICMS tools for the duration of the mission. The resulting ICMS dashboard will provide a visual summary of operations in the disaster area which can be viewed by relevant stakeholders such as LEMA, OSOCC, UCC.

The ICMS is based on the following basic principles:

  • Field oriented: Ease of use in the field, accounting for the difficulties encountered in such environment.
  • Reliable: Information collected and stored in the system must be reliable and readily available for the coordination structure, even under adverse conditions and limited resources.
  • Scalable: The system must adapt to different response scales.
  • Adaptable: The disaster response needs to adapt to different types of disasters and environments.
  • Traceable: The accountability of the information managed must be available to allow scrutiny and decision-making process.
  • Integral: The system must cover as many of the different aspects of the USAR response as possible in pursuit of standardisation.

ICMS is continually improved by the network. In order to facilitate these tools and their development, all INSARAG teams are expected to contribute to the funding of the licenses and the development. This is essential for the coordination and information management needed to do the most for the most.

The ICMS collection tools will be able to collect information even when offline. When their connection is reestablished, the collected data will be processed duly.

The following forms can be found on ICMS:

Team Fact Sheet: The Fact Sheet provides information about the capacity of the team, contact information, support needs, and status. Note that the Mobilising Form does no longer exist as a separate form, but it is now part of the Fact Sheet:

  • Back Office
    • ICMS form
      • Team information filled in the team fact sheet on ICMS. Marks the team’s status as “deployed”.
      • Team information to be uploaded in the VOSOCC before departure, as per data fields on the VOSOCC (it will not be the entire Fact Sheet).
    • Paper form
      • Fill in a paper form for the team to take with them, and an electronic version.
  • Team arrival
    • ICMS form
      • Team updates its status to “in country.”
  • RDC
    • ICMS form
      • Verifies with arriving teams that the information is correct and reminds them to update their status
    • Paper form
      • Receives a paper (or electronic) version upon team arrival.
  • UCC
    • ICMS form
      • Will see the team information on the ICMS dashboard.
    • Paper form
      • May receive the Fact Sheet from the VOSOCC, from the RDC or from the team when it arrives at the UCC, depending on internet connectivity.
  • Team departure
    • ICMS form
      • When the team is demobilising, it will update its status to “demobilising.”
    • Paper form
      • Fills in the final section of the Fact sheet and gives to UCC or RDC, depending on situation.

Forms for ASR Levels 1-5: The teams fill in the following forms during their assignments, depending on the ASR levels:

  • Wide-Area Assessment form
    • ASR Level: 1
    • Used to collect general impact information and used for sectorisation.
  • Worksite Triage form
    • ASR Level: 2
    • Used to collect information from identified worksites with rescue opportunities.
  • Worksite Report form
    • ASR Level: 3, 4, 5
    • Report of activity at a worksite for a specific work period or to handover the worksite.
  • Victim Extrication form
    • ASR Level: 3, 4
    • Form used to collect basic information of victims extricated.
  • Patient Treatment form
    • ASR Level: 3, 4
    • Form used to collect medical information about victims extricated.
    • This form is handed over with the patient.
    • All gathered information in relation to victims should be treated as confidential.
  • Humanitarian Needs Identification form
    • ASR Level: Any level
    • If a USAR team sees unattended humanitarian needs that needs to be reported, they can do so through the Humanitarian Needs Identification form.

Assignment Briefing Package: When assigning the teams, the UCC will fill in an assignment package, which consists of a form and annexes (where relevant):

  • Assignment of Team Form (Appendix 5.11)
    • Provides information on which team is being assigned, when and to where, along with assignment information and a list of the annexes.
  • Worksite Triage form (Appendix 5.24)
    • If relevant.
  • Previous Worksite Report form (Annex C)
    • If relevant.
  • Pictures (Annex D)
    • If relevant.

Other forms are also available on www.insarag.org, such as:

Form updates are expected to be on a yearly basis and will be announced to the INSARAG network. During a mission, teams should download the latest forms. Changes in the forms may be expected

It is paramount for all international USAR teams to maintain consistent links with the UCC to ensure two-way information sharing. Teams are especially advised to monitor the ICMS dashboard, provide information through the forms, and participate in UCC meetings.