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Eoc Quick Reference Card April 2010

Sonia Singh
Sonia Singh

Great training tool and resource available through the Justice Institute of British Columbia. They can customize it with your own logo and emergency plan specifications. Contact Darren Blackburn through LInkedIn.

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LEVELS OF RESPONSE INITIAL ACTION PLANNING/PRIORITIES Initial Priorities/Objectives 1. Activate EOC: o Implement Staffing Plan o Assign Functions o Set-up Facility & Initiate Processes 2. Establish Contact with: o Responders/Lower Level EOCs o Higher Levels of Response o Supporting/Cooperating Agencies 3. Build Situational Awareness: o Obtain Status Reports, SitReps, Responder Briefings o Collect event/community data 4. Determine Future Priorities/Action Plan: o Conduct EOC Mgmt Team Briefing o Communicate/Post Priorities to EOC STANDARD RESPONSE GOALS 1. Safety & Health of Responders 2. Save Lives 3. Reduce Suffering 4. Protect Public Health 5. Protect Critical Infrastructure 6. Protect Property 7. Protect the Environment 8. Reduce Economic & Social Losses EOC REPONSIBILITIES Policy & Strategic Direction Site-Support/Consequence Mgmt Info Collection, Evaluation & Display Coordination of Agencies & Operations Resource Management Internal & External Communications INFORMATION ANALYSIS Analyze all incoming information: What needs to be acted on? Who is responsible for action? Who is to be consulted during planning? Who is to be informed on outcome? When does it need to be completed? How should info/actions be recorded? What info needs to be displayed? GLOSSARY Action Plan - Objectives reflecting event strategy and specific actions for next operational period Agency Representative - Individual from assisting/ cooperating agency who has authority to make decisions for their agency Assisting Agency - Agency directly contributing tactical or service resources to the incident Cooperating Agency - Agency that supports the incident or supplies assistance other than tactical resources Critical Resource - Resources that are in high demand and low in supply. Department Operations Centre (DOC) - A support/coordination facility representing a single discipline or department Emergency Operations/ Coordination Centre (EOC/ECC) - A designated facility established by an agency or jurisdiction to coordinate their overall response and support Incident Commander (IC) - An individual responsible for the management for incident operations at the site level Incident - A single distinct occurrence which requires response action to prevent or minimize loss. Incident Command Post (ICP) - Location at which the primary site command functions are executed Incident Command System (ICS) - A management system for command, control and coordination of emergency response Mutual Aid Agreement - Agreement between agencies/ jurisdictions in which they agree to assist one another by providing resources Operational Period - A period of time scheduled for execution of a given set of actions as specified in the action plan Unified Command (UC) - A unified team effort which allows agencies with jurisdictional responsibility to manage an incident by establishing a common set of objectives Responsible All, Logistics Ops, Liaison Ops, Plans Mgmt Team, Plans ACTIVATION CHECKLIST - Upon arrival: Sign-in when entering EOC Check-in with Personnel Unit in Logistics Check-in with Liaison Officer, if outside agency Participate in facility orientation & safety briefing Report to assigned supervisor for specific job responsibilities Obtain function-specific briefing Review position checklist & other support documents Set-up/replenish your workstation & request/obtain necessary resources Establish position log documenting key activities, significant decisions, actions & enquiries Incident Command Post(s) Local Authority Emergency Operations Centre(s) Dept/Agency Operations Centre(s) P/T Ministry/Agency Operations Centre(s) Provincial/Territorital Emergency Operations Centre Federal/National Emergency Operations Centre Policy/Executive Group Policy/Executive Group Policy/Executive Group Federal Agency Operations Centre(s) Local/Regional Provincial/ Territorial Federal/National Site Response Site-Support/CoordinationLevels Federal Regional Emergency Operations P/T Regional Emergency Operations
POSITION LOG Used by all functions to record key activities, significant decisions, actions, enquiries Remain with function Indicate closed when no further action required Factual entries, not opinions Initial entries, when more than one person in role Number pages and keep complete Review with replacement personnel EOC PROCESSES AND DOCUMENTATION EOC ACTION PLAN Completed by Planning, input from Mgmt Team Validation required from Mgmt Team and approved by EOC Director Lists Priorities/Objectives - What the EOC is doing to satisfy the Standard Response Goals List Objectives/Priorities in order of importance Further describes Tasks - How personnel will be addressing the priorities/objectives that are listed Based on upcoming Operational Period INCIDENT REPORT Used by Operations to track incoming incident details and updates, includes: Type of Incident Location of Incident Details of what happened Responding Agencies Deaths, Injured, Damage or Potential Damage Situation Forecast Public Information/Media Requirements SITUATION REPORT Completed by Situation Unit in Planning Used to capture and share situational information Input from many functions required Provides a summary of situational information Usually completed every 12 or 24 hours Commonly shared with higher/lower level EOCs and cooperating/assisting agencies Limited and authorized distribution only STATUS REPORT Used by functions to report on status of activities, includes: Current Situation (incidents, actions taken, resource status) Outstanding Issues/Challenges/Problems Anticipated Priorities/Activities (for future operational periods) Other Comments/Issues (e.g., media information, public information bulletins, safety tips) RESOURCE REQUEST All site requests vetted by EOC Operations Ops fills requests within Operations from other Branches when resources readily available Logistics acquires items not readily available through Operations Requests provided to Log with necessary approval Priority/precedence level identified by initiator Requests tracked by Logistics and initiator Critical resources allocated by established priorities EOC ACTION PLANNING PROCESS MGMT TEAM BRIEFING AGENDA Agenda Items Responsible 1. Old Business Planning 2. Status Reports/Updates Mgmt Team 3. Resource Priorities Mgmt Team 4. Probabilities & Predictions Planning 5. Public Info & Media Info Officer 6. Action Plan Priorities EOC Director 7. New Business Mgmt Team Continual process, which is defined and assessed based on an established Operational Period Understand Current Situation Build Situational Awareness Identify Objective/Priorities (for Next Operational Period) Develop EOC Action Plan (for Next Operational Period) Obtain Approvals and Distribute/Post EOC Action Plan Review and Monitor Progress Need for Action Planning Identified OPS ALL ALL OPS/LOG PLAN PLAN OPERATIONAL PERIODS Length of time to achieve a given set of objectives Determined by EOC Mgmt Team Initially 1 - 2 hrs for critical/life safety issues Ongoing length varies depending on objectives/priorities Commonly 8 to 12 hrs in length Not to exceed 24 hours Sequentially numbered Time period identified First Operational Period
Operations Section Logistics Section Planning Section Finance/Admin Section LiaisonDeputy Director Risk Management Information EOC Director Public Information Media Relations Internal Information Time Procurement Compensation and Claims Cost Accounting Information Technology EOC Support Supply Personnel Transportation Communications Computer Systems Facilities Security Clerical Situation Resources Documentation Advance Planning Demobilization Recovery Technical Specialists Functional Groups Agency/Departement Representatives (Assisting Agencies) Geographical Divisions Special Operations Agency Representatives (Cooperating Agencies) OPERATIONS Communicates with site(s), field personnel & DOCs Supports site ops Implements plans/ strategies Deploys/tracks EOC- issued site resources Coordination of multi- agency/department responses PLANNING Collects, evaluates, displays info Develops Action Plans & SitReps Conducts long-term/ advanced planning Recommends alternative actions Maintains overall resource and event status LOGISTICS Provides technology/ comms support Arranges/manages facilities Establishes transport resources Arranges responder/ personnel support Orders/supplies requested resources FINANCE Monitors response and recovery costs Monitors expenditure process Coordinates compensation & claims Supports contracts & procurement Tracks personnel time Analyzes & estimates overall costs POLICY GROUP Provides overall policy direction Authorizes declaration/policy directives Provides direction on public information activities May act as official spokesperson DIRECTOR Overall authority/ responsibility for EOC Provides leadership to Mgmt Team Ensures/approves EOC objectives Communicates with Policy Group Initiates Mgmt Team Briefings INFORMATION Establishes/maintains media contacts Coordinates info for release Coordinates media interviews Liaises with other IOs Prepares public info materials Prepares EOC messaging sheets LIAISON Ensures required agencies are in EOC Primary contact with external agencies, other EOCs Assists EOC Director with activities (e.g. briefings, meetings) Maintains regular contact with cooperating agencies RISK MGMT Monitors EOC safety Maintains link with Safety Officers as applicable Identifies/analyses liability/loss exposures Assesses unsafe situations & halts operations if necessary Recommends safety modifications to ops DEPUTY Assumes duties of EOC Director in their absence Ensures efficient internal information/ communication processes Facilitates resolution of internal staffing/ personnel challenges MANAGEMENT STAFF GENERAL STAFF MANAGEMENT TEAM Roles and Responsibilities EOC ORGANIZATIONAL STRUCTURE Operations Section Fire Police Ambulance Health Emergency Social Services Environmental Engineering/ Utilities Operations Section NW Sector NE Sector SE Sector SW Sector Agency/Dept-based Structure Geographical-based Structure NOTE: Ops Section structure should be based on the jurisdictions organizational needs & the operational requirements of the incident/event.
Event/Incident Display Key event/incident information for display to EOC personnel PLAN INCIDENT # DATE & TIME PRIORITY TITLE/DESCRIPTION CURRENT STATUS OUTSTANDING ACTIONS/ISSUES Resource Tracking Display High-level resource tracking info for display to EOC personnel PLAN RESOURCE TYPE RESOURCE ID/ CALL SIGN LOCATION/ASSIGNMENT CURRENT STATUS COMMENTS/NOTES Resource Request Tracking Table Used by Log/Ops to track resource requests LOG REQUEST # DATE RECEIVED TIME RECEIVED PERSON REQUESTING CONTACT INFO RESOURCE DESCRIPTION QTY CURRENT STATUS COMMENTS/ NOTES Media Enquiry Tracking Sheet Used by Information Officer to track media enquiries IO TIME MEDIA OUTLET REPORTERS NAME CALLBACK NUMBERS REQUEST/QUESTIONS CALL STATUS/ ACTIONS TAKEN Position Log Used by all functions to record key actions, decisions, request, enquiries. ALL DATE TIME TO/FROM ACTION/DECISION/ENQUIRY FOLLOW-UP REQUIRED Expenditure Tracking Report Used by all functions to track expenditures FIN ORDER DATE VENDOR/ SUPPLIER LOCATION OF USE GOODS OR SERVICES RECEIVED/PURPOSE ESTIMATED COST PAYMENT METHOD EOC DATA TABLES AND DISPLAYS ADVANCED PLANNING Identify/bring forward demobilization issues related to your assigned function Ensure incomplete/open actions in position log are reassigned Complete/forward all original documentation to Documentation Unit in Planning Advise Finance Section of outstanding financial commitments/details Return borrowed or acquired equipment/supplies Clean-up/organize your work area Prepare to participate in post-operational debriefs and/or After Action Report Participate in exit interview/debrief Close-out position log, forward to Documentation Unit in Planning Sign-out of EOC DEMOBILIZATION CHECKLIST When making media statement, EXPRESS: 1. Concern About health & well-being of those involved 2. Action Steps/processes being taken to help people 3. Commitment The goal is to support those impacted Avoid blocking cameras or saying no comment Stick to the facts no opinions/ speculation If you dont know, offer to find answer Dont comment on investigations of others Only disclose personal/confidential info if authorized Dont forget the local media they will be with you for the long haul! Remember, you have the right to end the interview Helpful Phrases The most important point is That is a matter for Before we wrap up, Id like to emphasize That depends. One thing for certain is That would be speculation. What I can tell you is That is true; however, its important to remember MEDIA STATEMENTS TIME PERIOD PROBABILITIES & PREDICTIONS ISSUES/ CONCERNS RECOMMENDED ACTIONS/PLANS FUNCTION/ AGENCY RESPONSIBLE ANTICIPATED RESOURCES ConsultwithOps&EOCMgmt Teamtodeterminesuitabletime periods(e.g.,6,12,24,72hrs) Basedoncollectiveexperience, evidenceandavailableinformation, whataretheprobabilitiesand predictionsastheeventunfolds duringthespecifiedtimeperiod? Whatspecificissuesorconcernsdo youanticipatewillariseoverthe designatedtimeperiods? Whatarethespecificactionsor plansthatarenecessaryinorderto addresstheissues&concernsthat havebeenidentified? Whatagency,functionordepartment isresponsibleforimplementingthe action/plan?Ifmorethanone,what aretheirspecificobligations? Whatequipment,personneland/or supplieswillberequiredtocarryout therecommendedactions/plans? 04/10

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Eoc Quick Reference Card April 2010

  • 1. LEVELS OF RESPONSE INITIAL ACTION PLANNING/PRIORITIES Initial Priorities/Objectives 1. Activate EOC: o Implement Staffing Plan o Assign Functions o Set-up Facility & Initiate Processes 2. Establish Contact with: o Responders/Lower Level EOCs o Higher Levels of Response o Supporting/Cooperating Agencies 3. Build Situational Awareness: o Obtain Status Reports, SitReps, Responder Briefings o Collect event/community data 4. Determine Future Priorities/Action Plan: o Conduct EOC Mgmt Team Briefing o Communicate/Post Priorities to EOC STANDARD RESPONSE GOALS 1. Safety & Health of Responders 2. Save Lives 3. Reduce Suffering 4. Protect Public Health 5. Protect Critical Infrastructure 6. Protect Property 7. Protect the Environment 8. Reduce Economic & Social Losses EOC REPONSIBILITIES Policy & Strategic Direction Site-Support/Consequence Mgmt Info Collection, Evaluation & Display Coordination of Agencies & Operations Resource Management Internal & External Communications INFORMATION ANALYSIS Analyze all incoming information: What needs to be acted on? Who is responsible for action? Who is to be consulted during planning? Who is to be informed on outcome? When does it need to be completed? How should info/actions be recorded? What info needs to be displayed? GLOSSARY Action Plan - Objectives reflecting event strategy and specific actions for next operational period Agency Representative - Individual from assisting/ cooperating agency who has authority to make decisions for their agency Assisting Agency - Agency directly contributing tactical or service resources to the incident Cooperating Agency - Agency that supports the incident or supplies assistance other than tactical resources Critical Resource - Resources that are in high demand and low in supply. Department Operations Centre (DOC) - A support/coordination facility representing a single discipline or department Emergency Operations/ Coordination Centre (EOC/ECC) - A designated facility established by an agency or jurisdiction to coordinate their overall response and support Incident Commander (IC) - An individual responsible for the management for incident operations at the site level Incident - A single distinct occurrence which requires response action to prevent or minimize loss. Incident Command Post (ICP) - Location at which the primary site command functions are executed Incident Command System (ICS) - A management system for command, control and coordination of emergency response Mutual Aid Agreement - Agreement between agencies/ jurisdictions in which they agree to assist one another by providing resources Operational Period - A period of time scheduled for execution of a given set of actions as specified in the action plan Unified Command (UC) - A unified team effort which allows agencies with jurisdictional responsibility to manage an incident by establishing a common set of objectives Responsible All, Logistics Ops, Liaison Ops, Plans Mgmt Team, Plans ACTIVATION CHECKLIST - Upon arrival: Sign-in when entering EOC Check-in with Personnel Unit in Logistics Check-in with Liaison Officer, if outside agency Participate in facility orientation & safety briefing Report to assigned supervisor for specific job responsibilities Obtain function-specific briefing Review position checklist & other support documents Set-up/replenish your workstation & request/obtain necessary resources Establish position log documenting key activities, significant decisions, actions & enquiries Incident Command Post(s) Local Authority Emergency Operations Centre(s) Dept/Agency Operations Centre(s) P/T Ministry/Agency Operations Centre(s) Provincial/Territorital Emergency Operations Centre Federal/National Emergency Operations Centre Policy/Executive Group Policy/Executive Group Policy/Executive Group Federal Agency Operations Centre(s) Local/Regional Provincial/ Territorial Federal/National Site Response Site-Support/CoordinationLevels Federal Regional Emergency Operations P/T Regional Emergency Operations
  • 2. POSITION LOG Used by all functions to record key activities, significant decisions, actions, enquiries Remain with function Indicate closed when no further action required Factual entries, not opinions Initial entries, when more than one person in role Number pages and keep complete Review with replacement personnel EOC PROCESSES AND DOCUMENTATION EOC ACTION PLAN Completed by Planning, input from Mgmt Team Validation required from Mgmt Team and approved by EOC Director Lists Priorities/Objectives - What the EOC is doing to satisfy the Standard Response Goals List Objectives/Priorities in order of importance Further describes Tasks - How personnel will be addressing the priorities/objectives that are listed Based on upcoming Operational Period INCIDENT REPORT Used by Operations to track incoming incident details and updates, includes: Type of Incident Location of Incident Details of what happened Responding Agencies Deaths, Injured, Damage or Potential Damage Situation Forecast Public Information/Media Requirements SITUATION REPORT Completed by Situation Unit in Planning Used to capture and share situational information Input from many functions required Provides a summary of situational information Usually completed every 12 or 24 hours Commonly shared with higher/lower level EOCs and cooperating/assisting agencies Limited and authorized distribution only STATUS REPORT Used by functions to report on status of activities, includes: Current Situation (incidents, actions taken, resource status) Outstanding Issues/Challenges/Problems Anticipated Priorities/Activities (for future operational periods) Other Comments/Issues (e.g., media information, public information bulletins, safety tips) RESOURCE REQUEST All site requests vetted by EOC Operations Ops fills requests within Operations from other Branches when resources readily available Logistics acquires items not readily available through Operations Requests provided to Log with necessary approval Priority/precedence level identified by initiator Requests tracked by Logistics and initiator Critical resources allocated by established priorities EOC ACTION PLANNING PROCESS MGMT TEAM BRIEFING AGENDA Agenda Items Responsible 1. Old Business Planning 2. Status Reports/Updates Mgmt Team 3. Resource Priorities Mgmt Team 4. Probabilities & Predictions Planning 5. Public Info & Media Info Officer 6. Action Plan Priorities EOC Director 7. New Business Mgmt Team Continual process, which is defined and assessed based on an established Operational Period Understand Current Situation Build Situational Awareness Identify Objective/Priorities (for Next Operational Period) Develop EOC Action Plan (for Next Operational Period) Obtain Approvals and Distribute/Post EOC Action Plan Review and Monitor Progress Need for Action Planning Identified OPS ALL ALL OPS/LOG PLAN PLAN OPERATIONAL PERIODS Length of time to achieve a given set of objectives Determined by EOC Mgmt Team Initially 1 - 2 hrs for critical/life safety issues Ongoing length varies depending on objectives/priorities Commonly 8 to 12 hrs in length Not to exceed 24 hours Sequentially numbered Time period identified First Operational Period
  • 3. Operations Section Logistics Section Planning Section Finance/Admin Section LiaisonDeputy Director Risk Management Information EOC Director Public Information Media Relations Internal Information Time Procurement Compensation and Claims Cost Accounting Information Technology EOC Support Supply Personnel Transportation Communications Computer Systems Facilities Security Clerical Situation Resources Documentation Advance Planning Demobilization Recovery Technical Specialists Functional Groups Agency/Departement Representatives (Assisting Agencies) Geographical Divisions Special Operations Agency Representatives (Cooperating Agencies) OPERATIONS Communicates with site(s), field personnel & DOCs Supports site ops Implements plans/ strategies Deploys/tracks EOC- issued site resources Coordination of multi- agency/department responses PLANNING Collects, evaluates, displays info Develops Action Plans & SitReps Conducts long-term/ advanced planning Recommends alternative actions Maintains overall resource and event status LOGISTICS Provides technology/ comms support Arranges/manages facilities Establishes transport resources Arranges responder/ personnel support Orders/supplies requested resources FINANCE Monitors response and recovery costs Monitors expenditure process Coordinates compensation & claims Supports contracts & procurement Tracks personnel time Analyzes & estimates overall costs POLICY GROUP Provides overall policy direction Authorizes declaration/policy directives Provides direction on public information activities May act as official spokesperson DIRECTOR Overall authority/ responsibility for EOC Provides leadership to Mgmt Team Ensures/approves EOC objectives Communicates with Policy Group Initiates Mgmt Team Briefings INFORMATION Establishes/maintains media contacts Coordinates info for release Coordinates media interviews Liaises with other IOs Prepares public info materials Prepares EOC messaging sheets LIAISON Ensures required agencies are in EOC Primary contact with external agencies, other EOCs Assists EOC Director with activities (e.g. briefings, meetings) Maintains regular contact with cooperating agencies RISK MGMT Monitors EOC safety Maintains link with Safety Officers as applicable Identifies/analyses liability/loss exposures Assesses unsafe situations & halts operations if necessary Recommends safety modifications to ops DEPUTY Assumes duties of EOC Director in their absence Ensures efficient internal information/ communication processes Facilitates resolution of internal staffing/ personnel challenges MANAGEMENT STAFF GENERAL STAFF MANAGEMENT TEAM Roles and Responsibilities EOC ORGANIZATIONAL STRUCTURE Operations Section Fire Police Ambulance Health Emergency Social Services Environmental Engineering/ Utilities Operations Section NW Sector NE Sector SE Sector SW Sector Agency/Dept-based Structure Geographical-based Structure NOTE: Ops Section structure should be based on the jurisdictions organizational needs & the operational requirements of the incident/event.
  • 4. Event/Incident Display Key event/incident information for display to EOC personnel PLAN INCIDENT # DATE & TIME PRIORITY TITLE/DESCRIPTION CURRENT STATUS OUTSTANDING ACTIONS/ISSUES Resource Tracking Display High-level resource tracking info for display to EOC personnel PLAN RESOURCE TYPE RESOURCE ID/ CALL SIGN LOCATION/ASSIGNMENT CURRENT STATUS COMMENTS/NOTES Resource Request Tracking Table Used by Log/Ops to track resource requests LOG REQUEST # DATE RECEIVED TIME RECEIVED PERSON REQUESTING CONTACT INFO RESOURCE DESCRIPTION QTY CURRENT STATUS COMMENTS/ NOTES Media Enquiry Tracking Sheet Used by Information Officer to track media enquiries IO TIME MEDIA OUTLET REPORTERS NAME CALLBACK NUMBERS REQUEST/QUESTIONS CALL STATUS/ ACTIONS TAKEN Position Log Used by all functions to record key actions, decisions, request, enquiries. ALL DATE TIME TO/FROM ACTION/DECISION/ENQUIRY FOLLOW-UP REQUIRED Expenditure Tracking Report Used by all functions to track expenditures FIN ORDER DATE VENDOR/ SUPPLIER LOCATION OF USE GOODS OR SERVICES RECEIVED/PURPOSE ESTIMATED COST PAYMENT METHOD EOC DATA TABLES AND DISPLAYS ADVANCED PLANNING Identify/bring forward demobilization issues related to your assigned function Ensure incomplete/open actions in position log are reassigned Complete/forward all original documentation to Documentation Unit in Planning Advise Finance Section of outstanding financial commitments/details Return borrowed or acquired equipment/supplies Clean-up/organize your work area Prepare to participate in post-operational debriefs and/or After Action Report Participate in exit interview/debrief Close-out position log, forward to Documentation Unit in Planning Sign-out of EOC DEMOBILIZATION CHECKLIST When making media statement, EXPRESS: 1. Concern About health & well-being of those involved 2. Action Steps/processes being taken to help people 3. Commitment The goal is to support those impacted Avoid blocking cameras or saying no comment Stick to the facts no opinions/ speculation If you dont know, offer to find answer Dont comment on investigations of others Only disclose personal/confidential info if authorized Dont forget the local media they will be with you for the long haul! Remember, you have the right to end the interview Helpful Phrases The most important point is That is a matter for Before we wrap up, Id like to emphasize That depends. One thing for certain is That would be speculation. What I can tell you is That is true; however, its important to remember MEDIA STATEMENTS TIME PERIOD PROBABILITIES & PREDICTIONS ISSUES/ CONCERNS RECOMMENDED ACTIONS/PLANS FUNCTION/ AGENCY RESPONSIBLE ANTICIPATED RESOURCES ConsultwithOps&EOCMgmt Teamtodeterminesuitabletime periods(e.g.,6,12,24,72hrs) Basedoncollectiveexperience, evidenceandavailableinformation, whataretheprobabilitiesand predictionsastheeventunfolds duringthespecifiedtimeperiod? Whatspecificissuesorconcernsdo youanticipatewillariseoverthe designatedtimeperiods? Whatarethespecificactionsor plansthatarenecessaryinorderto addresstheissues&concernsthat havebeenidentified? Whatagency,functionordepartment isresponsibleforimplementingthe action/plan?Ifmorethanone,what aretheirspecificobligations? Whatequipment,personneland/or supplieswillberequiredtocarryout therecommendedactions/plans? 04/10