REPUBLIC OF PERILO MINISTRY OF EXTREME SITUATIONS
SOP 1: STANDARD SITUATION REPORT
1. Purpose: This standard operating procedure establishes a standard format for disaster Situation Reports (SITREPs) released by the Ministry of Extreme Situations. The use of a standard format (a) reduces the possibilities that important information will be inadvertently omitted, (2) assists preparers of the SITREP in categorizing and organizing information for users of the document, and (3) assists users by presenting information in a standard way.
2. Application: This format will be used for all SITREPs released by the Ministry of Extreme Situations. With appropriate changes to identify the releasing jurisdiction or agency it will be used by other Ministries, other governmental or non-governmental agencies, Provinces, and local jurisdictions to report data in a standard format.
3. Preparation: The SITREP will be prepared according to the following guidelines:
a. Not all sections or paragraphs will be required for every event. Omit any paragraph or subparagraph for which there is no report or which is not applicable to the conditions of the event.
b. Write telegraphically. Edit carefully to retain meaning but also to limit the length of the document.
c. Avoid superlatives or words and phrases that do not contribute to meaning. The facts should speak for themselves.
d. Qualify as necessary with key words at the start of the entry where data is approximate (use "approximate"), based on incomplete reports (use "incomplete"), may be out of date (give date-time of data), is of low confidence (use "low confidence"), or otherwise should be used with caution.
e. Never make assumptions about conditions or response actions - all data reported should be based on reports or field observations by staff or qualified observers.
f. Shortfalls or problems should be clearly identified and described.
4. Timeliness:
a. Preparation and release of SITREPs should not be delayed by the absence of complete information. Complete, absolutely accurate information is almost impossible to achieve in an ongoing event. Even partial or uncertain information, identified as such, is valuable when decisions must be made under emergency conditions.
b. The preparation and release of SITREPs is keyed to the tempo of operations. Although in most cases a daily Ministry SITREP will meet requirements in a prolonged event, in the early stages of onset and impact SITREPs may be required for each operational period or at even more frequent intervals. Such SITREPs will typically be brief and focus on specific information needs without a requirement to address all sections of the standard format.
REPUBLIC OF PERILO MINISTRY OF EXTREME SITUATIONS
NATIONAL EMERGENCY OPERATIONS CENTER
SITUATION REPORT [insert event number-serial number of report]
DTG: [yyyy-mm-ddThhmm time zone, normally Perilo Standard Time. Date-time is normally the date-time the report is prepared.]
FROM: MINISTRY OF EXTREME SITUATIONS//NATIONAL EMERGENCY OPERATIONS CENTER//GLENCO
PRECEDENCE: [insert EMERGENCY, PRIORITY, or ROUTINE as appropriate. Initial reports, onset reports, and reports during the impact phase of the event should normally be EMERGENCY, those during preparation for onset or initial recovery PRIORITY, and those during extended recovery operations ROUTINE.]
TO: [insert appropriate address list]
1. EVENT KEY METRICS:
A. NAME: [common name by which event is known]
B. NATIONAL DECLARATION: [date-time of national disaster declaration]
C. NATIONAL EOC ACTIVATED: [date-time of activation]
C. EMERGENCY PLAN EXECUTED: [date-time of start of execution]
D. EVACUATION: [number evacuated or displaced]
E. SHELTERING: [number sheltered]
F. KILLED/INJURED: [number killed or injured]
G. DISPLACED: [number rendered temporarily or permanently homeless]
H. BUILDINGS: [number significantly damaged or destroyed]
I. SHIPS/AIRCRAFT/VEHICLES: [number significantly damaged or destroyed]
2. THREAT STATUS:
A. DECLARATIONS, WARNINGS, AND WATCHES: [give a summary of disaster or emergency declarations, warnings, or watches as they apply to this event]
B. REPUBLIC OF PERILO: [Indicate type of disaster threat and give brief description of history, current status, and anticipated effects within 24, 48, 72 hours or longer term as appropriate.]
C. PROVINCES: [provide summaries of conditions in provinces as applicable]
(1) PROVINCE OF THE NORTH:
(2) PROVINCE OF THE NORTHWEST:
(3) PROVINCE OF THE SOUTHWEST:
(4) PROVINCE OF THE EAST:
(5) NATIONAL CAPITAL REGION:
D. LOCALITIES: [provide a short summary of conditions in specific impact localities as needed]
3. ORGANIZATIONAL ACTIONS/STATUS:
A. ACTIVATION OF PLANS AND AGREEMENTS: [indicate which operational plans or agreements have been implemented, including international agreements or requests for aid]
B. MINISTRY OF EXTREME SITUATIONS: [provide a summary of key actions taken by the Ministry to manage and coordinate preparedness, response, or recovery.]
C. PERILO GOVERNMENT MINISTRIES: [provide short overview of key activities of each ministry actively involved. Include any resource requirements or shortfalls in capabilities and any timeline issues.]
(1) DEFENSE:
(2) EDUCATION:
(3) ENVIRONMENT:
(4) FINANCE:
(5) FOREIGN AFFAIRS:
(6) HEALTH
(7) HUMAN SERVICES:
(8) INTERIOR:
(9) JUSTICE:
(10) POST AND TELEGRAPH:
(11) SPORT AND CULTURE:
(12) TRADE:
(13) TRANSPORTATION:
D. PROVINCES: [provide summaries of operations being conducted by provincial or local governments as appropriate]
(1) PROVINCE OF THE NORTH:
(2) PROVINCE OF THE NORTHWEST:
(3) PROVINCE OF THE SOUTHWEST:
(4) PROVINCE OF THE EAST:
(5) NATIONAL CAPITAL REGION:
E. NON-GOVERNMENT ORGANIZATIONS: [provide summaries of operations being conducted by non-governmental agencies. Identify any coordination issues involving government-non-governmental interface, and any support requirements.]
4. NATIONAL RESOURCE STATUS: [Include a quick look assessment of all national resources applicable to the situation, providing a a color code assessment, and a short one line statement explaining the condition, requirements, and time line as appropriate. The color code is as follows: GREEN - system component is fully operational with no limitations, YELLOW - system component is operational, but there are limitations to technical capability or resource quantity is limited, RED - system component is severely limited, BLACK - no capabilities are in place. Report only resources that are applicable to this event.]
A. EMERGENCY OPERATIONS CENTERS:
B. COMMUNICATIONS:
C. DISASTER DETECTION NETWORK:
D. AMATEUR RADIO DISASTER CORPS:
E. AIR SEARCH AND RESCUE:
F. GROUND SEARCH AND RESCUE:
G. MARITIME SEARCH AND RESCUE:
H. HEAVY RESCUE:
I. EMERGENCY MEDICAL SERVICES:
J. HOSPITALS:
K. MASS FATALITY RESPONSE:
L. HAZARDOUS MATERIALS RESPONSE:
M. URBAN FIRE SUPPRESSION:
N. WILDLAND FIRE SUPPRESSION:
O. LAW ENFORCEMENT AND BORDER SECURITY:
P. POTABLE WATER SUPPLY:
Q. MASS FEEDING:
R. SHELTERING:
S. EVACUATION:
T. SEISMIC MONITORING:
U. WEATHER OBSERVATION AND FORECASTING:
V. TRANSPORTATION - AIR:
W. TRANSPORTATION - GROUND:
X. TRANSPORTATION - WATER:
Y. POWER GENERATION:
5. PLANNED ACTIONS: [identify in bullet form key actions planned to be initiated prior to the next SITREP release time]
6. MINISTER OF EXTREME SITUATIONS EXECUTIVE ASSESSMENT: [provide an overall assessment of conditions, preparedness, response, and recovery for this event. Identify areas of concerns in resource allocation and shortfalls, information, decision making, integrated response, or other applicable areas.]
A. DECISION POINTS: [indicate what national level decisions are required by what authority or agency in the next 24, 48, 72 hours or as appropriate - refer to operational or contingency plans as appropriate]
B. CRITICAL TIMINGS: [indicate any critical times for management of the response in the next 24, 48, 72, or other appropriate number of hours, including specific times for events or phases associated with the disaster]
7. EXPECT NEXT SITREP: (date-time group of next expected situation report release]
8. RELEASER: [name of individual releasing the approved report]
Designed by: Patrick Quealey May 2007