Demobilization Plan Template

IDER DOC Demobilization Plan
Information
The purpose of demobilization from a response or activation is to plan for a smooth transition of the emergency
response back to normal daily operations and document and analyze actions that took place during the response.
The demobilization process is important not only to ensure documentation of our response, but also to justify
financial expenditures (especially staff time), request additional grant funding, meet current grant deliverables,
and incorporate lessons learned into public health emergency plans and future emergency responses.
The Plans Section will provide all responders with information about their activation dates and what paperwork is
incomplete or missing and what needs to be filled out.
Goals
Our goals for collecting and collating information from this demobilization process are the following:
Create a comprehensive and accurate After Action Report and Corrective Action Plan
Recreate a timeline of key activities that occurred during the response
Document when resources were needed most and when we had an abundance of resources (note: resources
can mean people, things and information)
Track when key decisions were made
This information will help us improve and update our Infectious Disease Emergency Response Plan as well as
improve any future responses. For example, if we see through our collection of Personnel Request Forms that
some branches needed a lot of staff during one period but not during another, we can anticipate this need and
ensure we can fill it more readily in future events.
Instructions for Demobilization:

1) All activated staff responding at any time during the emergency response will need to complete ALL of the
Section I: All IDER/DOC Responder Demobilization Checklist.
2) All Command Staff, Section Chiefs and Branch Directors are required to complete the Section I Checklist and
only the appropriate corresponding Section II: Command Staff, Section Chief and Branch Director DOC/IDER
Responder Demobilization Checklist. This involves working with staff in that section to ensure that all items on the
checklist are complete.
3a) For example: A deactivated Plans Section Chief would only need to complete the Section I Checklist
and the Section II: Plans Section Chief Checklist
3) A responder will be considered officially demobilized once all activities on the appropriate checklists are
completed and the designated staff has signed-off on activities.
4a) All questions concerning timesheets should be directed to [insert name/contact information].
4b) Sign-offs for all activities outlined in the checklists will be conducted by the Plans Section Chief,
[insert name/contact information]. *Your final checklist of all activities must be complete in its
entirety before sign-off can occur.
4) General questions related to the Demobilization process may be directed [insert name/contact information].
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Section I: ALL DOC/IDER Responder Demobilization Checklist

1) Timesheets:
Turn in all missing time sheets (signed by your DOC supervisor) to [insert name/location]
If you are not already provided with a list of time sheets that you are missing, please check with
[insert name] to find out which ones you are missing.
If you were activated and did not do DOC work during some or all of the weeks you were activated,
please inform [insert name].
2) Electronic Documents:
Review the documents and folders you used in the [insert electronic folder location].
Take relevant documents off your personal drive or desktop and place in appropriate folder in [insert
electronic folder location].
Since many folders may have been filled collaboratively with documents during the response, each
Section will have a lead point person for their folder
If you are a Lead Points for folders:
Review the documents and folders for your section in the [insert electronic folder location]..
If drafts can not be deleted and must be saved, make sure that they are marked as draft.
Organize documents to make it easy for others to review (e.g., make a folder called Meeting
Notes and save all meeting notes in that folder)
Review the folder organization with the Plans Section Chief
3) Hard Copy Documents:
Review all the hard copy documents that you have which are related to the response.
Provide Plans Section Chief only with documents that have not been saved by someone electronically
(i.e. call logs, screening forms, newly created documents/templates/ forms/ guidance documents, scripts
or other information that could be included in the IDER plan etc.)
o Documents with original data (i.e. patient exit interviews) should be turned into Plans
o Please put hard copies in labeled folders (i.e. label reads: Info & Guidance Call Logs, etc)
Recycle any documents that are no longer needed and that are saved electronically
Shred only documents that include personal contact information or data information (i.e. 202b forms from
Epi & Surveillance and Data Branches, 205 Personnel and Communications forms and any other forms
with personal contact information, etc.)
4) Teleconferences:
Provide the following information for any teleconferences in which you listened in on and provided
notes for others in the response:
Teleconference Title/Topic
Key topics covered
Key staff skills required to
Key groups who should
listen
receive info from calls
Create this summary in an electronic Word or Excel document and email to the Plans Section Chief.
5) Summarize in one paragraph your role, job actions, challenges and lessons learned for each position
worked during the response so that we can compare activities to what is currently written in the IDER plan.
(See example below). Please think critically and thoughtfully about your efforts in the response so we can
capture as much information as possible.
If available, compare the work you completed to your assigned Job Action Sheet.
Create this summary in an electronic Word document and email to the Plans Section Chief.
based on your response experience.
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Section II: Command Staff, Section Chief and Branch Director DOC/IDER Responder
Demobilization Checklist
Only Command Staff, Section Chiefs and Branch Directors should complete checklists in this section. If
more than one person filled a role in this section you may want to collaborate with that person to split up
the work. This will also ensure that no gaps in information are missed. You may also want to work with
other staff within your section (Branch Directors) to complete the checklists.
For example; Sally Smith and Jennifer Jones both filled the role of Plans Chief during the response. Sally
and Jennifer could work together to split up the activities on the Plans Chief Checklist list to help with
work load, prevents gaps in information and prevent redundancy of items produced as well as work
hours.
COMMAND STAFF (ONLY INCIDENT COMMANDER, MEDIA, INFORMATION/POLICY)

Complete SECTION I: ALL IDER/DOC STAFF demobilization checklist
Ensure that all teleconference meeting notes are saved to the emergency drive
Provide Plans Section Chief with any protocols, training or orientation materials your section
developed during the response
Notify health department staff and other key individuals of deactivation
Send Thank You e-mails
Provide a list of press conferences and presentations.
o For Media: Include the above plus press releases and media communications
o Include the following information:
Date
Event
Topics covered
IDER
Representative
Audience
This information should be provided in an electronic Word or Excel document and emailed to the Plans Section Chief.
OPERATIONS SECTION CHIEF

Work with staff from your section to complete the following checklist:
Review the emergency drive for 202B forms. Turn in missing 202b forms OR send the location of the
202B form to the designated Plans Section Staff.
Provide designated Plans Section staff with any protocols, training or orientation materials your
section developed during the response. This may be provided by the Branch Directors.
Support Branches in completing their demobilization activities including ongoing demobilization
activities:
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LOGISTICS SECTION CHIEF

section developed during the response
Supplies
Return all IDER DOC supplies and equipment to proper location. (if applicable)
Replenish IDER DOC supplies as appropriate (e.g., Portable Supply Stations, Epi Go Kits).
Finalize any orders that are still in process (if applicable)
Update the Inventory Database (if applicable)
Post all supplies requests forms to the [insert electronic folder location]
IT
Sign-off on clean-up of IDER email accounts
Change necessary IT passwords
Provide Health Alert fax reports to Plans
Personnel
Post all available personnel request forms to the Logistics Folder in the Emergency Drive
FINANCE SECTION CHIEF

Produce a total cost of the response (personnel and supplies)
Provide the total number of CDCP staff and non-CDCP staff that participated in the response
Provide a total number of man hours spent on the response for health department staff.
Ensure that necessary payments are made and received for supplies.
Provide a spreadsheet of all staff that participated in the IDER response. Include the following
information:
Name
Department/Section
Job
Class
Dates of
participation
Total days of
participation
IDER
Module
Assignment
IDER
Position
Title
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DATA BRANCH DIRECTOR

Work with staff from your section to complete the following checklist
Complete data entry
Produce final data summaries
Provide the spreadsheet with list of lab specimens tested
Work with staff in other modules to provide reports and queries of products/databases created.
Include the following:
Product developed
Purpose of product
Date created
Should this
document be
included in the
IDER Plan?
Location saved in
EPI & SURVEILLANCE BRANCH DIRECTOR

Ensure that all data is entered into the appropriate databases as necessary (coordinate with Data
Branch)
Provide information about case definitions (when and why changed) and policy decisions regarding
criteria on the screening form/lab submission form
Provide a report of all final products/documents developed (e.g., case report form). Include the
following information:
Document
developed
Purpose of
document
Module(s)
using this
document
Date
created
Dates of
major
modifications
Should this
document be
include in the IDER
Plan?
Location
saved in
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INFORMATION AND GUIDANCE BRANCH DIRECTOR

Finalize all documents in development
Review the website and make sure the content is relevant for long term.
Provide a list of teleconferences/events participated in. Include the following information:
Date / Time
Telcon/Event
Topics covered
IDER
Representative
Audience (e.g.,
number/names of
hospitals)
DISEASE CONTAINMENT BRANCH DIRECTOR

Finalize all documents in development.
Provide a list of teleconferences/events participated in. Include the following information:
Date / Time
Telcon/Event
Topics covered
IDER
Representative
Audience (e.g.,
number/names of
hospitals)
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PLANS SECTION CHIEF

Provide any protocols, training or orientation materials your section developed during the response
Once Folder Leads have been signed off review folders in Emergency Drive for duplication and
organization.
Organize hardcopies and create/maintain a filing system that will be used by staff writing the After
Action Report (AAR)
Compile/condense summaries by job position
Compile list of all documents developed for all sections (especially Information & Guidance and
Disease Containment). Include the following information:
Name of
document
Date
Document
Finalized
Purpose
of
document
Audience of
document
Dissemination
method of
document
(email, web)
and date
Should this
document
be include
in the IDER
Plan?
Location of
final document
in electronic
folder
Work with Logistics to compile a master list of each of the personnel request and supply request
forms
Provide all organized documentation to the AAR writer
Oversee completion of AAR
Ensure completion of all assigned demobilization activities
Add new documents to the IDER Appendix and/or make necessary modifications to existing IDER
Appendix Documents.
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Demobilization Plan Template

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IDER DOC Demobilization Plan

Instructions for Demobilization:

Section I: ALL DOC/IDER Responder Demobilization Checklist

Key topics covered

Key staff skills required to

Key groups who should

receive info from calls

COMMAND STAFF (ONLY INCIDENT COMMANDER, MEDIA, INFORMATION/POLICY)

OPERATIONS SECTION CHIEF

LOGISTICS SECTION CHIEF

FINANCE SECTION CHIEF

DATA BRANCH DIRECTOR

EPI & SURVEILLANCE BRANCH DIRECTOR

INFORMATION AND GUIDANCE BRANCH DIRECTOR

DISEASE CONTAINMENT BRANCH DIRECTOR

PLANS SECTION CHIEF

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