ISO 5477:2023

Health informatics - Interoperability of public health emergency preparedness and response information systems

This document provides business rules for PH EPR information systems. It includes a description of the EPR information systems domain. It also includes an informative framework for mapping existing semantic interoperability standards for emergency preparedness and response to PH EPR information systems. The primary target audience for this document is policy makers (governmental or organizational), regulators, project planners and management of PH EPR information systems, PH EPR data analysts and informaticians. The contents is also of interest to other stakeholders such as incident managers, PH educators, standards developers and academia.

Informatique de santé — Interopérabilité des systèmes d'information sur la préparation et la réponse aux urgences en matière de santé publique

General Information

• Status: Published
• Publication Date: 06-Dec-2023
• ICS: 01.040.35 - Information technology (Vocabularies)
• ICS: 35.240.80 - IT applications in health care technology
• Technical Committee: ISO/TC 215 - Health informatics
• Drafting Committee: ISO/TC 215 - Health informatics
• Current Stage: 6060 - International Standard published
• Start Date: 07-Dec-2023
• Due Date: 25-Aug-2023
• Completion Date: 07-Dec-2023

Overview

ISO 5477:2023 - Health informatics - Interoperability of public health emergency preparedness and response information systems - provides business rules and an informative framework to improve semantic and organizational interoperability of Public Health Emergency Preparedness and Response (PH EPR) information systems. The standard defines the PH EPR domain, outlines data and information management (DIM) processes, and maps existing semantic interoperability standards to PH EPR systems. It is aimed at strengthening preparedness for infectious disease outbreaks, environmental disasters, chemical/nuclear incidents and other public health emergencies.

Key topics and technical requirements

• Domain definition and scope: Clear description of the PH EPR information system domain to support consistent system design and integration.
• Management and conformance principles: Guidance on aligning information systems with incident management principles and organizational interoperability (unity of command).
• Data and information management (DIM): Business rules for establishing strategies, goals, reporting, analytics, visualization, and measure-driven capabilities.
• Data governance: Requirements for availability, usability, integrity, security, ongoing training, and compliance.
• Essential Elements of Information (EEIs) and Critical Information Requirements (CIRs): Processes for defining high-priority information that triggers action.
• Standardized case definitions and terminology: Processes for collecting, developing, maintaining, and applying PH EPR vocabulary, code sets and case definitions (including use of classifications such as ICD where applicable).
• Interoperability characteristics: Semantic and organizational interoperability, expandability without loss of interoperability, usability, adaptability, and support for a common operating picture (COP).
• Vocabulary lifecycle: Stakeholder roles, quality assurance, scalability, maintenance, training and regulatory compliance for PH EPR vocabularies.
• Competencies: Annexes describe knowledge, skills and abilities for emergency operations and informatics professionals.

Applications and who uses it

ISO 5477 is intended for:

• Policy makers and regulators designing national or organizational PH EPR strategies.
• Project planners and system managers implementing interoperable EPR information systems.
• Public health informaticians and data analysts mapping semantic standards, building EEIs/CIRs, and operationalizing case definitions.
• Incident managers, emergency operations centers (EOC), educators, standards developers and academia seeking consistent interoperability and data governance practices.

Practical uses include building interoperable dashboards and COPs, aligning incident management systems with PH data flows, standardizing case reporting across jurisdictions, and defining governance and training for PH EPR data vocabularies.

Related standards

ISO 5477 references and aligns with existing frameworks such as the WHO Framework for Public Health Emergency Operations Centres and ISO family standards (e.g., ISO/IEC 25012, ISO 22320). Implementers should consider these related documents when designing interoperable PH EPR solutions.

Keywords: ISO 5477, health informatics, interoperability, public health emergency preparedness, PH EPR information systems, data governance, semantic interoperability, EEIs, standardized case definitions.

Standards Content (Sample)

INTERNATIONAL ISO
STANDARD 5477
First edition
2023-12
Health informatics — Interoperability
of public health emergency
preparedness and response
information systems
Informatique de santé — Interopérabilité des systèmes d'information
sur la préparation et la réponse aux urgences en matière de santé
publique
Reference number
© ISO 2023
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting on
the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address below
or ISO’s member body in the country of the requester.
ISO copyright office
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Phone: [phone]
Email: [e-mail]
Website: www.iso.org
Published in Switzerland
ii
Contents Page
Foreword .v
Introduction . vi
1 Scope . 1
2 Normative references . 1
3 Terms, definitions and abbreviated terms . 1
3.1 Terms and definitions . 1
3.2 Abbreviated terms . 6
4 Requirements for PH EPR information systems . 7
4.1 Defining the PH EPR information system’s domain . 7
4.2 General principles of management and conformance . 8
4.2.1 Conformance with general incident management principles. 8
4.3 PH EPR data and information management (DIM) processes . 10
4.3.1 Background . 10
4.3.2 Establishing strategies and goals for the PH EPR DIM . 11
4.3.3 Defining goals for the PH EPR information system .12
4.4 Supporting PH EPR mission areas . 13
4.5 Establishing data and information governance . 13
4.5.1 Data and information governance: Background and principles .13
4.5.2 Ongoing training . . 17
4.5.3 Defining Essential Elements of Information (EEIs) and Critical Information
Requirements (CIRs) . 18
4.5.4 Establishing a process for the collection, development, and utilization of
standardized case definitions . 19
4.6 Reporting — Data analytics and visualization . 21
5 Interoperability in PH EPR information systems .22
5.1 Background . 22
5.2 Aligning the PH EPR information systems interoperability with the organizational
interoperability of the activated IMS and overall emergency response .22
5.3 Facilitating the improvement of organizational interoperability through
organizational emergency resilience . 23
5.4 Assuring the expandability of PH EPR information systems without compromising
interoperability . 24
5.5 Usability . 25
5.6 Adaptability . 26
5.7 Measure-driven capabilities for PH EPR information systems . 27
6 Business requirements for collecting, developing and maintaining PH EPR
terminology and data vocabulary .27
6.1 Background . 27
6.2 Alignment of standardized PH EPR terminology and vocabulary with critical PH
EPR functions . . .28
6.3 Applying standardized terminology and vocabulary to emergency response to
standard operations procedures (SOPs) and disaster planning .30
6.3.1 General .30
6.3.2 Utilising event grading and classifications of emergencies . 31
6.3.3 Using the WHO International Classification of Diseases (ICD) . 32
6.4 Assuring relevance and coverage . 33
6.5 Role of stakeholders’ involvement in collecting, developing, and maintaining a
public health preparedness and response data vocabulary .34
6.6 Assuring flexibility and scalability of PH EPR vocabulary . 35
6.7 Supporting tasks for PH EPR vocabulary quality and integrity .36
6.8 Ongoing maintenance and updates . 37
6.9 Assuring compliance and fulfilment of regulatory requirements.38
iii
6.10 Providing adequate training and support .39
Annex A (informative) Criteria to take into account on knowledge, skills and abilities for
the fulfilment of essential PH EOC functions .41
Annex B (informative) Competencies for Public Health Emergency Preparedness and
Response Informatics Professionals .49
Bibliography .57
iv
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out
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ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of
electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are
described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the
different types of ISO document should be noted. This document was drafted in accordance with the
editorial rules of the ISO/IEC Directives, Part 2 (see www.iso.org/directives).
ISO draws attention to the possibility that the implementation of this document may involve the use
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www.iso.org/iso/foreword.html.
This document was prepared by Technical Committee ISO/TC 215, Health informatics.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
v
Introduction
The public health emergency preparedness and response operations are the critical component of
the Global Health Security as well as the national multi-jurisdictional and multi-sectoral emergency
response. All these operations rely on a unity of command approach, which FEMA defines as principles
clarifying the reporting relationships and eliminating the confusion caused by multiple, conflicting
directives. Another critical component of emergency response operations is implementing disaster
management interoperability that supports the unity of command through equipping all responders
with a clear understanding of their own responsibilities and functional interdependencies with other
responders. From an information management perspective, it is important to note that the disaster
management interoperability processes include development of communication channels that allow to
share information via voice, data signals and electronic data developed on standardized terminology
and vocabulary.
This document has been developed in response to the worldwide demand for strengthening PH EPR
information systems, ensuring better preparedness at national and international levels, emerging
pathogens, including COVID-19, chemical and nuclear accidents, environmental disasters and
introduction of the threat of criminal acts and bioterrorism.
The document has been developed based on concepts and methodology described in:
— 2015 WHO Framework for a Public Health Emergency Operations Centre and supporting WHO
[33]
Handbooks A and C ;
[34]
— ISO/IEC 25012 ;
[35]
— ISO 30401 ;
[36]
— ISO 13054 ;
[37]
— ISO 22300 ;
[19]
— ISO 22320 ;
[38]
— ISO 1087 .
vi
INTERNATIONAL STANDARD ISO 5477:2023(E)
Health informatics — Interoperability of public health
emergency preparedness and response information
systems
1 Scope
This document provides business rules for PH EPR information systems. It includes a description of
the EPR information systems domain. It also includes an informative framework for mapping existing
semantic interoperability standards for emergency preparedness and response to PH EPR information
systems.
The primary target audience for this document is policy makers (governmental or organizational),
regulators, project planners and management of PH EPR information systems, PH EPR data analysts
and informaticians. The contents is also of interest to other stakeholders such as incident managers, PH
educators, standards developers and academia.
2 Normative references
There are no normative references in this document.
3 Terms, definitions and abbreviated terms
3.1 Terms and definitions
For the purposes of this document, the following terms and definitions apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at https:// www .electropedia .org/
3.1.1
all-hazards approach
integrated approach to emergency preparedness planning that focuses on capacities and capabilities
that are critical to preparedness for a full spectrum of emergencies or disasters, including internal
emergencies and a man-made emergency (or both) or natural disaster
Note 1 to entry: The all-hazard approach acknowledges that, while hazards vary in source (natural, technological,
societal), they often challenge health systems in similar ways. Risk reduction, emergency preparedness, response
actions and community recovery activities are usually implemented along the same model, regardless of the
cause.
3.1.2
case definition
set of standard criteria for classifying whether a person
has a particular disease, syndrome, or other health condition
Note 1 to entry: Use of an agreed-upon standard case definition ensures that every case is equivalent, regardless
of when or where it occurred, or who identified it. Furthermore, the number of cases or rate of disease identified
in one time or place can be compared with the number or rate from another time or place.
3.1.3
code set
collections of codes or identifiers that are used to represent specific values within a value set
Note 1 to entry: These codes are often standardized and internationally recognized, such as ICD-10 codes for
diseases or SNOMED CT codes for clinical terms.
3.1.4
common operating picture
COP
unified and shared understanding of a situation or scenario, that involves gathering and integrating
data, information, and intelligence from various sources and presenting it in a comprehensive and
accessible manner
Note 1 to entry: The COP aims to provide all stakeholders with a real-time, accurate, and synchronized view of
the operational environment, enabling effective decision-making, coordination, and communication among the
involved parties.
3.1.5
concept
set of terms or concepts that
have been agreed upon and adopted by a broader community or standard-setting organization in the
context of public health emergency preparedness and response
Note 1 to entry: Public health emergency preparedness and response concepts are codified within the public
health emergency preparedness and response data vocabulary (3.1.26). They designed in a way to ensure that
data is collected and reported in a standardized and consistent manner, enabling effective communication and
decision-making during emergency response.
3.1.6
critical information requirement
CIR
high-priority subset of EEIs (3.1.11) that triggers immediate or mandatory action
Note 1 to entry: These are elements of information specifically requested by incident leaders. These items are of
such importance that leaders are notified immediately when the Planning Section receives updates on a CIR item.
3.1.7
data governance
process of overall management of the availability, usability, integrity, and security of the data employed
in an enterprise assuring that the decision-making process prioritizes investments, allocates resources,
and measures results
Note 1 to entry: Data governance is a component of the information governance (3.1.13).
3.1.8
disaster management interoperability
ability of systems, personnel, and equipment to provide and receive functionality, data, information
and/or services to and from other systems, personnel, and equipment, between both public and private
agencies, departments, and other organizations, in a manner enabling them to operate effectively
together
Note 1 to entry: It allows emergency management/response personnel and their affiliated organizations to
communicate within and across agencies and jurisdictions via voice, data, or video-on-demand, in real time,
when needed, and when authorized.
3.1.9
domain
logical grouping of data pertaining to a common purpose, object, or concept
Note 1 to entry: The domain defines the context, requirements, and objectives that shape the design, functionality,
and capabilities of the information system.
3.1.10
emergency operations centre
EOC
physical location at which the coordination of information and resources to support incident
management (on-scene operations) activities normally takes place
Note 1 to entry: An EOC can be a temporary facility or located in a more central or permanently established
facility, perhaps at a higher level of organization within a jurisdiction.
Note 2 to entry: EOCs can be organized by major functional disciplines (e.g., fire, law enforcement, medical
services), by jurisdiction (e.g., Federal, State, regional, tribal, city, county), or by some combination thereof.
3.1.11
essential elements of information
EEIs
crucial pieces of information necessary for effective planning, response,
and coordination in the field of public health emergency preparedness and response
Note 1 to entry: EEIs encompass key data, indicators, and intelligence that are essential for public health agencies
and organizations to assess, monitor, and respond to public health emergencies and disasters.
Note 2 to entry: EEIs are specifically tailored to the unique needs and requirements of public health preparedness,
including vital information related to disease surveillance, epidemiological data, healthcare system capacity,
medical resources availability, population demographics, risk assessments, and other factors influencing public
health response efforts.
3.1.12
incident management system
IMS
comprehensive, interoperable organizational model for government, nongovernmental organizations,
and the private sector to prevent, protect against, mitigate, respond to, and recover from incidents
Note 1 to entry: It provides stakeholders with a platform for sharing resources, coordinating and managing
incidents, and communicating information through shared vocabulary, systems, and processes to successfully
deliver the capabilities.
3.1.13
information governance
overall strategy that outlines the responsibility for ensuring appropriate behaviour when valuing,
creating, storing, using, archiving, and deleting information for an enterprise
Note 1 to entry: It is a fundamental component of enterprise governance that includes processes, roles, policies,
standards and metrics that help an organization achieve its goals.
3.1.14
information system
one or more computer systems and communication systems together with associated organizational
resources such as human, technical, and financial resources that provide and distribute information
[SOURCE: ISO/IEC 25012:2008, 4.11]
3.1.15
interoperability
ability of different information systems, devices and applications (systems) to access, exchange,
integrate and cooperatively use data in a coordinated manner, within and across organizational,
regional and national boundaries, to provide timely and seamless portability of information
Note 1 to entry: IT interoperability is a component of disaster management interoperability.
Note 2 to entry: IT interoperability ensures that diverse technologies can understand, interpret, and utilize
information exchanged between them without loss or distortion, allowing the smooth transfer of data,
commands, and functionalities between different systems, enabling them to work together in a cohesive manner.
3.1.16
preparedness
ability to effectively anticipate, respond to, and recover from the impacts of likely,
imminent, or current hazard events or conditions
Note 1 to entry: Public health preparedness encompasses the planning, organization, and coordination of
resources and actions that is carried out within the context of disaster risk management and aims to build the
capacities needed to efficiently manage all types of emergencies and achieve orderly transitions from response
through to sustained recovery.
Note 2 to entry: Public health preparedness is based on a sound analysis of disaster risks and good linkages
with early warning systems, and includes such activities as contingency planning, stockpiling of equipment and
supplies, the development of arrangements for coordination, evacuation and public information, and associated
training and field exercises. These must be supported by formal institutional, legal and budgetary capacities.
3.1.17
population health
science of protecting and improving the health of people and their communities through promoting
healthy lifestyles, researching disease and injury prevention, and detecting, preventing and responding
to infectious diseases and other health threats
Note 1 to entry: The field of population health includes health outcomes, patterns of health determinants, and
policies and interventions that link these two.
Note 2 to entry: Population health is a multidisciplinary approach that is based on a variety of disciplines,
including epidemiology, biostatistics, social and behavioural sciences, emergency preparedness and response,
health policy and management. It is focused on understanding and addressing the health needs of populations,
with the goal of improving health outcomes and reducing health disparities.
3.1.18
public health
science and practice of protecting and improving the health of individuals, communities, and
populations through the prevention of disease, injury, and other health-related issues
Note 1 to entry: Public health works to promote healthy behaviours and environments, identify and respond to
health threats, and address health inequalities and disparities.
Note 2 to entry: Public health is a multidisciplinary field that draws on a variety of scientific and social science
disciplines, including epidemiology, biostatistics, environmental health, social and behavioural sciences, and
health policy and management. Public health professionals work in a range of settings, including public health
departments, healthcare organizations, community-based organizations, academia, and government agencies.
3.1.19
public health and medical situational awareness
knowledge state that results from the process of active information gathering with appropriate
analysis, integration, interpretation, validation and sharing of information related to health threats and
the health of the human population, as well as health system and human services resources, health-
related response assets, and other information that can impact the public’s health to inform decision
making and resource allocation
Note 1 to entry: Public health medical and situational awareness is critical in emergency response because it
enables healthcare professionals to make informed decisions and take appropriate actions to mitigate the impact
of the crisis. It allows them to identify potential risks and challenges, assess the capacity of the healthcare system,
and develop effective strategies to manage the crisis.
Note 2 to entry: The public health medical and situational awareness plays a significant role in preventing
public health emergencies and medical crises by enabling proactive risk assessment and mitigation. It involves
identifying potential threats, developing early warning systems, and implementing appropriate preventive
measures to prevent or mitigate a crisis.
3.1.20
public health emergency preparedness and response informatics
PH EPR informatics
interdisciplinary science, incorporating knowledge and techniques from multiple fields of research
and practice, including epidemiology and surveillance, gathering and distributing information for
situational awareness, IT technology and infrastructure development, incident management, and
several other disciplines
Note 1 to entry: PH EPR informatics involves the strategic use of informatics tools, methods, and technologies to
collect, analyse, exchange, and disseminate critical information and support decision-making processes during
emergency situations.
Note 2 to entry: PH EPR informatics enhances the efficiency, accuracy, and effectiveness of emergency response
efforts, enabling timely and informed decision-making, resource allocation, and coordination.
3.1.21
public health emergency preparedness and response information system
people, processes and technology involved in planning, acquiring, processing, managing and
distributing PH EPR data and information in a coordinated manner, within and across organizational,
regional, national and international boundaries to inform EPR decision making, resource allocation,
community response and other actions necessary for PH EPR operations.
3.1.22
reference information model
single information model that covers the data domain of activity being addressed by a standards
developing organization using this methodology
[SOURCE: ISO/TS 27790:2009, 3.62]
3.1.23
reference standard
single information model that covers the data domain of activity being addressed by a standards
developing organization using this methodology
3.1.24
terminology
specialized language used to describe the
concepts, principles, and practices related to medical diseases and conditions, medical procedures and
treatments, promoting and protecting populations’ health, and preventing, responding and mitigating
disasters
Note 1 to entry: Terminology is used to describe code sets, classifications, and vocabulary as a continuum.
Note 2 to entry: Public health terminology includes epidemiology (the study of the distribution and determinants
of health and disease in populations), surveillance (the ongoing collection, analysis, and interpretation of health
data), health promotion (activities aimed at improving health and preventing disease), and community health
(the health status and needs of specific populations or communities).
3.1.25
value sets
standardized codes and terms used to represent
public health and public health concepts and their associated attributes, such as medical diseases
and conditions, medical procedures and treatments, qualitative indicators for evaluation of health
protection of populations, and disaster prevention, response and mitigation
Note 1 to entry: Value sets are commonly used in electronic information flows to enable exchanging public
health, public health reporting and situational awareness information between all entities involved in public
health emergency response.
Note 2 to entry: Standardized value sets are typically created and maintained by standard international
public health organizations (i.e., WHO- International Classification of Diseases, ICD), standard development
organizations (SDOs), i.e., IHTSDO (SNOMED CT codes), HL7, Regenstrief Institute (LOINC), which are widely
adopted in public health.
3.1.26
vocabulary
precise and standardized
language and terminology for the public health emergency preparedness and response electronic data
exchange to describe and respond to emergencies, disasters, and public health crises
Note 1 to entry: Public health emergency preparedness and response data vocabulary facilitates precise
communication by minimizing or eliminating ambiguity (e.g., SNOMED CT, ICD-11).
Note 2 to entry: Public health emergency preparedness and response vocabulary includes terms related to
emergency management, incident management, personal protective equipment, triage, mass casualty incidents,
decontamination, and other concepts related to responding to emergencies and disasters that threaten public
health.
Note 3 to entry: public health and public health preparedness data vocabulary very often use standardized value
sets (3.1.25). For example, disability could be described by precise and standardized language, and it could be
measured using such value sets as Disability status (a patient describes his/her own disability status), Disability
type that described by a clinician (i.e., neurological disability, physical disability).
3.2 Abbreviated terms
CDC Centres for Disease Control and Prevention
CIR Critical Information Requirements
COVID-19 Coronavirus Disease 2019
DIS Draft International Standard
EEI Essential Elements Information
EOC Emergency Operations Centre
EPR Emergency Preparedness and Response
FEMA Federal Emergency Management Agency
GIS Geographic Information System
HHS Department of Health and Human Services
Healthcare Information and Management Sys-
HIMSS tems Society
HL7 Health Level Seven
IDSR Integrated Diseases Surveillance and Response
International Electrotechnical Commission, see
IEC ISO/IEC
IHR International Health Regulations
IMS Incident Management System
ISO International Organization for Standardization
International Organization for Standardization/
ISO/IEC International Electrotechnical Commission
IT Information Technology
Logical Observation Identifiers Names and
LOINC Codes
PH Public Health
PHE Public Health Emergency (see ASPR)
Public Health Emergency Operations Centre
PH EOC-NET Network
Public Health Emergency Preparedness and
PH EPR Response
Public Health Information Network Vocabulary
PHIN VADS Access and Distribution System
SA Situational Awareness
Systemized Nomenclature of Medicine – Clinical
SNOMED-CT Terms
SOP Standard Operating Procedure
TC Technical Committee
URL Uniform Resource Locator
US United States
VADS See PHIN VADS
WHO World Health Organization
WTO World Trade Organization
4 Requirements for PH EPR information systems
4.1 Defining the PH EPR information system’s domain
Information is the most critical asset during all phases of PH emergencies. It drives a decision-making
process that enables situation assessment, risk analysis, resource allocation, response planning, public
communication, and monitoring and evaluation.
The PH EPR information systems domain that manages PH EPR information encompasses people,
processes and technology, and involves planning, acquiring, processing, managing and distributing PH
EPR data and information in a coordinated manner, within and across organizational, regional, national
and international boundaries to inform PH EPR decision making, resource allocation, community
response and other actions necessary for PH EPR operations.
The PH EPR information systems domain typically includes the data management for the following data
domains:
— Emergency preparedness: This domain encompasses data related to planning, training, and
resource management in preparation for public health emergencies. It addresses information
needs for developing response plans, conducting drills and exercises, establishing communication
networks, and ensuring the availability of necessary resources and infrastructure.
— Surveillance and monitoring: This domain includes data to detect and track public health emergencies,
such as data from surveillance systems for disease outbreaks, environmental monitoring, syndromic
surveillance, and early warning systems. The domain also includes monitoring indicators such as
case counts, hospitalizations, deaths, and other relevant data to inform decision-making.
— Risk assessment and modeling: This domain contains data for the evaluation and modeling of risks
associated with public health emergencies, such as assessing the potential impact of emergencies,
identifying vulnerable populations, estimating the spread of diseases, and predicting resource
needs for response efforts. Risk assessment and modeling inform preparedness plans and resource
allocation strategies.
— Communication and alerting: This data domain focuses on communication and information
dissemination during emergencies, such as data for issuing alerts, warnings, and notifications to
relevant stakeholders. Also, it includes data related to the development of communication channels,
public messaging strategies, and the coordination of communication efforts across various entities
involved in the response.
— Resource management: It focuses on data for the management of resources required for effective
response during public health emergencies, tracking and inventorying medical supplies, vaccines,
equipment, personnel, and other critical resources. Based on identified needs, this analysis ensures
the availability, distribution, and utilization of resources.
— Incident reporting and documentation: This domain encompasses data from the documentation
and reporting of incidents, response activities, and outcomes. It includes capturing and storing
data on cases, interventions, epidemiological investigations, and outcomes. Incident reporting and
documentation systems facilitate retrospective analysis, evaluation, and reporting to stakeholders,
regulatory bodies, and the public.
— Collaboration and coordination: It focuses on data demonstrating the facilitation of collaboration
and coordination among various stakeholders involved in PH EPR. Also, it contains indicators of
coordinating efforts across different agencies, organizations, and jurisdictions to ensure a cohesive
and synchronized response.
The PH EPR information systems play a critical role in fulfilling of the following major PH emergency
[31]
response functions :
— plans and procedures;
— physical infrastructure;
— information and communication technology (ICT) infrastructure;
— information systems and standards;
— human resources.
4.2 General principles of management and conformance
4.2.1 Conformance with general incident management principles
4.2.1.1 General requirements
The PH EPR information systems shall conform with general principles of incident management
systems.
4.2.1.2 Utilization of common terminology, PH EPR vocabulary and concepts.
Incident management systems develop and utilize common EPR terminology that allows different
organizations to fulfil assigned incident management functions, enhance IT interoperability and
minimize confusion.
4.2.1.3 Modular organization
The incident management systems consist of building blocks that can be put in place as needed based
on critical incident characteristics. These blocks include information on the incident’s size, complexity
and a type of hazards that caused the incident.
4.2.1.4 Managing by objectives
The incident commander establishes incident objectives that direct incident management operations.
Managing by objectives require:
— Making specific, measurable objectives
— Developing executable strategies, tactics, tasks, and activities to fulfil the objectives
— Benchmarking, evaluating and documenting performance against objectives facilitate the initiation
of corrective actions, and inform development of objectives for the next operational period.
4.2.1.5 Incident action planning
Development of coordinated incident action planning guides is crucial. Incident action plans (IAPs)
outline incident objectives, tactics, and assignments for operational and support activities.
4.2.1.6 Manageable span of control
Span of control pertains to the number of individuals or resources that one supervisor can manage
effectively during an emergency response. Effective spans of control enable supervisors to direct,
communicate with and supervise subordinates. Incident management optimal control span is one
supervisor to five subordinates. However, the 1:5 ratio is only a guideline. Effective incident management
may call for different ratios, depending on the type of incident, purpose of tasks, existing hazards,
distance between personnel and resources etc. In cases where a supervisor's control is insufficiently
effective, they can assign subordinate supervisors or redistribute subordinates.
4.2.1.7 Organization of incident facilities and locations
Depending on the incident size, complexity and situation, the Incident Commander, Unified Command,
and/or EOC director organize the necessary support facilities. Typical facilities include the Incident
Command Post, incident base, staging areas, camps, mass casualty triage areas, points-of-distribution,
and emergency shelters.
4.2.1.8 Comprehensive resource management
Comprehensive resource management serves as a systematic and coordinated approach for the
development and maintenance of mechanisms to identify requirements, order and acquire, mobilize,
track and report, demobilize, and reimburse and restock resources such as personnel, teams, facilities,
equipment and supplies.
Key resource management activities include:
— resource identification and typing;
— qualification, certification and credentialing of personnel;
— planning for resources;
— acquiring, storing and inventorying resources.
4.2.1.9 Integrated communications
Integrated communications allow incident response teams from diverse organizations to achieve
incident management interoperability, share information and achieve situational awareness.
Incident managers facilitate communications through the development and implementation of common
communications plans, interoperable communications processes and systems.
Integrated communications are necessary to:
— maintain connectivity;
— achieve situational awareness;
— facilitate information sharing.
4.2.1.10 Establishment and transfer of command
The Incident Commander or Unified Command should clearly establish the command function at
the beginning of an incident. The jurisdiction or organization with primary responsibility for the
incident designates the individual at the scene responsible for establishing command and protocol for
transferring command. When command transfers, the transfer process includes a briefing that captures
essential information for continuing safe and effective operations, and notifying all personnel involved
in the incident.
4.2.1.11 Unified Command
Unified Command may be established when an incident involves multiple jurisdictions, a single
jurisdiction with multiagency involvement or multiple jurisdictions with multiagency involvement. The
Unified Command establishes a common set of incident objectives and strategies that all can subscribe
to. This is accomplished without losing or giving up agency authority, responsibility or accountability.
Organizations participating in incident management share key features of Unified Command including
a single, integrated incident organization, collocated (shared) facilities, a single planning process and
Incident Action Plan, integrated staffing, a coordinated process for resource ordering.
4.2.1.12 Chain of command and unity of command
Chain of command refers to the orderly line of authority within the ranks of the incident management
organization. Unity of command means that each individual only reports to one person. This eliminates
the potential for individuals to receive conflicting orders from a variety of supervisors, thus increasing
accountability, preventing freelancing, improving the flow of information, helping with coordination of
operational efforts, and enhancing operational safety.
4.2.1.13 Personnel accountability
Personnel accountability in emergency response refers to effort to improve the safety of emergency
responders by keeping track of their locations and assignments when operating at an incident site.
Effective accountability for resources during an incident is essential. Incident personnel should adhere
to accountability principles, including check-in/check-out, incident action planning, unity of command,
personal responsibility, span of control, and resource tracking.
4.2.1.14 Dispatch/Deployment
Dispatch/deployment in emergency management refers to the resource management process
that provides movement of personnel or/and other resources for emergency response. Resource
management involves the coordination, oversight, and processes that ensure timely employment of
resources during an incident. Ensuring that resource management systems and procedures are in
place prior to an incident (or a planned event) is crucial to acquiring the resources necessary during
an incident. Personnel or/and other resources should be deployed only when appropriate authorities
request and dispatched through established resource management system
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