1. Identify the individual who is managing and overseeing the event (incident commander). This may be. . . 

   • The incident commander works with those leading the maintenance forces to determine what activities they will address and what areas are outside of their abilities (ie. Structures, signals, ITS devices, etc.). This will allow maintenance to focus on their areas of expertise.

2. Identify the individual who will be charged with addressing the media and handling all political dignitaries.

   • If necessary, find a controlled and staged location where media can gather.

3. Identify individual(s) who will be responsible for purchasing food and water if prolonged work hours are expected.

   • Determine if they have access to a P-Card that will allow the purchase of food and water.

4. Create a site map that will be provided to employees showing the emergency work area. An Onsite Commander Center is set up indicating locations of  restrooms, food serving, additional PPE, check-in/check-out station, mechanics, incident command post, media staging, etc.

5. Establish a location that is accessible and is safe for UDOT, local authorities, emergency response, and other necessary entities to gather.

6. Establish a location for portable restrooms and a schedule for service.

7. Establish a process for on-site check-in and check-out of employees and visitors. This is necessary to monitor the health and well being of UDOT personnel who may be asked to work long hours. It also provides an opportunity to control who enters the site.

8. A shift check-in and check-out status will be established to gauge the progress and processes being used. This process identifies problem areas that may need additional attention or processes that need to be adjusted for the situation.

9. Establish a check in and check out procedure for all equipment being brought onto the site. Identify any issues with the equipment during the check in/out procedure.

10. An on-site mechanic will address and prioritize repairs, keeping the emergency response moving forward.

11. Provide location of extra PPE, including hazard suits, gloves, coats, masks, coveralls, (cold conditions).

12. Establish an individual who is responsible for tracking and collecting all the daily performance information. This information will be provided to the incident commander, who in turn reports to senior leaders.

    • If possible, use GIS to help visually display the work that is being accomplished daily.

    • Establish schedule-based daily progress predicting when work may be completed.

    • Daily updates can help review and address any challenges, opportunities for improvement, efficiencies, lessons learned, needs, shifting of resources, etc.

13. If teams are created to address locations of the event, each team lead is responsible for providing the following lists:

    • Employee hours 

    • Materials being used

    • Equipment usage

    • Any photos taken to help quantify and document the work that is being done

This information will assist the department in preparing a request for emergency funding and will quantify the department’s overall effort and costs. 

14. Use Google Drive or a platform that is capable of sharing content to help track all documents, invoices, photos, daily logs, etc. This is helpful in providing live status updates to those who have access to the records.

15. Provide first aid kits to address any incidents or injuries. 

    • • Keep certain medications on-hand to deal with allergic reactions.