Ordering Manager

ORDM Incident Position Description

The Ordering Manager (ORDM) is responsible for the ordering and tracking of resources on wildland fire incidents. The ORDM receives and processes order requests from incident personnel for Overhead, Equipment, Crews, and Supplies. The ORDM may work at an Incident Command Post (ICP), Expanded Dispatch, spike camp, extended site from ICP, or a virtual location. Depending on the size and complexity of the incident, ORDMs may be supervised by the Supply Unit Leader (SUPL), a lead ORDM, or the Logistics Section Chief (LSC) and works in the Logistics functional area.

Prepare and Mobilize

• Ensure individual readiness.
• Gather critical information pertinent to the assignment.
• Travel to and check in at assignment.
• Check in with incident supervisor and/or dispatch when arriving at the incident.
• Review Incident Action Plan (IAP) and obtain briefing, objectives, and intent from supervisor.
• Obtain briefing from previous shift/assignment ORDM as necessary.

Build the Team

• Assemble and validate readiness of assigned personnel and equipment.
• Establish and communicate chain of command, reporting procedures, risk management processes, and radio frequency management.
• Establish a common operating picture with supervisors and subordinates.
• Participate in operational briefings as directed.
• Brief assigned personnel.
• Identify assigned resources and maintain accountability.

Supervise and Direct Work Assignments

• Establish and communicate objectives, priorities, work assignments, and performance expectations.
• Identify, analyze, and use relevant situational information to make informed decisions and take appropriate actions.
• Adjust actions based on changing information and evolving situation awareness. Develop and implement contingency plans. Communicate changing conditions to assigned resources and supervisor.
• Ensure incident objectives and performance standards are met.
• Monitor performance and provide immediate and regular feedback to assigned personnel.
• Establish and maintain positive internal and external interpersonal working relationships.

Perform Ordering Manager-Specific Duties

• Coordinate with incident supervisor on ordering expectations and work assignments.
• Develop ordering standards and requirements for incident resources to follow.
• Process all order requests in a timely manner. If needed, communicate with requesting person(s) any deficiencies that need corrected.
• Ensure complete and accurate General Message (ICS 213) forms are sent to Expanded Dispatch or Buying Team.
• Track resource requests in Interagency Resource Ordering Capability (IROC) for Overhead, Equipment, and Crews.
• Coordinate with Buying Team and/or Incident Business Advisor (IBA) for supply purchases.
• Generate IROC fill reports to all section leads or as requested by other Incident Management Team (IMT) personnel.
• Maintain S# tracking log.
• Document all suspicious occurrences.
• Provide for safety and security for all resources.
• Ensure personal protective equipment (PPE) is available depending on assignment type.

Communicate and Coordinate

• Follow established polies and procedures and the chain of command for the distribution and dissemination of information.
• Ensure clear understanding of expectations and timely communication within and across Incident Command System (ICS) functional areas and chain of command.
• Coordinate with Expanded Dispatch, Center Manager(s), Buying Team, and IBA as appropriate.
• Communicate effectively using multichannel radios. Use plain language and ICS terminology.
• Conduct and/or participate in After Action Reviews (AAR).

Manage Risk

• Apply the Risk Management Process as stated in the NWCG Incident Response Pocket Guide (IRPG), PMS 461:
  • Identify Hazards
  • Assess Hazards
  • Develop Controls and Make Risk Decisions
  • Implement Controls
  • Supervise and Evaluate
• Plan for medical emergencies. Ensure that assigned resources are prepared to execute the Medical Plan (ICS 206 WF). Ensure familiarity with medical responders, communication procedures, and transportation plan. Manage the medical emergency based on procedures stated in the IAP, the Medical Incident Report, or other relevant guidelines.
• Monitor for signs and symptoms of fatigue, illness, or injury. Mitigate appropriately.
• Identify potential conflicts and resolve within the same operational period, if possible.

Document

• Complete, authorize, ensure timeliness of, and route as required:
  • General Message (ICS 213)
  • Activity Log (ICS 214)
  • Order Tracking form (Cardstock, T-Cards, or IMT local form)
  • Resource Orders and reports generated from IROC
  • Incident Personnel Performance Rating (ICS 225 WF)
  • Crew Time Report (CTR), SF-261 (Watch: How to correctly fill out a CTR)) and/or Incident Time Report, OF-288 (Watch: How to Correctly fill out an Incident Time Report)
  • Agency-specific forms

Demobilize

• Anticipate demobilization, identify excess resources, coordinate with operations to prepare demobilization schedule, and communicate with supervisor.
• Plan for demobilization. Brief assigned resources on demobilization procedures and responsibilities. Ensure incident and agency demobilization procedures and work/rest driving standards are followed.
• Return equipment and supplies to appropriate unit.
• Complete demobilization checkout process before being released from the incident.
• Upon demobilization, report status to home unit including reassignment or estimated time of arrival (ETA) to home unit.
• During transfer of command:
  • Ensure continuity of operations.
  • Exchange critical safety information.
  • Communicate transfer of authority through established chain of command.