Best Safety Moment Entry: Port of Milford Haven

Emergency incident management

The purpose of the procedure was to detail the Port of Milford Haven’s emergency incident management methodology, processes, and tools, and the associated roles and responsibilities.  There are three key commander levels and groups our team are trained in to manage and respond to an incident of varying complexity and aligns to the JESIP model (Joint Emergency Services Interoperability Principles):

• Operational Management (Emergency Response) – This is the act of dealing with the event at the front line. Operational Commanders will co-ordinate the operations team to fulfil this role either as a team or with the help/guidance of emergency services at the scene.
• Incident Management (Tactical Response) – This is the response led by the Tactical Commander looking at the wider picture, identifying extra resources such as equipment and people to support the operational team as well as considering potential impacts to the business and current activities. In a major event the tactical response may also liaise with the emergency services and Government officials at a tactical level.
• Crisis Management (Strategic Response) – This is the response conducted at the Senior Management Level when there is a significant impact to the business and long-term repercussions. This level looks at the wider implications of the event on the business as well as the commercial impact focusing on business continuity ensuring that the Port has the right focus and resources for rebuilding, restoring, and rehabilitating following a major event. This team is led by the Strategic Commander and in a major event may also liaise with the emergency services and Government officials at a strategic level.

We respond to incidents and emergencies with METHANE assessment with ongoing SITREP following the PEAR model People Environment Asset Reputation, prioritised in that order. 

Additional Information

The whole project was greater than just creating a procedure, that was just the framework.  We identified that there needs to be the training and competence to deliver it.  The tools and supporting documents to have clear guidance and confirm incident decisions.  Allowing for us to review and improve, forming a rounded audit trail capturing the PEAR model – People Environment Asset Reputation.

Key areas:

The Procedure – PoMH Incident Emergency Preparedness – Standard and Framework

The Training – Including external training with emergency services around the JESIP model and training with Home Office to encompass Cyber Incidents and testing procures.  It is included in our internal training schedule which is measured through our safety plan and reported to at board level.  We create incidents in all operational areas on land and sea to test, capture learning and actions to close out.  With summaries presented at regular wider business forums. 

The Tools – Operational Commander Handbooks, easy flow charts for guidance, grab bags, Emergency Boxes, JESIP App, Scene assessment forms and more are all tools implemented to manage an incident and trained with quarterly.   

The Facilities – Created a specific incident emergency room with aid memoirs, Tactical response table and full office facility that can be turned into an emergency response room rapidly to facilitate internal and external stakeholders’ including Blue light services, MCA and enforcing authorities.  The whole emergency management response has been developed to protect our people and ensure the readiness and longevity of our port. 

The Incident emergency management plan has been noted as Best Practice through a number of external audits.