Pre-Determined Dispatch of Aircraft in Victoria · Operating Protocols - Pre-Determined Dispatch 4 1.3. APPROVAL The following people are responsible for signing-off on the content

Pre-Determined Dispatch of Aircraft in Victoria

Operating Protocols

Operating Protocols - Pre-Determined Dispatch 2

Senior Responsible Officer (Project Sponsor)

Darrin McKenzie Deputy Chief Fire Officer DELWP

Key Project Contact Gary Turnham Snr Aviation Services Officer (Technology, systems & equipment & PDD Project Manager)

3 Operating Protocols - Pre-Determined Dispatch

1 DOCUMENT CONTROL

1.1. CONTACT FOR ENQUIRIES

Please address any questions regarding this document to:

Name: Peter Sharman Title: Project Officer Email: [email protected]

1.2. DOCUMENT HISTORY

Version Date Author Summary of changes

0.01 19 Aug 2015 Peter Sharman Initial Document

0.02 14 Sep 2015 Peter Sharman First Review and formatting changes

0.03 29 Sep 2015 Peter Sharman Second review including additional handout documents,

0.04 5 Nov 2015 Peter Sharman Incorporating amendments from Project Team including renaming of document from Concept of Operations to Operating Protocols.

0.05 12 Nov 2015 Peter Sharman Amended sections on Aircraft Activation to cater for PDD notifications.

0.06 Nov 2015 Peter Sharman Feedback inclusions

0.07 Dec 2015 Peter Sharman Added flowchart for State Air Desk notifications

1.0 Dec 2015 Peter Sharman Final release

This document is a living document and can be updated at any time. The document should be reviewed at the end of each season to ensure it captures all the changes for the following season.


1.3. APPROVAL

The following people are responsible for signing-off on the content of the document. Signatures may be physical or via an email attached to the document, or saved in an electronic format and referenced in the table below.

Signatures constitute an acceptance and agreement of the document’s content.

Name Title Approval Signature Date

Darrin McKenzie Deputy Chief Fire Officer

Lisa Frye Manager Aviation Services

Greg Murphy Manager Aviation & Regional Operability, Emergency Management Victoria

Gary Turnham Snr Aviation Services Officer (Technology, Systems & Equipment & PDD Project Manager)

Bryan Rees Snr Aviation Services Officer (Capability Development)

Wayne Rigg CFA Aviation Officer

Tony O’ Day CFA Operations Manager – Operational Communications

1.4. RELATED DOCUMENTS AND REFERENCES

The application of this Process is to be read and applied in conjunction with the following related documents:

IAOP AM 1.04 Flight Following Procedures.

IAOP AM 1.05 Management of Aircraft at Incidents.

IAOP AM 1.06 Obtaining Aircraft.

IAOP SO 4.07 Firebombing Operations.


2 CONTENTS

Operating Protocols ............................................................................................................ 1

1 Document Control ....................................................................................................... 3

1.1. Contact for Enquiries 3

1.2. Document History 3

1.3. Approval 4

1.4. Related Documents and References 4

3 Background ................................................................................................................. 7

3.1. Introduction 7

3.2. Bendigo Trial of Pre-Determined Dispatch 2012 7

Trial Objectives ............................................................................................................................. 7 3.2.1. Dispatch Process .......................................................................................................................... 7 3.2.2.

3.3. Effectiveness and Benefits 8

Rapid Initial Attack ........................................................................................................................ 8 3.3.1.

3.4. PDD Expansion 2013 to 2015 8

4 Pre-Determined Dispatch Process ........................................................................... 10

4.1. Preparation 10

Registering PDD footprints ......................................................................................................... 10 4.1.1. Guidelines for Managing PDD .................................................................................................... 10 4.1.2. Pager Delivery ............................................................................................................................ 10 4.1.3. Aircraft Activation ........................................................................................................................ 10 4.1.4.

4.2. Response 11

Call Processing ........................................................................................................................... 11 4.2.1. Timing of Operation .................................................................................................................... 11 4.2.2. Type of Call ................................................................................................................................. 11 4.2.3. Pager Message ........................................................................................................................... 11 4.2.4. Fire Danger Indices .................................................................................................................... 11 4.2.5. Cancelling Aircraft ....................................................................................................................... 12 4.2.6. Advice to ESTA ........................................................................................................................... 12 4.2.7. Advice to State Air Desk Flight Following ................................................................................... 12 4.2.8. Release from Fire ....................................................................................................................... 12 4.2.9.

Subsequent in-Flight Dispatch ................................................................................................ 12 4.2.10. Reporting A New Fire ............................................................................................................. 13 4.2.11. Air Attack Supervisor (AAS) .................................................................................................... 13 4.2.12. Turning PDD Off or On during the Service Period.................................................................. 13 4.2.13.

4.3. Area of Responsibilities 15

5 Ongoing Tasks for PDD Program ............................................................................ 16

6 Briefing Methodology................................................................................................ 17

Aviation Services Unit Responsibilities ....................................................................................... 17 6.1.1. Region Responsibilities .............................................................................................................. 17 6.1.2. District Responsibilities ............................................................................................................... 17 6.1.3.

7 Dependencies and interdependencies .................................................................... 18

APPENDIX 1. Workflow ..................................................................................................... 19


APPENDIX 2. Total Fire Ban Districts .............................................................................. 21

APPENDIX 3. Weather Stations ........................................................................................ 22

APPENDIX 4. PDD Availability Process ........................................................................... 23

APPENDIX 5. PDD Communications Protocols .............................................................. 26

APPENDIX 6. Calling ESTA via Telephone ...................................................................... 27

APPENDIX 7. Frequently Asked Questions ..................................................................... 28

APPENDIX 8. Default Communications Plan ................................................................... 29

APPENDIX 9. Definitions and Abbreviations ................................................................... 30


3 BACKGROUND

3.1. INTRODUCTION

The Enhanced Aircraft Request and Dispatch System Project initiated as part of the response to the

Victorian Bushfire Royal Commission (VBRC) Recommendation 20 which sought to “establish a system that enables the dispatch of aircraft to fires in high-risk areas without requiring a request from an Incident Controller or the State Duty Officer.”

The bushfire CRC have undertaken studies on the use of aircraft which have determined the following:

If FFDI is in the Low/Moderate or High ranges and arrival time to first attack is less than 2 hours, the probability of first attack success is likely to very likely with aerial suppression support and unlikely without aerial suppression support.

If the FFDI is in the Very High range the aerial suppression support provides medium likelihood but without aerial support there is little chance of first attack success if arrival time is less than half an hour.

Research was undertaken of the procedures, processes and systems used by eight fire agencies, five in Australia and three in the US and Canada for the use of aircraft in firefighting operations.

A key finding of the research was that the South Australian Country Fire Service, Western Australian Department of Fire and Emergency Services and the Queensland Fire and Rescue Service had developed pre-determined dispatch guidelines for the dispatch of aircraft (light helicopters and SEATs only) to fires in designated response zone(s), based on specific fire danger trigger levels.

3.2. BENDIGO TRIAL OF PRE-DETERMINED DISPATCH 2012

As a result, the Fire and Emergency Aviation Management Group sanctioned a trial of pre-determined aircraft dispatch for the 2012 / 2013 fire season. A development group comprising representatives from the Country Fire Authority, the Department of Environment and Primary Industries and the State Aircraft Unit oversaw the project.

After considering several locations in Victoria, CFA District 2 incorporating DELWP’s Murray Goldfields District (which included part of the Midlands Fire District response area i.e. North-South Macedon Ranges, Wombat State Forest area) was selected as the most suitable footprint for the trial. The confines of a CFA District were used for notification purposes to ensure timely and effective implementation of the trial in cooperation with ESTA. The DEPI Airbase at Bendigo Airport was selected as the Nominated Operational Base (NOB).

TRIAL OBJECTIVES 3.2.1.

To provide pre-determined dispatch of firebombing aircraft to have aircraft working over fires in the shortest possible time – rapid initial attack

Keep fires small minimising impacts on life and property

Have processes in place that utilise aircraft in a safe, efficient and cost effective manner

Collect trial data that enables determination of trial success factors to assist in determining whether pre-determined dispatch should be used elsewhere in the state

DISPATCH PROCESS 3.2.2.

The dispatch process for aircraft during the trial was:

An AAS was rostered and with the aircraft for the entire Service Period

The dispatch advice (page) sent to the AAS and Pilots from ESTA between the hours of 09:00 to 19:00. Although ESTA always sent the page between 09:00 and 19:00, the normal days of operation were between 10:00 and 18:00. On TFB days operations took place between 09:00 and 19:00 hours.

Pager messages were sent for code 1 grass and scrub and undefined fires in the CFA District 2 footprint only.

The AAS determined whether a response took place based on actual FDI in the footprint. If the grassland or forest FDI is less than 12, NO dispatch took place. An FDI of 12 was chosen as it aligned to the Fire Danger Rating of HIGH).


For the initial trial, the AAS consulted with the RDO if the fire is in or close to a township to determine if response was required.

The AAS contacts ESTA to advise if responding or not and ESTA advised the responding appliances accordingly.

The AAS also conducted a flight briefing with the pilots.

The Aircraft Officer advised the RDO/DDO if aircraft did not respond.

The AAS and pilots contacted the State Air Desk on departure to advise of their departure and obtained a Fire CTAF.

Once aircraft dispatched, normal operations applied.

After completion of the operation, the AAS advised ESTA when the aircraft were available for further dispatches to fires that may occur whilst airborne.

Aircraft were dispatched to fires outside of the nominated footprint but only as requested by the State Air Desk – normal operations. At no time can ESTA direct aircraft other than through the pre-determined Dispatch process.

Aircraft could be re-tasked whilst airborne by the State Air Desk.

3.3. EFFECTIVENESS AND BENEFITS

RAPID INITIAL ATTACK 3.3.1.

Evidence indicates that aircraft working on fires in support of ground resources is successful and it is a widely utilised strategy throughout the world. Having aircraft work on fires quickly increases the likelihood of controlling a fire early.

The gain under PDD is due to four main factors:

Rapid initial attack via the direct notification of the incident (and the authorised Pre-Determined Dispatch of fire suppression aircraft) to the Air Attack Supervisor and Aircrew (i.e. not having to wait for ground crews to arrive on scene and perform an assessment to request Aircraft)

The Air Attack Supervisor (AAS) rostered and based with the tactical aircraft (Air Attack Platform) for the entire service period.

Safety on the fireground.

Aerial intelligence provided.

3.4. PDD EXPANSION 2013 TO 2015

The year after the initial trial (2013-2014) saw the program area expand to also include Casterton, Hamilton, Sea Lake, and Benambra. With the introduction of Sea Lake put in place for the harvest period due to the potential of fires with the harvest operations. The introduction of Casterton, Benambra and Hamilton locations saw the Single Engine Air Tractors (SEAT’s) utilised for the first time, operating in an aggregated response configuration

1. During 2013 was the first time an AAS was not with the aircraft for the initial

response under SAUP 4.07.

With the commencement of the 2014 / 2015 fire season and the subsequent successes of the previous PDD operations, the PDD process grew as indicated in table (below). The aircraft at Sea Lake (harvest period) was re-located to Wooroonook for a short period and then finally to Healesville all under the PDD arrangements. The aircraft at Mansfield was a combination of a type 1 helicopter and a SEAT that raised safety concerns of having two different types of aircraft working on the one fire without an AAS and was removed for the 2015/16 season. Colac was the other location having a type 1 helicopter where traditionally the PDD arrangements only operated with type 2 and type 3 helicopters and SEAT’s.

1 Aggregated Response (or wolf pack configuration) is where two or more aircraft operate together


Location Year

2012 -2013 2013-2014 2014-2015 2015-2016

Albury SEAT (x1) SEAT (x1)

Bairnsdale SEAT (x2) SEAT (x2)

Benalla Type 3 Type 3

Benambra SEAT (x2) SEAT (x2) SEAT (x2)

Bendigo Type 2, Type 3 Type 2, Type 3

(upgraded) Type 2, Type 3 Type 2, Type 3

(upgraded)

Boort Type 2

Casterton SEAT (x2) SEAT (x2) SEAT (x2)

Colac Type 1 Type 1

Hamilton SEAT (x2) SEAT (x2) SEAT (x2)

Healesville Type 2 Type 2

Latrobe Valley Type 2 Type 2

Mangalore Type 2

Mansfield SEAT (x1), Type 1 SEAT (x1)

Sea Lake Type 2 Type 2 Type 2

Shepparton Type 3 Type 2

Stawell SEAT (x2) SEAT (x2)

Wooroonook Type 2

Total 1 5 15 16

At the end of the 2014 / 2015 season, PDD was to be transition into business as usual. However due to the implementation of Mangalore, the removal of the type 1 rotary winged aircraft at Mansfield, and other potential enhancements such as the Wimmera Harvest trial, the 2015 / 2016 season will managed as a project, but the season will pave the way for development of transitioning to business as usual (BAU).

And the continued development and documenting of operating protocols on a continuous improvement basis.


4 PRE-DETERMINED DISPATCH PROCESS

The only way an aircraft can be dispatched is either via the State Air Desk as per normal operations or under the PDD process.

Based upon the Bendigo trial, further enhancements learned from After Action Reviews and positive feedback from fireground and aircrews associated with the pilot, the Pre-Determined Dispatch process has evolved to the following process:

4.1. PREPARATION

REGISTERING PDD FOOTPRINTS 4.1.1.

PDD footprints are determined by the CFA Aircraft Officer in consultation with CFA and DELWP Districts. Once prepared by the CFA, the footprints are submitted and approved by the FEAMG.

PDD footprint boundaries shall:

provide rapid firebombing capability across the greatest area of regional Victoria considering State Fleet Aircraft arrangements;

enable dispatch of aircraft via ESTA CAD; and

be determined through processes that involve consultation between Agencies.

The PDD footprints and associated data is provided by the CFA Manager Operational Communications to ESTA.

GUIDELINES FOR MANAGING PDD 4.1.2.

4.1.2.1. PDD SEASONAL ACTIVATION AND DEACTIVATION

CFA Aviation Officer will request VicFire to activate or deactivate PDD footprint for specified airfields at least 7 working days prior to the commencement of the Service Period for the season.

The timing of seasonal activation or deactivation will vary with approval of the Aircraft Activation Group. An output of the Aircraft Activation Group meeting will be to advise relevant Agency personnel, CFA Operational Communications, State Air Desk and the Aircraft companies of the start date for the PDD process prior to their implementation.

PAGER DELIVERY 4.1.3.

Each PDD location has its own capcode programmed in the pager. Every time a pager message is sent to a particular PDD capcode from the ESTA CAD system, an additional message is sent to other relevant pagers programmed with the same capcode, e.g. Duty Officers.

Prior to the commencement of the aircraft service period the pager is issued to the aircrew by CFA already configured to their respective NOB. This pager remains the responsibility of the aircrew until the season completion for that airfield when the pager is to be returned to the relevant Regional Controller.

The capcodes and configuration of the pager is managed by CFA’s Operational Communications.

AIRCRAFT ACTIVATION 4.1.4.

The Aircraft Activations Group will determine the start date for aircraft services at each location in Victoria. It is possible that aircraft can be activated for service at a location normally having PDD operations but not commence PDD until sometime later. The notification from the Activation Group will specify whether the commencement of aircraft at a location will include PDD activation. This date will be the actual start date

There are only 2 ways to dispatch firebombing aircraft!

Request via the State Air Desk

Or

PDD (aircraft receives page from ESTA)


however any delay in the starting of the PDD process will follow the process identified in 4.2.12 Turning PDD Off or On during the Service Period below.

4.2. RESPONSE

Once the Aircraft Activation Group determine the commencement of PDD at a location the process for dispatching of the aircraft is outlined below.

Where two aircraft operate out of the same location and one is not available, the other aircraft can still respond under the PDD process.

CALL PROCESSING 4.2.1.

The Emergency Services Telecommunications Authority (ESTA) run the VicFire callsign on behalf of the CFA. In the Fire context, ESTA use CFA rules for regional areas in Victoria and therefore all response areas are based upon CFA rules.

TIMING OF OPERATION 4.2.2.

The hours of operation for aircraft is outlined in JSOP 2.06 relating to preparedness. Generally when the service is activated, the normal hours are between 10:00 hours and 18:00 hours and between 09:00 hours and 19:00 hours on Total Fire Ban days. The ESTA CAD system does not cater for Dispatch variations based upon a total fire ban declaration in a particular area. For this reason, the project team requested ESTA to page the Nob between 09:00 and 19:00 hours regardless of the TFB status.

For the purposes of PDD, the aircrew will operate under the TFB conditions where the aircraft has a responsibility in the Total Fire Ban District being placed on TFB (see Appendix 2 below).

The State Air Desk can alter the above times for PDD operations to operate from 08:00 hours and no later than 21:00 hours or earlier depending on last light considerations. This allows greater flexibility of PDD operations based upon FDI days in the Very High and above range that have not been declared TFB days. It is a State Air Desk responsibility to advise both aircrews and ESTA of any timing alterations.

TYPE OF CALL 4.2.3.

The type of call that has been configured for PDD operations is either Grass and Scrub or Undefined fires where there is a requirement for an urgent response from the Fire agencies. In the ESTA environment this is for priority 1 calls (Code 1 response) where there is a reported threat to life and/or property by fire.

The other component is the call must fall within the PDD footprint for each aircraft. There is currently no area in the MFB area where PDD operates.

PAGER MESSAGE 4.2.4.

To advise the aircrew there is an ESTA CAD event meeting the requirements of PDD, the ESTA Dispatcher will send a page message in the format:

ALERT <CAD Number> <CFA Response Area> <Event Type> C<Priority> <free text> <Address> /<Intersecting Street 1> //<Intersecting Street 2> <Spatial Vision Map reference> <Lat / Long reference> <Responding Resources>

The Latitude and Longitude reference is in the format Degrees - Decimal minutes (e.g. -35.8386461, 143.0468617).

The Pager message is sent to aircrew with the configuration unique for PDD operations in that the map reference includes both Spatial Vision and Latitude / Longitude references.

The pager message is sent to the aircrews regardless of their hours of operation between the above times. This can be reduced by the aircrew logging on and off when they are available rather than having a pager message sent out when there is no potential for PDD activation.

A notification pager message is also sent to configured pagers at the State Air Desk and Duty Officers for the area where the NOB is located. The Duty Officer notification is to enable the Duty Officer to arrange reloading crews should the aircraft require it.

FIRE DANGER INDICES 4.2.5.

Once the aircrew receive the pager message, the FDI is checked by the aircrew to ensure the value of 12 or greater has been obtained in the footprint. As long as either the forest or grassland FDI value is equivalent


to or greater than 12, the aircraft can depart. The nominated Automatic Weather Stations for each PDD footprint is listed in Appendix 3 below.

CANCELLING AIRCRAFT 4.2.6.

The relevant Duty Officer can cancel the response of an aircraft if they determine it is not required. Should the aircraft be not required then the Duty Officer is to advise VicFire, the State Air Desk or the aircraft directly that the aircraft is not required to respond. If the aircraft is not advised directly by the Duty Officer, then the message must be relayed to the aircraft as soon as possible.

ADVICE TO ESTA 4.2.7.

The aircrew, or representative, will contact ESTA to advise if responding or not and ESTA will advise the first responding appliance.

Should the aircraft be responding ESTA will advise the aircraft of the fireground channel being used, once it is known. The ESTA Dispatcher will mark the aircraft on the event as attending which in turn puts the airfield in an unavailable status and will not be paged with new fires.

Once the aircraft has been released and is ready for further dispatches under PDD processes the aircrew are to advise ESTA. It must be understood that until ESTA is advised the aircraft is available and the ESTA operator updates the CAD accordingly, the aircraft will not be contacted for any further dispatches under PDD.

An aircraft is considered to be “out of service” in the CAD environment when it is marked enroute to a fire by the ESTA Dispatcher. It will remain “out of service” in the CAD system until it is marked as “returning” to the NOB. If the aircraft is not available for further PDD operations, the ESTA Dispatcher is to be advised to place the aircraft “out of service”. This will ensure no page messages will be sent to the aircraft whilst it is in this status. Once the aircraft is available for operations, the ESTA Dispatcher is to be advised to place the aircraft “back into service”.

The State Air Desk is responsible for notifying ESTA when the aircraft is dispatched by the State Air Desk to a fire. Once released from the fire the pilot shall advise ESTA when the aircraft is available for PDD process.

Any information regarding PDD changes must be relayed to the CFA Fire Services Communications Controller (FSCC) by ESTA as soon as possible.

ADVICE TO STATE AIR DESK FLIGHT FOLLOWING 4.2.8.

The aircrew contacts the State Air Desk on departure to advise of dispatch and to obtain a Fire CTAF. The State Air Desk can be requested to commence flight following under JSOP 2.06 section 5 but only if there is no local level flight following arrangements in place. This is only an interim option as the Regional Controller is ultimately responsible for the establishing of Flight Following in their Region in accordance with IAOP AM 1.04.

From this point on, the aircraft operate under the IAOP’s (formerly the SAUP’s) until completion of the operation and the aircraft is released by the Incident Controller.

RELEASE FROM FIRE 4.2.9.

Once released by the Incident Controller, the aircraft is to advise the State Air Desk of their release and return to their home NOB subject to further directions from the State Air Desk.

If the aircraft is in a position where it can respond to another fire under PDD processes, the nominated aircrew will also advise ESTA via radio they are returning to the NOB and is available for other calls.

SUBSEQUENT IN-FLIGHT DISPATCH 4.2.10.

Once ESTA is advised the aircraft is available, they can be paged for a new fire by ESTA whilst returning from the previous task. ESTA should ensure the details of the pager message is relayed to the aircraft via radio if the aircraft is still airborne.

Re-tasking by the State Air Desk can also occur whilst returning from a previous task. It must be remembered that aircraft can only be dispatched to fires outside of the nominated footprint by the State Air Desk (i.e. normal operations).

At no time can ESTA or a Duty Officer re-task an aircraft from the initial call.

REMEMBER: All tasking of aircraft outside of Pre-Determined Dispatch MUST be requested via the State Air Desk.


REPORTING A NEW FIRE 4.2.11.

Should an aircrew observe a column of smoke or another fire when returning to the NOB, the aircrew can radio into VicFire and report the newly sighted fire/smoke to the ESTA Dispatcher. The quickest method is to report the current location of the aircraft in Latitude and Longitude format and advise the Dispatcher of the bearing and approximate distance to the fire/smoke. As this new fire is not part of the PDD process, contact the Air desk and seek instructions as to whether the aircraft is required or not.

AIR ATTACK SUPERVISOR (AAS) 4.2.12.

The AAS is responsible for the safe and effective co-ordination of aircraft operations aircraft are operating on a fire.

Aircraft conducting firebombing operations on bushfires shall be supervised except as outlined in IAOP SO 4.07 Firebombing Operations, Section 3.6. The Incident Controller may authorise firebombing to be conducted without direct supervision of an Air Attack Supervisor only in circumstances where:

an authorised Air Attack Supervisor is not immediately available; and

fire control objectives would be adversely compromised if firebombing was delayed until an authorised Air Attack Supervisor was available; and

the Incident Controller has ensured that systems and procedures are in place to ensure the safety of ground and airborne personnel; and

the Incident Controller has taken reasonable steps to ensure that any environmental risks, particularly any risk to streams, watercourses or other key environmental assets, are assessed and appropriately managed.

only firebombing aircraft fitted with an operating siren capability may be used without an Air Attack Supervisor..

4.2.12.1. AAS RESPONDING UNDER PDD

Should an AAS be located with the AAS platform at specific locations, the AAS will be dispatched with the firebombing aircraft when the firebombing aircraft are dispatched as part of the PDD process. The locations involved are:

Bairnsdale;

Bendigo;

Colac; and

Stawell

When the firebombing aircraft has been re-tasked by the State Air Desk, the AAS is also no longer available under PDD. The AAS should advise ESTA they are “out of service” until the return of the fire-bombing aircraft.

At NOB’s under PDD where an Air Attack Supervisor is not immediately dispatched with aircraft, an Air Attack Supervisor should be requested at the earliest opportunity.

TURNING PDD OFF OR ON DURING THE SERVICE PERIOD 4.2.13.

The State Response Controller may approve turning off PDD in specified PDD footprints at times where it provides no benefit to overall fire suppression capability. Examples include:

at times when forecasts of high thunderstorm activity or other unsuitable conditions apply;

during going incidents;

when arson is occurring; or

other justifiable reasons.

4.2.13.1. REGIONAL CONTROLLER REQUEST FOR SUSPENSION OF PDD

Where appropriate, a Regional Agency Commander may submit a request to the Regional Controller to turn off PDD. This should follow consultation between all Regional Agency Commanders in the affected PDD footprints. The request shall include the PDD footprint/s, the proposed duration of effect and the rationale for turning off PDD.


The Regional Controller should determine if the request to turn off PDD is supported or not supported. Where appropriate, the request and rationale should be referred to the State Response Controller for approval. The request and approval decisions shall be recorded.

If approved by the State Response Controller, the Regional Controller shall notify the State Air Desk and Regional Agency Commanders that PDD will be turned off and the timing. Regional Agency Commanders are responsible for notifying Agency personnel.

4.2.13.2. AIRCRAFT AVAILABILITY DURING SERVICE PERIOD

When an aircraft availability changes at a location where PDD applies, such as:

deployed to a fire by the State Air Desk,

out of service, or

transferred to another base

4.2.13.3. AIRCRAFT AVAILABILITY CHANGE PROCESS

Where the availability of aircraft at a location having PDD operations is altered either via section 4.2.12.1, the State Air Desk will notify ESTA to turn off PDD by having the ESTA Dispatcher place the aircraft “out of service” for the duration of the aircraft availability change.

Should an aircraft be placed out of service as part of 4.2.12.2, the pilot will advise ESTA when the aircraft is again ready for PDD operations.

Once advised by either the State Air Desk or the pilot, the ESTA Dispatcher will then place the aircraft back into service. Once the aircraft is placed back into service, the ESTA Team Leader is to ensure the CFA FSCC is advised accordingly.

4.2.13.4. PAGER SYSTEM FAILURES

In the event of any pager system failures, PDD ceases for the duration of the pager outage and the aircraft will be dispatched through the State Air Desk. The ESTA Team leader is to advise the State Air Desk and the

FSCC of the cessation of PDD for the duration of the Pager outage.

In the event of a CAD outage not affecting paging, then the PDD process is also not affected.


4.3. AREA OF RESPONSIBILITIES

The following tables outlines those paragraphs pertinent to each functional role:

Aviation

Services Unit ESTA

Duty Officer

Aircrew State Air

Desk

Sections

4.1.1 4.1.2 4.1.3 4.1.4 4.3.2

4.2.1 4.2.2 4.2.3 4.2.4 4.2.7 4.2.10 4.2.11 4.2.12 4.3.3

4.2.6 4.2.8

4.2.5 4.2.7 4.2.8 4.2.9 4.2.10 4.2.11

4.2.5 4.2.8 4.2.9 4.2.10 4.2.12 4.3.2 4.3.3


5 ONGOING TASKS FOR PDD PROGRAM

For PDD to occur each season the following tasks are to be completed. Previously these tasks were done by the Aviation Services Unit however as part of rolling the program into normal business, these tasks will need to be identified and completed by Regional, District and ASU personnel. The overarching owner of the program for co-ordination purposes will remain with the Aviation Services Unit as the State Co-Ordinate of PDD.

Tasks include:

Task Responsibility

Prepare Communications Plan ASU / CFA

Prepare Pre-season Briefing ASU

Conduct Pre-Season Briefing

Aircrew ASU

Districts Regions

Ground Crews Districts

FSCC / ESTA Staff CFA

Review and Update Fire Web Information ASU

Prepare Maps

Footprints CFA

eMap ASU

Google Earth (KMZ) ASU

Comm’s Channel ASU

Review and Update Cockpit Handbook ASU

Advise Stakeholders of PDD activation ASU

Program and issue Pagers CFA

Collect and Collate Ongoing Data ASU

Conduct AAR ASU / Regions


6 BRIEFING METHODOLOGY

The safety of operations whilst working around and/or with aircraft must be regularly included in all briefings. The standard briefing should include any alterations to procedures, operations or work practices from previous seasons.

AVIATION SERVICES UNIT RESPONSIBILITIES 6.1.1.

As the state representative and aircraft contract co-ordinator the Aviation Services Unit will be responsible to brief the pilots and aircraft companies prior to the commencement of PDD where the pilot or company has any potential involvement in the program. No pilot can participate in PDD until they have been briefed in its operation.

The Aviation Services Unit is also responsible for ensuring and conducting briefings for both DELWP and CFA Regions at around the same time as the pilot briefing occurs. Although the briefings are for different audiences there is nothing stopping conducting a single briefing for both pilots and Region staff. By conducting the briefing in this manner will ensure all parties are aware of each other’s role under the PDD process.

REGION RESPONSIBILITIES 6.1.2.

Both DELWP and CFA regions will be briefed as outlined above. Once this occurs each Region is to ensure all affected Districts under their control are briefed in the functions of PDD so the Districts can pass the information onto field resources in a timely manner.

DISTRICT RESPONSIBILITIES 6.1.3.

As indicated above, each DELWP and CFA Districts are to ensure that all operational fire-fighters, especially to crew leader/Ops 1 level and those personnel associated with air operations, are sufficiently briefed in the functions of PDD prior to commencing operations in the District.

The main briefing points to be enforced are safety, the timely release of aircraft and the importance of communications with the aircraft whilst at the fire.


7 DEPENDENCIES AND INTERDEPENDENCIES

The pre-determined dispatch of aircraft success relies on the following activities that are shared across multiple agencies. Any delay to any one of the listed activities potentially has a flow on effect to the timely success of the operation. However due to the modular nature of the PDD process excluding the harvest activities, any delay at one nominated Operational Base (NOB) would have little impact on any other NOB.

Activity What is needed By When

Review and Update Radio Communications plan

In conjunction with the CFA Manager Operational Communications review ASU and CFA to update the communications plans and maps.

MMM-YYYY

Identify key Contacts for each footprint

Mapping of footprints Once PDD footprints have been agreed, map each footprint incorporating communications mapping changes. Circulate in hardcopy (A0 and A5 size), pdf and kmz formats. Also update eMap records.

Data collection

Brief all stakeholders

Aircraft Allocation

Season Prognosis

Review NOBs required to partake in the PDD process

Review aircraft locations based upon workload, support and type.

Review Automatic Weather Stations associated with each PDD footprint

Review initial suppression agent requirements for each footprint


APPENDIX 1. WORKFLOW



APPENDIX 2. TOTAL FIRE BAN DISTRICTS

TFB District Aircraft Callsign Mallee B354, B355, B356, B357, HT334 (Sea Lake), FB301, BD372 Wimmera B350, B351, B352, B353, B354, B355, B356, B357, HT334 (Sea Lake), HT335

(FB305), HT342 (FB309), FB301,BD373 South West B350, B351, B352, B353, B354, B355, B356, B357, HT335, HT342 (FB309),

HT347 (FB310), FB301, FB302, BD372, BD373 Northern Country B354, B355, B356, B357, B358, B360, HT335 (FB305), HT341 (FB308), HT342

(FB309), FB302, FB300, HT334 (Sea Lake), BD373 North Central B354, B355, B356, B357, B358, B360, HT330, FB327, HT331, HT336, HT335

(FB305), HT341 (FB308), HT334 (Sea Lake), HT342 (FB309), HT348 (FB311), FB302, FB300, FB307, BD373, HT338

Central HT331, HT334, HT335 (FB305), HT341 (FB308), HT342 (FB309), HT347 (FB310), HT348 (FB311), FB300, FB307, BD373, BD375, HT338

North East B358, B359, B360, B363, FB327, HT332, HT333, HT334, HT348 (FB311), FB303, BD375, HT330

W/S Gippsland B358, B359, B361, B362, B363, HT331, HT332, HT333, HT336, HT341 (FB308), HT348 (FB311), FB302, FB304, BD375, HT337, HT338, FB303, FB307

East Gippsland B358, B359, B361, B362, B363, HT332, HT333, FB304, BD375, HT337, FB303


APPENDIX 3. WEATHER STATIONS The url for weather details is http://reg.bom.gov.au/products/reg/vicfire/IDV60236.shtml user name: bomw0027and password nrefmb.

The Mt Gambier site can be accessed with the user name of bomo180 and password NextGen11CFS

NOB Area within Footprint Primary AWS Backup AWS

Albury All Albury AP Wangaratta Bairnsdale All Mt Moornapa Sale Benalla All Wangaratta Shepparton

Benambra CFA District 24 Albury AP Wangaratta CFA District 11 Orbost Gelantipy

Bendigo All Bendigo Stawell Boort All Swan Hill Bendigo

Casterton CFA District 4 Hamilton Horsham CFA District 17 Horsham Hamilton

Colac All Mortlake Ballarat AP Hamilton All Hamilton Stawell Healesville All Coldstream Melbourne AP Horsham All Horsham Stawell Latrobe Valley All Latrobe Valley Sale Mangalore All Mangalore Bendigo Mansfield All Wangaratta Albury AP Nhill All Horsham Walpeup Sea Lake All Swan Hill Walpeup Shepparton All Shepparton Mangalore

Stawell CFA Groups -Dunmunkle, Grampians, Horsham, Natimuk

Horsham Stawell

Stawell CFA Groups – Ararat, Stawell, St Arnaud, Westmere

Stawell Horsham

Wooroonook All Swan Hill Bendigo

http://reg.bom.gov.au/products/reg/vicfire/IDV60236.shtml


APPENDIX 4. PDD AVAILABILITY PROCESS To suspend PDD as outlined in section 4.2.12




APPENDIX 5. PDD COMMUNICATIONS PROTOCOLS PROCESS FROM TO MESSAGE EXAMPLE

State Air Desk

State Air Desk dispatch

State Air Desk VicFire ‘[aircraft callsigns] are out of service until [date & time] due to non-PDD deployment’

Bomber 352 and 353 are out of service until 3 January 2015 due to being to deployed to incident no (and VicFire will log the aircraft against the job)

PDD suspension State Air Desk VicFire ‘[aircraft callsigns] are out of service until [date] due to a decision to suspend PDD’

Bomber 352 and 353 are out of service until 3 January 2015 due to a decision to suspend PDD

PDD reinstatement from suspension

State Air Desk VicFire ‘[aircraft callsigns] are available for PDD from [date & time]’

Bomber 352 and 353 are available for PDD from 10am on 3 January 2015

Nominated Pilot

When FDI is below triggers

Nominated Pilot VicFire ‘[aircraft callsigns] will not be responding to event [last 4 digits of CAD number from pager message]

Bomber 352 and 353 will not be responding to event 1234 – trigger is not met

On departure to event

Nominated Pilot VicFire ‘[aircraft callsigns] are responding to event [last 4 digits of CAD number from pager message]

Bomber 352 and 353 are responding to event 1234

On departure to event

Nominated Pilot State Air Desk

‘[aircraft callsigns] are airborne and responding to CAD event [last 4 digits of CAD number from pager message] at [location]. What is our Fire CTAF?’

Bomber 352 and 353 are airborne and responding to CAD event 1234 at Browns Lane, Hamilton. What is our Fire CTAF?’

On arrival on-scene Nominated Pilot Incident Controller

‘[Event location] control, this [aircraft callsign] on channel [dispatch or fireground channel]. [aircraft callsigns] are overhead’[WR1]

Browns Lane control, this Bomber 352, on channel 80. Bomber 352 and 353 are overhead

On release from incident

Nominated Pilot State Air Desk

‘[aircraft callsigns] are released from [event location] and returning to base’

Bomber 352 and 353 are released from Browns Lane and returning to base’

Ready for dispatch after mission

Nominated Pilot VicFire ‘[aircraft callsigns] are now available for dispatch. Bomber 352 and 353 are now available

Reporting a “new” Fire

Nominated Pilot VicFire [aircraft callsign] FIRECALL, column of smoke approximately [bearing and distance] from our current location Lat Long [current Lat long] We will advise whether we are responding shortly.

VicFire, HT334 Fire call. Column of smoke approximately 10 km to east of Lat Long We will advise whether we are responding shortly


APPENDIX 6. CALLING ESTA VIA TELEPHONE As ESTA operate from two physical locations, when required to telephone the ESTA dispatcher the following ensures the correct Dispatcher is contacted.

VicFire (ESTA) - 1800 452 544 Upon receipt of a page the AAS/Pilot is to advise VICFIRE via phone on 1800 452 544 that aircraft ARE or

ARE NOT responding

Call VICFIRE on 1800 452 544

At voice prompt for District press xx on phone keypad (xx is the two digit numeric for the District, e.g. 02 for District 2). To obtain which District you are responding into check the Comms plan for Dispatch channel, the District will be the last two digits, e.g. 512 will be District 12)

At next voice prompt press 1 on phone keypad to talk to a dispatcher.

The format of the advice is to be: “This is the Air Attack Supervisor at Bendigo, Firebird 305 will/will not be responding to event (last four digits of CAD number from pager message)”

The State Air Desk telephone number is 1300 134 144.


APPENDIX 7. FREQUENTLY ASKED QUESTIONS The following will be printed on the reverse of the PDD Communications Protocols as a handy single source information guide. Q. HOW DOES VICFIRE KNOW IF AN AIRCRAFT HAS BEEN DISPATCHED BY THE STATE AIR DESK? A. The State Air Desk is to advise VICFIRE that the airfield has been dispatched and is Out of Service.

The State Air Desk needs to advise VICFIRE once available again.

Q WHERE A PDD FOOTPRINT COVERS MULTIPLE CFA AND DELWP DISTRICTS. WHAT DUTY OFFICER DOES THE

AIRCREW LIAISE WITH FOR FLIGHT FOLLOWING? A. The aircrew is to contact the State Air Desk initially for flight following. If it necessary to contact the

RDO, communications details can be obtained through VICFIRE.

Q HOW DOES THE DELWP DDO FIND OUT IF AIRCRAFT ARE DISPATCHED? A. The DDO should monitor dispatch pages via their Duty Officer’s pager. Dispatch status can be

monitored on FireWeb. The CFA RDO and State Air Desk may also liaise with the DDO as required.

Q. IS THE PILOT PERMITTED TO FIREBOMB IF THE AIRCRAFT ARRIVES ON SCENE BEFORE GROUND CREWS HOWEVER

PRIVATE CREWS ARE IN ATTENDANCE? A. Firebomb priority targets however only if it is safe to do so.

Q. WHAT HAPPENS WITH PDD IF ONE PDD AIRCRAFT HAS BEEN DISPATCHED VIA THE STATE AIR DESK? A. PDD still applies for the remaining aircraft however the State Air Desk may dispatch an additional

aircraft under aggregated response guidelines.


APPENDIX 8. DEFAULT COMMUNICATIONS PLAN In the Regional area of Victoria, the CFA have established a digital Dispatch channel that is based upon each District. For example District 18 can be found on digital channel 518 and District 10 is found on 510. The exception is those CFA Districts in outer metropolitan who still use analogue voting channels. Each CFA Group is also allocated at least two digital fireground channels and one command channel. The following table shows each Dispatch channel, VicFire will advise the fireground channel to switch to once an aircraft reports on scene (overhead).

CFA District Dispatch Channel

02 502

04 504

05 505

06 506

07 21

08 27

09 509

10 510

11 511

12 512

13 54

14 61

15 515

16 516

17 517

18 518

20 520

22 522

23 523

24 524


APPENDIX 9. DEFINITIONS AND ABBREVIATIONS Agency Refers to staff, members, servants, contractors and agents of the Participating

Agencies Air Attack Supervisor

An Authorised Person responsible for the safe and efficient coordination of aircraft operations when fixed and/or rotary wing Firebombing aircraft are operation on a fire

AIIMS Australasian Inter-Service Incident Management System ASU Aviation Services Unit Authorised Person

Is a person who: holds the accreditation or credentials specified in the Aviation Training and

Accreditation Program Manual of Fire Training Management System as required to undertake the specific role, skill or task; and

meets the currency requirements laid down by the Agency for the specific role, skill or task; and

meets the medical and physical fitness requirements laid down by the Agency for the specific role, skill or task; and has been given a legitimate direction to undertake the role, skill or task.

AWS Automatic Weather Station. Each footprint has a primary and secondary Weather station to determine the FDI at the time of dispatch

CFA FSCC CFA Fire Services Communications Coordinator, located in the Ballarat ESTA Emergency Communications Centre. The FSCC liaise directly with the ESTA staff providing 24 hour advice regarding operational issues that fall outside or require interpretation from the SOP’s. The FSCC also provide an initial after hours contact service for all District Headquarters and the Strategic Communications department along with the ability to make contact with all duty officers across the state.

Default Suppressant

The suppressant to be used for Firebombing activities within a given PDD Footprint unless otherwise advised by the Incident Controller, State Air Desk or other Agency representative. The ‘Default Suppressant for each PDD Footprints’ is found at Appendix 4 above.

Dispatch A term that denotes the sending of a pager message from the ESTA CAD system to an airfield or NOB during the processing of an emergency event. This is a different term to that used by the State Air Desk in that a dispatch is when the State Air Desk instructs an aircraft to respond to an incident.

Dispatch Channel A Digital radio channel used for communication between VicFire and appliances in a given locality.

Dispatch Conditions

A reported fire is eligible for PDD under the following conditions. The fire is: located within a PDD Footprint; and

a Code 1 fire of type grass and scrub or undefined; and

reported within the hours of 08:00 and 21:00.[WR2]

Duty Officer A rostered person representing the respective Agencies at either the District, Regional or State level. The term equally applies to SDO (State Duty Officer), RDO (DELWP – Regional Duty Officer), DDO (DELWP - District Duty Officer) or RDO (CFA – Rostered Duty Officer).

FDI Grass (GFDI) or Forest (FFDI) Fire Danger Index, whichever is highest at the time of reading.

FEAMG Fire and Emergency Aviation Management Group. Fire CTAF Fire Common Traffic Advisory Frequency. Fire Weather Bulletin

A continuously updated online record of weather conditions at selected Bureau of Meteorology AWS sites across Victoria. The Fire Weather Bulletin is accessed at the website http://reg.bom.gov.au/products/reg/VicFire/IDV60236.shtml using Login bomw0027 and Password nrefmb.

Firebombing Use of specialist aircraft to drop water, foam or chemical retardant in the

http://reg.bom.gov.au/products/reg/vicfire/IDV60236.shtml%20using%20Login%20bomw0027


suppression of bushfire Fireground Channel

A simplex radio channel used for communication between fireground appliances at a given incident. If not provided by VicFire, refer to relevant default communications plan or PDD Fireground Channel maps

Flight Following A flight monitoring procedure whereby a responsible person keeps track of the progress of a flight through contact at regular pre-determined time intervals, and initiates search and rescue action if contacts are not made, or if some doubt exists as to the safety of the aircraft

Nominated AWS An AWS listed on the Fire Weather Bulletin that represents weather conditions for a PDD Footprint or a defined area within a PDD Footprint. The ‘Nominated Primary and Secondary Automatic Weather Stations (AWS) for PDD Footprints’ table lists primary and secondary AWS for each PDD Footprint. The secondary AWS shall only be used where the primary AWS is not functioning.

Nominated Pilot A pilot nominated to communicate on behalf of all pilots involved in a PDD process.

NOB Nominated Operational Base PDD Pre-Determined Dispatch. PDD Communications Protocols

Standard communications script (see Appendix 4)

PDD Footprint The approved geographic extent for PDD from a specified NOB PDD Project Team

The PDD Team comprising of representatives from ASU, CFA, DELWP, and EMV.

Response Conditions

Conditions when aircraft are expected to respond to pager messages. These are: Aircraft is on 15 minute dispatch; the time is between 10:00 and 18:00, 09:00 and 19:00 on a TFB, or as

otherwise determined and notified by the State Air Desk.); and

the current FDI at the Nominated AWS is 12 or more.

Service Period A specified date range when individual State Fleet Aircraft are contracted exclusively to provide aircraft services to the Agencies

State Air Desk (SAD)

A service within the State Control Centre, supervised on a daily basis by a rostered State Aircraft Coordinator, who coordinate and when appropriate, dispatch State aviation resources on behalf of the Emergency Management Commissioner or State Response Controller, where appointed.

Stop An instruction from an Authorised Person to a pilot to cancel a dispatch because aircraft are no longer required.

Substitution Period

A specified date range that a nominated aircraft is to be substituted with another aircraft

TFB A Total Fire Ban declared under section 40 of the Country Fire Authority Act 1958

VicFire A fire dispatch service provided by the Emergency Services Telecommunications Authority (ESTA)

Working Days Full working days between Monday and Friday

www.delwp.vic.gov.au