Situation Report (SITREP) & Impact Intelligence: Build a 6-Hour Common Operating Picture

A Dawgen RISE-360™ guide for Jamaica and the Caribbean

The first decision after a hurricane is what to do first—and that requires facts, not radio chatter. Within Dawgen RISE-360™, the SITREP & Impact Intelligence discipline produces a Common Operating Picture (COP) in 6 hours: people safety, site access & hazards, systems status, customer/service continuity, and cash exposure. This article gives you a field-ready playbook to stand up a Gold/Silver/Bronze command structure, capture verifiable evidence, grade each site RED/AMBER/GREEN, issue a SITREP v1 by Hour 6, and roll it forward at Hours 12/24/48. You’ll get role cards, mobile data-capture forms, maps, scoring rubrics, and governance so insurers, lenders, and regulators trust your picture—and fund your plan.

1) Outcomes (What “Good” Looks Like in 24 Hours)

• Hour 2: Command structure live; safety broadcast issued; capture teams assigned.

• Hour 4: Incoming evidence flowing to a single repository; first site statuses (R/A/G) posted internally.

• Hour 6: SITREP v1 published with COP (people, sites, systems, customers, cash); next update clock set.

• Hour 12: Repair priorities, reroutes, and customer continuity moves confirmed.

• Hour 24: Insurance notifications filed, claims folder indexed, and Board snapshot sent.

2) Roles & Command Structure (Gold / Silver / Bronze)

Gold Rule: If an approver is unreachable beyond SLA, the delegate acts with audit note.

3) The 6-Hour Common Operating Picture (COP) — What to Show

One page, no fluff.

1. People: headcount status (SAFE/AID/UNREACHABLE), injuries (count only), critical staffing gaps.

2. Sites: map with RED/AMBER/GREEN status and top hazards (power, water, access).

3. Systems: identity/email, ERP/finance, ordering/CRM, file/evidence repository status.

4. Customers/Channels: what’s open today (curbside, delivery clusters, pop-ups), Tier-A outreach status.

5. Supply & Facilities: fuel, generators, comms kits deployed; first-fix works started.

6. Cash & Claims: opening cash, undrawn lines, spend tier posture, claims notices filed/adjuster ETA.

7. Next update: exact time (e.g., 6:00 pm, Oct 27).

Archive each COP/SITREP to 08_Board_and_Audit_Trail/SITREPs/.

4) Evidence-Capture Playbook (Capture Once, Use Many Times)

4.1 Mobile Form (5 required fields)

• Site (dropdown)

• Area/Asset (text or tag)

• Status (safe/hazard/damaged)

• Severity (Low/Med/High)

• Photo/Video (auto timestamp + geotag)

4.2 Naming Convention

[Site]_[Asset/Area]_[YYYYMMDD-HHMM]_[Initials]_[WIDE/CLOSE/SERIAL].jpg
Store under 03_Damage_Assessment/ with subfolders for photos_geo/, videos/, adjuster_reports/.

4.3 Chain-of-Custody

• Device user; time; location; file path; any edits.

• Rule: No payment to vendors for PD/EE without linked evidence.

5) Site Safety & Grading (RED / AMBER / GREEN)

5.1 Quick Gate (pass/fail items)

• Power isolated or safely restored (generator load plan validated)

• Water & sanitation usable

• Structure: no imminent collapse; fall hazards cordoned

• Access & lighting safe; emergency egress clear

• Comms: LTE/sat tested

5.2 Grading Rubric

• RED: No staff permitted; remote assessment only; first-fix team pending.

• AMBER: Limited operations under controls (PPE, cordons, generator); short shifts.

• GREEN: Open-to-serve (may still be degraded).

Post status on internal dashboard; Comms publishes customer-facing openings when AMBER/GREEN.

6) Data to Decisions: From Evidence to Action in 6 Hours

1. Aggregate: auto-sync mobile uploads into a site-level board.

2. Score: severity × revenue/criticality to rank first-fix tasks.

3. Decide: Silver authorizes first-fix and generator/comms deployment; Supply books reroutes.

4. Signal: Comms posts status + next clock; Customer team contacts Tier-A.

5. Log: Evidence Officer tags files to site/task and policy coverage (PD vs BI/EE).

7) SITREP v1 (Copy/Paste Template; 200 words max)

Header: [Company] — SITREP v1 — [Event] — [Date/Time, Jamaica]
People: SAFE [X%], AID [Y%], UNREACHABLE [Z%]; welfare actions in progress.
Sites: GREEN [n], AMBER [n], RED [n]; top hazards: [list].
Systems: [IdP/email/ERP] status; evidence repo online.
Channels: [curbside/delivery/pop-ups] active at [sites]; Tier-A outreach [status].
Supply/Facilities: generators & LTE at [sites]; first-fix [roof/drainage/comms] in progress.
Cash/Claims: opening cash [X]; undrawn lines [Y]; Tier-0 spend unfrozen; claim notices filed; adjuster ETA [time/day].
Next Update: [time] at [status URL].

8) Maps & Visuals (Fast, Lightweight, Useful)

• Site map with R/A/G dots; hover text = last update time + top hazard.

• Fuel & generator tracker: site, kWh load, fuel level, estimated hours remaining.

• Delivery clusters: parish polygons; AM/PM windows; WhatsApp hotline shown.

Export static images into the SITREP PDF and archive.

9) Insurance & Relief Linkage (Start on Day 1)

• Capture utility outage notices, access restrictions, and curfew orders in 07_Regulatory_Relief/.

• Legal/Claims extracts policy parameters (deductibles, waiting periods, sub-limits) by T+12h.

• Submit Claim Notice with claim # references by T+24h; request advance criteria and inspection windows.

10) KPIs (Day 1–3)

• Time-to-SITREP v1 (target ≤6h)

• % Sites graded R/A/G by Hour 6

• Evidence integrity (% files with timestamp/geo and naming convention)

• Time-to-first-fix at top 5 sites (≤24h)

• Generator uptime and fuel hours remaining accuracy

• Tier-A outreach coverage in 72h (≥95%)

• Adjuster engagement (claim #s, inspection dates confirmed)

11) Cadence After Hour 6 (12/24/48/72)

• Hour 12: SITREP v2—repair SLAs, reroute lanes, customer capacity added.

• Hour 24: Board snapshot + insurer/lender notes; evidence gaps list.

• Hour 48: Trend view (sites moving to GREEN); early claims advance request.

• Hour 72: Stabilization hand-off—owners, KPIs, next 7-day plan.

12) Tooling You Can Stand Up in a Day

• Data capture: mobile form (Google/Microsoft Forms), WhatsApp photo bot, or shared sheet with QR links.

• Repository: structured cloud drive with Claims Dossier folders.

• Dashboard: simple Kanban + map (no-code tools) updated hourly Day 1.

• Status hub: lightweight page with timestamped posts + next update clock.

13) One-Page Checklists

13.1 T+0–6h (SITREP & COP)

• Gold/Silver/Bronze roles confirmed; decision SLAs posted

• Safety broadcast; headcount sweep live

• Mobile capture form & naming convention shared

• Evidence repository link distributed

• Sites graded R/A/G (first pass); top hazards listed

• SITREP v1 issued; next update time set

13.2 T+6–24h

• First-fix tasks authorized & resourced

• Generators/LTE deployed; fuel plan established

• Reroute lanes/kits booked for priority SKUs

• Claims notices filed; adjuster windows requested

• Customer Tier-A contacted; curbside/pop-up live

14) Templates (Copy-Ready)

14.1 Bronze Site Lead Card (front/back)

Front: hazards, lockout/tagout, R/A/G rubric, photo checklist (wide/close/serial).
Back: contact tree, fuel log format, emergency vendors, first-fix scope list.

14.2 Fuel & Gen Log (CSV)

site, gen_id, start_time, end_time, hours, meter_start, meter_end, fuel_added_litres, est_hours_remaining, notes, photo_ref

14.3 Hazard Tag (Sticker Text)

DO NOT ENERGIZE — Work in progress — Contact: [name / phone] — Photo ref: [file name]

15) Common Failure Modes—and How to Avoid Them

• Endless assessment. → Timebox to 6h; “good enough to act” beats “perfect later.”

• Evidence chaos. → One form, one naming convention, one repository.

• Unsafe reopenings. → Use the R/A/G gate; Green only with H&S sign-off.

• Approver bottlenecks. → Delegations + audit note; publish decision SLAs.

• No linkage to money. → Always show cash posture and claims steps in SITREP.

A disciplined 6-hour COP turns confusion into coordinated action. With clear roles, simple tools, strict evidence standards, and a visible cadence, you can prioritize first-fix work, reroute supply, communicate credibly, and unlock insurance advances faster. Build this capability into your Dawgen RISE-360™ system and every other ring—People & Welfare, Supply & Facilities, Digital & Data, Liquidity, Claims, Customers, Comms, and GRC—will move faster and with proof.

Next Step!

Let’s restore—and rise—together.
Dawgen Global’s RISE-360™ team designs and runs SITREP & Impact Intelligence programs—command setup, capture tooling, dashboards, evidence governance, and 6-hour COP delivery—tailored for Jamaica and the wider Caribbean.

Request a proposal: [email protected]
Web: https://dawgen.global

At Dawgen Global, we help you make Smarter and More Effective Decisions.

About Dawgen Global