In emergency situations, having the right people, tools, and supplies at the right time is extremely important. Among all resource management duties, Track and Report is the task that keeps everything coordinated. It monitors how resources move, where they are, and who is using them. Because of this, teams can make quick decisions, reduce delays, and maintain clear communication during stressful moments.

Main Resource Management Tasks

There are five core tasks, and each one plays a major role:

  1. Identify Requirements

  2. Order and Acquire

  3. Mobilize

  4. Track and Report

  5. Demobilize

Our focus here is Track and Report, because it connects all other tasks and keeps information flowing smoothly.

Track and Report – What It Means

  • Monitors where resources are located

  • Shows who is using which equipment

  • Sends updates to the command center

  • Works like a live-update system

  • Avoids double-assigning tools or teams

  • Gives complete situation awareness

  • Prevents confusion and mistakes

  • Supports quick, confident decisions

Why Is Tracking Important?

During emergencies, everything changes quickly. When resources are tracked properly:

  • Delays are reduced

  • Communication stays clear

  • Teams work together better

  • Safety improves

  • Trust is built among responders

  • Overall efficiency increases

Example in Real Life

Imagine a large wildfire:

  • Fire crews arrive from many areas

  • Trucks, tools, and volunteers gather

  • Without tracking, confusion rises

  • Duplicate equipment may show up

  • Some teams might be uncounted

With tracking:

  • Every tool is logged

  • All personnel are recorded

  • Command knows what is available

  • Better choices are made fast

How Tracking Works

Tracking can be done in many ways:

  • Manual sign-in sheets

  • Computer systems or apps

  • Barcode labels for equipment

  • GPS for vehicles

  • Radio check-ins for staff

All information is sent to one place—usually the Emergency Operations Center (EOC)—where staff monitor and update the data constantly.

What Is Resource Management in Emergency Response?

Resource management means finding, collecting, distributing, and monitoring essential items such as:

  • People

  • Vehicles

  • Equipment

  • Supplies

  • Facilities

The goal is to make sure the right resources reach the right place at the right time. Good communication and teamwork help avoid shortages, slow responses, or duplication. Proper monitoring improves speed, safety, and results during incidents.

Real-Time Reporting

Tracking is effective only when updates are sent quickly:

  • Situations change every moment

  • Resources may move or get damaged

  • Reports show what’s still usable

  • Leaders can prepare for what’s needed next

Live reporting makes the response faster and more accurate.

Challenges in Tracking

Some common problems include:

  • Different teams using different systems

  • Slow manual tracking

  • Technical failures

  • Poor communication

  • Lack of proper training

These issues can be solved with planning, regular drills, and consistent procedures.

Benefits of Good Tracking

  • Saves time and resources

  • Helps avoid unnecessary deployments

  • Improves teamwork

  • Reduces waiting time

  • Speeds up response efforts

  • Keeps responders safer

  • Makes after-incident reporting easier

  • Supports training and future planning

Who Handles Tracking?

Tracking is usually done by the Logistics Section, especially the Resource Unit Leaders. They:

  • Collect resource information

  • Record all updates

  • Verify reports

  • Share updates with the incident command

  • Keep the coordination system running smoothly

They play a key role in successful incident management.

Why Resource Coordination Matters

Resource coordination makes sure that all required tools, people, and supplies are used at the right time and in the right place. It:

  • Prioritizes urgent needs

  • Prevents delays

  • Reduces confusion

  • Improves communication

  • Supports safety

  • Avoids wasting resources

  • Speeds up recovery

Good coordination means a faster and more organized response.

Tools Used for Tracking

Common tools include:

  • ICS forms (like ICS-219)

  • Digital tracking apps

  • Tablets and barcode scanners

  • GPS devices

  • Resource management software such as:

    • WebEOC

    • Salamander

    • Veoci

These tools reduce errors and store important data for later review.

How Tracking Supports Other Tasks

Tracking helps with:

  • Ordering new resources

  • Knowing what is missing

  • Demobilizing teams after the incident

  • Checking accountability

  • Reviewing equipment use

  • Keeping a full history of each resource

Nothing is left uncounted.

Training Needed

Training helps teams use tracking systems correctly:

  • FEMA offers courses like ICS-100 and ICS-200

  • Advanced courses are available

  • Drills and field exercises build experience

  • Agencies must review processes after each incident

Regular training ensures accuracy during real emergencies.

Track and Report Under NIMS

Under the National Incident Management System (NIMS):

  • Tracking is standardized across the country

  • All levels—local, state, and federal—use the same method

  • This prevents misunderstandings

  • It supports strong teamwork across agencies

Consistent tracking leads to a more effective response.

Common Mistakes to Avoid

  • Forgetting to log resource movement

  • Not updating when tools return

  • Missing damage reports

  • Losing track of volunteers

  • Mixing paper and digital logs

  • Skipping updates during busy moments

These mistakes can slow down the response and put lives at risk.

Use of Tracking After the Incident

Tracking remains important even after the incident ends:

  • Helps create After-Action Reports

  • Shows gaps and strengths

  • Supports reimbursement and funding claims

  • Assists with audits

  • Guides future training

  • Helps improve planning