State & local government · Moraph software

Disaster Response Logistics Coordinator

Run shelters, supplies and volunteers from one operating picture in the EOC

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Overview

What you are buying

The Disaster Response Logistics Coordinator gives a city or county Emergency Operations Center one shared view of shelters, supply points, resource requests and volunteers during a local disaster. It follows the National Incident Management System and Incident Command System structure your staff already train on, scaled for a local response. Every request, delivery, shift and cost is recorded as it happens, so the after-action review and the FEMA Public Assistance documentation start from the same record.

The problem it solves

When a storm, flood or fire hits, most local EOCs coordinate logistics through phone calls, whiteboards, shared spreadsheets and radio logs. Shelter counts are out of date by the time they reach the briefing, sandbag and water requests are tracked on paper, and spontaneous volunteers arrive faster than anyone can check them in. Weeks later, finance staff rebuild who used what, where and when from scattered notes to support reimbursement, and the after-action report relies on memory.

  • Shelter occupancy, capacity and needs are reported by phone and are stale by the next briefing
  • Resource requests and deliveries are tracked on paper and whiteboards, with no single status
  • Volunteers are checked in and assigned by hand, with little record of hours or credentials
  • Cost and resource documentation for reimbursement is rebuilt after the event

Who uses it

  • City and county emergency management directors and EOC managers
  • Logistics section chiefs and staff who fill resource requests
  • Shelter managers, including partner organizations that run shelters for the jurisdiction
  • Volunteer coordinators managing affiliated and spontaneous volunteers
  • Finance and administration staff who document costs for reimbursement and audit

Requirements it supports

Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5121 et seq.)National Incident Management System (NIMS) and the Incident Command SystemFEMA Public Assistance Program and Policy GuideUniform Guidance for federal awards (2 CFR Part 200)ADA Title II (28 CFR Part 35), including accessibility of emergency sheltersYour state emergency management statutes and local emergency operations plan

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    The operating picture

    The EOC starts from one board of every open site, its status and its most pressing need.

    SiteTypeStatusOccupancyTop needLast update
    Example High School gymShelterOpen142 of 200Cots35 min ago
    Example Community CenterShelterNear capacity88 of 95Accessible cots20 min ago
    Riverside Park lot (example)Sandbag pointOpenn/aSand low50 min ago
    Public Works Yard 2 (example)Staging areaOpenn/aNone1 hr ago
    Example Library branchWater pointOpeningn/aVolunteers10 min ago
    The EOC starts from one board of every open site, its status and its most pressing need.

  2. Step 2

    A resource request

    Each request carries its priority, who approved it and how it will be filled, through to confirmed delivery.

    RQ-0418 · Accessible cots for Example Community Center

    Requested by
    Shelter manager
    Item
    Accessible cots
    Quantity
    20
    Priority
    Urgent
    Source
    County warehouse
    Status
    Approved, awaiting dispatch

    Notes

    • 6 residents using mobility devices reported at 14:00
    • Warehouse holds 34; 20 reserved for this request
    • Delivery vehicle assigned from staging area
    Each request carries its priority, who approved it and how it will be filled, through to confirmed delivery.

  3. Step 3

    Shelter status report

    Shelter managers report counts and needs each shift on a phone-sized form; names stay out of the shared view.

    Example Community Center · Shift 3

    Capacity
    95
    Occupancy
    88
    Residents needing accessibility support
    6
    Pets on site
    11
    Water on hand
    Below set level
    Staff and volunteers on shift
    9

    Needs reported

    • 20 accessible cots
    • 2 pallets of bottled water
    • Overnight volunteer for registration desk
    Shelter managers report counts and needs each shift on a phone-sized form; names stay out of the shared view.

  4. Step 4

    Volunteer check-in

    Volunteers are checked in against the training their assignment needs, and their hours start counting.

    VolunteerAffiliationAssignmentRequired trainingCheck-inStatus
    Volunteer 2041Example CERT teamShelter registrationRecorded13:05On shift
    Volunteer 2077SpontaneousSandbag fillingSafety briefing given13:20On shift
    Volunteer 2083SpontaneousShelter overnightNot recorded13:40Held for review
    Volunteer 1996Example faith groupWater pointRecorded12:30On shift
    Volunteers are checked in against the training their assignment needs, and their hours start counting.

  5. Step 5

    The incident log

    Requests, decisions and status changes are recorded in order with who made them, ready for the after-action review.

    Example County flood response · Operational period 2

    1. Example Community Center reported near capacityShelter manager
    2. Request RQ-0418 for 20 accessible cots submittedShelter manager
    3. RQ-0418 approved, sourced from county warehouseLogistics section chief
    4. Overflow shelter at Example Library branch authorizedEOC manager
    5. RQ-0418 delivered and receipt confirmedShelter manager
    Requests, decisions and status changes are recorded in order with who made them, ready for the after-action review.

  6. Step 6

    Cost documentation

    Costs are recorded against the incident as they happen, by category and site, for your reimbursement team.

    CategorySiteLabor hoursEquipment hoursPurchasesDocumentation
    Emergency protective measuresExample High School gym3120$4,180Complete
    Emergency protective measuresRiverside Park lot (example)9640$7,950Complete
    Emergency protective measuresExample Community Center2040$2,615Receipts missing
    Debris removalExample Road corridor5872$0In progress
    Costs are recorded against the incident as they happen, by category and site, for your reimbursement team.

Workflows

The principal workflows

  1. Activate

    When the EOC activates, the incident is opened in the Coordinator with its operational period, ICS positions and the shelters, supply points and staging areas that are opening.

    • Incident created with type, affected area and activation level
    • ICS positions filled from the pre-assigned roster
    • Shelters, points of distribution and staging areas opened from the pre-planned list
    • First operational period and briefing schedule set
    • Partner agencies given access scoped to their part of the response

  2. Request and fulfill

    Resource requests from shelters, field teams and partner agencies arrive in one queue, are approved by logistics, and are tracked through sourcing, dispatch and delivery.

    • Request entered with item, quantity, location and priority
    • Logistics approves, adjusts or declines the request with a reason
    • Item sourced from local inventory, a vendor, mutual aid or a state request
    • Dispatch and delivery recorded, with receipt confirmed at the destination
    • Costs and quantities recorded against the incident for reimbursement

  3. Shelter and distribute

    Shelter managers report occupancy, capacity, accessibility needs and supply levels each shift, and distribution points record what was given out, so the EOC sees current status on one map and board.

    • Shelter status updated by the shelter manager each shift
    • Occupancy, pets, accessibility and medical needs counted without storing names in the shared view
    • Supply levels flagged when they fall below the set level
    • Distribution points record sandbags, water and other items issued
    • EOC status board and map updated from each report

  4. Volunteers and close-out

    Volunteers register, are checked in and assigned to shifts, and their hours are recorded. When the response ends, the incident record supports the after-action review and cost documentation.

    • Volunteers register online or at a check-in point
    • Required credentials or training recorded and checked against the assignment
    • Shifts assigned and hours logged at check-in and check-out
    • Resources demobilized and returned or written off
    • After-action and cost documentation exported from the incident record

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

EOC manager

Emergency management director, EOC manager, EOC director

Runs the activation, sets priorities for each operational period and keeps the whole response in view.

Sees

  • The full operating picture: every site, request and resource
  • Open requests by priority and age
  • Volunteer and staff numbers on shift
  • The incident log and costs to date

Does

  • Opens, changes the level of and closes an incident
  • Opens and closes shelters and distribution points
  • Sets priorities and approves requests above the logistics limit
  • Assigns ICS positions and grants partner access
  • Approves briefing packs and situation summaries

Cannot

  • Edit or delete entries in the incident log
  • See residents' personal details unless granted separately
Approvals
Approves opening and closing of sites, high-priority or high-cost requests above the limit you set, and partner access.
Notified about
Sites reporting near capacity or critical shortages, urgent requests waiting, and overdue status reports.

Logistics section staff

Logistics section chief, resource unit leader, supply unit staff

Fills resource requests and keeps inventory where it is needed.

Sees

  • The request queue with priority, location and status
  • Inventory and stockpiles by location
  • Vendor, mutual aid and contract sources
  • Deliveries in progress

Does

  • Approves, adjusts or declines requests with a reason
  • Sources items from inventory, vendors or mutual aid
  • Records dispatch and delivery
  • Moves stock between locations
  • Exports requests for the state process

Cannot

  • Approve requests above the limit set for their role
  • Open or close shelters
  • Change cost records after finance has closed them
Approvals
Requests above the cost or quantity limit you set go to the EOC manager.
Notified about
New urgent requests, deliveries not confirmed, and stock below its set level.

Shelter or site manager

Shelter manager, point of distribution lead, staging area manager

Reports the status and needs of one site and confirms what it receives.

Sees

  • Their own site's reports, requests and deliveries
  • Volunteers assigned to their site
  • Supply levels for their site

Does

  • Submits status reports each shift
  • Raises resource requests
  • Confirms receipt of deliveries
  • Records items issued at distribution points

Cannot

  • See other sites' details beyond the shared operating picture
  • Approve their own requests
  • Change site capacity settings
Approvals
Their requests are approved by logistics or the EOC manager.
Notified about
Status reports due, request decisions and expected deliveries.

Volunteer coordinator

Volunteer and donations coordinator, CERT program manager

Brings volunteers in safely and puts them where they are needed.

Sees

  • Registered and checked-in volunteers with their training records
  • Shift needs by site
  • Hours worked

Does

  • Registers and checks in volunteers
  • Records training and credentials
  • Assigns and changes shifts
  • Records hours and check-outs

Cannot

  • Assign a volunteer to a task whose required training is not recorded without an override note
  • Approve resource requests
Approvals
Overrides of a training requirement are recorded with a reason and reviewed by the EOC manager.
Notified about
Sites short of volunteers and volunteers past their shift end.

Finance and administration

Finance section chief, cost unit leader, grants or reimbursement staff

Keeps the cost record complete for reimbursement and audit.

Sees

  • Costs by incident, category of work and site
  • Labor and equipment hours
  • Purchases and supporting documents

Does

  • Codes costs to categories of work
  • Attaches receipts and contracts
  • Closes cost periods
  • Exports cost documentation

Cannot

  • Approve resource requests
  • Change operational records such as requests and deliveries
Approvals
Closing a cost period is recorded; reopening it needs the finance section chief.
Notified about
Costs missing documentation and cost periods due to close.

Partner agency (scoped)

Nonprofit shelter operator, school district facility lead, neighboring jurisdiction liaison

Reports on and requests for the sites and tasks the partner is responsible for.

Sees

  • Their own sites and requests
  • The shared operating picture, where the jurisdiction allows

Does

  • Submits status reports and requests for their sites
  • Confirms deliveries
  • Records their volunteers' hours

Cannot

  • See other partners' sites or personal data
  • Approve requests
  • Keep access after the incident closes unless renewed
Approvals
Their access is granted by the EOC manager for the incident.
Notified about
Request decisions and status reports due for their sites.

Administrator

Emergency management systems administrator, IT administrator

Keeps users, sites, forms and catalogs ready between events.

Sees

  • Users, roles and partner accounts
  • Site lists, item catalogs and forms
  • The record of permission changes

Does

  • Adds and removes users or maps them from single sign-on groups
  • Maintains pre-planned sites and catalogs
  • Sets request limits and form fields
  • Runs access review reports

Cannot

  • Approve requests or open incidents
  • Grant themselves an operational role without the EOC manager
Approvals
Role changes that grant access to personal data are approved by the emergency management director.
Notified about
Access reviews due and partner accounts approaching their end date.

Permissions at a glance

ActionEOC managerLogisticsSite managerVolunteer leadFinancePartnerAdmin
Open or close an incidentFullNo accessNo accessNo accessNo accessNo accessNo access
Open or close a siteFullNo accessNo accessNo accessNo accessNo accessNo access
Submit status reportsFullNo accessOwn work onlyNo accessNo accessOwn work onlyNo access
Raise resource requestsFullFullOwn work onlyOwn work onlyNo accessOwn work onlyNo access
Approve resource requestsApprovesApprovesNo accessNo accessNo accessNo accessNo access
Manage inventoryView onlyFullNo accessNo accessView onlyNo accessNo access
Check in and assign volunteersView onlyNo accessOwn work onlyFullNo accessOwn work onlyNo access
Record costsView onlyView onlyNo accessNo accessFullNo accessNo access
View residents' personal detailsApprovesNo accessOwn work onlyNo accessNo accessOwn work onlyNo access
View incident logView onlyView onlyOwn work onlyView onlyView onlyOwn work onlyView only
Manage users and rolesApprovesNo accessNo accessNo accessNo accessNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Separation is built in: the person who raises a request cannot approve it, and requests above the limit you set go to the EOC manager.
  • Roles are configured with you during implementation and follow your ICS positions. You can rename them, add custom roles, and limit them by site, agency or jurisdiction.
  • Partner and volunteer accounts are limited to an incident and an end date, and every permission change is recorded with who made it and when.
  • Staff sign in through your identity provider and roles can follow its groups; access review reports list each person's roles for periodic review.

Features

What it does

Common operating picture

A map and status board of shelters, distribution points, staging areas and open requests, shared by everyone in the EOC according to their role.

Resource request tracking

Each request has a status from submission to delivery, with who approved it, how it was sourced and when it arrived.

Shelter status reporting

Occupancy, capacity, accessibility needs, pets and supply levels reported by shelter managers each shift, on a form built for a phone or tablet.

Points of distribution

Sandbag, water and commodity distribution points record what was received and issued, so stock can be moved before a site runs out.

Volunteer management

Registration, check-in, credential and training checks, shift assignment and hours, for affiliated and spontaneous volunteers.

ICS structure

Incident, operational periods, positions and sections follow the Incident Command System, so assignments match the organization chart in use.

Inventory and stockpiles

Local stockpiles and warehouse inventory tracked by location, with items reserved, issued and returned against the incident.

Partner access

Partner agencies and nonprofit shelter operators get accounts limited to their sites and requests, rather than calling in updates.

Cost documentation

Labor hours, equipment use, purchases and donated resources recorded against the incident and the work they supported.

Briefing packs

Situation summaries for each operational period built from current data, ready for the briefing and the incident action plan.

Pre-planning

Shelter sites, supply caches, vendor contacts and position rosters maintained between events, so activation starts from a prepared list.

Incident log

A time-stamped record of requests, decisions, status changes and messages, for the after-action review and audit.

Integrations

How it connects to your systems

Connects toHowWhat flows
GIS and mappingBase maps, jurisdiction boundaries and site layers from your GIS, so the operating picture uses the maps your staff know.In: map layers and site locations. Out: site status layer for your GIS viewers.
Emergency notification systemShelter openings and distribution point locations can be sent to your mass notification tool for public messages your staff approve.Out: site name, address, hours and status for approved messages.
State resource request systemRequests that cannot be filled locally are exported in a format your staff can enter into the state's resource request process.Out: request details. In: state mission or request number, recorded by your staff.
Finance and ERPPurchases, labor hours and equipment use exported to your finance system and project worksheets.Out: cost records coded by incident, category of work and site.
Payroll and timekeepingStaff hours recorded during the response can be exported for overtime processing.Out: hours by employee, position and operational period.
Single sign-onStaff sign in through your identity provider (SAML or OpenID Connect); partners and volunteers use separate accounts with two-step verification.In: user identity and group membership for role assignment.
Work APIIncident, request, shelter and volunteer data available to your data warehouse and dashboards through the Moraph Work API.Out: requests, site status, inventory movements and hours.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Single sign-on

Staff sign in through your identity provider, so your password and multi-factor policies apply; partners and volunteers use separate, verified accounts.

Role-based access

Each person sees the sites, requests and records their role and agency allow; a partner sees only its own shelters and requests.

Protected personal information

Shelter residents' and volunteers' personal details are kept out of the shared operating picture and visible only to the roles that need them.

Encryption and keys

Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every request, approval, status change and export is logged with the person and time, and cannot be edited.

US hosting

Hosted in Moraph's United States region, under the controls covered by Moraph's SOC 2 Type II report and ISO/IEC 27001 certification.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

11 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Operational

Open requests

For logistics staff and the EOC manager

Every open resource request with its priority, location, source, age and status.

Break down by
Priority, Site, Item category, Status, Age
Delivered as
Live dashboard; CSV export
Used for
Making sure urgent requests are filled first and none are forgotten.

Shelter status

For eOC manager, mass care staff

Occupancy, capacity, accessibility needs, pets and supply levels for each shelter at the latest report.

Break down by
Shelter, Operating partner, Shift, Need type
Delivered as
Live dashboard; map layer
Used for
Deciding when to open overflow sites and where to send supplies.

Distribution point stock

For logistics staff

Items received, issued and on hand at each distribution point.

Break down by
Site, Item, Period
Delivered as
Live dashboard; CSV export
Used for
Moving stock before a site runs out.

Volunteers on shift

For volunteer coordinators and site managers

Volunteers checked in, their assignments, training status and time on shift.

Break down by
Site, Assignment, Affiliation, Shift
Delivered as
Live dashboard
Used for
Filling gaps and making sure volunteers are relieved.

Command and briefing

Situation summary

For eOC manager, elected officials, partner agencies

Sites open, occupancy, requests filled and outstanding, and key decisions for the operational period.

Break down by
Operational period, Site type, Jurisdiction
Delivered as
PDF; scheduled email
Used for
Briefings and updates to leadership and partners.

Resource use by period

For eOC manager and section chiefs

Resources requested, filled and returned, and staff and volunteer hours, for each operational period.

Break down by
Operational period, Section, Resource type
Delivered as
Live dashboard; CSV export
Used for
Planning the next operational period and demobilization.

Finance and reimbursement

Cost documentation

For finance and reimbursement staff

Labor, equipment, purchases and donated resources by category of work and site, with their supporting documents.

Break down by
Category of work, Site, Cost type, Date range
Delivered as
Live view; CSV and PDF export
Used for
Preparing reimbursement documentation without rebuilding it after the event.

Missing documentation

For finance section chief

Cost records without receipts, contracts or approvals attached.

Break down by
Site, Cost type, Responsible person
Delivered as
Live view; scheduled email
Used for
Closing documentation gaps while people still remember the details.

Staff hours

For finance and payroll

Hours worked by staff in each position and operational period.

Break down by
Employee, Position, Operational period, Regular or overtime
Delivered as
CSV export
Used for
Overtime processing and labor cost documentation.

After-action and audit

Incident log extract

For emergency manager, auditors

Every request, decision, status change and message for a selected incident or period, with who and when.

Break down by
Incident, Section, User, Date range
Delivered as
On request in the product; CSV and PDF export
Used for
After-action reviews, audits and public-records requests.

Request timeline

For emergency manager, after-action review team

For each request, the time from submission to approval, dispatch and delivery.

Break down by
Item category, Source, Priority, Site
Delivered as
Live view; CSV export
Used for
Finding where the logistics process slowed down and what to change in the plan.

Exports, access and evidence

  • Every report can be exported to CSV, and summary and documentation reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so a section chief or partner can keep their own views.
  • Incident, request, site and volunteer data is available through the Moraph Work API for your data warehouse or dashboards.
  • Reports respect each viewer's role and agency: a partner sees its own sites, the EOC manager sees the whole response, and residents' personal details are not included in shared reports.
  • After-action and audit reports can be run for a past incident or period and give the same result each time. Running and exporting a report is itself recorded.

Deployment

Where and how it runs

Moraph cloud

Hosted by Moraph in the United States region.

Dedicated environment

Single-tenant hosting for jurisdictions whose policies require it, scoped in the proposal.

Regional use

One instance shared by a county and its cities, or by a regional emergency management partnership, with each jurisdiction's data and approvals kept separate.

With a managed service

Optionally run with a Moraph managed service for configuration between events and administration support during activations.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Plan review

We review your emergency operations plan, logistics and shelter annexes and volunteer procedures with your emergency manager, and agree how they map to the Coordinator.

Sites and inventory

Pre-planned shelters, distribution points, staging areas, warehouses and stockpiles are loaded with their capacities and contacts. We need your current site lists and inventory.

Positions and roles

ICS positions, rosters, partner agencies and their access are configured, with roles following your identity provider's groups.

Forms and codes

Request forms, shelter status forms, item catalogs and cost categories are set to match your procedures and reimbursement needs.

Exercise

The Coordinator is used in a tabletop or functional exercise you choose before go-live, and changes from the exercise are made.

Training and readiness

EOC staff, shelter managers, partners and volunteer coordinators are trained on their own tasks, with quick guides for use during activation.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • The Coordinator is not a computer-aided dispatch system and does not dispatch fire, police or EMS units.
  • It does not send public alerts itself. Messages go through your emergency notification system after your staff approve them.
  • It does not submit Public Assistance applications or project worksheets to FEMA or the state. It produces the documentation your staff use to prepare them.
  • It needs connectivity. Field users can work through short connection drops, but sites without any connection must report by other means and staff enter the data later.
  • Status is only as current as the reports shelter managers, partners and field staff enter.
  • It does not register disaster survivors for individual assistance or case management.
  • Response decisions, priorities and approvals are made by your staff under your incident command structure; the Coordinator records them.
  • Following NIMS structure in the product does not establish NIMS compliance for your jurisdiction, which depends on your plans, training and exercises.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Run a tabletop exercise with your own shelter and supply sites loaded and compare it with your current process
  2. Ask a shelter manager to submit a status report on a phone and time how long it takes
  3. Follow one resource request from submission to confirmed delivery and check the record it leaves
  4. Check in a spontaneous volunteer and confirm how training requirements are handled
  5. Review the cost documentation against what your reimbursement team needs
  6. Confirm what a partner agency can and cannot see

Questions

Frequently asked questions

Who owns the incident data?

Your jurisdiction does. How it is returned to you and deleted at the end of the agreement is set out in the contract.

Can partner organizations that run shelters use it?

Yes. Partner agencies get accounts limited to their own sites and requests, so they report directly instead of calling in updates.

Does it replace our state's resource request system?

No. Requests you cannot fill locally are exported for your staff to enter into the state's process, and the state's reference number is recorded on the request.

How is it priced?

As a subscription, usually based on the size of the jurisdiction, with implementation charged separately. See Working with Moraph for what drives a quotation.

Can we use it for planned events as well as disasters?

Yes. Any incident can be opened, including planned events and exercises, and exercise data can be kept separate from real responses.

Is there an accessibility conformance report?

Ask for one through the procurement request form at /how-to-buy/request, naming the version you are evaluating.

Next steps

Evaluate Disaster Response Logistics Coordinator

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Disaster Response Logistics Coordinator guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Disaster Response Logistics Coordinator support guide.

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