Operation Helping Hand: Title: The title slide screen should be displayed as participants enter the classroom. Operation Helping Hand: Utilizing Your MRPs in EMAC Deployments  

Welcome: “Welcome everyone, thank you for coming to this tabletop exercise….” Welcome

Agenda Time Activity 20-30 minutes Welcome and Introductory Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement 30 minutes Hot Wash/Closing Remarks/Participant Feedback Forms Agenda (adjust to actual times): Walk through the agenda for the day. Make sure to… Emphasize the 3 modules; Briefly explain how long each section will take; and Identify when the break will take place. Please also include a safety briefing specific to the exercise venue. Consider adding a separate slide to convey complicated information, such as an evacuation route and rally point.

Exercise Briefing Module 1: Activation and Request & Offer Introductions Exercise Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

Introductions Participating agencies Facilitators: [Agency/Department] [Name, Title] Evaluators: Introductions I: Facilitator, please introduce yourself--please state your name, organization, and area of expertise. Also introduce any team members with you and/or co-facilitators and evaluators. If the group is new to exercises, explain the roles of participants: facilitators, evaluators, players, observers.

Introductions Going around the room, please state your: Name Title Agency/Department [Additional Information] Introductions II: From there, ask the rest of the participants to introduce themselves in the same way—stating their name, organization, and area of expertise. Additional information could include experience with mutual aid, EMAC, MRP development, etc.

Exercise Briefing Module 1: Activation and Request & Offer Introductions Exercise Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

National Preparedness Goal Core Capabilities Operational Coordination Intelligence and Information Sharing Situational Assessment [Other] Core Capabilities (adjust list as needed): Introduce the concept of Core Capabilities. “In addition to stating the goal, the National Preparedness Goal describes 32 activities, called core capabilities, that address the greatest risks to the nation.” See https://www.fema.gov/core-capabilities Introduce the Core Capabilities being tested in this exercise, and briefly describe each one.   Operational Coordination: Provide timely, accurate, and actionable information resulting from the planning, direction, collection, exploitation, processing, analysis, production, dissemination, evaluation, and feedback of available information concerning threats to the United States, its people, property, or interests; the development, proliferation, or use of WMDs; or any other matter bearing on U.S. national or homeland security by Federal, state, local, and other stakeholders. Information sharing is the ability to exchange intelligence, information, data, or knowledge among Federal, state, local, or private sector entities, as appropriate. Intelligence and Information Sharing: Establish and maintain a unified and coordinated operational structure and process that appropriately integrates all critical stakeholders and supports the execution of core capabilities. Situational Assessment: Provide all decision makers with decision-relevant information regarding the nature and extent of the hazard, any cascading effects, and the status of the response.

CDC Public Health Preparedness Capabilities Emergency Operations Coordination Information Sharing [Other] Public Health Preparedness Capabilities (adjust list as needed): Introduce the concept of Public Health Preparedness Capabilities. “CDC identified […]15 public health preparedness capabilities […] as the basis for state and local public health preparedness.” See https://www.cdc.gov/phpr/capabilities/ Emergency Operations Coordination: is the ability to direct and support an event or incident with public health or medical implications by establishing a standardized, scalable system of oversight, organization, and supervision consistent with jurisdictional standards and practices and with the National Incident Management System. Information sharing: is the ability to conduct multijurisdictional, multidisciplinary exchange of health-related information and situational awareness data among federal, state, local, territorial, and tribal levels of government, and the private sector. This capability includes the routine sharing of information as well as issuing of public health alerts to federal, state, local, territorial, and tribal levels of government and the private sector in preparation for, and in response to, events or incidents of public health significance.

Discuss the process and threshold for deploying a requested MRP. Exercise Objectives Validate the processes detailed in your state’s EMAC Procedures for evaluating, responding to, and seeking reimbursement for MRPs deployed under EMAC. Describe how information will be shared between relevant departments for an incoming MRP resource request. Discuss the process and threshold for deploying a requested MRP. Objectives (adjust list as needed): Read through the objectives for the exercise.

Exercise Objectives (continued) Validate roles and responsibilities during an MRP resource request within your state public health agency. Discuss redundant points of contact for all of your state’s public health and medical MRPs. Describe the processes necessary for seeking reimbursement following a deployment for both the deployed personnel and the key internal staff.

Module 1: Activation and Request & Offer Exercise Structure Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Modules: Walk through the modules, emphasizing their alignment with the 5 phases of the EMAC process. In total, these phases are: Phase 1: Pre-Event Preparation Phase 2: Activation Phase 3: Request and Offer Phase 4: Response Phase 5: Reimbursement

Exercise Guidelines This tabletop exercise will be held in an open, low-stress, no-fault environment. Varying viewpoints, even disagreements, are expected. Players are encouraged to engage in an open and frank dialogue while being respectful of other participants’ input and remaining on topic. Respond to the scenario using your knowledge of current plans and capabilities (i.e., you may use only existing assets) and insights derived from your training. If your response to a question comes from experience that is not currently documented in plans, please attempt to point this out. Exercise Guidelines: Read the exercise guidelines presented on the slide.

Exercise Guidelines (continued) Decisions are not precedent setting and may not reflect your organization’s final position on a given issue. This exercise is an opportunity to discuss and present multiple options and possible solutions. Issue identification is not as valuable as suggestions and recommended actions that could improve response efforts. Problem-solving efforts should be the focus. Please silence all cell phones and/or take any urgent phone calls outside.

Exercise Assumptions The exercise is conducted in a no-fault learning environment wherein capabilities, plans, systems, and processes will be evaluated. The exercise scenario is plausible, and events occur as they are presented. All players receive information at the same time. Exercise Assumptions: Read the exercise assumptions presented on the slide.

Exercise Evaluation Evaluation of the exercise is based on the exercise objectives and associated Capabilities, which are documented in Exercise Evaluation Guides (EEGs). Players will be asked to participate in a hot wash and to complete participant feedback forms. These items, coupled with facilitator observations and notes, will be used to evaluate the exercise and compile the After-Action Report (AAR). Exercise Evaluation: Describe how the exercise is being evaluated, as detailed on the slide.

Exercise Briefing Module 1: Activation and Request & Offer Introductions Exercise Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

Module 1: Activation and Request & Offer

Module 1: Activation and Request & Offer Scenario Part I: Scenario Part I (customize slide based on SitMan): Read the scenario aloud or have a player volunteer to read it.

Module 1: Activation and Request & Offer Scenario Part II: Scenario Part II (customize slide based on SitMan): Finish reading the scenario aloud or having a player volunteer to read it.

Module 1: Activation and Request & Offer Key Issues: Activating MRP personnel Decisions surrounding possible request fulfillment Communication surrounding MRP requests Identification of MRP points of contact (POCs) Preparing to deploy state resources Communication between state public health agency and state EMA Key Issues: Identify the key issues raised from the scenario in Module 1.

Module 1: Activation and Request & Offer Discussion Questions: How is notice of the mutual aid need communicated from the first individual made aware of the request to the resource provider? Who are the primary and secondary points of contact along this communication pathway? Is the information in the request full and complete? What supplemental information does your state need? If additional information is needed, how is this communicated? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 1. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Module 1: Activation and Request & Offer Discussion Questions: How is it determined if your state/agency will fulfill this request? What is the threshold or trigger for a “yes” response? Does your agency or your state have a mechanism (state law, MOU/MOA, intergovernmental agreement, or governor’s executive order) to deploy personnel if any of the team members are with local government or in the private sector? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 1. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Module 1: Activation and Request & Offer Discussion Questions: If your state/agency intends to fulfill the request, what are the steps to be taken once this determination is made? What form(s) are utilized? Who is involved in completing the form(s)? How is the structure of the chain of command organized? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 1. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout. For item #7, adapt the line of questioning to be appropriate for the scenario selected. This could include discussion of in-state organization around Emergency Support Functions (ESFs) and/or the state emergency operations center (EOC) and/or working with the requesting state’s incident command system (ICS) structure.

Break Break (insert slide where and as needed): Allow participants to take a 10 to 15 minute break. Break

Exercise Briefing Module 1: Activation and Request & Offer Introductions Exercise Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

Module 2: Response Module 2: Response

Module 2: Response Scenario Part I: The team prepares to deploy the resource. Deploying personnel receive a pre-deployment briefing and are informed of their POCs while they are away, and receive a copy of the Mission Order Authorization. During the deployment, some complications arise. Upon checking in for their assignment, they are informed that their original mission has changed from what was in the REQ-A and Mission Order Authorization. The team may have the ability to do the new mission, but it is not what was originally agreed upon. Scenario Part I (customize slide based on SitMan): Read the scenario aloud or have a player volunteer to read it.

Module 2: Response Scenario Part II: Later, one (or more) of the following situations arise [select at least one]:   While in the field, one team member has a family emergency and must be removed from the deployment to return home. While in the field, one team member has a medical emergency and must be rushed to a hospital, leaving the team one person short. While in the field, one team member becomes overwhelmed with the sights associated with mission efforts and asks to be removed from the deployment. Scenario Part I (customize slide based on SitMan): Finish reading the scenario aloud or having a player volunteer to read it.

Ensuring use of proper documents Module 2: Response Key Issues: Ensuring use of proper documents Following mobilization, deployment, and demobilization procedures Decision-making process when a conflict arises during a deployment Communication between state public health agency and state EMA Key Issues: Identify the key issues raised from the scenario in Module 2

Discussion Questions: Module 2: Response Discussion Questions: Who performs the pre-deployment briefing? What kinds of information should be provided in this briefing? What deployment documents are needed? Who at the Resource Provider agency ensures the preparation of these documents? What are the documentation responsibilities of the personnel being deployed? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 2. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Discussion Questions: Module 2: Response Discussion Questions: Who is the deployed team’s point of contact while on deployment? If the mission changes from what was originally requested, what does the team need to do? What impact would this have on the state EMA? What does the Resource Provider need to decide/do? What steps does the deployed team need to take once they reach their destination? How will supplies be replenished for packages requiring specific supplies to fulfill their mission? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 2. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Discussion Questions: Module 2: Response Discussion Questions: Who is notified when a team member needs to leave the deployment early? How is this handled? Does the team member need to be replaced? Who makes that decision? How is the MRP/REQ-A updated to reflect a change in the Deployed Personnel? What steps and documents are involved in demobilization of the team?  Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 2. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout. For item #7, consider adding supplemental thought prompts depending on which scenario option you selected for the team member leaving the deployment. For example, what specific actions may need to be taken in response to that selection?

EMAC Procedures Module 1: Activation and Request & Offer Introductions Exercise Briefing EMAC Procedures Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

Module 3: Reimbursement

Module 3: Reimbursement The MRP team(s) deployed from your state to support the affected state returns after a 14-day deployment. At the end of the mission, two team members informed their supervisors they intend to take leave immediately upon the team’s return. When the team returns, one of the team members reports that a relatively expensive piece of equipment with which the team deployed broke beyond repair. Another team member informs his/her supervisor that he/she did not save any receipts for his/her expenses during the deployment. Scenario (customize slide based on SitMan): Read the scenario aloud or have a player volunteer to read it.

Module 3: Reimbursement Key Issues: Demobilization of deployed team Completion of reimbursement request Communication between state public health agency and state EMA Key Issues: Identify the key issues raised from the scenario in Module 3

Module 3: Reimbursement Discussion Questions: What steps do the returning deployed team members need to take for your state to seek reimbursement? What steps does the state public health agency need to take to ensure the proper information is collected and submitted? Who within the agency would be responsible for this? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 3. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Module 3: Reimbursement Discussion Questions: What needs to be done to address the broken piece of equipment? What documentation is needed? Who is responsible for collecting this? What are the next steps to be taken to address the broken equipment? How does the state public health agency and state EMA address the lack of receipts from the returning team member? What challenges—including timeline impacts—are presented by the team members taking leave immediately upon their return? How can they be mitigated? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 3. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout. For item #4, emphasize the impact that this could have on the timeline for reimbursement. Reimbursement may be delayed for reasons that are not included in formal planning.

Module 3: Reimbursement Discussion Questions: What are the key components of the mission reimbursement package? Where is all this information found? To whom does the responsible party from the state public health agency send the completed packet? How is this done? What is the state EMA’s role in the state public health agency’s reimbursement? Discussion Questions: Lead a discussion on the key issues raised from the scenario presented in Module 3. Please ensure that you highlight the communications that must take place between the state public health agency and state EMA throughout.

Exercise Briefing Module 1: Activation and Request & Offer Introductions Exercise Briefing Module 1: Activation and Request & Offer Module 2: Response Module 3: Reimbursement Hot Wash Transition

Hot wash: an immediate, informal feedback session Where are we? Where do we want to go? How do we get there? Participant Feedback Form Hotwash: Now that the exercise is complete, lead the group in a hotwash. Ensure evaluators or other exercise staff are capturing this feedback in writing, whether on an easel board or through regular note-taking. Ask questions such as: Where are we? Where do we want to go? How do we get there? Make sure to have participants complete their feedback forms. Announce how they will be collected, as well as how they will be used.

Key Contacts Name, Title, Agency Email Phone Contact: Share the applicable contact information to the group for follow-up to the exercise. Describe how this contact information can be used in the context of next steps (e.g. for communicating additional feedback to include in an after-action report).

Thank You: Thank the group for their participation in this exercise. Thank You