EXERCISE EAST 2013 REVIEW AND EVALUATION MAY 2013

What did we want to achieve? What did we measure?

AIM To educate and induct Council staff in the content of the ERC Standard Operating Guidelines and associated arrangements Indicators of success - things which tell us that we have achieved our aim or objective Sources of Evidence – Survey monkey, one on one debriefs, observers feedback, council and agency debriefs.

Objective 1 Areas for improvement identified from NOVEX 2011 (these will be our indicators of success for this objective) 1. Details of the actual emergency to be communicated better 2. Clarity of roles and responsibilities during the exercise and in an emergency 3. Set up and operational process could be better explained or practised more for both observers and participants and actual customer. 4. Structure of the day could be reviewed specifically in areas of duplication of scenarios and method of facilitation. 5. Continued promotion of the ERC model within organisation to encourage greater awareness.

Objective 2 Test the functionality of the new facility plan at Boroondara. Test the two facilities. Indicator of success Did the layout reflect/ follow the plan for Boroondara? Indicator of success Feedback incorporated any issues or comments in relation to the layout - both sites.

Objective 3 Test the ERC structure – Physical, communications, function Indicator of success The exercise enhanced the future planning and development of the ERC structure and associated components as outline above.

Objective 4 Increase knowledge and capacity of participants by providing training in their roles. Indicator of success The confidence level of participants is high due to increased knowledge of their roles.

Objective 5 Provide the opportunity to exercise the check in process so ERC staff are able to effectively and efficiently operate in the process in a real event. Indicators of success Check in worked well without obvious signs of stress, hold up, confusion for attendees or staff.

Objective 6 Identify assumptions within the model within a controlled exercise setting Indicators of success Relationship/partnerships of agencies and staff working collaboratively, and the agencies demonstrating self sufficiency. Effectiveness of the Standard operating guidelines Teams Alpha and Bravo were able to run the centre

Objective 7 To develop agencies understanding about our own and others within ERC arrangements Indicator of success Continued partnerships/solid communication network Increased participation and involvement of relevant agencies Agencies value the work of participants and associated exercise Staff have positive experiences with agencies

So how did we go? Lets look at some feedback and assessment of the processes.

Objective 1 Indicator of Success Communicate the actual emergency A power point was presented at both sites with the scenario displayed. Role plays were in line with the scenario Facilitator educated the audience on the scenario Some comments on how facilitation may work better but not on the scenario

Objective 1 Indicator of Success Clarity of roles and responsibilities during the exercise and in an emergency We believed this was covered under objective number 4??? Indicator of Success Set up and operational process could be better explained or practised more for both observers and participants and actual customer. We had 44 comments about the set up of the centres, indicates we need to work on the set up.

Objective 1 Indicator of Success Structure of the day could be reviewed specifically in areas of duplication of scenarios and method of facilitation Changed the role plays – am different than pm Feedback received on facilitation

Objective 1 Indicator of Success No 5 Continued promotion of the ERC model within organisation to encourage greater awareness. Survey Monkey – How would you rate your knowledge of the roles and responsibilities of council agencies and organisations during an emergency exercise:

Objective 1 Indicator of Success No 5 – Continued

Objective 1 Indicator of Success No 5 – Continued

Objective 2 Indicator of success Did the layout reflect/ follow the plan for Boroondara? Great to get better understanding of set up/arrangement of BSC.

Objective 2 Indicator of success Feedback incorporated any issues or comments in relation to the layout - both sites. Was the exercise able to inform any improvements in relation to the facility plans? Comments considerable in number and varied Need better setup process/set up process was good etc Signage needs improvement Need detailed floor plan Wheel chairs, defibrillators to included in plan

Objective 3 Indicator of success Test the ERC structure – physical, communications, functions Feedback covered, animals, set up, OH&S, exercise, functions, communications etc

Objective 4 Increase knowledge and capacity of participants by providing training in their roles. Indicator of success The confidence level of participants is high due to increased knowledge of their roles. Review: while quite a few negative comments % is small in comparison to attendees. Survey monkey 71.9 % either agreed or strongly agreed they felt confident walking into the exercise. “

Objective 4 continued After the exercise 87.3% felt fairly confident or above

Objective 5 Indicators of success Check in worked well without obvious signs of stress, hold up, confusion for attendees or staff. Positive Feedback = It seemed to work pretty well Negative feedback = No good highly disorganised etc

Objective 6 Indicators of success Relationship/partnerships of agencies and staff working collaboratively, and the agencies demonstrating self sufficiency. Effectiveness of the Standard operating guidelines Teams Alpha and Bravo were able to run the centre

Objective 7 Indicators of success Continued partnerships/solid communication network Increased participation and involvement of relevant agencies Agencies value the work of participants and associated exercise Staff have positive experiences with agencies Good handover with us and other Council Services appeared to work well together YMCA were excellent

How can we keep improving? Where to from here?

Recommendations for Exercise East Objective 1 - To test improvements to the arrangements of 2011 Revisit the check in process Revisit briefing of role players Better prepare participants for the day Review role of Vic Pol as observers vs. participants

Recommendations for Exercise East Objective 2 – Test the new facility plan template Review Boroondara ERC Plan, in line with feedback Review briefing process for role players, agencies and ERC staff Ensure all participants are briefed prior to exercise re the ERC facility and their role

Recommendation for Exercise East Objective 3 Test the new ERC structure Revisit team members expectations of roles/ changing roles Many staff swapped roles

Recommendations for Exercise East 2014 Objective 4 - Give participants exposure to their role Plan for further training for all roles in ERC Consider agency specific training to address concerns particularly self sufficiency Using the training requirement data target specific training ie:

Recommendations for Exercise East Objective 5 - Check in Review all aspects of check in process. Consider separate exercises for all to address the check in issues raised in Exercise East 2013

Recommendations for Exercise East 2014 Objective 6 - Highlight assumptions within the model within the controlled environment Assumptions made included: Agency /participants relationship, SOG’s, and Operability Provide more opportunities for open discussion with agencies (MEMP meeting agenda) Increase agency/participants relationship eg via 1: 1 discussions Update Standard operating guidelines to reflect any clarity around roles or process Believe continued exercising will helping operability

Recommendation for Exercise East 2014 Objective 7 - To develop agencies understanding about our own and others within ERC arrangements. Further attention required to enhance the understanding. Suggest monthly newsletter type programs, where agencies and councils provide their information and it is ed to all on EM lists. Address issues eg Red Cross first Aid providers but don’t bring the necessary supplies Agencies wanting phone chargers = as above

Recommendation for Exercise East 2014 General Continue to explore more people involved – increased testing of roles ie: media, security etc Give observers a specific role to observe and to then provide feedback

Recommendations for Exercise East The Exercise Process Have clear measurable objectives Link survey monkey and debriefing to those objectives ie: check in process.

Questions ?