Implementing Successful Preparedness Exercises

Objectives To increase knowledge of exercising and how to create an effective exercise program To provide processes for creating high-quality exercise activities

Why Exercise?

Progressive Exercising Involves everyone! Planned to achieve identifiable goals Series of increasingly complex exercises Success breeds success

Who participates?

Types of Exercise Orientation Seminar Drill Tabletop Exercise Functional Exercise Full-Scale Exercise

Orientation Exercise Overview – Can be lecture, slide show, etc. Familiarize participants with their roles, equipment, etc. Lasts one – two hours

Drills Tests a single specific operation or function Allows the practice and perfection of one part of the response plan Usually takes ½ hour - 2 hours to complete

Tabletop Exercise Facilitated analysis of an emergency situation Informal and stress-free environment Little attempt at simulation Generally lasts 1 – 4 hours

Functional Exercise Fully simulated, interactive exercise Tests the capability of the organization to respond in a time- pressured environment Tests multiple functions Can be as short as 3-8 or hours

Full-Scale Exercise Simulates “The Big One” for the organization High stress Use of personnel, equipment, and resources Can be as short as 2 – 4 hours, or last for days

Compare all this to football (or hockey!) Orientation1 st team meeting DrillSpecial teams Tabletop exercise“Skull” session Functional exerciseIntra-squad game Full scale exercisePreseason game Actual disaster Regular season game Catastrophic disaster (with Presidential declaration) Team in the PLAYOFFS!

Sequence of Tasks for Successful Exercises

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise Exercise Design Cycle

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

1. Establishing the base 5. Exercise follow-up 4. Exercise critique and evaluation 3. Conduct the exercise 2. Develop exercise

Exercise Documents Exercise Plan Control Plan Evaluation Plan Player Handbook

Exercise Design Steps 1. Assess needs 2. Define scope 3. Write a statement of purpose 4. Define objectives 5. Compose a narrative 6. Write major & detailed events 7. List expected actions 8. Prepare messages

Assess Needs Helps define problems, establish reasons to do an exercise, and ID the functions to be exercised – What hazards? – Who can be impacted? – Who needs to practice? – Who can come play? – What exercise requirements are there? – What toys do we have to play with?

Define the Scope Type of emergency Location Functions Participants Exercise type

Write a Statement of Purpose Covers who, what, where, when, and why

Define Objectives Basis for all that was and all that is to be Sets the “rules of engagement” Helps with evaluation Sets goals for follow-up Make sure they are S.M.A.R.T. objectives

Compose a Narrative Sets the mood Sets the stage for later action

Write out major & detailed events Find your inner playwright Major events Detailed events

List expected actions Verification Consideration Deferral Decision

Prepare messages Single purpose…to spur a reaction Can be transmitted in various ways Need to be credible

Evaluation and Critiques

Evaluations Did we meet our goal? Where can we improve? What training or staffing opportunities have we found? What equipment do we need? When is the NEXT exercise??

It’s all about the team Evaluation team structure Role of the Team Leader Team Member selection Training the team

Evaluation Methodology How is the team structured? What are the objectives to be measured? What’s in my evaluation packet??

Postexercise Meetings Player debriefings Evaluation team meeting

After Action Report Form Format – Introduction – Statement of the Problem – Exercise Summary – Accomplishments and Shortfalls – Recommendations

Implementing Change

Exercise Enhancements Be creative! Take advantage of what is available to you Maps and charts and status boards, OH MY! People and props

How do I get all this stuff? Hospitals Schools & colleges Business & industry CHEMTREC Boy & Girl Scouts SAR volunteers Railroads The Salvation Army Public transportation Fire/Police/EMS agencies Amateur radio clubs Religious organizations American Red Cross Service organizations (Elks, Lions, Rotary, etc..)

…and then what do I do with it? Make sure you designate someone to be in charge of logistics for the exercise

Costs & Liability Manpower hours Potential for damage or replacement costs Be sure to return what you borrow – Includes volunteer victims on loan Check over your jurisdictions policy for equipment usage.

Additional Resources Gillis, Tracy K., Emergency Exercise Handbook: Evaluate & Integrate Your Company’s Plan. Penwell Publishing Company:1996. Green, Walter G., Exercise Alternatives for Training Emergency Management Command Center Staffs. Universal Publishers:2000. Anna M. McRay, NREMT-P, CERT Coordinator, County of Henrico – EMI Exercise Design (IS-139) – EMI Exercise Evaluation (G-130)