1. KC RICE ‘12 Tabletop Exercise Aug. 29, 2012

2. Administrative Information Restroom locations Breaks and lunch Emergency exit routes Cell phones Hot Wash Exercise evaluation AAR input 2

3. Introductions Introduce yourself by providing:  Your name and department or agency  Your role in Continuity planning  Tabletop expectations 3

4. Schedule Today TimeEvent 8:00 amArrival and registration 8:30 amMajor Event #1 9:45Break 10 amMajor Event #2 11:15 amLunch 12:30 pmMajor Event #3 1:45 pmBreak 2:30 pmHot Wash 3:00 pmClosing Comments 3:15 pmAdjourn 4

5. Ground Rules  Brainstorming techniques and open discussions are highly encouraged. The following rules apply while brainstorming:  Non-attribution is in effect  Promote maximum group interaction  Keep issues on a high level  Offer inputs based on facts; avoid hearsay  Non-constructive criticism is not permitted  Focus on solutions, not blame  Respect all ideas and comments  Participate  Don’t fight the scenario 5

6. Exercise Objectives 1. Evaluate ability to maintain Essential Functions. 2. Conduct and evaluate Continuity Facility operations. 3. Encourage and evaluate interagency communications. 4. Evaluate agency reconstitution plans and procedures. 6

7. Major Event #1 Mon, Feb. 25, 2013, 10:00 am After a punishing week long cold snap, with the temperature falling below zero, four out of the past five days, an overnight ice storm has struck devastating our area. The weight of ice on the power lines has caused outages throughout the city. Tens of thousands of residents are without power and heat. Utility workers are out in force, and are focusing their efforts on restoring power to as many residences as possible as quickly as possible, but the continued sub-zero temperatures are delaying their efforts. In a statement issued today, officials are estimating it may be a week or more before downtown corporate centers are fully restored. 7

8. Discussion Point 1.1: Your facilities manager states that the building is not safe to occupy because of loss of heat and power. 8

9. Supporting Questions Who makes the decision to activate the continuity plan? Where does leadership convene to make these decisions if the primary facility is unavailable? Is the alternate facility a hot site*? If not, what is the procedure for setting up the alternate facility? 9

10. Discussion Point 1.2: The event occurred outside work hours. Your Department/Agency leadership would like to make accountability a priority. 10

11. Supporting Questions What is the protocol for performing accountability in an event such as this? Who is responsible for completing accountability, and how will they determine which employees were on leave, or working from home? How does your organization determine whether your primary facility is safe to occupy?  What about the status of the alternate facility?  How can you determine if there are viable access routes to the alternate facility? 11

12. Supporting Questions How is the staff members notified that the continuity plan has been activated? What are backup methods of notification if cell phones aren’t working? What message is delivered to staff? 12

13. Discussion Point 1.3: Members of the Emergency Relocation Group (ERG) are instructed to proceed directly to the alternate facility. 13

14. Supporting Questions Do ERG members know the location of the alternate facility? Are alternate routes given to employees if certain roads are impassable? What do employees need to bring to the alternate facility?  Do employees have go-kits? What is contained in go- kits? Where are go-kits normally kept? Do you conduct training or exercises with your staff? If so, how often? Do all staff, both continuity &non-continuity, know their roles and responsibilities during continuity operations? 14

15. Discussion Point 1.4: Many key partners agencies have also been affected by the severe weather. 15

16. Supporting Questions Where can ERG members find contact information for key partner agencies? How do you inform partner agencies, key customers, or stakeholders what our current status is, and how we can be reached? Are there multiple means of reaching each contact? 16

17. Discussion Point 1.5: Department/Agency Leadership understands that the Reconstitution process should begin as soon as possible following a continuity event and calls for Reconstitution Operations to begin. 17

18. Supporting Questions Does your organization have a Reconstitution plan? What would be the first steps? Does your organization have a Reconstitution Manager and/or team? Who should make up the Reconstitution team? 18

19. Major Event #2 Mon, March 4, 2013, 10:30 am The warmer weather is here to stay with temperatures remaining in the low to mid forties across the Kansas City area through mid- week. Temperatures may climb into the high forties, even low fifties by the weekend. For much of the region, power was lost due to the weight of ice on power lines. This caused temperatures to drop inside area buildings, particularly unoccupied buildings, like office buildings and schools that were closed and empty due to the storms. Temperatures dropped below freezing in many of these places, and caused water pipes to freeze and then burst. This led to wide spread flooding. Moreover, late last week when we had temperatures fluctuating just above freezing during the day and dropping below freezing during the evenings – that’s where the real serious damage occurred in many places. 19

20. Lunch Lunch break goes from 11:15 am – 12:30 pm. Please be back in time to begin Major Event #3 at 12:30 pm. Those buying lunch today are encouraged to use the USDA Cafeteria upstairs on the 1 st Floor. 20

21. Discussion Point 2.1: Department/Agency Leadership is attempting to develop a budget to address the costs of this disaster. They have come to you with the following questions they need answered ASAP. 21

22. Supporting Questions Who is responsible for overseeing repairs to the primary facility? Who is responsible for procuring a new facility if the old one cannot be repaired? What is the process for the procurement for equipment and furniture to replace what was lost in the primary facility? 22

23. Discussion Point 2.2: A member of the ERG states that he may have left a document containing sensitive Personally Identifiable Information (PII) unsecured on his desk at the primary facility. 23

24. Supporting Questions Who is responsible for securing the primary facility? Who is tasked with the effort to protect/salvage vital records at the primary facility? 24

25. Discussion Point 2.3: A key member of your organization’s leadership sustained hypothermia during the cold snap resulting from loss of power in her home. Department/Agency Leadership is concerned that other key staff will need to remain with their families and may be unable to work until power and heat is restored. 25

26. Supporting Questions What is contained in your continuity plan to address orders of succession? What are procedures for staff members who have not responded to accountability checks or alert and notification? What is the plan to track, retrieve or replace missing ERG members? Do ERG members have Family Plans? 26

27. Discussion Point 2.4: Your headquarters office has requested an update on the current operational status of your organization. 27

28. Supporting Questions What are your essential functions? Are they prioritized? Would demand for your essential functions increase, decrease, or stay the same during this event? How will your organization assess whether functions are being completed? 28

29. Discussion Point 2.5: The area of your alternate facility still has power; however, meteorologists are predicting a 30% chance of additional severe winter weather impacting the Kansas City region by the end of the week. 29

30. Supporting Questions Does the alternate facility have a generator in case the area loses power? If yes,  How long will the generator run with the fuel onsite?  What powers the generator (i.e. gasoline, diesel fuel, natural gas or propane)? If no,  Do you have a partner organization that can supply you with a generator until you acquire your own?  What is your backup plan if you have to vacate the alternate facility? 30

31. Supporting Questions Does your facility manager have contacts within the local power company to ensure your agency has priority access to any power restoration should you lose power? If access to your facility by is blocked (fallen trees, debris, etc.),  Do ERG members know an alternate route?  Do you know who to contact in the city about the need to get to your facility? 31

32. Discussion Point 2.6: The computer systems at your primary location have been destroyed. Department/Agency Leadership is concerned about how this will impact access to vital records. 32

33. Supporting Questions How will the damage at the primary facility affect access to vital records? Are certain vital records stored in hard-copy at the alternate facility? Are vital records at the primary server mirrored to an alternate server that is off-site? 33

34. Discussion Point 2.7: Several non-ERG staff members have been calling with human resources (HR)-related questions. 34

35. Supporting Questions Are non-ERG members asked to use leave time during a continuity event? What are non-ERG personnel expected to be doing throughout a continuity event? 35

36. Major Event #3 Mon, March 25, 2013, 1 pm Today marks the one month anniversary of the devastating ice storms that brought the city to a standstill. Twenty-nine days on, rebuilding efforts are well underway, and are providing the construction industry in our region with a shot in the arm not seen since the boom years of the housing bubble. But not all buildings are able to be repaired; our second story today, a look back at the beloved historic structures this city irreparably lost to the storm. 36

37. Discussion Point 3.1: Department/Agency Leadership would like to outline a plan for the reconstitution back to the primary facility. 37

38. Supporting Questions When the primary facility is available for operations, will it be occupied by all staff at once or will there be a phased approach? Which essential functions should be resumed first? 38

39. Discussion Point 3.2: If the event had been more sever consider: Department/Agency leadership would like to consider the possibility that the ERG will not make it to the alternate facility, or that damages are too severe to continue essential functions. 39

40. Supporting Questions What plans/procedures does your department/agency have for acquiring a new primary facility if your primary facility were rendered permanently unusable? What plans and procedures are in place in the event that the ERG is unable to continue essential functions from an alternate facility? Does the agency have a devolution partner? How is the devolution recipient trained on their responsibilities in the devolution scenario? What is the process for transferring your authorities and responsibilities to your devolution partner? 40

41. Discussion Point 3.3: Now that power has been restored to much of the area, some employees are asking if they can work from home. 41

42. Supporting Questions What telework policies are included in your continuity plan (either for the instance that both primary and alternate facilities have been damaged, or so that non- essential personnel can continue work at home)? 42

43. Discussion Point 3.4: Your ERG has created a month’s worth of vital records at the alternate facility. 43

44. Supporting Questions What is the process for ensuring that all the new vital records are now available at the primary facility? 44

45. Discussion Point 3.5: Department/Agency Leadership would like to create a corrective action plan for your organization’s continuity plan. 45

46. Supporting Questions Who is responsible for identifying lessons learned throughout the continuity process? What deficiencies were identified in your plan? 46

47. Endex Hot Wash will begin at 2: 30 pm Agencies that participated in the full scale yesterday will join us here in the Hot Wash. 47