1. NHI Talking Operations: Transportation Operations for Planned and Unplanned Events Steven J. Cyra, PE, PTOE, HNTB Corporation Emergency Transportation Operations (ETO) After-Action Reviews – What, Why, and How? 2008 Wisconsin Floods Case Study

2. Discussion  What are After-Action Reviews (AARs)?  Where do AARs fit in the context of an ETO Plan?  Tips for conducting an AAR  Case study: 2008 Wisconsin Flooding AAR  Conclusion  Conference announcement

3. AAR Defined  A structured, non-judgmental review and discussion of an activity or mission  Post game “Chalk Talk”  Goal: Create a state of mind where everybody is assessing themselves, their units, and their organizations and asking how can they improve.  Seizing an opportunity to learn!

4. AAR – 4 Basic Discussion Questions  What did we set out to do?  What actually happened?  Why did it happen?  What are we going to do next time?

5. ETO Framework Emergency Transportation Operations (ETO) ETO Program ETO Plan Maintenance Training Asset Management Finance / Budget Contracting Performance Evaluation Vulnerability / Mitigation ETO Response Threat Assessment Incident Notification ICS Response Public Information After-Action Reviews

6. AAR Tips – “Do”  Schedule AARs shortly after the event  Make reviews routine  Identify experienced, objective facilitator  Collect objective supporting data  Establish clear groundrules  Proceed systematically (4 questions)  Invite and involve all participants  Probe for underlying cause/effect relationships  Identify activities to be sustained (positives) as well as errors to be avoided (negative)

7. AAR Tips – “Don’t”  Conduct AARs without planning  Conduct reviews infrequently, irregularly  Allow debates to bog down fact establishment  Allow dominating leaders, mgrs to facilitate AARs  Base individual performance evaluations or promotions on mistakes admitted in AARs  Permit unstructured, meandering, disorganized discussions  Use the B or F words (Blame, Fault)  Conclude without a list of items learned to be applied in the future

8. WisDOT 2008 Flooding AAR Background June 7 to June 24, 2008 Multiple Interstate closures State EOC activated, on-site WisDOT representation by WisHELP staff AARs conducted in 5 Regions, STOC, WisDOT Central Office July 1- 21, 2008 Formal ETO Plan was “work-in- progress” Photos Courtesy of WI Emergency Management

9. WisDOT 2008 Flooding AAR-Successes Regional Cooperation and Coordination

10. WisDOT 2008 Flooding AAR-Successes WisHELP concept to reality in 4 weeks Ad hoc development of Google Map for road closures Strong support from Bureau of Structures staff in site-specific emergency bridge inspection Southeast, Southwest regions designed, contracted, and constructed I-94 crossover in 4 days, opening interstate westbound Statewide Traffic Operations Center (STOC) served as a hub for inter- regional, inter-state coordination and communication “Pitch-in” spirit of staff An excellent basis for further development of the WisDOT ETO Plan…

11. WisDOT 2008 Flooding AAR- Recommendations Nearly 150 specific recommendations, prioritized for Immediate, Short, and Long-Term implementation. Key recommendations: Deploy a more sophisticated mapping system for tracking roadway closures and other information Implement emergency contractor procurement mechanisms Identify a more “standardized” situation room in each region, equip as appropriate Improve adoption of unified command within WisDOT, enhance ICS training for appropriate staff Recognize/set work-hour limitations, develop staffing plans Clarify roles, responsibilities (DSP, WEM/EOC, others)

12. Conclusion  Management of a significant incident or emergency is not complete until an AAR is conducted.  AARs should be regular, routine, “automatic”.  Seize the opportunity to learn! Apply AAR results to on-going ETO Program.

13. “There is no feeling in the world to compare with the feeling you get when you know you blew it, and you have to explain in excruciating detail during simulation debriefing why you acted as you did. There are no excuses.” Gene Kranz, former NASA Flight Director From “Failure is not an Option”

14. Transportation Operations for Planned and Unplanned Events (March 25-27, 2009) preceded by and in coordination with: ITE 2009 Technical Conference: Transportation Operations in Action (March 22-25, 2009) Phoenix, AZ Planning Committee Co-Chairs: Laurie Radow, FHWA, Laurel.Radow@dot.govLaurel.Radow@dot.gov Steve Cyra, HNTB, scyra@hntb.comscyra@hntb.com Conference Announcement / Plug