The Exercise Planning Process

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2 Disaster Exercise

3 Tehran University of Medical Sciences School of Public Health Department of Disaster Public Health Disaster & Emergency Health Academia Ministry of Health & Medical Education National Institute of Health Research Department of Disaster & Emergency Health The Exercise Planning Process By: MJ Moradian MD, MPH, PhD Candidate Disaster & Emergency Health Academia Website: No 78, Italia Ave, Tehran, I.R.Iran Phone/Fax: +98 (21)

4 Introduction To respond effectively to the impact of disasters it is necessary to have a preparedness and response plan to facilitate organized and coordinated actions during an event Plans are not theoretical exercises: they must be tested frequently so that they can be evaluated, adapted, and updated before and after an actual event

5 Exercise An activity or process that helps you practice a particular skill Something performed or practiced in order to develop, improve, or display a specific power or skill To practice in order to train, strengthen, or develop

6 Drill The act or exercise of training soldiers in marching and in executing prescribed movements with a weapon Systematic training by multiple repetitions Learn by repetition Teach by repetition

7 Simulation A simulation is a tabletop exercise that recreates a hypothetical disaster scenario where a group of participants must make decisions based on information that they receive during the exercise

8 Strategic Goals Why Exercise? Test and evaluate plans, policies, and procedures Test emergency response readiness Reveal gaps and challenges Help to modify the plans and procedures Raise Awareness (Administration, Staff, Public) Education Expierince

9 Training Goals Why Exercise? Improve individual performance, organizational communication, and coordination Clarify roles and responsibilities Enhance team building Fine-tune the internal coordination Practice coordinating with external response sectors Build up networks (formal and informal)

10 Exercise Cycle

11 1 Identify the Need 6 Evaluate the Exercise 2 Analyse the Need Exercise Management Model 5 Debrief the Exercise 3 Design the Exercise 4 Conduct the Exercise

12 Type of Exercise Discussion-based exercises Seminars Workshops Tabletop Exercises Games Operations-based exercises Drills Functional Exercises Full-Scale Exercises

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17 Factors for Consideration in Developing Exercise Program Prioritis Threats and Hazards Area for Improvement/ Capabilities External sources requirement Accreditation Standards/ Regulations

18 Multi-year Training and Exercise Plan Combination of different types of exercises Series of increasingly complex exercises Associated training requirements The organizations should not rush into a fullscale exercise Reduce the waste of limited exercise resources

19 Before Starting an Exercise Identify National/Organization Strategies Goals Identify Organization Goals Designate a secretariat Obtain grants/funding Identify roles and responsibilities for program development

20 Exercise Planning Process 1. Organization of the Exercise Planning Team 2. Identifying Overarching Goals and Objectives 3. Scenario Development 4. Developing an Evaluation Plan 5. Coordinate logistics 6. Developing Exercise Plan

21 Exercise Planning Team Schedule planning meetings Develop exercise objectives Develops exercise design and scenarios Plan exercise conduct Plan exercise evaluation Create documentation Coordinate logistics

22 Exercise Planning Team The team should be manageable size yet represent the full range of participating organizations as well as other relevant stakeholders. Bam memorial Exercise Planning Team- Fars-Shiraz- 2006

23 Exercise team s main roles/positions 1. Command Role: Team Leader 2. Operations Group 3. Planning Group 4. Logistics Group 5. Administration/Finance Group 6. Subject Matter Experts

24 Sample Exercise Planning Team

25 Exercise Planning Sessions Topics Exercise scope Objectives and their aligned core capabilities Design and type Events, location, date, and duration Participants and anticipated extent of play for them Assumptions and artificialities

26 Exercise Planning Sessions Topics )Cont) Control and evaluation concepts Security organization and structure Available resources Logistics Planning timeline and milestones Local issues, concerns, and sensitivities

27 Exercise Planning Sessions Topics (Cont) Scenario development Modeling and simulation planning Extent of play for each participating organization Roles and responsibilities Communication methods Documentation plan Training

28 Exercise Planning Process 1. Organization of the Exercise Planning Team 2. Identifying Overarching Goals and Objectives 3. Scenario Development 4. Developing an Evaluation Plan 5. Developing Exercise Plan

29 Identifying Goals and Objectives Why does an agency need to exercise?

30 Exercise Goals According to organization s preparedness mission Support organization s preparedness plan Be realistic

31 Exercise Objectives bases on: An agency s current stage of emergency preparedness Gaps, weaknesses, or areas of concern affecting the agency s performance as identified through prior exercises Level of staff knowledge and understanding of emergency preparedness roles and responsibilities Applicability to emerging problems

32 Scenario A scenario is an outline or model of the simulated sequence of events for the exercise It can be written as a narrative or depicted by an event timeline

33 General context or comprehensive story. Technical details of story's conditions and events. Conditions for assessing objectives and core capabilities/demonstrating capabilities

34 Scenarios should address: Where does the initiating event take place? How dangerous and persistent is the emergency? What is the impact of the incident? What time of day does the event take place? What is the sequence of events? What other factors would influence emergency procedures?

35 Exercise Planning Process 1. Organization of the Exercise Planning Team 2. Identifying Overarching Goals and Objectives 3. Scenario Development 4. Developing an Evaluation Plan 5. Developing Exercise Plan

36 Exercise Plan Sections Scope, objectives, and core capabilities Scenario Participant roles and responsibilities Rules of conduct Safety issues (notably real emergency codes) Logistics

37 Exercise Plan Sections Security of and access to the exercise site Communications (e.g., radio frequencies) Duration, date, and time of exercise and schedule of events Simulations and Artificialities Maps and directions Player Handout (Players, Evaluators, Media)

38 Inject Matrix A chronologically ordered list of injects that will be sent during the simulation Two Purposes: Control: maintain or adjust simulation flow by sending injects as planned, or delaying it, or cancelling it Monitor: see how participants are responding; record participant responses and compare anticipated responses with actual responses.

39 Response Route Response Area Assembly Area Observer/Media Area Simulation Cell Registration Parking Site setup

40 Exercise Participant Roles Director Evaluators Facilitator (discussion-based exercise) Controllers/Simulators Actors Safety Controller Observers Players/Participants

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42 Evaluators in Exercise Bam memorial Exercise Evaluation on Scene-Fars-Shiraz Chosen based on their expertise Specific functional areas they will observe Document observations Analyze results exercise Do not interfere with exercise flow

43 Controllers in Exercise Bam memorial Exercise Controllers- Fars-Shiraz Manage exercise play Set up and operate the exercise incident site Take the roles of individuals and agencies not actually participating in the exercise Provide key data to players

44 Controllers in Exercise Bam memorial Exercise Fars-Shiraz- 2006

45 Controller Observers Player Actor Bam memorial Exercise Fars-Shiraz- 2006

46 An effective contingency process is critical to ensure the exercise can be halted, postponed, or canceled if a real-world event takes place (An ambulance for real accidents)

47 Exercise Flowchart

48 Exercise Flowchart

49 Exercise Flowchart