How to Plan for Full Scale Exercises
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- Roy Bennett
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1 How to Plan for Full 16 th World Conference on Disaster Management Toronto, Ontario June Presentation by: Wayne Gould Halton Region Kathryn Karcz Halton Region
2 Agenda Introduction What is a Full Scale Exercise Planning Development Reporting Conducting Possibilities Problems and Pitfalls 2
3 Halton Region Population Burlington 159,400 Halton Hills 52,700 Milton 47,500 Oakville 155,700 Total 415,300 3
4 What is a Full Scale Exercise? Hands-on/operational (practical), table-top or telecommunications exercise Vary in scale and size Conducted in real time or compressed time More planning time, resources and support required. Cost proportionate to size 4
5 What is a Full Scale Exercise? Greater exercise control is required for success. BUT Involve staff, time and resources outside your direct control - Multiple partners - players - sites 5
6 Why Conduct Full Scale Exercises? Program evolution Mandated (Leg/Reg/Acc) Emergency scenario evaluation Public/Private Emergency plan evaluation Stakeholder Validation 6
7 Full Scale Field Exercise 7
8 Exercise Charlie Largest municipal field exercise in Canada in participants from 20+ stakeholder agencies 9 months development and planning Haz-mat, environmental emergency with a Mass Casualty Impact event Escalation from a municipal event to a Regional emergency 8
9 Exercise Charlie 10 Exercise Sites: 1Incident Scene (Major Exercise) 3 Emergency Operations Centre 2 Hospitals 2 School Boards 1 Evacuation Centre 1 Simulation Cell/Exercise Call Centre 9
10 Full Scale Table Top Exercise 10
11 Exercise Operation Flu - Phix First pandemic tabletop exercise in Canada 225+ participants from 34+ stakeholder organizations from 3 levels of government Senior decision makers 6 months planning and development 11
12 4 Phases of Full Planning Development Conducting Reporting 12
13 Phase I - Planning Identifying stakeholders: Internal External Public/Private/Volunteer Sector Community Media 13
14 Phase I - Planning Establish the Exercise Design Team: Nature of exercise will determine team make-up Stakeholders (internal/external) Specialists/Technicians 14
15 Phase I - Planning Establish Stakeholder Support and Commitment: Council/Senior Staff/Corporation/Agency Design Team Staff Union/Association Community (Citizens/Businesses) Participants Media Personal 15
16 Phase I - Planning The first exercise design team meeting: Chair/Co-chairs Administrative support Scenario design flexibility Exercise time and location avoiding conflicts Terms of Reference/Meetings Schedule Timelines/Milestones Workload demands meetings/action items/regular duties Build commitment and support 16
17 Phase II - Development Major elements of a full scale exercise: Timing/Location Exercise Aim/Objectives Scenario (design/flexibility/impact/engaging) Resources (access/permission/staff) Players/ Victims (training/preparation) Legal (liability/releases/waivers) Communications 17
18 Phase II - Development Major elements of a full scale exercise: Exercise Communications (technical) Exercise Control Direction - Facilitation Exercise Evaluation Observation Site Preparation - Field Exercise - Table-top 18
19 Phase II - Development Major elements of a full scale exercise: Exercise safety/firearms Media Debriefing Checklists 19
20 A word about communications Design Team - documented plan - timelines Pre-exercise - invite letters - report to Council - public information - staff update - media alerts - media releases Pre-exercise scenario SHARE-SHARE-SHARE Exercise Day - press kits - role of the media - media handler - video photos - media release Post Exercise - Thanks -Articles - media release - final report 20
21 Phase II - Development An exercise is only as good as its documents: Management Instructions Communications Strategy Patient Profiles Exercise Inputs Exercise Participants Manual Participant/Responder Instructions Evaluation Forms Participants/Evaluators/Observers 21
22 Phase III - Conducting Train the team Assign exercise areas Controls Make it happen (inputs) Evaluators Acknowledge the team 22
23 Phase IV - Reporting Final Report Follow-up Communications participants/stakeholder groups/media Recognition 23
24 Possibilities Problems and Pitfalls Commitments change Financial impact Resources change Sensitive issues Waivers/releases Me first Me bigger! Different levels of understanding/ability 24
25 Possibilities Problems and Pitfalls Personal demands/impact Have a Plan B and C Time to train controllers/evaluators Start and end later in the day Stagger start (field/eoc) Opposing agendas Public complaints 25
26 Questions 26
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