Planning & Conducting an Exercise - An Interactive Workshop
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1 Planning & Conducting an Exercise - An Interactive Workshop Joseph (Joe) M. Golden, Jr., EMT-P, CET, CHMM, CEM, CBCP, MEP September 13, 2018 September 13, Workshop Objective Given the Homeland Security Exercise and Evaluation Program (HSEEP) cycle of planning and other information provided in the workshop, participants will demonstrate a functional understanding of select HSEEP exercise practices by developing objectives, scenario, simple MSEL and logistical requirements for a simulated exercise 1
2 September 13, Agenda Introduction Types of Exercises Exercise Cycle Activity: Identifying type of exercise needed Planning Meetings Activities: Developing SMART Objectives, Scenarios, MSEL, and Logistics Requirements Documents Post Exercise Activities September 14, I didn't come here to tell you how this is going to end. I came here to tell you how it's going to begin. 2
3 September 13, Why Exercise? Identify: Process and Resource Requirements Capability Gaps Areas for Improvement Provide a low (or lower) risk environment to validate plans and capabilities prior to or after an incident or event Provide an opportunity to meet / practice with peers September 13, September 11, 2001 Presidential Directives Homeland Security Presidential Directive-5 Homeland Security Presidential Directive-7 Homeland Security Presidential Directive-8 National Initiatives National Incident Management System (NIMS) National Response Framework (NRF) National Infrastructure Protection Plan National Preparedness Goal Capability-Based Planning Tool Scenarios, TCL Homeland Security Grant Program Guidance National Preparedness Guidance 3
4 September 13, Homeland Security Exercise & Evaluation Program (HSEEP) Today HSEEP provides a set of guiding principles for exercise programs, as well as a common Homeland Security Grant Program Guidance approach to exercise program management, design and development, conduct, evaluation, and improvement planning. September 13, HSEEP Fundamental Principles Capability-Based and Objective-Driven Progressive Planning Approach Whole Community Integration Applicable to exercises for all Mission Areas Informed by Risk Common Methodology 4
5 September 13, ACP Connecticut Chapter 10 Types of Exercises 5
6 September 14, Types of Exercises Discussion Based Exercises Development / Training Seminars Workshops Tabletop Exercise (TTX) Games Operations Based Exercises Evaluation / Testing Drills Functional Exercise (FE) Full Scale Exercise (FSE) September 13, Discussion-Based Exercises Seminars are used to provide: Awareness Orientation Workshops are used to achieve or build a product May use a design-basis scenario (with or without progression) as a building tool (e.g., what if ) 6
7 September 13, Discussion-Based Exercises Tabletop Exercises (TTX) Designed to generate discussion Enhance general awareness Assess plans, procedures, and processes Rehearse concepts Open, low-stress, no-fault learning environment Advance, Complex or Functional Tabletop Games September 13, Operations-Based Exercises Drills Designed to rehearse or validate a specific function or capability needed to establish proficiency Reinforces best practices Determines if tactics can be executed Identifies additional training needs Field Training Exercise (FTX) 7
8 September 13, Operations-Based Exercises Functional Exercises (FEs) Designed to validate / evaluate capabilities and functions May involve numerous participants, organizations and/or locations Known or no-notice STARTEX Real time (with or without time jumps ) Outside resources / activities are usually are simulated September 13, Operations-Based Exercises Functional Exercises (continued) Actual command and/or coordination locations are usually used as venues Can be simulation intensive May or may not use scenario-specific news and/or social media simulation Complex exercise scenario with inject updates / Master Scenario Events List (MSEL) Stressful environment 8
9 September 13, Operations-Based Exercises Full Scale Exercises (FSE) Most complex exercise Usually involves large scale number of participants, organizations and/or locations Usually known STARTEX with artificial response times Real Time Resource intensive» Exercise play / Exercise control September 13, Operations-Based Exercises Full Scale Exercise (continued) Usually simulation intensive May or may not use scenario-specific news and/or social media simulation Complex exercise scenario with inject updates / Master Scenario Events List (MSEL) Stressful environment 9
10 ACP Connecticut Chapter 19 HSEEP Exercise Cycle The only thing harder than planning for an emergency is explaining Why you didn t! Unknown September 13, HSEEP Exercise Cycle Program Management Project Management 10
11 September 13, Building Block Approach Test / Validate Roles, Plans & Procedures / Identify Strengths & Areas of Improvements Discuss / Practice Roles, Plans & Procedures / Identify Gaps Introduce Concepts / Roles, Plans & Procedures September 13, Multi-Year Training and Exercise Plan and Schedule Year 1 Year 2 Year 3 Site TTX Company FE Company FSE Unit TTX Workshops Site FE Company TTX Site FSE Drills 11
12 September 13, Design and Development Planning Team Members Schedule Planning Meetings Identify and Develop Exercise Objectives Design the Scenario Create Documentation Plan Exercise Conduct and Evaluation Coordinate Logistics September 13, Conduct Prepare for Exercise Play Manage Exercise Play Conduct immediate Exercise Wrap-Up Activities 12
13 September 13, Evaluation To be considered throughout all phases Assesses Performance against Exercise Objectives Identifies and Documents: Strengths Areas for Improvement September 13, Improvement Planning Tracking Corrective Actions Ensures Exercise yield tangible preparedness improvements Improvements should be: Implemented Continually monitored 13
14 ACP Connecticut Chapter 27 Roles and Responsibilities September 13, Roles and Responsibilities Exercise Director Exercise Development Team Facilitator Controller Senior Venue / Agency / Function Safety Simulator / Simulation Cell (SIMCEL) 14
15 September 13, Roles and Responsibilities Player Observer VIP Observer Observer Escort Actor Recorder (Discussion) Evaluator (Operations) Public Information Officer RR1 ACP Connecticut Chapter 30 Planning Meetings 15
16 Slide 30 RR1 Ricker, Robert, 3/15/2018
17 September 13, Planning Meetings Concept and Objectives Meeting Purpose Capability to be exercised Objectives Exercise concept Timeframe Extent of Participation Planning Timeline with milestones Planning Team Members September 13, What Are Objectives? As the cornerstone of design and development, objectives: Provide a framework for scenario development Drive a Master Scenario Events List (MSEL) Guide development of individual organizational objectives Provide evaluation criteria Lessons Learned: Limit the number of objectives to enable exercise conduct, facilitate reasonable scenario design, and adequately support successful completion of the exercise. 16
18 September 13, What Is a Master Scenario Events List? Chronological listing of scripted events that generates activity in specific functional areas in support of exercise objectives. Two types of MSELs: Short MSEL: Lists the inject, delivery time, short description, responsible controller, and receiving player. Long MSEL: Lists a detailed description, exact quotes and formats for inject, and description of expected action. September 13, How to Develop Objectives Step 1 Step 2 Step 3 Select capabilities based on the type and scope of the exercise. Analyze the associated critical tasks for the selected capability. Tailor objectives to the local jurisdiction and exercisespecific information. 17
19 September 13, SMART Objectives September 13, Characteristics of Good Objectives Clear, concise, and focused on participant performance Should contain: Criteria Action stated in observable terms Conditions under which action will be performed Standards of performance An objective should state who should do what under what conditions, according to what standards 18
20 September 13, Sample Discussion-Based Objective Criteria Who Specific Action Evaluate plans for an entity s incident command activation of essential HazMat personnel during a chemical incident (in the entities jurisdiction) in accordance with existing standard operating procedures (SOPs). Condition Standard September 13, Sample Operations-Based Objective Condition Who Specific Action Given a simulated scenario, exercise participants will demonstrate the process for establishing an Incident Management Team (IMT) to effectively direct and control event activities using the Incident Command System (ICS) principles and practices using the Incident Command System (ICS) principles and practices Criteria Standard 19
21 September 13, Planning Meetings Initial Planning Meeting Conducted for all Exercises Scenario Scope Identify design and conditions Exercise documentation September 13, What is an Exercise Scenario Should be: Risk-based Realistic Challenging Three basic elements: Conditions Context Technical details Should facilitate accomplishment of design objectives Lessons Learned: The scenario should be credible enough for participants to suspend their inherent disbelief in hypothetical situations. 20
22 September 13, How to Develop an Exercise Scenario Determine a threat/hazard: That best fits exercise objectives Is based on realistic threats Is of sufficient magnitude and realistic Identify player activities and decision-making opportunities that must occur to accomplish objectives. September 13, Additional Scenario Considerations Involve local agencies and facilities. Select a venue that is appropriate for the hazard type. Consider previous real-world incidents, exercises, and existing plans, procedures and processes. 21
23 September 13, Planning Meetings Master Scenario Events List (MSEL) Meeting Development of MSEL Development of Injects Identification of simulation events Identification of expected events September 13, What Is a Master Scenario Events List? Chronological listing of scripted events that generates activity in specific functional areas in support of exercise objectives. Two types of MSELs: Short MSEL: Lists the inject, delivery time, short description, responsible controller, and receiving player. Long MSEL: Lists a detailed description, exact quotes and formats for inject, and description of expected action. 22
24 September 13, Elements of an Inject Designated scenario time Event synopsis Controller responsible for delivering inject Expected action Intended player Objective to be demonstrated Notes section September 13, Types of MSEL Items Contextual injects Contingency injects Distraction injects (limit use) Simulation events Expected events Lessons Learned: Injects should be as realistic and detailed as possible. Inject Delivery Message (Controller) SIMCEL A.I. Simulation 23
25 September 13, How to Develop a MSEL Review scenario and objectives. Identify a chronology of key actions that must occur. Develop a timeline of player actions. Develop these events using a MSEL program. Compile all MSEL events into a single list and vet with exercise planning team. Ensure events support an exercise objective Refine selected MSEL events and complete long version. September 13, Planning Meetings Midterm Planning Meeting Exercise Organization Staffing Scheduling Administrative, Operational and Logistical requirements Review documentation 24
26 September 13, Discussion-Based Admin / Logistics Number of participants (Players, Exercise Staff, Observers) Venue requirements (including restrooms) / Set-up availability / Security Breakout needs A/V requirements Exercise material (including reproduction) / Supplies Badges, vests, name tents, and table tents Registration and check-in Food and refreshments Public Information September 13, Operations-Based Admin / Logistics Number of participants (Players, Exercise staff) Venue(s)* requirements (including restrooms*) / Set-up availability / Access / Site Control / Security SIMCELL needs (including props and devices) Functional equipment Safety / Emergency Plan Personal Protective Equipment (Players & Exercise staff) Weather contingencies Weapons check / policy 25
27 September 13, Operations-Based Admin / Logistics Exercise material (including reproduction) / Supplies Badges, vests, name tents, and table tents Registration and check-in Food and refreshments Public Information Remote canteen, water, and food Communications VIP Observers September 13, Planning Meetings Final Planning Meeting Reviewing exercise processes and procedures Review of documentation Resolve any open issues Walk Through Controller / Evaluator Meeting Communications Test Controller Briefing (Day of Exercise) 26
28 September 14, Exercise Planning Timelines TABLETOP C&O / Initial Initial Mid Term Final Before Exercise FUNCTIONAL C&O Initial MSEL Mid Term Final Walkthrough Before Exercise ACP Connecticut Chapter 54 Documentation 27
29 September 13, Documentation Facilitator Guide Seminars, Workshops, and Games Facilitators Situation Manual (SITMAN) TTX All participants Multimedia Presentation Seminars, Workshops, TTX and Games All participants September 13, Documentation Extent of Play Agreement (XPA) FE and FSE Exercise Planning Team / Jurisdiction Exercise Plan (EXPLAN) Drill, FE and FSE Exercise Planning Team Controller / Evaluator Handbook (C/E) Drill, FE and FSE Controllers and Evaluators 28
30 September 13, Documentation Master Scenario Events List (MSEL) / Storyboard Drill, FE, FSE, Complex TTX, Game Controllers, Evaluators and Simulators Injects Controllers & Simulators Given to Players during exercise play Playbook (or SITMAN) All participants September 13, Documentation Exercise Evaluation Guides (EEGs) TTX, Game, Drill, FE and FSE Evaluators Participant Feedback Form All participants 29
31 ACP Connecticut Chapter 59 Hot Wash / After Action Report / Improvement Planning September 13, Post-Exercise Activities Immediately After Exercise Participants Hot Wash Venue / Function Overall Distribution / Collection of Participant Feedback Forms Controller/Evaluator Debriefing Usually 2 Weeks After Exercise After Action Review Meeting 30
32 September 13, After Action Report Summarizes key information Analyzes capabilities Basic exercise information Overview of performance Identification of corrective actions September 13, Improvement Planning After Action Report has been finalized Identifies corrective Actions for issues Assigns responsibility for actions and completion of tasks 31
33 September 13, References Homeland Security Exercise & Evaluation Program (HSEEP) National Exercise Program FEMA IS-120.C: An Introduction to Exercises c September 13, Questions Joseph (Joe) M. Golden, Jr., EMT P, CET, CHMM, CEM, CBCP, MEP m golden jr 32
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