Situation Manual 355 Minutes Situation Manual Tabletop Exercise 1 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Exercise Play During the exercise it will be important to remember and comply with the following statements: You should only use Internet Explorer as your internet browser for today s exercise. Your team will need to have access to your workplace s Business Continuity Plan (BCP) during the exercise. If you have not already done so use a separate computer to log into UTA Ready via https://us.ready.kuali.co/uta to access your department / unit BCP. Throughout the exercise you will see the term Workplace. This refers to your department or unit. It is important NOT to jump ahead in the exercise scenario. In other words, don t focus on what might happen, focus on the Common Operating Picture that is presented during the exercise to make informed decisions. In any exercise a number of assumptions and artificialities may be necessary to complete play in the time allotted. During this exercise, the following apply: 1. The scenario is plausible, and events occur as they are presented. 2. There is no hidden agenda, nor any trick questions. Exercise Basics: 1. This exercise contains a total of 24 scenario and inject pages. 2. There is a scheduled 15 minute break approximately half way through the exercise. 3. The exercise is self-paced and it should take your team approximately three hours to complete. However, based on the time your team spends on each scenario and inject, your team may complete the exercise in less than three hours or it may take much longer than the three hours allotted. 4. All videos embedded within this exercise can be enlarged to FULL SCREEN by simply clicking on the full screen icon in the lower right hand corner of the video. 5. Thoroughly review all scenarios and injects as they are presented during the exercise. At the end of the exercise you must complete an evaluation (Hotwash) in order to receive credit for participating in the exercise. The Hotwash will consist of your team providing comments on three areas in which it performed well (Strengths) and three areas your team will need to improve upon (Areas for Improvement) to enhance its BCP capabilities. Below are Hotwash examples: Strengths During the exercise our team consulted our BCP and found the document to be complete. Areas for Improvement During the exercise our team consulted our BCP and found portions of the document that will need to be revised. (Note: Be as specific as possible when submitting your Hotwash.) Situation Manual Tabletop Exercise 2 Disaster Resistant Communities Group www.drc-group.com
After the exercise each registered participant who took part in the exercise will receive an e-mail to log into the ONX System to complete their Individual Hotwash to access their Certificate of Participation. If you need assistance anytime during the exercise please call the Help Desk at: Phone Number - 605-475-4700 Account Number - 1076890 # 20 Minutes Situation Manual Tabletop Exercise 3 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 001 Image of Rural China & Health Alert Network Icon Day 1 An outbreak of an unusually severe respiratory illness has been identified in a small village in southern China. At least 25 cases have occurred affecting all age groups; 20 patients have required hospitalization, five of whom have died. Day 11 Surveillance in surrounding areas has been increased resulting in new cases being identified throughout the province. Viral cultures collected from several of the initial patients are positive for type A influenza virus. Samples of the virus have been sent to the World Health Organization (WHO) and the Centers for Disease Control and Prevention (CDC) for further characterization. Upon analysis the CDC determines that the samples are a novel strain of influenza A, H7N3, a subtype never before found in humans. Day 29 The findings from the CDC have been transmitted back to the Ministry of Health in China and throughout the WHO network. The CDC, in collaboration with the WHO, has dispatched a team of epidemiologists and laboratory personnel to further evaluate the outbreak in China. The CDC also disseminates a Health Alert Network (HAN) advisory notifying clinicians and health departments in the United States to be on the alert for patients with severe respiratory illness that have a history of travel to the region of Asia where human cases have occurred. Samples of the H7N3 influenza virus are sent to the United States Food and Drug Administration (FDA), Novartis, Sanofi Pasteur, MedImmune and GlaskoSmithKline so that work can begin on developing a vaccine. 10 Minutes Situation Manual Tabletop Exercise 4 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 002 Image of Disaster Plan Does your workplace (department / unit) have a written Influenza Pandemic Plan that focuses on continuity of operations and a staff shortage? Yes No (Note: Access a Business Influenza Tool Kit and Business Continuity Information.) If the above answer is yes. Do all workplace (department / unit) employees have an identified role in the plan? Identify at least one role assigned to employees. Yes No If the above answer is no. Explain why your workplace does not have such a plan, then identify and thoroughly describe at least five key components that should be incorporated into your workplace Influenza Pandemic Plan. (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Preparing the Workplace for a Pandemic. These videos are too long to view during today s exercise. Preparing the Workplace for a Pandemic) OPTIONAL Situation Manual Tabletop Exercise 5 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 003 Image of Phase 4 Pandemic Alert Day 37 The WHO has issued a Phase 4 Pandemic Alert. The outbreak caused by the novel influenza virus is headlined in every major newspaper and has become the lead story on CNN, MSNBC and Fox News. News commentators are stoking the public s interest by comparing this outbreak to Ebola on Steroids claiming it has a much greater chance of killing people. Day 46 Key United States government officials continue to be briefed on a daily basis as surveillance is intensified throughout Southeast Asia and the Pacific Rim. The CDC has issued a Level 3: Warning for those traveling to and from China and Indonesia, and a Level 1: Watch for most of the other Southeast Asian countries. Human cases of the H7N3 influenza virus have been reported in Thailand, Hong Kong, Singapore, South Korea and Japan. 10 Minutes Situation Manual Tabletop Exercise 6 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 004 Image of Internet Will your workplace post influenza pandemic planning and preparedness information on its public web site? If the above answer is yes. Briefly describe the kind of information that will be posted on your web site. Then identify and list at least three web sites, such as www.flu.gov, to which your workplace web site should link. Yes No If the above answer is no. Briefly explain why your workplace will not post such information to its public web site. If your workplace has access to SharePoint, will a copy of your workplace s Influenza Pandemic Plan be accessible to its employees via SharePoint? If the above answer is yes. Identify other uses of SharePoint to support influenza pandemic mitigation, planning and preparedness activities. Yes No If the above answer is no. Briefly explain why the plan is not shared via SharePoint. Situation Manual Tabletop Exercise 7 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 005 Image of Workplace Staff Estimate the following workplace demographics. (Note: These demographics will be important as your workplace continues to move through the exercise so all participants should write the following demographic information down.) Number of employees. Number of employees with a Family Disaster Plan. Number of employees with a 72 Hour Disaster Supplies Kit. Number of medically trained employees (First Aid, CPR, AED, EMT, etc.). Number of employees that have existing medical conditions that may require special consideration during an influenza pandemic. (Respiratory condition, etc.). Number of employees with school age children. Number of employees having received a seasonal flu vaccination. Average age of employees (0 18 years of age / 19 64 years of age / 65+ years of age). (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Creating a Family Influenza Emergency Supplies Kit. This video is too long to view during today s exercise. Creating a Family Influenza Emergency Supplies Kit) OPTIONAL 10 Minutes Situation Manual Tabletop Exercise 8 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 006 Image of Phase 5 Pandemic Alert Day 66 Although cases are reported in all age groups, young adults appear to be the most severely affected, and case-fatality rates approach 9% of those individuals contracting the virus. Public unease grows because a vaccine is not yet available and supplies of antiviral drugs are severely limited. The WHO issues a Phase Five (5) Pandemic Alert. Day 89 CLICK ON VIDEO TO PLAY Video Library Public Health Video # 1 Influenza Pandemic Overview GNN State and local public health agencies are asked by the CDC to intensify influenza surveillance activities. The WHO issues a Phase Six (6) Pandemic Alert. 10 Minutes Situation Manual Tabletop Exercise 9 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 007 Image of Phase Six Pandemic It has been several days since major news agencies headlined with the story that the WHO had announced a Phase Six Pandemic Alert in regards to the H7N3 influenza virus. Briefly explain what a Phase Six Pandemic Alert will mean to your workplace and its employees. Situation Manual Tabletop Exercise 10 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 008 Image of Pan Flu Team Will your workplace establish a Pandemic Flu Team to help with planning, preparing for and mitigating the effects of the influenza pandemic? If the above answer is yes. Identify and briefly describe the various roles that this team will fulfill in preparing your workplace for the influenza pandemic. (Example: Distribute bottles of hand sanitizer to all employees.) Yes No List five influenza preventative measures that can be taken by workplace employees. Video Library Public Health Video # 17 ICRC Influenza Preventative measures First Preventative Measure: Second Preventative Measure: Third Preventative Measure: Fourth Preventative Measure: Fifth Preventative Measure: Situation Manual Tabletop Exercise 11 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 009 Image of Staff Monitoring Will your workplace establish a system to monitor employees that are absent from work due to having contracted the H7N3 influenza virus, are having to care for sick family members or cannot report to work due to other pandemic related issues? If the above answer is yes. Briefly describe how such a system will be established and maintained. In addition, identify the individual by job title that will be responsible for the implementation of the system. Yes No Identify the individuals by job title that will have access to this system once it is implemented. Once established will the system need to be Health Insurance Portability and Accountability Act (HIPAA) compliant? If the above answer is yes. Briefly explain how this will be accomplished. Yes No Situation Manual Tabletop Exercise 12 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 010 Image of Supply Kit Does your workplace have a Disaster Supplies Kit that can be used by employees during the pandemic to lessen their chances of becoming ill? If the above answer is yes. Prepare an itemized list of items that are contained in such a kit. Yes No (Example: Item Hand Sanitizer / Quantity 100 two ounce squirt bottles.) If the above answer is no. Briefly explain why your workplace does not have basic pandemic response supplies. Situation Manual Tabletop Exercise 13 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 011 Image of Phone Has your workplace up-loaded its Communications Plan to UTA Ready? Yes No If the above answer is yes. Identify the individual by name and title responsible for implementing the plan and briefly describe the various components of the plan. If the above answer is no. Briefly explain why such a plan does not exist and describe how your workplace will remain in contact with absent employees, clients, customers, vendors, etc. Situation Manual Tabletop Exercise 14 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 012 Image of Mission Essential Function Fully understanding your workplace s Critical Functions and having the employees to maintain these functions is the foundation for remaining operational throughout the influenza pandemic. Identify and briefly describe all of your workplace s Critical Functions and identify the staffing requirement for each identified function. Briefly describe how your workplace will maintain these functions with a 38% absenteeism rate. 20 Minutes Situation Manual Tabletop Exercise 15 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 013 ANS Evening News No Image CLICK ON VIDEO TO PLAY Video Library Public Health Video # 2 Influenza Pandemic Overview ANS Situation Manual Tabletop Exercise 16 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 014 Image of Sick Employee Sue Jones who went home sick three days ago has called and says she is ready to come back to work. She states that her fever broke late last night and that she feels much better and is ready to get back to work. Should Sue be allowed to return to work at this point? Yes No If the above answer is yes. Briefly explain the decision for her to return to work. If the above answer is no. Briefly explain the decision for her not to return to work. Situation Manual Tabletop Exercise 17 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 015 Local schools have temporarily closed due to the influenza pandemic. Image of Sick Children Based on the number of workplace employees with children identified earlier in the exercise, briefly describe how the closing of schools will affect your workplace absenteeism rate. Situation Manual Tabletop Exercise 18 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 016 Image of Suspended Knowing that your workplace may not be able to maintain all of its normal activities throughout the pandemic, identify at least three non-essential services that can be temporarily suspended. (Example: Producing the weekly workplace newsletter.) Situation Manual Tabletop Exercise 19 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 017 Image of Management Four of your workplace s top managers are among the first to fall ill due to the H7N3 influenza virus. (Note: The above information is based on a workplace with 35 employees; adjust the number of top managers that have become ill based on the size of your workplace.) Briefly describe the Line of Succession for your workplace. (Note: The term Line of Succession refers to provisions for the assumption of senior management duties during an emergency in the event that any senior managers are unavailable to fulfill their responsibilities.) Situation Manual Tabletop Exercise 20 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 018 Image of Busses Campus transportation resources have not been able to maintain their daily routes due to a high rate of absenteeism. The local media has reported that there have been public disturbances at local health care facilities and clinics due to families seeking care for loved ones. Shipments of food and other essential supplies to markets throughout the region have been delayed or are not being made due to the national transportation network having been decimated by absenteeism. The cost of gasoline, when it can be found, has soared to more than $10 per gallon. 10 Minutes Situation Manual Tabletop Exercise 21 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 019 Image of Computer Due to the type of work they perform a number of your employees are willing to work from their home and telecommute. Will your workplace allow employees to work from home? Yes No If the above answer is yes. Briefly describe how this will be accomplished and prepare a list of work assignments (jobs) that employees will be permitted to undertake via telecommuting. If the above answer is no. Briefly explain why your workplace will not allow employees to telecommute. Situation Manual Tabletop Exercise 22 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 020 National, regional and local health officials have strongly recommended social distancing. Image of Social Distancing With this in mind, will your workplace limit face to face meetings? Yes No If the above answer is yes. Briefly describe how your employees will continue their collaborative efforts to meet the needs of the workplace. If the above answer is no. Briefly explain why your workplace will not limit face to face meetings. (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Social Distancing. This video is too long to view during today s exercise. Social Distancing) OPTIONAL Situation Manual Tabletop Exercise 23 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 021 Image of Sick Employee (OA Workplace - # 022) Mary Jones, an assistant manager, has not been feeling well for the past two days. She has continued to report to work because she is concerned that there are not enough employees in the office to accomplish your workplace s Critical Functions. She is single and really wants to continue to work. Briefly describe the actions that your workplace will take in regards to Mary s desire to continue to report to work. Situation Manual Tabletop Exercise 24 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 022 Image of Phone Shawn Collins, a mid-level manager, has just informed senior management that he has not heard from six of his employees for the past few days. Should your workplace try to make contact with these employees? Yes No If the above answer is yes. Briefly describe how this will be accomplished. Briefly describe the actions that will be taken if the employees cannot be contacted. If the above answer is no. Briefly explain why your workplace will not try to contact these employees. Situation Manual Tabletop Exercise 25 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Inject # 023 Image of Vaccine As the H7N3 vaccine becomes available, local public health agencies across the country have established procedures to vaccinate their local population. The University of Texas at Arlington uses a concept known as a Closed Point of Dispensing to vaccinate University employees and their family members. Can your workplace require its employees and their families to receive a vaccination? Yes No If the above answer is yes. Briefly describe how your workplace will verify that its employees and their family members have received a vaccination. If the above answer is no. Briefly describe the actions that your workplace can take to strongly encourage your employees and their families to receive a vaccination. (Note: For future reference you may want to access the Just In Time Disaster Training Library for additional information on Closed Point of Dispensing. This video is too long to view during today s exercise. Closed Point of Dispensing) OPTIONAL Situation Manual Tabletop Exercise 26 Disaster Resistant Communities Group www.drc-group.com
Campus Stability Scenario # 024 CLICK ON VIDEO TO PLAY (Note: This video does not have any audio) Influenza Pandemic Life Cycle Image of Returning to Normal Video Library Public Health Video # 3 Influenza Pandemic Computer Model As quickly as the influenza struck the community it begins to burn itself out almost as quickly. Services that were curtailed due to the pandemic have begun to slowly gear back up as resources become available. 10 Minutes Situation Manual Tabletop Exercise 27 Disaster Resistant Communities Group www.drc-group.com