IAEA Training in Emergency Preparedness and Response Preparation Process and Exercise Manual Lecture Module L-052.
Post on 30-Mar-2015
218 Views
Preview:
Transcript
IAEA Training in Emergency Preparedness and Response
Preparation Process and Exercise Manual
LectureLecture
Module L-052Module L-052
L-052: Preparation Process and Exercise Manual
2
Objectives
• Know the exercise preparation process steps
• Understand what is the exercise manual
• Understand the importance of the exercise manual
L-052: Preparation Process and Exercise Manual
3
Process Overview
• Step 1: Appoint an exercise management committee
Exercise director
Exercise management committee
Development actions group
Public affairs Scenario/data development team
Logistic International aspects
Others
L-052: Preparation Process and Exercise Manual
4
Process OverviewExercise Management Committee
• Exercise director
• Lead controller
• Lead evaluator
• Representatives from key organizations
L-052: Preparation Process and Exercise Manual
5
Process Overview:Exercise Management Committee
• Responsibilities:• Developing the exercise specifications
• Developing the exercise evaluation criteria
• Developing the guide for controllers and evaluators
• Developing the guide for players
• Managing the process
• Selecting the scenario development team and assigning all major functional responsibilities within the exercise preparation organization
L-052: Preparation Process and Exercise Manual
6
Process OverviewExercise Management Committee
• Responsibilities (cont’d):• Periodically reviewing the exercise
scenario manual to ensure that it remains consistent with the exercise specifications
• Determining the extent of international participation
• Approving the media strategy• Selecting the exercise controllers and
evaluators• Approving the presence of observers
L-052: Preparation Process and Exercise Manual
7
Process Overview
• Step 2: Develop the exercise specifications• Exercise objectives
• What will be exercised?
• Scope• Who will participate?
• How long will the exercise be?
• How much will be accomplished?
L-052: Preparation Process and Exercise Manual
8
Process Overview
• Step 2: (cont’d)• Constraints
• Financial
• Scheduling
• Staff resources
• Inform all participating organizations
L-052: Preparation Process and Exercise Manual
9
Process Overview
• Step 3: Appoint a scenario design team• Develop the scenario and exercise data
• Develop the exercise manual’s guide for controllers and evaluators
• Step 4: Validate the scenario• Check with experts in the various fields
• Ensure that the scenario is realistic
• Ensure that the scenario meets all the exercise objectives
L-052: Preparation Process and Exercise Manual
10
Process Overview
• Step 5: If required, design and implement training and drills program leading to the exercise• Only for major exercises!
• Step 6: Appoint the exercise team• Controllers• Evaluators• These should not be players in the exercise
L-052: Preparation Process and Exercise Manual
11
Process Overview
• Step 7: Make arrangements for the exercise• Locations
• Logistics requirements (special clothes, safety equipment)
• Accommodations (if people come from far away)
• Communications
• Transport
• Briefing rooms
• Identification tags
• Establish a simulation cell if required
• Publish an exercise telephone and contact list
L-052: Preparation Process and Exercise Manual
12
Process Overview
• Step 8: Finish the exercise manual
• Step 9: Distribute the appropriate parts of the exercise manual to:• Controllers
• Evaluators
• Players (if required)
L-052: Preparation Process and Exercise Manual
13
Distribution of the Manual
Who What When
Controllers Entire manual Within one week of training
Evaluators Entire manual Within one week of training
Players Players guide 1-4 weeks before exercise
L-052: Preparation Process and Exercise Manual
14
Process Overview
• Step 10: Train the controllers and evaluators• Ensure they are familiar with the exercise
objectives, scenario, exercise data, schedule and evaluation methodology
• Ensure they know what you expect of them
• Ensure they know how to do their job
L-052: Preparation Process and Exercise Manual
15
Process Overview
Now you are ready!
• Pre-exercise briefing
• Last minute checks
• Go!
L-052: Preparation Process and Exercise Manual
16
Schedule
• The schedule depends on the exercise scale and scope
• In general, step one should start two months to one year before the planned exercise date
L-052: Preparation Process and Exercise Manual
17
Schedule (cont’d)
Task Name1. Management committee
2. Exercise specifications
2A. Start the exercise manual
3. Scenario design
4. Validate the scenario
5. Training and drills
6. Select exercise team
7. Arrangements for exercise
8. Finish manual
9. Distribute manual
10. Train controllers and evaluators
Month -1 Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7
L-052: Preparation Process and Exercise Manual
18
What is an Exercise Manual?
• The consolidated set of documentation required by participants, controllers and evaluators to conduct the exercise
• The road map for the preparation and conduct of the exercise
• There are several models for exercise manuals. This presentation introduces one example
L-052: Preparation Process and Exercise Manual
19
General Outline
• Exercise specifications
• Scenario
• Injects and data
• Guide for controllers and evaluators
• Guide for players
• Media management
L-052: Preparation Process and Exercise Manual
20
Exercise Specifications
• Objectives• Response objectives• What is being tested?
• Scope• What organizations will participate?• Time and duration• Extent of actions to accomplish
• Constraints• Practical, financial, political and management
L-052: Preparation Process and Exercise Manual
21
Developing Exercise Objectives and Criteria
• What are exercise objectives?• Actions that the overall emergency
response organization must be able to accomplish
• Exercise objectives must be supported by evaluation criteria• Criteria define what must be observed to
evaluate a specific exercise objective
L-052: Preparation Process and Exercise Manual
22
Example of Objective and Criteria
• Exercise objective (contamination accident)• Verify the ability to protect emergency workers
• Criteria:• An access control point is established
• Dosimeters are worn
• Turn-back limits are established
• Dose control procedures are implemented
• People are monitored when they leave the contaminated area
• Names and doses are recorded
L-052: Preparation Process and Exercise Manual
23
Scenario
• Start state
• Narrative
• Key events and critical timeline
• Detailed sequence of events
• Master events list
L-052: Preparation Process and Exercise Manual
24
Injects and Data
• Inject = information “injected” by a controller to a player to simulate an event• Example: Initiation of a fire alarm in a facility
• Data = information provided by a controller to a player when adequate actions are taken to obtain it• Example: ambient gamma measurement when a
survey is conducted
L-052: Preparation Process and Exercise Manual
25
Guide for Controllers and Evaluators
• Organization
• Schedule and coordinating instructions
• Locations
• Logistics
• Communications
• Safety
• Detailed instructions
L-052: Preparation Process and Exercise Manual
26
Guide for Controllers and Evaluators (Cont’d)
• Organization• Designate all personnel who will be controllers
and evaluators
• Assign responsibilities
• Verify their availability Deputy Director
Evaluators
Chief EvaluatorOn-Site
Evaluators
Chief EvaluatorOff-Site
Evaluation Team
Controllers
Chief ControllerOff-Site
Controllers
Chief ControllerOn-Site
Control Team Observers
Exercise Director
L-052: Preparation Process and Exercise Manual
27
Exercise Team
Deputy Director
Evaluators
Lead EvaluatorOn-Site
Evaluators
Lead EvaluatorOff-Site
Evaluation Team
Controllers
Lead ControllerOff-Site
Controllers
Lead ControllerOn-Site
Control Team Observers
Exercise Director
L-052: Preparation Process and Exercise Manual
28
Exercise Team (Cont’d)
• Exercise Director• Overall exercise preparation and conduct
• Go/no go decisions
• Coordination of lead controllers
• Deputy Director (for large exercise)• Assist the Exercise Director
L-052: Preparation Process and Exercise Manual
29
Exercise Team (Cont’d)
• Lead Controllers• Overall coordination of exercise inputs
• Resolve issues related to timing and events
• Monitor safety and stop the exercise, if required
• Keep the Exercise Director informed
L-052: Preparation Process and Exercise Manual
30
Exercise Team (Cont’d)
• Controllers• Keep the scenario on track
• Conduct of their respective groups or activities
• Provide inputs and trigger actions
• Monitor safety and stopping their respective portion if required
• One controller for each key group
L-052: Preparation Process and Exercise Manual
31
Exercise Team (Cont’d)
• Lead Evaluators• Coordinate the overall evaluation
• Brief and direct evaluators
• Ensure consistency in the evaluation
• Instruct evaluators on report format and schedule
• Produce the consolidated evaluation report
L-052: Preparation Process and Exercise Manual
32
Exercise Team (Cont’d)
• Evaluators• Take notes during the exercise
• Gather material from the exercise
• Complete evaluation checklist
• Produce the consolidated report, in accordance with the Lead Evaluator instructions
• Evaluators and controllers should not be the same persons, except for practical reasons
L-052: Preparation Process and Exercise Manual
33
Guide for Controllers and Evaluators (Cont’d)
• Schedule and coordinating instructions• Pre-exercise meetings and training
• Facility tour
• Pre-exercise checks
• Post-exercise meeting
L-052: Preparation Process and Exercise Manual
34
Guide for Controllers and Evaluators (Cont’d)
• Locations• Where will they be working?
• How do they get there?
• What if they have to move in the middle of the exercise?
• Where will the meetings be?
L-052: Preparation Process and Exercise Manual
35
Guide for Controllers and Evaluators (Cont’d)
• Logistics• Transport
• Hotel and meals
• Equipment and supplies
L-052: Preparation Process and Exercise Manual
36
Guide for Controllers and Evaluators (Cont’d)
• Communications• Contact list for exercise personnel
• Radio channels
• Call list
• Communications instructions
L-052: Preparation Process and Exercise Manual
37
Guide for Controllers and Evaluators (Cont’d)
• Detailed instructions• How to control the exercise
• How to evaluate the exercise• Evaluation objectives and criteria
L-052: Preparation Process and Exercise Manual
38
Guide for Controllers
• Before the exercise: know the scenario and customize your input package
• During the exercise:• Identify yourself
• Communications check
• Start messages with “for exercise”
• Follow the input instructions
L-052: Preparation Process and Exercise Manual
39
Guide for Controllers
• During the exercise (cont’d)• If the scenario gets off-track, report to the Lead
Controller
• Do not provide information unless it is deserved
• Do not accelerate or modify the scenario unless authorized by the Lead Controller
• Immediately terminate the simulation if safety is threatened
L-052: Preparation Process and Exercise Manual
40
Guide for Controllers
• If the exercise gets off track:• Immediately inform the lead controller
• Adjust time line or event as required
• Keep in mind the exercise objectives
• Inform all affected controllers
L-052: Preparation Process and Exercise Manual
41
Guide for Controllers
• To end the exercise:• Final event or final message• Clearly state that the exercise is over• Inform all controllers• Inform all participating organizations• Return the work locations to a safe state• Not all groups need to end at the same time
• Gather controllers and discuss the conduct of the exercise
• Write a report and provide it to the lead evaluator
L-052: Preparation Process and Exercise Manual
42
Guide for Controllers
• Safety is paramount• Use “for exercise” in all communications• No unsafe actions should be allowed, even if
they are realistic• Safety applies equally to participants and
exercise team• Normal safety procedures to be followed• Stop the exercise if a real safety breach or
emergency occurs
L-052: Preparation Process and Exercise Manual
43
Guide for Controllers
• Special case: Table top• Same as exercises, except that most outside
groups are simulated
• Keep the number of groups limited
• Together or separate
• Timeline can be compressed
• Encourage discussion, but do not lead it
L-052: Preparation Process and Exercise Manual
44
Guide for Players
• General statement of intent• Applicable laws, statutes and regulatory texts• Exercise scope and objectives• Participating organizations• Exercise rules• Exercise communications• Simulation cells• Safety• Media arrangements and guidelines• Feedback required from players
L-052: Preparation Process and Exercise Manual
45
Guide for Players (cont’d)
• General statement of intent• Explain the general purpose of exercises
• Explain how exercises fit within the overall emergency preparedness program
• Explain the benefit of exercises and the importance to take them seriously
L-052: Preparation Process and Exercise Manual
46
Guide for Players (cont’d)
• Applicable laws, statutes and regulatory texts• State the regulatory and other legal obligations
for the exercise
L-052: Preparation Process and Exercise Manual
47
Guide for Players (cont’d)
• Exercise scope and objectives• Summarize the exercise specifications
discussed earlier
L-052: Preparation Process and Exercise Manual
48
Guide for Players (cont’d)
• Participating organizations• Who will play and to what extent
• Important to mention who is NOT playing• When omitted, this can lead to embarrassing
situations!
L-052: Preparation Process and Exercise Manual
49
Guide for Players (cont’d)
• Exercise rules• How the exercise will be conducted
• How injects and data will be provided
• What players must do to get the data
• Interaction with controllers and evaluators
L-052: Preparation Process and Exercise Manual
50
Guide for Players (cont’d)
• Exercise communications• Exercise communications list
• Simulation cell phone numbers
• Start each communication with “this is an exercise”
L-052: Preparation Process and Exercise Manual
51
Guide for Players (cont’d)
• Simulation cells• What organizations are being simulated
L-052: Preparation Process and Exercise Manual
52
Guide for Players (cont’d)
• Safety• Strong statement on need for safety
• Exercise needs do not override safety considerations
• Role of players in safety
• Role of exercise personnel in safety
L-052: Preparation Process and Exercise Manual
53
Guide for Players (cont’d)
• Media arrangements and guidelines• Is there simulated media or not?
• What to do if the real media gets involved
L-052: Preparation Process and Exercise Manual
54
Dealing With the Media
• Simulated media• Designate team
• Establish simulation cell
• Provide clear guidelines
• Real media• Determine strategy
• Separate simulated media controllers and people who will deal with the real media
• You can involve media in the preparation of the exercise
• Make arrangements to deal with the real media during the exercise to prevent interference with the conduct of the exercise
L-052: Preparation Process and Exercise Manual
55
Guide for Players (cont’d)
• Feedback required from players• Post-exercise briefing
• Need for constructive feedback
• Actions to be taken following the evaluation
L-052: Preparation Process and Exercise Manual
56
Importance of the Exercise Manual
• Critical!
• Without a good exercise manual, the exercise will most likely not be a success
• Distribute on time
L-052: Preparation Process and Exercise Manual
57
Scenario Security
• The value of the exercise will be reduced if the players know the scenario
• Protect the scenario
• Number the copies
• No extra copies should be made
L-052: Preparation Process and Exercise Manual
58
Summary
• Follow the 10-step process
• The manual is the road map
• The manual is critical to a good exercise
• Complete it and distribute it on time!
top related