Continuity of Operations Planning Project Tabletop Exercise April 15, 2009
Feb 10, 2016
Continuity of Operations Planning ProjectTabletop Exercise
April 15, 2009
Self Introductions
Let us know who you are, why you are here, what you hope to gain from
participation, and where you would rather be.
Agency IntroductionsWhat does you Agency do?
What other Agencies do you work with?
Parsons State Hospital (Suzanne) Kansas Animal Health Department (Karen) OSH (Lynette) TAG (Angee) Osawatomie State Hospital (James) Dickinson County (Nick) Social and Rehabilitation Services (John)
Exercise Basics
TTX Ground Rules This TTX will be conducted in a stress free,
informal environment. Use your expert knowledge to poke holes in the
process and suggest solutions Participate openly in all discussions Respect the thoughts, ideas and opinions of your
fellow participants (disagreements are okay, they may point out a weak area of a plan and help foster mutual solutions)
Keep your thoughts and comments to the point in consideration of time constraints
Goals of the TTX Knowledge of Roles and Responsibilities
Ability to Openly Interface with Other Agencies
Understand General Flow of Possible Incident
Improvement of All Plans
Exercise Introduction
The exercise will include disaster scenario information that will be presented to the exercise participants.
The TTX will be managed and facilitated by Bold Planning Solutions.
There will be three primary exercise modules (or disaster events) that will build on each other as the exercise progresses.
The exercise will be based on realistic disaster event scenarios which could affect the operations of all Agencies.
The exercise will focus on Continuity of Operations, not emergency operations.
Module Details
Module Scenario Presentation – During this time, Bold Planning Solutions will provide details and information about the disaster scenario to the exercise team.
Module Questions and Individual Worksheets – After presenting the disaster scenario, Bold Planning Solutions will outline a number of topics and questions that should be considered by each individual participant.
Group Breakout Meetings – Each pre-assigned group will meet separately to discuss the scenario and the suggested topics and questions. Important issues not suggested by Bold Planning Solutions should also be considered at this time. Each group will prepare a Incident Action Plan with priority action items and priority questions/issues.
Module Details Continued Group Presentations – Each group will designate a speaker who
will present their Incident Action Plan to the overall exercise team.
“Hot-Wash” Discussion – After the group presentations, an open discussion will be facilitated for all participants. This discussion will focus on coordination issues and overall policy items.
Incident Action Plans
For each Module your table has an Incident Action Plan
Please take a few minutes toward the end of your Module discussion to fill it out
Determine you priority action items (the things that need to get done first)
Rank your priority action items
Determine the significant questions and issues from your discussions
Rank your questions and issues from most vexing to least vexing
We will collect these at the end of the TTX and use them to create an After Action Report to help everyone improve their plans
Exercise TimelineEach module will last approximately one hour with the following estimated schedule:
Scenario Presentation – 5 minutes
Questions and Issues – 5 minutes
Group Meetings – 20 minutes
Group Presentations – 20 minutes
Hot-Wash Discussion – 10 minutes
Tornado Basics
Historical Events
Statewide Risks
Greensburg 2007
Greensburg 2007
Greensburg 2007
Facts about the May 4, 2007 Greensburg tornado65 minutes The tornado began in Comanche county at 900
PM and ended at 1005 PM near Greensburg
1.7 miles Maximum width of the tornado
28.8 miles Distance the tornado travelled
205 MPH Approximately the strongest surface wind in parts of town
F5 Maximum damage rating on Enhanced Fujita Scale
11 Deaths
961 Homes & businesses destroyed
216 Homes & businesses with major damage
307 Homes & businesses with minor damage
Topeka 1966
Topeka 1966
Topeka 1966
Topeka 1966
Topeka 1966Facts about the June 8th, 1966 Topeka tornado
0.5 miles Maximum width of the tornado
22 miles Distance the tornado travelled
250 MPH Approximately the strongest surface wind in parts of town
F5 Maximum damage rating on Enhanced Fujita Scale
16 Deaths
1070 Homes & businesses destroyed
5330 Homes & businesses with major damage
$100,000,000 (today’s dollars $650,000,00) Damage Total
Setting the Stage
Sunday, April 19th, 2009 at 9:30PMSevere Weather on the Horizon
Situation Status Sunday, April 19th, 2009 at 9:30PM
Early Spring evening in Topeka.
Severe Storm Warning for the greater Topeka area.
Potential for damaging hail, strong winds and possibly tornadoes
Heading towards Topeka
Weatherman predicts storms will dissipate before they reach us.
Module 1
Monday, April 20th, 2009 at 1:30AMA significant tornado event impacts Topeka
Situation Status Monday, April 20th, 2009 at 2:00AM
At 1:30AM tornado sirens activate.
News reporting severe damage to the Capitol complex and large areas of Topeka.
Landline and cellular service is severely impacted
Internet access is still possible.
Questions and Issues How is your Agency prepared to react to this sudden event?
How is your Agency gathering information about the current situation in the region?
How does your management staff communicate with key staff about the current status?
How does your Agency (or the State) communicate information to employees?
What steps are taken to account for and assist your Agency’s personnel and their families?
What decisions are made about operations for Monday morning? Who makes these decisions.
Does the month, day, or date of the event effect how your Agency reacts?
How do you talk to the media?
TTX Instructions1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end
of this section3) Elect a scribe to fill out one Incident Action Plan form for each
Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your
agency plan6) Remember, while everyone’s goals are the same (getting back
to normal operations), how you achieve these goals may be different. Respect each others view and ideas.
Module 2
Monday, April 20th, 2009 at 8:00AMThe Morning After
Situation Status Monday, April 20th, 2009 at 8:00AM
Complete destruction of downtown Topeka
All of your personnel have been accounted for
Your offices are completely destroyed or inaccessible
Outside the path of destruction it is “business as usual”
Media running constant reports shutdown of the State Government
The Governor declaring a State of Emergency
You are told to get things up and running ASAP
Your alternate facility is open and unaffected
Questions and Issues How is the COOP activated and utilized? Who activated the COOP? What are the priorities with respect to staff safety? What is your Agency doing to assist staff with personal and family
recovery issues? What Agency priority functions must be performed given this disruption? How are staffing levels being maintained? Who are the primary staff and team members with responsibility for
managing the departments and their essential functions? What long-term alternate facilities are available? What equipment and resources are available at the relocation facilities? What issues are given priority with respect to facilities and equipment? How do you talk to the public? How do you talk to the Media?
TTX Instructions1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end
of this section3) Elect a scribe to fill out one Incident Action Plan form for each
Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your
agency plan6) Remember, while everyone’s goals are the same (getting back
to normal operations), how you achieve these goals may be different. Respect each others view and ideas.
Module 3
Monday April 27th, 2009 at 11:00AMThe Next Week
Situation Status Monday, April 27th, 2009 at 11:00AM
You have successfully relocated to your alternate facility,
You do not have all the equipment you need,
25% of your staff is unable to show for work
As a result, you are unable to perform all of your Mission Essential Functions.
You need to increase the current levels of security at your alternate facility
Public has started contacting you
Questions and Issues What Agency mission essential functions must be performed? How are staffing levels being maintained? How do you get the additional equipment you need to maintain
functions? What long-term alternate facilities are available? How are resources being allocated to State Agencies? How have you reestablished communications with the public? How long can you remain in your alternate facility? What outside agencies are you working with and how do you
contact them? Is your level of security adequate for the long-term? How do you communicate with your customers (the public)? How do you communicate with the media?
TTX Instructions1) You have 20 minutes to discuss the questions for each module2) Elect a group representative to present your findings at the end
of this section3) Elect a scribe to fill out one Incident Action Plan form for each
Module for each table to be submitted at the end of the TTX4) Do not just discuss your strengths, try to find your weaknesses5) Write down your thoughts and discoveries for use on your
agency plan6) Remember, while everyone’s goals are the same (getting back
to normal operations), how you achieve these goals may be different. Respect each others view and ideas.
Successful Completion
Monday, May 25th, 2009 at 11:00AMBack in Business
Situation Status Monday, May 28th, 2009 at 11:00AM
You have relocated to your permanent new offices.
You are back up to full staffing.
Your COOP activation was a success
But your plan was missing a few important details.
You resolve to fix these areas
You also resolve to keep your COOP up to date as possible
Participant Evaluation
Your feedback is important!
Please fill out the Participant Evaluation Form
in your exercise package and turn-in before leaving.
(303) 552-1181