Preparation Process and Exercise Manual

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

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Objectives

• Know the exercise preparation process steps

• Understand what is the exercise manual• Understand the importance of the exercise

manual


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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


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Process OverviewExercise Management Committee

• Exercise director• Lead controller• Lead evaluator• Representatives from key organizations


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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


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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


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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?


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Process Overview

• Step 2: (cont’d)• Constraints

• Financial• Scheduling• Staff resources

• Inform all participating organizations


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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


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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


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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


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Process Overview

• Step 8: Finish the exercise manual

• Step 9: Distribute the appropriate parts of the exercise manual to:• Controllers• Evaluators• Players (if required)


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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


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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


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Process Overview

Now you are ready!

• Pre-exercise briefing• Last minute checks• Go!


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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


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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


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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


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General Outline

• Exercise specifications• Scenario• Injects and data• Guide for controllers and evaluators• Guide for players• Media management


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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


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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


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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


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Scenario

• Start state• Narrative• Key events and critical timeline• Detailed sequence of events• Master events list


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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


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Guide for Controllers and Evaluators

• Organization• Schedule and coordinating instructions• Locations• Logistics• Communications• Safety• Detailed instructions


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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


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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


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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


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• 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


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• 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


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• 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


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• 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


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• Schedule and coordinating instructions• Pre-exercise meetings and training• Facility tour• Pre-exercise checks• Post-exercise meeting


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• 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?


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• Logistics• Transport• Hotel and meals• Equipment and supplies


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• Communications• Contact list for exercise personnel• Radio channels• Call list• Communications instructions


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• Detailed instructions• How to control the exercise• How to evaluate the exercise

• Evaluation objectives and criteria


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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


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• 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


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• 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


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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


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• 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


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• 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


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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


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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


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• Applicable laws, statutes and regulatory texts• State the regulatory and other legal obligations

for the exercise


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• Exercise scope and objectives• Summarize the exercise specifications

discussed earlier


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• Participating organizations• Who will play and to what extent• Important to mention who is NOT playing

• When omitted, this can lead to embarrassing situations!


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• 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


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• Exercise communications• Exercise communications list• Simulation cell phone numbers• Start each communication with “this is an

exercise”


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• Simulation cells• What organizations are being simulated


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• 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


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• Media arrangements and guidelines• Is there simulated media or not?• What to do if the real media gets involved


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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


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• Feedback required from players• Post-exercise briefing• Need for constructive feedback• Actions to be taken following the evaluation


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Importance of the Exercise Manual

• Critical!• Without a good exercise manual, the

exercise will most likely not be a success• Distribute on time


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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


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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!

Preparation Process and Exercise Manual

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