Preparation Process and Exercise Manual

1. IAEA Training in Emergency Preparedness and Response Preparation Process and Exercise Manual Module L-052 Lecture

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 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 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) 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 Exercise Director Deputy Director Evaluation Team Control Team Observers Chief Evaluator Chief Evaluator Chief Controller Chief Controller On-Site Off-Site Off-Site On-Site Evaluators Evaluators Controllers Controllers L-052: Preparation Process and Exercise Manual

27. Exercise Director Deputy Director Evaluation Team Control Team Observers Lead Evaluator Lead Evaluator Lead Controller Lead Controller On-Site Off-Site Off-Site On-Site Evaluators Evaluators Controllers Controllers Exercise Team 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