Continuity of Operations Planning Project Tabletop Exercise April 15, 2009

1. Continuity of Operations Planning Project Tabletop Exercise April 15, 2009

2. 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.

3. Agency Introductions What 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)

4. Exercise Basics

5. 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

6. 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

7. 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.

8. 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.

9. 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.

10. 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

11. Exercise Timeline Each 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

12. Tornado Basics

13. Historical Events

14. Statewide Risks

15. Greensburg 2007

16. Greensburg 2007

17. Greensburg 2007

18. Topeka 1966

19. Topeka 1966

20. Topeka 1966

21. Topeka 1966

22. Topeka 1966

23. Setting the Stage

24. Sunday, April 19th, 2009 at 9:30PMSevere Weather on the Horizon

25. 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.

26. Module 1

27. Monday, April 20th, 2009 at 1:30AMA significant tornado event impacts Topeka

28. 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.

29. 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?

30. TTX Instructions 1) You have 20 minutes to discuss the questions for each module 2) Elect a group representative to present your findings at the end of this section 3) 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 TTX 4) Do not just discuss your strengths, try to find your weaknesses 5) Write down your thoughts and discoveries for use on your agency plan 6) 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.

31. Module 2

32. Monday, April 20th, 2009 at 8:00AMThe Morning After

33. 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

34. 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?

35. TTX Instructions 1) You have 20 minutes to discuss the questions for each module 2) Elect a group representative to present your findings at the end of this section 3) 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 TTX 4) Do not just discuss your strengths, try to find your weaknesses 5) Write down your thoughts and discoveries for use on your agency plan 6) 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.

36. Module 3

37. Monday April 27th, 2009 at 11:00AMThe Next Week

38. 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

39. 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?

40. TTX Instructions 1) You have 20 minutes to discuss the questions for each module 2) Elect a group representative to present your findings at the end of this section 3) 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 TTX 4) Do not just discuss your strengths, try to find your weaknesses 5) Write down your thoughts and discoveries for use on your agency plan 6) 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.

41. Successful Completion

42. Monday, May 25th, 2009 at 11:00AMBack in Business

43. 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

44. Participant Evaluation Your feedback is important! Please fill out the Participant Evaluation Form in your exercise package and turn-in before leaving.

45. Matt@BoldPlanning.com (303) 552-1181