Tabletop Exercise Presentation

7/30/2019 Tabletop Exercise Presentation

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Designing and Conducting

Exercises to Implement and Test

Your ERP


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Objectives

Describe why its important to test your

ERP

Evaluate the types of exercises that can be

used in testing your ERP

Understanding how to conduct a tabletop

exercise


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Why Test Your ERP?

Evaluate if your ERP plans, policies, andprocedures are adequate and can be implemented.

Reveal ERP weaknesses and gaps.

The more you prepare and test the more individualperformance and organizational coordination andcommunications will improve.

Train new and existing personnel and clarify rolesand responsibilities.

Establish relationships with local, state, andfederal agencies.

Update your ERP

Satisfy possible regulatory requirements.


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Training Options

Orientation- This is just a paperwork exercise whereyou brainstorm/discuss rolls and responsibilities. If you

find an error, you discuss how it will be fixed or who will

handle the situation.

Tabletop Exercises-This is where you are given ascenario and you start to put your ERP into action.

Functional Exercises-Where you start to deployand utilize your resources on a limited scale.

Full Scale Drill-Full scale, bring out all theequipment, everyone suits up exercise.


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Orientation Exercises

Informal with little preparation No simulation

Discussion and assignment of roles &

responsibilities

Introduction to policies, procedures, plans &

responsibilities

Solves problems as a group

Involve developing scenarios that describepotential problems and information necessary to

address problem


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Tabletop Exercises Discussion guided by a facilitator(s)

Utilizes previously developed scenarios with

information necessary to address problem

Effective tool to simulate emergency event and

practice ERP procedures No simulators and no attempt to arrange

elaborate facilities or communications

One or two evaluators to observe proceedings

and progress


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Tabletop Exercises (Contd)

Murphys Law can come into play in this type of

exercise

Exercise does not take place in real-time (I.e. 1 hrof exercise = 4 hrs real time)

Success is determined by feedback from

participants and the impact this feedback has on

the evaluation and revision of policies, plans, and

procedures


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Functional Exercise

Policy & coordination personnel practice

emergency response

Stressful & realistic simulation Takes place in real time

Emphasizes emergency functions

Command center is activated


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Full Scale Exercise

Takes place in real time Employs real people & equipment

Coordinates many agencies

Tests several emergency functions

Activates command center Purpose is to provide a place where local government officials can

work together. Three main groups: Policy, Coordination, & Operations

Produces high stress Cost is a factor

Agencies may need to respond to a real event during

exercise


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How a Tabletop Exercise Works

Problem discovery area, can involve some

brainstorming Problems are tackled one at a time

Low Stress environment


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Who can conduct Tabletop Exercise?

Regional group of water systems,

interconnected systems, individual

systems, the state

Who should initiate Tabletop Exercise?

The Water System Manager


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Who should participate in Tabletop Exercise

(Minimum Participation)

Water Utility

State - Emergency Responders

Local - Police, Fire, ER, Health Department

LocalGovernment, Management, Officials(Town Manager, City Manager, County Manager, Mayor

or Other Chief Executive)


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Who should participate in Tabletop

Exercise (Expanded Participation) Emergency Management

Public Information Officer

Emergency Communications Agency

Public Works Department

Mapping Department

Elected Officials (real or role-play) DWB


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Who should participate in Tabletop

Exercise (Broader Agency Participation) Additional State Emergency Management

(State Homeland Security?)

Additional Law Enforcement Agencies(FBI)

State Health Agency

CDC EPA

Media (real or role play)


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Tabletop Exercise Room and Setup

Large room and/or multiple rooms needed (can be

done at remote locations)

Provide tables for agencies, table agency signs,nametags, if needed

In large exercises, microphone recommended at

the command post table for apprising all

participants of key developments and decisions

Audio / visual aids add realism


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Tabletop Exercises: Before,

During, and AfterBeforepreparing for the tabletop exercise

1. Access needs

2. Define the scope3. Write a purpose statement

4. Define objectives

5. Compose a narrative

6. Write major and detailed events

7. List expected actions


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During, and After (Contd)DuringAs the events unfold

Record of communication

Document actions initiated Identify problems encountered

List solutions used

Itemize changes needed

After: conduct post exercise meeting, lessons learned,unanswered questions, areas for refinement for future

exercises or ERP


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During, and After (Contd)AfterOnce the emergency has expired

Conduct post-exercise meeting

Review lessons learned Identify unanswered questions

Critique areas for refinement for future exercises or ERP

updates

List what went right/worked well


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Types of Scenarios and Triggers

Scenarios Raw or finished water

contamination

Loss of major system

component

Loss of computer or control

systems

Severe weather event

Others

Triggers An unusual number of

persons become sick

A threat is made against the

water system

A breach of security and /

or evidence of tampering is

found


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Tabletop Scenario Example

A lightening strike ignites a forest fire. The area

of the fire is serviced by a 12 regulator. There is

a small power substation near the fire and if thefire spreads it could threaten the substation. The

fire is at its full force. Even though the fire

department claims that they have been able to

contain the fire, the water pressure seems to bedropping off. Residents are complaining about

low pressure and dirty water.


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Post Exercise Assessment

Backbone of the exercise

What part of the response was

effective

What part of the response failed

What was learned from the exercise

What can we do better


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Exercise Lessons Learned

Preplanning must include role for all groups

Allow time for scenario to develop and play out

Plan for someone to handle role of those notpresent (e.g. Governor, Press)

Have sufficient facilitators on hand to control and

monitor progress of the exercise

Be realistic


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Exercise Lessons Learned cont.

Stop and assess as needed

Stress ground rules at the start, make participants

aware of confusion which may exist (duringexercise and in real event)

Allow sufficient time for post exercise debriefing

Do not worry if you do not have all the answers

Expand exercises to field drills; include media role

played by public information officer (PIO)


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Response Lessons Learned

Use as opportunity to practice utility specific ERP

Be realistic (natural disaster scenario, spills,

terrorism, blackout) Be realistic for those who cannot be on-site

Document all unanswered questions, dont let this

slow the exercise down (make some assumptions

and move on)

Seek and share answers later


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Response Lessons Learned

(Contd) Keep dialog going

Practice, Practice, Practice

Build on each tabletop exercise to reach

field exercise or full scale drill

Dont forget--dealing with public, media,

how to provide alternate sources of drinking

water


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Advantages and Disadvantages of

Tabletop ExercisesAdvantages

Modest commitment of

time, resources, and money

Effective in reviewingplans, procedures, and

policies

Good way at acquainting

key personnel with

emergency responsibilities,procedures, and one another

Disadvantages

Lacks realism and so may

not provide true test of an

emergency systemscapabilities

Only superficial exercise of

plans, procedures, and staff

capabilities

Does not provide a practicalway to demonstrate system

overload


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Resources

1. EPA Response Protocol Toolbox http://www.asdwa.org/ Click on Security

2. EPA is currently in the process of

developing a CD ROM to assist the water

supply community as they plan to conducttabletop exercises.

http://www.asdwa.org/ Click on Security then

ASDWA's Webcast on Tabletop Exercises 5-04

3. FEMA online exercise design class

http://training.fema.gov/emiweb/is/is139lst.asp


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QUESTIONS?

Tabletop Exercise Presentation

Documents

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