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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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Tabletop Exercises: Before,
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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Tabletop Exercises: Before,
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?
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