slide 1 severe weather table top exercise. slide 2 about this tool this tool is the result of a...
TRANSCRIPT
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Slide 1
Severe Weather Table Top Exercise
<Facilitator Name><Organization Name>
<Date>
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Slide 2
About This Tool• This tool is the result of a collaboration between the Primary Care
Development Corporation (PCDC) and the National Association of Community Health Centers (NACHC).
• It is intended to provide primary care centers, including community health centers, an easy to use tool to test and improve their business continuity plans.
• For assistance, questions or more information on this and other business continuity and emergency preparedness tools and resources, please contact PCDC (www.pcdc.org or 212-437-3900) or NACHC (www.nachc.org or xxx-xxx-xxxx)
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Slide 3
Today’s Agenda• Review information about table top exercises
• Table Top Exercise– Scenario injects– Group decision and discussion
• Facilitator directed questions
• Hotwash
• Next Steps– After Action Report (AAR)– Corrective Action Plan (CAP)
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Slide 4
What is a Table Top Exercise (TTX)• A Tabletop Exercise, also known as a TTX, is one type of exercise
held in an informal setting intended to generate discussion of various issues regarding a hypothetical, simulated emergency incident.
• TTXs can be used to:– Enhance general awareness– Validate plans and procedures– Assess the types of systems needed to guide prevention of, protection from, response
to, and recovery from a defined incident.
• Goal of TTXs are include– Facilitating concept understanding– Identifying strengths & weaknesses– Achieving changes in attitudes.
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Slide 5
Types of Exercises
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Slide 6
Why do a TTX?• Testing the plan, not the people
• Key organizational personnel discuss simulated scenarios in an informal setting
• Assist in the promotion of understanding related concepts
• Used to assess plans, policies, procedures or the systems employed by the organization – Highlight strengths and areas for improvement within current plans, policies and
procedures
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Slide 7
Exercise Roles• Facilitator
– Facilitates the exercise
• Participants (Players)– Key Staff & Decision Makers– External Agencies– Elected / Appointed Officials
• Evaluators– Observe behavior in relation to plans & procedures– Record Information without leading Players– Report observations
• Observers– Observe exercise; No interaction in exercise play
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Slide 8
Hotwash, After Action Report (AAR), & Corrective Action Plan (CAP)
• Hotwash– A debrief with the exercise planning team, controllers & evaluators held immediately following the
exercise.
– Allows controllers and evaluators to collect observations and thoughts about the conduct of the exercise which leads to the development of preliminary analyses of exercise observations.
• After Action Report (AAR)– Chronological narrative of discussion for each capability & associated activities
– Highlight both strengths and areas for improvement
– Identify discussion points relevant to your site’s ability to carry out the activities
– Demonstrate the capabilities being exercised
• Corrective Action Plan (CAP)– Corrective actions are the concrete, actionable steps outlined in improvement plans that are
intended to resolve preparedness gaps and shortcomings experienced in exercises or real-world incidents.
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Slide 9
TTX Objectives & Capabilities• For the purposes of this Table Top, our site is focused on testing the
following capabilities:
• The objectives of today’s Table Top are: • Describe 1-3
SMART goals for the exercise.
• SMART stands for Specific, Measurable, Achievable, Realistic and Timely
• Be sure to delete this box prior to the TTX
• Describe 1-3 capabilities of your BCP that you are testing for this TTX.
• Capabilities can include certain business processes, BIA’s, or disruptive action policies
• Be sure to delete this box prior to the TTX
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Slide 10
TTX Intent• This tabletop exercise was specifically developed to identify gaps in
business continuity plans
• The intent of this TTX will be to specifically target the discussion of business continuity operations and response to an emergency event.
• Processes, discussion and decision-making are more important than minute details.
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Slide 11
BCP Topics to Consider During TTX• BIA Report
• HVA Report
• Incident Management Plan
• Communications Plan– Emergency Notification Plan– Risk Communications Policy
• Procedures– Disruption Actions– Individual Business Impact Analysis Forms
• Appendices– Memorandums of Understanding (MOUs)– Key Contacts, Vendors & Suppliers– Other Important Documents
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Slide 12
TTX Play• Table Top Exercise
– Scenario injects– Group discussion and decision
• Facilitator directed questions
• Hotwash
• Next Steps– After Action Report (AAR)– Corrective Action Plan (CAP)
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Slide 13
Remember…• Accept the artificialities of the scenario
– “Fight the problem not the scenario”
• Remember you are testing the plan, not the people– There are no right or wrong answers
• Consider your current plan, facility, capacity & capabilities
• There will be time for group problem-solving, discussion and decision-making• Even though a TTX is a “discussion-based” exercise, you will need to make actual decisions at the
end of each discussion
• Makes notes on your response
• Please direct all questions to the facilitator/controller
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Slide 14
TTX Scenario• Day 1
• Tuesday in April• One hour before facility closing
• The weather is cool and overcast
• The site is experiencing a normal to high patient volume
• The site is running with 100% of staff. All systems are running smoothly
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Slide 15
TTX: Module 1• The receptionist comes to the site director informing them that his
Weather Channel iPhone application mentioned something about possible severe weather.
• Upon further investigation, the National Weather Service has issued a severe storm warning overnight with possible thunderstorms and localized flooding.
• DISCUSS & DECIDE (5 minutes)• Discuss how you would response based on the above injects• Make decisions based on current plans and capabilities
Photo Credit: National Association of Community Health Centers
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Slide 16
TTX: Module 2• Day 2
• Wednesday at 7:30 am
• The site director receives a phone call from the site manager stating that the health center has 2-3 feet of water in it, presumably due to the storms last night.
• Additionally, a large tree has fallen over in the parking lot and is partially blocking access to the front entrance. The tree has also knocked down a power line and there is no power in the facility.
• The city has closed all schools in the area due to damage and until each site can be inspected for safety.
• DISCUSS & DECIDE (5 minutes)• Discuss how you would response based on the above injects• Make decisions based on current plans and capabilities
Photo Credit: http://aspergillusblog.blogspot.com/2008/06/mould-and-flooded-homes.html
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Slide 17
TTX: Module 3• Day 2
• Wednesday at 11:15 am
• The electric company has been able to restore power to the building, however the tree will not be able to be removed until the next day at the earliest.
• Scheduled patients continue to show up at the office for appointments
• All other hospitals and health centers in a ten-mile radius report overwhelming patient surges or being closed due to damage.
• DISCUSS & DECIDE (5 minutes)• Discuss how you would response based on the above injects• Make decisions based on current plans and capabilities
Photo Credit: http://singaporeseen.stomp.com.sg/stomp/3552/4126/287756
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Slide 18
TTX: Module 4• Day 2
• Wednesday at 3:00 pm
• The National Weather Services advises local agencies that a similar storm is expected to move through the area overnight.
• DISCUSS & DECIDE (5 minutes)• Discuss how you would response based on the above injects• Make decisions based on current plans and capabilities
Photo Credit: http://thepeoplescube.com/peoples-competition/caption-a-perfect-storm-t3041.html
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Slide 19
TTX: Module 5• Day 2
• Thursday at 8:00 am
• The expected storm did not hit the area as expected and the National Weather Service predicts good weather for the next 7-10 days
• The city was able to remove the tree from the parking overnight and all the water has receded or been removed from the facility
• DISCUSS & DECIDE (5 minutes)• Discuss how you would response based on the above injects• Make decisions based on current plans and capabilities
Photo Credit: http://voices.washingtonpost.com/capitalweathergang/2009/07/forecast_summer_shine.html
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Slide 20
Activity: Hotwash• What did you learn from the TTX today about your site and your
BCP?– What areas of your BCP are well developed?
– What areas of you BCP need improvement?
– What are your next steps?
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Slide 21
Next Steps• The site will use the information gathered from the hotwash
discussion to complete a draft version of the After Action Report (AAR), including a Corrective Action Plan (CAP).
• The draft version will be circulated to site staff for feedback. The feedback will be incorporated into a final draft of the AAR & CAP.
• Staff will meet for an After Action Conference (AAC) where the final draft will be approved and plans to implement the CAP will be adopted.
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Slide 22
QUESTIONS?
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Slide 23
Contact:<Your Name>
<Phone Number><E-Mail>
<Site Web Address>
<Site Logo>