Presentation on theme: "Severe Weather Table Top Exercise"— Presentation transcript:
1 Severe Weather Table Top Exercise <Facilitator Name><Organization Name><Date>
2 About This ToolThis 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 ) or NACHC (www.nachc.org or xxx-xxx-xxxx)
3 Today’s Agenda Review information about table top exercises Scenario injectsGroup decision and discussionFacilitator directed questionsHotwashNext StepsAfter Action Report (AAR)Corrective Action Plan (CAP)
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 awarenessValidate plans and proceduresAssess the types of systems needed to guide prevention of, protection from, response to, and recovery from a defined incident.Goal of TTXs are includeFacilitating concept understandingIdentifying strengths & weaknessesAchieving changes in attitudes.
6 Why do a TTX? Testing the plan, not the people Key organizational personnel discuss simulated scenarios in an informal settingAssist in the promotion of understanding related conceptsUsed to assess plans, policies, procedures or the systems employed by the organizationHighlight strengths and areas for improvement within current plans, policies and procedures
7 Exercise Roles Facilitator Participants (Players) Evaluators Observers Facilitates the exerciseParticipants (Players)Key Staff & Decision MakersExternal AgenciesElected / Appointed OfficialsEvaluatorsObserve behavior in relation to plans & proceduresRecord Information without leading PlayersReport observationsObserversObserve exercise; No interaction in exercise play
8 Hotwash, After Action Report (AAR), & Corrective Action Plan (CAP) 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 activitiesHighlight both strengths and areas for improvementIdentify discussion points relevant to your site’s ability to carry out the activitiesDemonstrate the capabilities being exercisedCorrective 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.
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 capabilities of your BCP that you are testing for this TTX.Capabilities can include certain business processes, BIA’s, or disruptive action policiesBe sure to delete this box prior to the TTXDescribe 1-3 SMART goals for the exercise.SMART stands for Specific, Measurable, Achievable, Realistic and TimelyBe sure to delete this box prior to the TTX
10 TTX IntentThis tabletop exercise was specifically developed to identify gaps in business continuity plansThe 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.
11 BCP Topics to Consider During TTX BIA ReportHVA ReportIncident Management PlanCommunications PlanEmergency Notification PlanRisk Communications PolicyProceduresDisruption ActionsIndividual Business Impact Analysis FormsAppendicesMemorandums of Understanding (MOUs)Key Contacts, Vendors & SuppliersOther Important Documents
12 TTX Play Table Top Exercise Hotwash Next Steps Scenario injects Group discussion and decisionFacilitator directed questionsHotwashNext StepsAfter Action Report (AAR)Corrective Action Plan (CAP)
13 Remember… Accept the artificialities of the scenario “Fight the problem not the scenario”Remember you are testing the plan, not the peopleThere are no right or wrong answersConsider your current plan, facility, capacity & capabilitiesThere will be time for group problem-solving, discussion and decision-makingEven though a TTX is a “discussion-based” exercise, you will need to make actual decisions at the end of each discussionMakes notes on your responsePlease direct all questions to the facilitator/controller
14 TTX Scenario Day 1 The weather is cool and overcast Tuesday in AprilOne hour before facility closingThe weather is cool and overcastThe site is experiencing a normal to high patient volumeThe site is running with 100% of staff. All systems are running smoothly
15 TTX: Module 1The 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 injectsMake decisions based on current plans and capabilitiesPhoto Credit: National Association of Community Health Centers
16 TTX: Module 2Day 2Wednesday at 7:30 amThe 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 injectsMake decisions based on current plans and capabilitiesPhoto Credit:
17 TTX: Module 3Day 2Wednesday at 11:15 amThe 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 appointmentsAll 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 injectsMake decisions based on current plans and capabilitiesPhoto Credit:
18 TTX: Module 4Day 2Wednesday at 3:00 pmThe 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 injectsMake decisions based on current plans and capabilitiesPhoto Credit:
19 TTX: Module 5Day 2Thursday at 8:00 amThe expected storm did not hit the area as expected and the National Weather Service predicts good weather for the next 7-10 daysThe city was able to remove the tree from the parking overnight and all the water has receded or been removed from the facilityDISCUSS & DECIDE (5 minutes)Discuss how you would response based on the above injectsMake decisions based on current plans and capabilitiesPhoto Credit:
20 Activity: HotwashWhat 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?
21 Next StepsThe 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.