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IAEA Training in Emergency Preparedness and Response Preparation Process and Exercise Manual Lecture Module L-052.

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Presentation on theme: "IAEA Training in Emergency Preparedness and Response Preparation Process and Exercise Manual Lecture Module L-052."— Presentation transcript:

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2 IAEA Training in Emergency Preparedness and Response Preparation Process and Exercise Manual Lecture Module L-052

3 L-052: Preparation Process and Exercise Manual 2 Objectives Know the exercise preparation process steps Understand what is the exercise manual Understand the importance of the exercise manual

4 L-052: Preparation Process and Exercise Manual 3 Process Overview Step 1: Appoint an exercise management committee

5 L-052: Preparation Process and Exercise Manual 4 Process Overview Exercise Management Committee Exercise director Lead controller Lead evaluator Representatives from key organizations

6 L-052: Preparation Process and Exercise Manual 5 Process Overview: Exercise Management Committee Responsibilities: Developing the exercise specifications Developing the exercise evaluation criteria Developing the guide for controllers and evaluators Developing the guide for players Managing the process Selecting the scenario development team and assigning all major functional responsibilities within the exercise preparation organization

7 L-052: Preparation Process and Exercise Manual 6 Process Overview Exercise Management Committee Responsibilities (contd): Periodically reviewing the exercise scenario manual to ensure that it remains consistent with the exercise specifications Determining the extent of international participation Approving the media strategy Selecting the exercise controllers and evaluators Approving the presence of observers

8 L-052: Preparation Process and Exercise Manual 7 Process Overview Step 2: Develop the exercise specifications Exercise objectives What will be exercised? Scope Who will participate? How long will the exercise be? How much will be accomplished?

9 L-052: Preparation Process and Exercise Manual 8 Process Overview Step 2: (contd) Constraints Financial Scheduling Staff resources Inform all participating organizations

10 L-052: Preparation Process and Exercise Manual 9 Process Overview Step 3: Appoint a scenario design team Develop the scenario and exercise data Develop the exercise manuals guide for controllers and evaluators Step 4: Validate the scenario Check with experts in the various fields Ensure that the scenario is realistic Ensure that the scenario meets all the exercise objectives

11 L-052: Preparation Process and Exercise Manual 10 Process Overview Step 5: If required, design and implement training and drills program leading to the exercise Only for major exercises! Step 6: Appoint the exercise team Controllers Evaluators These should not be players in the exercise

12 L-052: Preparation Process and Exercise Manual 11 Process Overview Step 7: Make arrangements for the exercise Locations Logistics requirements (special clothes, safety equipment) Accommodations (if people come from far away) Communications Transport Briefing rooms Identification tags Establish a simulation cell if required Publish an exercise telephone and contact list

13 L-052: Preparation Process and Exercise Manual 12 Process Overview Step 8: Finish the exercise manual Step 9: Distribute the appropriate parts of the exercise manual to: Controllers Evaluators Players (if required)

14 L-052: Preparation Process and Exercise Manual 13 Distribution of the Manual

15 L-052: Preparation Process and Exercise Manual 14 Process Overview Step 10: Train the controllers and evaluators Ensure they are familiar with the exercise objectives, scenario, exercise data, schedule and evaluation methodology Ensure they know what you expect of them Ensure they know how to do their job

16 L-052: Preparation Process and Exercise Manual 15 Process Overview Now you are ready! Pre-exercise briefing Last minute checks Go!

17 L-052: Preparation Process and Exercise Manual 16 Schedule The schedule depends on the exercise scale and scope In general, step one should start two months to one year before the planned exercise date

18 L-052: Preparation Process and Exercise Manual 17 Schedule (contd)

19 L-052: Preparation Process and Exercise Manual 18 What is an Exercise Manual? The consolidated set of documentation required by participants, controllers and evaluators to conduct the exercise The road map for the preparation and conduct of the exercise There are several models for exercise manuals. This presentation introduces one example

20 L-052: Preparation Process and Exercise Manual 19 General Outline Exercise specifications Scenario Injects and data Guide for controllers and evaluators Guide for players Media management

21 L-052: Preparation Process and Exercise Manual 20 Exercise Specifications Objectives Response objectives What is being tested? Scope What organizations will participate? Time and duration Extent of actions to accomplish Constraints Practical, financial, political and management

22 L-052: Preparation Process and Exercise Manual 21 Developing Exercise Objectives and Criteria What are exercise objectives? Actions that the overall emergency response organization must be able to accomplish Exercise objectives must be supported by evaluation criteria Criteria define what must be observed to evaluate a specific exercise objective

23 L-052: Preparation Process and Exercise Manual 22 Example of Objective and Criteria Exercise objective (contamination accident) Verify the ability to protect emergency workers Criteria: An access control point is established Dosimeters are worn Turn-back limits are established Dose control procedures are implemented People are monitored when they leave the contaminated area Names and doses are recorded

24 L-052: Preparation Process and Exercise Manual 23 Scenario Start state Narrative Key events and critical timeline Detailed sequence of events Master events list

25 L-052: Preparation Process and Exercise Manual 24 Injects and Data Inject = information injected by a controller to a player to simulate an event Example: Initiation of a fire alarm in a facility Data = information provided by a controller to a player when adequate actions are taken to obtain it Example: ambient gamma measurement when a survey is conducted

26 L-052: Preparation Process and Exercise Manual 25 Guide for Controllers and Evaluators Organization Schedule and coordinating instructions Locations Logistics Communications Safety Detailed instructions

27 L-052: Preparation Process and Exercise Manual 26 Guide for Controllers and Evaluators (Contd) Organization Designate all personnel who will be controllers and evaluators Assign responsibilities Verify their availability Deputy Director Evaluators Chief Evaluator On-Site Evaluators Chief Evaluator Off-Site Evaluation Team Controllers Chief Controller Off-Site Controllers Chief Controller On-Site Control TeamObservers Exercise Director

28 L-052: Preparation Process and Exercise Manual 27 Exercise Team Deputy Director Evaluators Lead Evaluator On-Site Evaluators Lead Evaluator Off-Site Evaluation Team Controllers Lead Controller Off-Site Controllers Lead Controller On-Site Control TeamObservers Exercise Director

29 L-052: Preparation Process and Exercise Manual 28 Exercise Team (Contd) Exercise Director Overall exercise preparation and conduct Go/no go decisions Coordination of lead controllers Deputy Director (for large exercise) Assist the Exercise Director

30 L-052: Preparation Process and Exercise Manual 29 Exercise Team (Contd) Lead Controllers Overall coordination of exercise inputs Resolve issues related to timing and events Monitor safety and stop the exercise, if required Keep the Exercise Director informed

31 L-052: Preparation Process and Exercise Manual 30 Exercise Team (Contd) Controllers Keep the scenario on track Conduct of their respective groups or activities Provide inputs and trigger actions Monitor safety and stopping their respective portion if required One controller for each key group

32 L-052: Preparation Process and Exercise Manual 31 Exercise Team (Contd) Lead Evaluators Coordinate the overall evaluation Brief and direct evaluators Ensure consistency in the evaluation Instruct evaluators on report format and schedule Produce the consolidated evaluation report

33 L-052: Preparation Process and Exercise Manual 32 Exercise Team (Contd) Evaluators Take notes during the exercise Gather material from the exercise Complete evaluation checklist Produce the consolidated report, in accordance with the Lead Evaluator instructions Evaluators and controllers should not be the same persons, except for practical reasons

34 L-052: Preparation Process and Exercise Manual 33 Guide for Controllers and Evaluators (Contd) Schedule and coordinating instructions Pre-exercise meetings and training Facility tour Pre-exercise checks Post-exercise meeting

35 L-052: Preparation Process and Exercise Manual 34 Guide for Controllers and Evaluators (Contd) Locations Where will they be working? How do they get there? What if they have to move in the middle of the exercise? Where will the meetings be?

36 L-052: Preparation Process and Exercise Manual 35 Guide for Controllers and Evaluators (Contd) Logistics Transport Hotel and meals Equipment and supplies

37 L-052: Preparation Process and Exercise Manual 36 Guide for Controllers and Evaluators (Contd) Communications Contact list for exercise personnel Radio channels Call list Communications instructions

38 L-052: Preparation Process and Exercise Manual 37 Guide for Controllers and Evaluators (Contd) Detailed instructions How to control the exercise How to evaluate the exercise Evaluation objectives and criteria

39 L-052: Preparation Process and Exercise Manual 38 Guide for Controllers Before the exercise: know the scenario and customize your input package During the exercise: Identify yourself Communications check Start messages with for exercise Follow the input instructions

40 L-052: Preparation Process and Exercise Manual 39 Guide for Controllers During the exercise (contd) If the scenario gets off-track, report to the Lead Controller Do not provide information unless it is deserved Do not accelerate or modify the scenario unless authorized by the Lead Controller Immediately terminate the simulation if safety is threatened

41 L-052: Preparation Process and Exercise Manual 40 Guide for Controllers If the exercise gets off track: Immediately inform the lead controller Adjust time line or event as required Keep in mind the exercise objectives Inform all affected controllers

42 L-052: Preparation Process and Exercise Manual 41 Guide for Controllers To end the exercise: Final event or final message Clearly state that the exercise is over Inform all controllers Inform all participating organizations Return the work locations to a safe state Not all groups need to end at the same time Gather controllers and discuss the conduct of the exercise Write a report and provide it to the lead evaluator

43 L-052: Preparation Process and Exercise Manual 42 Guide for Controllers Safety is paramount Use for exercise in all communications No unsafe actions should be allowed, even if they are realistic Safety applies equally to participants and exercise team Normal safety procedures to be followed Stop the exercise if a real safety breach or emergency occurs

44 L-052: Preparation Process and Exercise Manual 43 Guide for Controllers Special case: Table top Same as exercises, except that most outside groups are simulated Keep the number of groups limited Together or separate Timeline can be compressed Encourage discussion, but do not lead it

45 L-052: Preparation Process and Exercise Manual 44 Guide for Players General statement of intent Applicable laws, statutes and regulatory texts Exercise scope and objectives Participating organizations Exercise rules Exercise communications Simulation cells Safety Media arrangements and guidelines Feedback required from players

46 L-052: Preparation Process and Exercise Manual 45 Guide for Players (contd) General statement of intent Explain the general purpose of exercises Explain how exercises fit within the overall emergency preparedness program Explain the benefit of exercises and the importance to take them seriously

47 L-052: Preparation Process and Exercise Manual 46 Guide for Players (contd) Applicable laws, statutes and regulatory texts State the regulatory and other legal obligations for the exercise

48 L-052: Preparation Process and Exercise Manual 47 Guide for Players (contd) Exercise scope and objectives Summarize the exercise specifications discussed earlier

49 L-052: Preparation Process and Exercise Manual 48 Guide for Players (contd) Participating organizations Who will play and to what extent Important to mention who is NOT playing When omitted, this can lead to embarrassing situations!

50 L-052: Preparation Process and Exercise Manual 49 Guide for Players (contd) Exercise rules How the exercise will be conducted How injects and data will be provided What players must do to get the data Interaction with controllers and evaluators

51 L-052: Preparation Process and Exercise Manual 50 Guide for Players (contd) Exercise communications Exercise communications list Simulation cell phone numbers Start each communication with this is an exercise

52 L-052: Preparation Process and Exercise Manual 51 Guide for Players (contd) Simulation cells What organizations are being simulated

53 L-052: Preparation Process and Exercise Manual 52 Guide for Players (contd) Safety Strong statement on need for safety Exercise needs do not override safety considerations Role of players in safety Role of exercise personnel in safety

54 L-052: Preparation Process and Exercise Manual 53 Guide for Players (contd) Media arrangements and guidelines Is there simulated media or not? What to do if the real media gets involved

55 L-052: Preparation Process and Exercise Manual 54 Dealing With the Media Simulated media Designate team Establish simulation cell Provide clear guidelines Real media Determine strategy Separate simulated media controllers and people who will deal with the real media You can involve media in the preparation of the exercise Make arrangements to deal with the real media during the exercise to prevent interference with the conduct of the exercise

56 L-052: Preparation Process and Exercise Manual 55 Guide for Players (contd) Feedback required from players Post-exercise briefing Need for constructive feedback Actions to be taken following the evaluation

57 L-052: Preparation Process and Exercise Manual 56 Importance of the Exercise Manual Critical! Without a good exercise manual, the exercise will most likely not be a success Distribute on time

58 L-052: Preparation Process and Exercise Manual 57 Scenario Security The value of the exercise will be reduced if the players know the scenario Protect the scenario Number the copies No extra copies should be made

59 L-052: Preparation Process and Exercise Manual 58 Summary Follow the 10-step process The manual is the road map The manual is critical to a good exercise Complete it and distribute it on time!


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