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Texas Department of Public Safety Thar’s Gold in Them Thar AAR/IPs.

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Presentation on theme: "Texas Department of Public Safety Thar’s Gold in Them Thar AAR/IPs."— Presentation transcript:

1 Texas Department of Public Safety Thar’s Gold in Them Thar AAR/IPs

2 Texas Department of Public Safety W ELCOME AND A GENDA Purpose and Value of After Action Reports How to develop an Improvement Plan Esther Corwin, MEP Exercise Training Officer, Texas Division of Emergency Management Contact Info is on handout

3 Texas Department of Public Safety A consolidation of information gathered during the testing and evaluation of a community’s emergency operations plan through an exercise Provides feedback to executive leadership, participating entities and governing agencies in the achievement of the exercise objectives and overall capabilities of the community Information gleaned from this process, identifies and guides future improvement actions W HAT IS AN AAR

4 Texas Department of Public Safety W HY W RITE AN AAR Creates a multi-agency process to review an exercise or incident General exercise identification information, but also includes evaluation information Facilitates honest and critical appraisal of actions based on plans and policies

5 Texas Department of Public Safety W HERE D O W E L OOK Exercises to simulate a stressful realistic scene Exercises to evaluate a new or seldom used equipment or skill Incidents presenting unexpected challenges Incidents having “less than expected” results OR Incidents employing innovative actions Incidents with unexpected positive results

6 Texas Department of Public Safety E XERCISE E VALUATION IS B ASED O N Community policies, Emergency Operations Plan, agency SOPs and SOGs, MOUs, etc. Exercise Evaluation Methodology – S.MA.R.T. objectives – Exercise Evaluation Guides Observational Data Hotwash Participant Feedback

7 Texas Department of Public Safety I NCIDENT E VALUATION IS B ASED O N Community policies, Emergency Operations Plan, agency SOPs and SOGs, MOUs, etc. Incident Action Plans Briefings, De-Briefings Observational Data Participant Feedback

8 Texas Department of Public Safety T YPES OF O BSERVATIONAL D ATA Descriptive reporting – Typically yields reliable data. Inferential reporting – Includes terms like “adequate” or “timely” – Yields inconsistent data Evaluative reporting – Includes terms like “efficient” or “successful” – Difficult to reliably to collect

9 Texas Department of Public Safety T HREE L EVELS OF A NALYSIS

10 Texas Department of Public Safety T HREE L EVELS OF A NALYSIS Critical Resource Logistics & Distribution Onsite Incident Command Capability Being Evaluated Capability-Level Analysis Activity-Level Analysis Task-Level Analysis Resource Management – Identify, dispatch, mobilize, track, demobilize and pay for resources Direct/Control incident management activities. Identify the resources based on incident need Develop all necessary components of an IAP and obtain approvals Inventory resources by type/ category that are available to support this incident Establish incident objectives and priorities and operational periods Level of Evaluation

11 Texas Department of Public Safety E XERCISE E VALUATION G UIDES Identify the activities, tasks, and performance measures to be observed Developed and customized before the exercise Evaluators complete the EEG by: – Logging times and actions accurately – Decision making processes and participants – Player roles and responsibilities – Coordination and cooperation – How actions were performed, resources involved – Documenting issues and recommendations

12 Texas Department of Public Safety D ATA A NALYSIS The goal is to evaluate the ability of involved functions to perform target capabilities

13 Texas Department of Public Safety P RELIMINARY A NALYSIS Evaluators organize observations into key issues and a chronological narrative At a minimum, should include: – Description of the assigned function or operation, analyzed by capability, activity, and task – Documented record of significant observed actions

14 Texas Department of Public Safety Review exercise objectives – What was the intent of the objective? – What would demonstrate the successful performance of the objective? – If the objective was not met, what factors contributed to this result? Review incident operational objectives Review exercise objectives – What was the intent of the objective? – What would demonstrate the successful performance of the objective? – If the objective was not met, what factors contributed to this result? Review incident operational objectives R EVIEW O BJECTIVES

15 Texas Department of Public Safety 4 S TEPS OF D ATA A NALYSIS 1.Identify issues – Compare performance data to standards – Identify differences – Determine consequences 2.Determine root cause – Discuss conditions leading to observed behavior – The “Why” staircase Fool’s Gold

16 Texas Department of Public Safety W HY S TAIRCASE Each step should explain the step above … … down to the underlying root cause. Why did it happen?Why was that? And why was that? ROOT CAUSE And why was that? Why did that happen?

17 Texas Department of Public Safety 4 S TEPS OF D ATA A NALYSIS 3.Develop recommendations – Sustain and improve – Short and long term – What needs to be changed and how – Give references 4.Capture lessons learned – Innovative practice or a piece of knowledge gained from experience – Provides guidance for approaching a similar problem in the future – Save time, conserve money, and accelerate preparedness

18 Texas Department of Public Safety D RAFT AAR Provides feedback to participating entities and governing agencies regarding the achievement of objectives and overall capabilities Records recommendations for improvement Establish consensus and buy-in on next steps

19 Texas Department of Public Safety T HE AAR Suggested AAR format includes: – Executive Summary – Overview – Exercise Goals and Objectives – Analysis of Capabilities Demonstrated – Conclusion

20 Texas Department of Public Safety Observations References Analysis – For improvements, list consequences of action or inaction Recommendations Observations References Analysis – For improvements, list consequences of action or inaction Recommendations Observations References Analysis – For improvements, list consequences of action or inaction Recommendations Observations References Analysis – For improvements, list consequences of action or inaction Recommendations O BSERVATIONS AND R ECOMMENDATIONS

21 Texas Department of Public Safety A FTER A CTION C ONFERENCE Planning Team, evaluators, and stakeholders meet to review and refine draft AAR Evaluation leads to a disciplined process for implementing improvement actions and continually strengthening preparedness

22 Texas Department of Public Safety A FTER A CTION C ONFERENCE Address identified issues Develop specific improvement actions Prioritizes action items Assigns responsibility to track implementation

23 Texas Department of Public Safety These questions aid development: What changes need to be made to plans and procedures to improve performance? What changes need to be made to organizational structures? What changes need to be made to leadership and management processes? D EVELOPING I MPROVEMENT A CTIONS ?

24 Texas Department of Public Safety More questions to aid development: What training is needed? What changes to, or additional equipment are needed? What lessons can be learned that will direct how to approach a similar problem in the future? D EVELOPING I MPROVEMENT A CTIONS

25 Texas Department of Public Safety I MPROVEMENT B ENCHMARKS Must be clearly defined and attainable Examples include: – Number of personnel trained in a task – Percentage of equipment that is up-to-date – Finalization of an interagency agreement within a given amount of time Include concrete deadlines to track progress toward full implementation

26 Texas Department of Public Safety A CTIVITY – I MPROVEMENT D EVELOPMENT Older elementary school in a rural area just before dismissal on a spring day, parents are arriving to take students home NWS issues tornado warning estimating less than 10 minutes before impact Principal activates “bell” for sheltering, but students/parents confuse it with dismissal Some parents enter school to take child and “run” from the storm As a large group, given a scenario and issue, discuss possible recommendations and develop a simple improvement action.

27 Texas Department of Public Safety Issue: Student Safety Basic Recommendation: Develop something to assist the principle in communicating emergency information Changes to plans and procedures Changes organizational structures Changes to leadership/ management processes What training is needed Changes or additional equipment Lessons learned for the future A CTIVITY – D EVELOP I MPROVEMENT Jarrell Tornado May 27, 1997

28 Texas Department of Public Safety S UMMARY Objectives and Evaluation Methodology are the foundation of Improvement Planning Root Cause analysis helps find the key policy, procedure, training or equipment to which an improvement could be made Applies to Exercises and actual Incidents Improvements make things better than before

29 Texas Department of Public Safety Q UESTIONS ??? Any question can lead to a good idea. Synergy is the Energy of People. Esther Corwin, MEP Exercise Training Officer, TDEM


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