1. Designing and Conducting Exercises to Implement and Test Your ERP

2. Objectives Describe why it’s 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

3. Why Test Your ERP?
Evaluate if your ERP plans, policies, and procedures are adequate and can be implemented.
Reveal ERP weaknesses and gaps.
The more you prepare and test the more individual performance and organizational coordination and communications will improve.
Train new and existing personnel and clarify roles and responsibilities.
Establish relationships with local, state, and federal agencies.
Update your ERP
Satisfy possible regulatory requirements.

4. Training Options
Orientation- This is just a paperwork exercise where you 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 a scenario and you start to put your ERP into action.
Functional Exercises-Where you start to deploy and utilize your resources on a limited scale.
Full Scale Drill-Full scale, bring out all the equipment, everyone suits up exercise.

5. 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 describe potential problems and information necessary to address problem

6. 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

7. Tabletop Exercises (Cont’d)
Murphy’s Law can come into play in this type of exercise
Exercise does not take place in real-time (I.e. 1 hr of 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

8. Functional Exercise
Policy & coordination personnel practice emergency response
Stressful & realistic simulation
Takes place in real time
Emphasizes emergency functions
Command center is activated

9. 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

10. How a Tabletop Exercise Works
Problem discovery area, can involve some brainstorming
Problems are tackled one at a time
Low Stress environment

11. 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

12. Who should participate in Tabletop Exercise (Minimum Participation)
Water Utility
State - Emergency Responders
Local - Police, Fire, ER, Health Department
Local – Government, Management, Officials – (Town Manager, City Manager, County Manager, Mayor or Other Chief Executive)

13. 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

14. 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)

15. 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

16. Tabletop Exercises: Before, During, and After
Before – preparing for the tabletop exercise
Assess needs
Define the scope
Write a purpose statement
Define objectives
Compose a narrative
Write major and detailed events
List expected actions

17. Tabletop Exercises: Before, During, and After (Cont’d)
During – As 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

18. Tabletop Exercises: Before, During, and After (Cont’d)
After – Once 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

19. Types of Scenarios and Triggers
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

20. 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 the fire 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 be dropping off. Residents are complaining about low pressure and dirty water.

21. 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

22. 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 not present (e.g. Governor, Press)
Have sufficient facilitators on hand to control and monitor progress of the exercise
Be realistic

23. Exercise Lessons Learned cont.
Stop and assess as needed
Stress ground rules at the start, make participants aware of confusion which may exist (during exercise 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)

24. 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, don’t let this slow the exercise down (make some assumptions and move on)
Seek and share answers later

25. Response Lessons Learned (Cont’d)
Keep dialog going
Practice, Practice, Practice
Build on each tabletop exercise to reach field exercise or full scale drill
Don’t forget--dealing with public, media, how to provide alternate sources of drinking water

26. Advantages and Disadvantages of Tabletop Exercises
Modest commitment of time, resources, and money
Effective in reviewing plans, 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 system’s capabilities
Only superficial exercise of plans, procedures, and staff capabilities
Does not provide a practical way to demonstrate system overload

27. Resources EPA Response Protocol Toolbox
Click on Security
EPA is currently in the process of developing a CD ROM to assist the water supply community as they plan to conduct tabletop exercises.
Click on Security then ASDWA's Webcast on Tabletop Exercises 5-04
FEMA online exercise design class

28. QUESTIONS?