1 Regional Hospital Full Scale Exercise CONTROLLER EVALUATOR GUIDE

2 TRAINING OBJECTIVES Review HSEEP Exercise Control and Evaluation Guidance Train evaluators to use the Exercise Evaluation Guides

3 General Guidance Controllers are on-site exercise team members who are responsible for maintaining the intended direction of the exercise. Evaluators are observers that record player responses to the Master Scenario Event Log (MSEL) injects.

4 Controllers And Their Role The Lead Controller/Evaluator (LCE) is the coordinator of the exercise at their location. They are responsible for the continuity of flow of the exercise at their location. They may interact with the players, but not coach them.

5 Controllers And Their Role The LCE is the link between the players and the SIMCELL and may, with concurrence of the SIMCELL, interject additional tasks into the exercise to bring the exercise back on track or speed exercise response to ensure that the exercise proceeds smoothly.

6 Evaluators And Their Role Evaluators (internal and external) are responsible for observing all the actions and decisions of the players and recording them in the Exercise Evaluation Guides (EEGs) for submission and inclusion in the “After Action Report”. Evaluators are observers and do not directly interact with the players.

7 SIMULATION CELL The “SIM CELL”, responsible for sending the injects into the exercise, will be located at the UGA IHMD EOC and will initiate the exercise from that location.

8 SIMULATION CELL The SIM CELL will control all injects into the exercise and may at its discretion add additional injects to either keep the exercise on point or to adjust the speed or flow of the exercise. All communications relative to these decisions will be implemented through LiveProcess and/or communicated through the LCE.

9 COMMUNICATIONS All exercise injects and play between the hospitals will be done using Live Process. Communications between the Public Health EOC (SIMCELL), District ECs and the RCHs will be over WebEOC. If communications fail then alternative means will be utilized as the situation dictates.

10 HOT WASH Immediately following the exercise the LCE leads the Hot Wash and allows players to provide immediate feedback. This enables controllers and evaluators to capture more information about events while they are still fresh in the players’ minds. The “Hot Wash” is an opportunity to ascertain the level of satisfaction with the exercise, identify issues or areas of concerns and propose items for improvement.

11 Sample Hotwash Ground Rules Short-time duration Facilitated discussion format Constructive comments only Identify things that:  Went well  Need improvement Distribute and Collect Participant Feedback Forms

12 EEGs are designed to provide an organized method of capturing pertinent observations that relate to specific exercise objectives and player responses. Exercise Evaluation Guides (EEGs)

13 Exercise Evaluation Guides (EEGs) LCE will assign EEGs to be completed by each evaluator Assigned EEGs will be completed electronically by all Evaluators and ed to Hospital Point of Contact (POC)

14 These electronic EEGs and all other exercise documents should be ed by the POC to Dorota Carpenedo at IHMD: Exercise Evaluation Guides (EEGs)

15 HSEEP Homeland Security Exercise Evaluation Program Exercise guidance should include: How to observe exercise discussion What to look for What to record How to use the Exercise Evaluation Guides

16 How to Observe Exercise Discussion Evaluators should: Be located in assigned location at least 15 minutes before start of the exercise The best place to be is wherever the evaluator can best see and hear the action

17 Do: Focus on critical activities Take detailed notes Write legibly Refer questions to the LCE Do not:  Leave your post at key times  Prompt players  Get in the way  Answer questions for players Tips for Successful Evaluation

18 What to Look For The emphasis is on: Who? What? When? Where? How? Why?

19 Who (the name and position) performed the action or made the decision? WHO

20 WHO Controllers/Evaluators should ask their hospital’s Emergency Planner to provide identification such as vests for all exercise participants to indicate their name and exercise ICS role, such as Incident Commander, etc.

21 WHAT What occurred (the observed action)?

22 WHEN When (the time) did the action take place?

23 WHERE Where (the location) did the action or decision take place?

24 HOW How did they perform the action, and make the decision (the process)?

25 WHY Why did the action take place (determine the root cause of the action) or why was the decision made (the trigger)?

26 What to Record Record observations through use of notes and Exercise Evaluation Guide

27 Record significant activities: Initiating scenario events Facility activities Response actions Key decisions made by Players Deviations from plans and procedures Completion time of events

28 Evaluators may interact with players during the exercise if they have a question about something they observed. For example, an evaluator may need to ask who a player was talking to on the phone and what was discussed.

29 How to Complete the Exercise Evaluation Guides (EEG) Each evaluator should take notes in their assigned area(s) to create a chronological record of the response actions they have observed.

30 Use exercise notes to complete assigned EEGs electronically. In space below each task description (add more space as needed), list evaluator’s observations of this task and any related recommendations. Then mark appropriate Task Completed rating box based upon evaluator observations. How to Complete the Exercise Evaluation Guides (EEG)

31 Controller/Evaluator Registration The Hospital Point of Contact will need to list selected Evaluators expected to participate in the exercise along with their contact information. All registered Evaluators will need to attend In-class Training or complete an On-line Training. On-line Training will be assigned based on the contact information listed in the registration. Please register early, so that the Evaluators can be trained in time for the full scale exercise. TO REGISTER, VISIT OUR WEBSITE: Event registration is located at the bottom of the right hand corner of the IHMD/UGA web page

32 Controller/Evaluator Online Training MODULE 1– Evaluators Training Who Should Take The Evaluators Training? · Anyone who is planning to be an Exercise Evaluator and has never evaluated an Exercise. · Anyone who has previously evaluated an exercise and wishes to take a refresher course. MODULE 2– Controllers Training Who Should Take The Controllers Training? · Anyone who is planning to be an Exercise Controller and has never controlled an Exercise. · Anyone who has previously controlled an exercise and wishes to take a refresher course. Note: Evaluators and Controllers previously trained and who took part in exercises organized by UGA since 2006 do not need to complete the training; however we strongly encourage all Controllers to look over the training materials.

33 Controller/Evaluator Online Training How to Gain Access to On-line Training 1. Hospital Point of Contact fill out On-line Registration for the Full Scale Exercise listing all Evaluators planning to participate in the event. 2. After UGA receives your registration, all listed Evaluators will receive an with a user id and password for the On-line training.

34 Controller/Evaluator Briefing and Debriefing Conference Calls TBD Conference Call Number: Access code: #

35 Questions? Please Call Lynn Perkins at or Dorota Carpenedo at after today’s training with your questions.

36 Thanks for all your help in making this exercise a success!